I hereby give notice that an extraordinary
meeting of the Civil Defence and Emergency Management Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 4
July 2018
9:00am
Room 1, Level
26
135 Albert Street
Auckland
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Komiti Ārai Tūmatanui me Te
Toko Raru Ohorere / Civil Defence and Emergency Management Group Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Cr Sharon Stewart, QSM
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Deputy Chairperson
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Cr John Watson
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Members
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Cr Josephine Bartley
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Cr Ross Clow
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Cr Fa’anana Efeso Collins
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Cr Sir John Walker, KNZM, CBE
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IMSB Members
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Hon Tau Henare
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Dennis Kirkwood
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Ex-officio
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Mayor Hon Phil Goff, CNZM, JP
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Deputy Mayor Bill Cashmore
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(Quorum 3 members)
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Suad Allie
Governance Advisor
29 June 2018
Contact Telephone: (09) 977 6953
Email: suad.allie@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Responsibilities and powers
The Civil Defence Emergency Management Group Committee is a
statutory committee required under S12(1) of the Civil Defence and Emergency
Management Act 2002 (CDEM Act) and is responsible for:
· being Auckland’s strategic forum for civil defence and
emergency management planning and policy
· establishing an emergency management structure for the Auckland
region
· developing, approving, implementing and monitoring the Auckland
Civil Defence Emergency Management Group Plan
· developing, approving, implementing and monitoring other relevant
strategies and policies relevant to the powers and functions of the Civil
Defence and Emergency Management Group as identified in the CDEM Act
· performing the statutory functions of a civil defence emergency
management group
· representing Auckland in the development of national emergency
management policy including approving relevant policy and legislative
submissions to external bodies
·
engaging with Local Boards and local board
portfolio holders on civil defence and emergency management issues.
The Civil Defence Emergency Management Group Committee will
exercise the statutory powers outlined in the Civil Defence Emergency
Management Act 2002 and the Auckland Civil Defence Emergency Management Group
Plan. The Civil Defence Emergency Management Group Committee is
authorised to approve use of the established emergency funding facility
provided for emergency management.
Relevant legislation includes but is not
limited to:
Civil Defence Emergency Management Act 2002; and
Hazardous Substances and New Organisms Act 1996.
Exclusion of the public – who
needs to leave the meeting
Members of the public
All members of the public must leave the
meeting when the public are excluded unless a resolution is passed permitting a
person to remain because their knowledge will assist the meeting.
Those who are not members of the public
General principles
·
Access to confidential information is managed on a “need to
know” basis where access to the information is required in order for a
person to perform their role.
·
Those who are not members of the meeting (see list below) must
leave unless it is necessary for them to remain and hear the debate in order to
perform their role.
·
Those who need to be present for one confidential item can remain
only for that item and must leave the room for any other confidential items.
·
In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
·
The members of the meeting remain (all Governing Body members if
the meeting is a Governing Body meeting; all members of the committee if the
meeting is a committee meeting).
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However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
·
All councillors have the right to attend any meeting of a
committee and councillors who are not members of a committee may remain,
subject to any limitations in standing orders.
Independent Māori Statutory Board
·
Members of the Independent Māori
Statutory Board who are appointed members of the committee remain.
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Independent Māori Statutory Board
members and staff remain if this is necessary in order for them to perform
their role.
Staff
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All staff supporting the meeting (administrative, senior
management) remain.
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Other staff who need to because of their role may remain.
Local Board members
·
Local Board members who need to hear the matter being discussed
in order to perform their role may remain. This will usually be if the matter
affects, or is relevant to, a particular Local Board area.
Council Controlled Organisations
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Representatives of a Council Controlled Organisation can remain
only if required to for discussion of a matter relevant to the Council Controlled
Organisation.
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Civil Defence
and Emergency Management Group Committee
04 July 2018
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ITEM TABLE
OF CONTENTS PAGE
1 Apologies 7
2 Declaration of
Interest 7
3 Petitions 7
4 Public Input 7
5 Local Board
Input 7
6 Extraordinary
Business 7
7 Notices of
Motion 8
8 Appointment of
Group Controllers under Section 26 of the Civil Defence Emergency Management
Act 2002 9
9 Consideration
of Extraordinary Items
1 Apologies
At the close of
the agenda no apologies had 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 Petitions
There is no
petitions section.
4 Public
Input
There is no
public input section.
5 Local
Board Input
There is no
local board input section.
6 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.”
7 Notices
of Motion
There were no
notices of motion.
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Civil Defence
and Emergency Management Group Committee
04 July 2018
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Appointment
of Group Controllers under Section 26 of the Civil Defence Emergency Management
Act 2002
File No.: CP2018/11796
Te take mō te pūrongo / Purpose of the report
1. To
appoint Andrew Clark, General Manager of Commercial and Finance, as an Auckland
Civil Defence and Emergency Management Group Controller.
