Komiti Ārai Tūmatanui me Te Toko Raru Ohorere Civil Defence and Emergency Management Group Committee

OPEN MINUTES

Minutes of a meeting of the Civil Defence and Emergency Management Group Committee held in the Room 1, Level 26, 135 Albert Street, Auckland on Wednesday, 28 November 2018 at 10.04am.

present

Chairperson	Cr Sharon Stewart, QSM
Deputy Chairperson	Cr John Watson	From 10.08am, item 5.1
Members	Cr Josephine Bartley
	Cr Ross Clow	From 11.35am, item 10
	Cr Fa’anana Efeso Collins
	Cr Greg Sayers
	Cr Sir John Walker, KNZM, CBE	From 10.41am, item 8
	Cr Paul Young
IMSB Members	Member Hon Tau Henare
	Member Dennis Kirkwood	Until 11.46am, item 11

ALSO PRESENT

Cr Cathy Casey

IN ATTENDANCE

Deane Ingram - Fire and Emergency New Zealand

Kerry Gregory – Fire and Emergency New Zealand

Jane Rollin - Ministry of Civil Defence & Emergency Management

Graham Ferguson - St John

John Cavanagh - Ministry of Social Development

Jocelyn Peach - Health CEG Rep

Catherine Cooper - Auckland Welfare Coordaining Group Chair

Civil Defence and Emergency Management Group Committee 28 November 2018

1          Apologies

Resolution number CIV/2018/31

MOVED by Chairperson S Stewart, seconded by Cr E Collins:

That the Civil Defence and Emergency Management Group Committee:

a) accept the apology from Cr Watson for lateness.

CARRIED

Note:   An apology was subsequently received from Cr R Clow for lateness.

2          Declaration of Interest

There were no declarations of interest.

3          Confirmation of Minutes

Resolution number CIV/2018/32

MOVED by Chairperson S Stewart, seconded by Cr J Bartley:

That the Civil Defence and Emergency Management Group Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 29 August 2018, as a true and correct record.

CARRIED

4          Petitions

There were no petitions.

5          Public Input

5.1	Public Input: Ministry for Primary Industries
	Hayley Carr was present for this item and provided a PowerPoint presentation. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachments.
	Deputy Chairperson J Watson entered the meeting at 10.08 am.
	Resolution number CIV/2018/33 MOVED by Chairperson S Stewart, seconded by Cr G Sayers: That the Civil Defence and Emergency Management Group Committee: a)      thank Hayley Carr, Ministry for Primary Industries for her attendance. CARRIED
	Attachments a     28 November 2018 Civil Defence Emergency Management Group Committee Item 5.1 Public Input: Ministry for Primary Industries, presentation

6          Local Board Input

There was no local board input.

7          Extraordinary Business

There was no extraordinary business.

8	Acting Director Civil Defence and Auckland Emergency Management update
	A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachments.
	Cr J Walker entered the meeting at 10.41 am.
	Resolution number CIV/2018/34 MOVED by Chairperson S Stewart, seconded by Deputy Chairperson J Watson: That the Civil Defence and Emergency Management Group Committee: a)      receive the update from Acting Director Auckland Emergency Management. CARRIED
	Attachments a     28 November 2018 Civil Defence Emergency Management Group Committee Item 8 Acting Director Civil Defence and Auckland Emergency Management update

9	Update on the Coordinating Executive Group meeting of 5 November 2018
	Resolution number CIV/2018/35 MOVED by Chairperson S Stewart, seconded by Deputy Chairperson J Watson: That the Civil Defence and Emergency Management Group Committee: a)      note the contents of the Update on the Coordinating Executive Group meeting of 5 November 2018 in the agenda report. CARRIED

10	Independent review of the CDEM Group response to the 10 April 2018 storm event
	David Smol, Rimu Road Consulting Limited was present for this item and presented a PowerPoint presentation. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachments.
	Cr R Clow entered the meeting at 11.35 am.
	Resolution number CIV/2018/36 MOVED by Chairperson S Stewart, seconded by Deputy Chairperson J Watson: That the Civil Defence and Emergency Management Group Committee: a)      note the contents of the Independent review of the CDEM Group response to the 10 April 2018 storm event agenda report and of the independent review of the response to the 10 April 2018 storm b)      note the improvement actions undertaken, and to be undertaken, by the Auckland Civil Defence and Emergency Management Group in response to the recommendations contained in the independent storm response review.  CARRIED
	Attachments a     20181128 Civil Defence Emergency Management Group Committee Item 10 - Independent review of the CDEM Group response to the 10 April 2018 storm event, presentation

