Agenda of Civil Defence and Emergency Management Group Committee

I hereby give notice that an ordinary meeting of the Civil Defence and Emergency Management Group Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 24 May 2017

10.30am

Room 1, Level 26
135 Albert Street
Auckland

Civil Defence and Emergency Management Group Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Sharon Stewart, QSM
Deputy Chairperson	John Watson
Members	Cr Ross Clow
	Cr Fa’anana Efeso Collins
	IMSB Member Hon Tau Henare
	Cr Richard Hills
	IMSB Member Dennis Kirkwood
	Cr Denise Lee
	Cr Dick Quax
	Cr Sir John Walker, KNZM, CBE

Ex-officio	Mayor Hon Phil Goff, JP
	Deputy Mayor Bill Cashmore

(Quorum 3 members)

Sonja Tomovska

Governance Advisor

18 May 2017

Contact Telephone: 890 8022

Email: sonja.tomovska@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Civil Defence and Emergency Management Group Committee

24 May 2017

ITEM TABLE OF CONTENTS PAGE

1 Apologies 5

2 Declaration of Interest 5

3 Confirmation of Minutes 5

4 Petitions 5

5 Public Input 5

6 Local Board Input 5

7 Extraordinary Business 5

8 Notices of Motion 6

9 Auckland Civil Defence Emergency Management visit to Kaikoura, Hurunui and Christchurch 7

10 Overview of the recent localised weather events 9

11 Public Alerting Framework: Update and Next Steps 11

12 Civil Defence Emergency Management Act 2016; Approval of those authorised to be Recovery Managers and to declare a Transition period 13

13 Submission to the Technical Advisory Group 47

14 Consideration of Extraordinary Items

1 Apologies

An apology from Cr D Quax has been received.

2 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

3 Confirmation of Minutes

That the Civil Defence and Emergency Management Group Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 22 February 2017, as a true and correct record.

4 Petitions

At the close of the agenda no requests to present petitions had been received.

5 Public Input

Standing Order 7.7 provides for Public Input. Applications to speak must be made to the Governance Advisor, in writing, no later than one (1) clear working day prior to the meeting and must include the subject matter. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders. A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

At the close of the agenda no requests for public input had been received.

6 Local Board Input

Standing Order 6.2 provides for Local Board Input. The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time. The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give one (1) day’s notice of their wish to speak. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

This right is in addition to the right under Standing Order 6.1 to speak to matters on the agenda.

At the close of the agenda no requests for local board input had been received.

7 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

8 Notices of Motion

There were no notices of motion.

Civil Defence and Emergency Management Group Committee

24 May 2017

Public Alerting Framework: Update and Next Steps

File No.: CP2017/09167

Purpose

1. To provide an update on the Public Alerting Framework; which was endorsed by this committee on 22 February 2017.

Executive summary

2. In February 2017 the Auckland Civil Defence and Emergency Management Group Committee endorsed the draft Public Alerting Framework for Auckland. Since then, crown research agency, GNS Science, has been commissioned to provide an analysis of those communities most at risk of tsunami; ranked and by local board. This report, as well as the Public Alerting Framework, will be shared with local boards at their formal business meetings over the coming months. The feedback from this consultation, as well as advice on the next steps, will be brought to this committee in due course.

Recommendation/s

That the Civil Defence and Emergency Management Group Committee:

a) note the update with regards to the Public Alerting Framework for Auckland.

Comments

Public Alerting Framework for Auckland

3. In February 2017 the Auckland Civil Defence and Emergency Management Group Committee (the committee) endorsed (CP2017/01335 refers) the draft Public Pubic Alerting Framework for Auckland for consultation with local boards. The framework was designed to:

· explain what public alerting in a Civil Defence and Emergency Management sense is, what it can and cannot do;

· give detail on the range of channels for public alerting currently available in Auckland;

· highlight the advances being taken with regards to public alerting at a national level;

· provide some commentary on tsunami sirens, their uses and limitations; and

· assist with decisions taken by the Auckland Civil Defence and Emergency Management Group Committee, local boards and partners and stakeholders with regards to the prioritisation of budgets and options for enhancing public alerting across the Auckland region.