Whakarāpopototanga matua / Executive summary
2. Under
Section 26 of the Civil Defence Emergency Management Act 2002, each
Civil Defence and Emergency Management Group must appoint “at least one
suitably qualified and experienced person or persons” to undertake the
duties of the Group Controller.
3. It
is recommended that Andrew Clark, General Manager Commercial and Finance, be
appointed as an Auckland CDEM Group Controller.
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Ngā tūtohunga / Recommendation/s
That the Civil Defence and
Emergency Management Group Committee:
a) appoint Andrew Clark, General Manager of Commercial and Finance,
as an Auckland Civil Defence and Emergency Management Group Controller;
and
b) note that an updated list of Group Controllers, Group Recovery
Managers, and Group Welfare Managers will be brought to the 29 August 2018
meeting of the Auckland Civil Defence and Emergency Management Group
Committee for consideration.
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Horopaki / Context
4. Under
Section 26 of the Civil Defence Emergency Management Act 2002, each Group must
appoint, either by name or by reference to the holder of an office, “at
least one suitably qualified and experienced person to be the person or persons
who are to perform the functions and duties and exercise the powers of the
Group Controller”.
5. Under
Section 22 of the Local Government Act 2002, Councillor Sharon Stewart, as
Chair of the Auckland Civil Defence and Emergency Management Group Committee,
has called for an extraordinary meeting of the committee to formally appoint an
additional Group Controller.
6. The
recording of the Committee’s decision in the minutes of this meeting will
formalise any appointment under the Civil Defence Emergency Management Act 2002
and fulfill the requirements of that Act.
Tātaritanga me ngā tohutohu / Analysis and advice
7. Andrew
Clark, General Manager of Commercial and Finance, has been identified as a
suitable and qualified candidate for Group Controller.
8. In
2017, Mr Clark successfully completed the joint Auckland Emergency Management
and University of Auckland Controller’s Programme. Andrew is well-versed
in emergency management matters and until recently held the role of alternate
director of Auckland Council’s Crisis Management Team.
9. It
is recommended that Andrew is appointed as a Group Controller as per Section 26
of the Civil Defence Emergency Management Act 2002.
10. If
this recommendation is accepted and Mr Clark is appointed as a Group
Controller, this appointment will be noted in the Auckland Civil Defence and
Emergency Group Plan. This is a requirement of the Ministry of Civil
Defence and Emergency Management’s Director’s Guideline for
Civil Defence and Emergency Management Group and Local Controllers[1].
11. Since
the adoption of the Auckland Civil Defence and Emergency Management Group Plan
in August 2016 (CIV/2016/23) there has been a number of personnel changes
within the Auckland Emergency Management team. In addition, a number of senior
leaders within council have successfully completed the year-long Auckland
Emergency Management and University of Auckland controller’s training
programme.
12. These
changes mean that Appendix One of the Group Plan, which lists Auckland’s
Group Controllers, Recovery Managers and Welfare Managers, needs to be updated
and approved by the Auckland Civil Defence and Emergency Management Group
Committee.
13. A
revised and updated Appendix One will be brought to the committee for its
consideration at the meeting on 29 August 2018.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
14. Group
Controllers are responsible for performing and exercising a number of
functions, duties and powers. Civil defence emergencies do generally have local
impacts. Though no specific local views have been considered in the
drafting of this report the recommendation to appoint an additional Group
Controller has no specific local impact.
Tauākī whakaaweawe Māori / Māori impact
statement
15. Any new Group Controller will uphold the principles of Auckland
Emergency Management’s Māori Responsiveness Strategy and will
exercise the powers, duties and functions of the Group Controller in
consultation with mana whenua and iwi where appropriate.
Ngā ritenga ā-pūtea / Financial implications
16. There are no financial implications arising from this report.
Any resources required by Auckland’s Group Controllers can be met from
within existing budgets.
Ngā raru tūpono / Risks
17. The Auckland
Civil Defence and Emergency Management Group is required to appoint suitably
qualified and experience personnel to perform the functions and duties and
exercise the powers of the Group Controller. It is important, therefore,
that an adequate number of Group Controllers are appointed to fulfil these
requirements.
Ngā koringa ā-muri / Next steps
18. Upon the Committee’s appointment of Mr Clark as a Group
Controller, Auckland Emergency Management will continue formal onboarding
processes to enable the appropriate exercising of duties and functions.
19. Staff will
prepare an updated list of Group Controllers, Recovery Managers and Welfare
Managers for consideration at the 29 August 2018 Auckland Civil Defence and
Emergency Management Group Committee.
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
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Author
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Craig Glover - Head of Strategy and Planning
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Authoriser
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Sarah Sinclair – Acting Director Auckland
Emergency Management
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MCDEM, Director’s
Guideline for CDEM Group and Local Controllers, 2014