11	Learnings review of the fire event in Otahuhu on 7 March 2018
	Steve Mcdowell Consulting Limited and Rose Leonard, Executive Officer were present for this item.
	IMSB Member D Kirkwood left the meeting at 11.46 am.
	Resolution number CIV/2018/37 MOVED by Cr E Collins, seconded by Cr G Sayers: That the Civil Defence and Emergency Management Group Committee: a)      note the findings of the learnings review and its recommendations; those being i)    that overall, the response to the fire was well managed ii)   that Auckland Council investigate additional (and possibly mobile) ways of testing toxicity of smoke plumes for future incidents and consider how this could be included in its Standard Operating Procedures iii)  that the response agencies and support agencies should undertake a coordinated review of relevant Standard Operating Procedures / response procedures to ensure that they are consistent and current and allow for integrated activation and response  iv)  that the response and support agencies review communications responsibilities and procedures for a major incident that has an impact away from the prime site of the incident v)   that the role and resources available to local boards to communicate with their communities be considered as an additional communication mechanism in any review of Standard Operating Procedures relating to communications for major incidents vi)  that Auckland Council continue to monitor compliance with the current consents /abatement notices and work to clarify the timeline for the completion of the upgrade works of the site vii) that an exercise be held once a review of Standard Operating Procedures has been completed to confirm that arrangements for response and communication for an event such as the Sims Pacific Metals fire are appropriate. b)      request that the Coordinating Executive Group develop an action plan to implement the actions in recommendation a), and that progress be reported to the committee in June 2019 c)      note that these findings will be conveyed to the Māngere-Ōtāhuhu Local Board. CARRIED

12

Appointment of Group Controller under Section 26 of the Civil Defence and Emergency Management Act 2002

Resolution number CIV/2018/38 MOVED by IMSB Member T Henare, seconded by Cr J Walker: That the Civil Defence and Emergency Management Group Committee: a)      appoint Ben Hankinson, Head of Emergency Management Operations at Auckland Emergency Management, 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 27 February 2019 meeting of the Auckland Civil Defence and Emergency Management Group Committee for consideration. CARRIED

13

Overview of the Auckland Emergency Management tsunami work programme

Resolution number CIV/2018/39

MOVED by Deputy Chairperson J Watson, seconded by IMSB Member T Henare:

That the Civil Defence and Emergency Management Group Committee:

a)      note the contents of this report; and

b)       endorse the steps being taken and actions to be implemented to reduce tsunami risk   as outlined in the tsunami work programme as Attachment A of the agenda report.

	Action
High Priority	Enhancements to Auckland’s tsunami evacuation zones
High Priority	Update of, and enhancement to, the Public Alerting Framework for Auckland (Public Alerting Strategy)*
High Priority	Development of a Public Education Strategy for Auckland (including social media plan, and plans for engaging hard-to-reach groups)
High Priority	Communication of Auckland’s tsunami risk, including recent GNS Science findings, Auckland’s vulnerabilities, gaps in public alerting capabilities etc. to the Auckland CDEM Group Committee and other elected members
Medium Priority	Development of tsunami vulnerability assessments*
Medium Priority	Audit of tsunami-related research and identification of gaps in knowledge
Medium Priority	Tsunami risk reduction project with the Auckland Lifelines Group*
Medium Priority	Consideration of land-use activities and public information on tsunami-risk (including LIM reports)*
Medium Priority	Refinement and communication of Auckland’s tsunami Standard Operating Procedures
Medium Priority	Finalisation of Auckland’s Operational Evacuation Plan*
Medium Priority	Consideration of Auckland Emergency Management’s and Auckland Council’s business continuity planning (including identifying staff who live within evacuation zones, and encouraging staff and volunteers to consider their own resilience)
Medium Priority	Resilient Recovery Strategy to consider the recovery implications posed by a large tsunami event

*Fully or partially dependent on revisions to Auckland’s tsunami evacuation zones

CARRIED

14	Coordinating Executive Group and Committee Forward Work Programme
	Resolution number CIV/2018/40 MOVED by Chairperson S Stewart, seconded by Cr P Young: That the Civil Defence and Emergency Management Group Committee: a)      note the contents of this report; and b)      endorse the proposed changes to the Forward Work Programme. CARRIED

15        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

12.00 pm                                            The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Civil Defence and Emergency Management Group Committee HELD ON

DATE:.........................................................................

CHAIRPERSON:........................................................