4. Provision for capital expenditure exists within Auckland Council’s Long-term Plan for enhancements to public alerting including tsunami sirens. This funding provision excludes operational expenditure but provides a starting point for consultation with local boards and other parties on the future of Auckland’s tsunami siren network. Key to understanding what a regional siren network could look like; its scale, reach and potential cost, is an assessment of the relative risk of Auckland’s many coastal communities.

GNS Science report

5. In order to assist with discussions and decision making with regards to Auckland’s current and future siren network and to aid with consultation with local boards Auckland Civil Defence and Emergency Management has commissioned crown research institute, GNS Science, to assess the relative hazard and risk profiles of coastal communities across Auckland. The report from GNS (provided under separate cover) provides an analysis of those communities most at risk of tsunami; ranked and by local board.

6. This report will be shared at the formal business meetings of local boards along with the Public Alerting Framework for Auckland over the coming months.

7. A report will be brought to this committee outlining the results of consultation with local boards as well as recommendations on the next steps for this project in due course.

Consideration

Local board views and implications

8. The Public Alerting Framework for Auckland built on feedback received from local boards in 2016. This document, as well as the report from GNS Science, is being used as the basis for discussion with local boards on public alerting in general and tsunami sirens in particular.

Māori impact statement

9. There are no particular impacts on Māori arising from this report. The Public Alerting Framework for Auckland notes the importance of community resilience, of reaching all members of the community and of having systems in place to ensure that public alert messages are understood and ubiquitous. Any requirements to consult with Mana Whenua on, for example, the placement of additional tsunami sirens will be reported to this committee as appropriate.

Implementation

10. It is expected that once consultation with local boards is complete that advice on the next steps for this project including its implementation will be brought back to this committee.

Attachments

There are no attachments for this report.

Signatories

Authors

Celia Wilson – Project Manager

Craig Glover – Head of Strategy and Planning

Authoriser

John Dragicevich - Director Civil Defence and Emergency Management

Civil Defence and Emergency Management Group Committee

24 May 2017

Civil Defence Emergency Management Act 2016; Approval of those authorised to be Recovery Managers and to declare a Transition period

File No.: CP2017/09206

Purpose

1. To seek the endorsement of the Auckland Civil Defence and Emergency Management Group Committee (the committee) of the Group Recovery Manager nominations and the nominations for those able to declare a Transition period in terms of the new Civil Defence and Emergency Management Amendment Act 2016. The Coordinating Executive Group has approved the nominations as at the meeting held on 1 May 2017.

Executive summary

2. The Civil Defence Emergency Management Amendment Act 2016 came into effect in November 2016 and amends the principal act passed in 2002.

3. The Civil Defence Emergency Management Amendment Act 2016 requires the approval by the Committee of the Group Recovery Manager nominations as described in Comments.

4. The Act also requires that persons are authorised to give notice of a Transition period as set out in Sec94B of the act. These local transitions periods are for 28 days and are able to be extended as required for further periods of 28 days as required.

5. The requirements of the new Amendment Act will also be incorporated into the Resilient Recovery Strategy documents that will detail Auckland Civil Defence and Emergency Managements strategy for recovery.

Recommendation/s

That the Civil Defence and Emergency Management Group Committee:

a) approve the following to be Group Recovery Managers:

· John Dragicevich, Civil Defence and Emergency Management Director

· David Middleton, Head of Welfare and Recovery

· Barry Potter, Infrastructure and Environmental Services Director

· Sarah Sinclair, Chief Engineer

· Craig McIlroy, General Manager Healthy Waters

· Alan Tresadern, Construction Performance Manager

· John Schermbrucker, Head of Project Delivery

· Rob McGee, Manager Leisure

· Mace Ward, General Manager Parks Sports and Leisure

b) approve the following as those authorised to declare a Transition period:

· the Mayor

· Chair of the Auckland Civil Defence and Emergency Management Group committee

· Deputy Chair of the Auckland Civil Defence and Emergency Management Group Committee

· other councillors who are members of the Auckland Civil Defence and Emergency Management Group Committee

Comments

The Civil Defence Emergency Management Amendment Act 2016

6. The Civil Defence and Emergency Management Amendment Act was introduced to give more emphasis to timely, coordinated and effective recovery following the response phase of an emergency. The current framework provides little direction in terms of planning and managing recovery efforts which can undermine the resourcing and priority given to these activities. A lack of powers to su0pport transition from response to recovery may prevent the continuation of critical activities necessary to stabilise recovery and may provide perverse incentive to keep a state of emergency in place for longer that is strictly necessary.

7. The Act strengthens the legislative framework for recovery by introducing provisions that:

· provide a mandate for the roles and responsibilities that apply for the duration of the recovery from an emergency

· strengthens recovery planning

· ensures a seamless transition from the response to an emergency to the initial recovery period by ensuring that appropriate and effective statutory powers and arrangements are available.

Group Recovery Managers

8. The provision of the recovery managers and authority to declare transition period form part of the Resilient Recovery Strategy being developed for completion in June 2018.

9. The new act focusses strongly on recovery from an emergency and in particular for provisions that support a timely, coordinated and effective recovery. The principal act provided little direction in terms of planning and recovery, especially in the transition period between the response and recovery phases of an emergency.

10. The new act allows use by the Recovery mangers of special provisions in the recovery phase. The new acts:

· strengthens the law to help communities recover from small to moderate scale emergencies;

· recognises that there are times when communities are not in an `emergency’ but `business as usual’ powers are not quite enough;

· gives Recovery Managers powers they need after the state of emergency phase;

· provides a mandate for roles and responsibilities for recovery planning; and

· helps ensure that civil defence emergency management groups plan for recovery, to help communities get back on their feet more quickly after an emergency with the knowledge that there is legislative backing behind decision making.

11. The names of the Recovery Mangers requiring approval are:

· John Dragicevich, Civil Defence and Emergency Management Director

· David Middleton, Head of Welfare and Recovery

· Barry Potter, Infrastructure and Environmental Services Director

· Sarah Sinclair, Chief Engineer

· Craig McIlroy, General Manager Healthy Waters

· Alan Tresadern, Construction Performance Manager

· John Schermbrucker, Head of Project Delivery

· Rob McGee, Manager Leisure

· Mace Ward, General Manager Parks Sports and Leisure

Transition Periods

12. The new act includes the provision of a transition period which removes the incentive to keep a state of emergency in place just because it has been the only way to access the powers. Local Transitions periods may be declared for a period of 28 days, which may be renewed if necessary.

13. The new amendments allow a more strategic approach to recovery planning with the additional capability of the transition periods in which to undertake immediate and urgent recovery works.

14. Those authorised to declare a Transition period are the same as those authorised to declare an emergency, being:

· The Mayor

· Chair of the Auckland Civil Defence and Emergency Management Group committee

· Deputy Chair of the Auckland Civil Defence and Emergency Management Group Committee

· Other councillors who are members of the Auckland Civil Defence and Emergency Management Group Committee

Resilient Recovery Strategy

15. Auckland Civil Defence and Emergency Management is currently developing the Recovery actions contained in the Group Plan to produce the Resilient Recovery Strategy. This document will bring together the actions identified under the Group Plan, the risks affecting the Auckland region and provides mitigations to reduce the consequences of the identified risks.

16. The resilient Recovery Strategy will expand on the current taskgroups (Built, Economic, Social and Natural Environments) and introduce two new taskgroups, being Business and Cultural, in recognition of the roles the small, medium enterprise sectors plays in the Auckland economy, and the cultural diversity of the Auckland region.

Consideration

Local board views and implications

17. The Resilient Recovery Strategy will have input from all local boards with liaison regarding local residence and leadership in an emergency situation.

Māori impact statement

18. There are no particular impacts on Māori arising from this report. The new amendment act notes the importance of recovery following a disaster, reaching all members of the community and of having systems in place to ensure that recovery has additional powers to enact critical restorations.

Implementation

19. Authorisation of the Recovery Managers and those authorised to declare a transition period will take effect immediately.

Attachments

No.	Title	Page
a ⇩	Civil Defence Emergency Management Amendment Act 2016	17

Signatories

Author	David Middleton - Head of Crisis & Business Continuity
Authoriser	John Dragicevich - Director Civil Defence and Emergency Management

Civil Defence and Emergency Management Group Committee

24 May 2017

Civil Defence and Emergency Management Group Committee

24 May 2017

Submission to the Technical Advisory Group

File No.: CP2017/09028

Purpose

1. To provide information on the Technical Advisory Group established by the Minister of Civil Defence to provide recommendations on “improvements in New Zealand’s Civil Defence structure”. This report also seeks delegation to the Chair and Deputy Chair to finalise and approve the Civil Defence and Emergency Management Group Committee’s submission to the Technical Advisory Group.

Executive summary

2. A Technical Advisory Group (TAG) has been established to provide the Minister of Civil Defence with recommendations on “improvements in New Zealand’s Civil Defence structure”. The TAG is expected to make recommendations to the Minister by the end of August 2017.

3. Anticipating that the TAG will seek feedback prior to making recommendations to the Minister, the Coordinating Executive Group has agreed to establish a working group to develop a draft submission for consideration by this committee. Given that the TAG will be making recommendations to the Minister prior to the next meeting of this committee it is recommended that the Civil Defence and Emergency Management Group Committee Chair and Deputy Chair be granted delegated authority to finalise and approve the Civil Defence and Emergency Management Group Committee’s submission to the TAG.

Recommendation/s

That the Civil Defence and Emergency Management Group Committee:

a) note the establishment of the Technical Advisory Group by the Minister of Civil Defence

b) delegate authority to the Chair and Deputy Chair of the committee to finalise and approve the Civil Defence and Emergency Management Group Committee’s submission to the Technical Advisory Group.

Comments

4. On 23 April 2017 the Hon Gerry Brownlee, then Minister of Civil Defence, announced the establishment of a Technical Advisory Group (TAG) to “identify where improvements in New Zealand’s Civil Defence structure could be made”. The Minister stated that this process was initiated in response to “shortcomings highlighted by recent emergencies such as the Kaikoura earthquake and Port Hills fires”.

5. The TAG, which is expected to make recommendations to the Minister of Civil Defence by the end of August 2017, is made up of the following representatives:

· Roger Sowry, as Chair;

· Benesia Smith, former Deputy Chief Executive of the Canterbury Earthquake Recovery Authority.

6. At the time of writing, the TAG’s terms of reference had not been released though it had been confirmed that their first meeting was due to be held during the week commencing 22 May 2017.

7. Anticipating that the TAG will seek feedback prior to making recommendations to the Minister, the Coordinating Executive Group at its meeting on 1 May 2017 agreed to establish a working group to develop a draft submission for consideration by the Civil Defence and Emergency Management Group Committee.

8. Given that the TAG will be making recommendations to the Minister prior to the next meeting of this committee it is recommended that, in line with this committee’s role in ‘approving relevant policy and legislative submissions to external bodies’ that the Civil Defence and Emergency Management Group Committee Chair and Deputy Chair be granted delegated authority to finalise and approve the Civil Defence and Emergency Management Group Committee’s submission to the TAG.

Consideration

Local board views and implications

9. There are no local board implications arising from this report.

Māori impact statement

10. There are no implications for Māori arising from this report.

Attachments

There are no attachments for this report.

Signatories

Author	Craig Glover – Head of Strategy and Planning
Authoriser	John Dragicevich - Director Civil Defence and Emergency Management