Agenda of Civil Defence and Emergency Management Committee

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

Date:

Time:

Meeting Room:

Venue:

Tuesday, 10 November 2020

2.00pm

Room 1, Level 26
135 Albert Street
Auckland

Kōmiti Ārai Tūmatanui me Te Toko Raru Ohorere / Civil Defence and Emergency Management Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Cr Sharon Stewart, QSM
Deputy Chairperson	Cr Wayne Walker
Members	Cr Fa’anana Efeso Collins
	Cr Tracy Mulholland
	Cr John Watson
IMSB Members	Terrence Hohneck
	Glenn Wilcox

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

(Quorum 3 members)

Sonja Tomovska

Kaitohutohu Mana Whakahaere /

Governance Advisor

4 November 2020

Contact Telephone: 09 890 2906

Email: sonja.tomovska@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Terms of Reference

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).

· 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.

· Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

Staff

· All staff supporting the meeting (administrative, senior management) remain.

· 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

· Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

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 Confirmation of Minutes

That the Civil Defence and Emergency Management Committee:

a) confirm the ordinary minutes of its meeting, held on Tuesday, 25 February 2020, and the extraordinary meeting held on Thursday, 12 March 2020 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.”

Civil Defence and Emergency Management Committee

10 November 2020

Forward Work Programme Update

File No.: CP2020/16376

Te take mō te pūrongo

Purpose of the report

1. To provide the Civil Defence Emergency Management Committee with an update on the Auckland Civil Defence and Emergency Management project updates.

2. To inform the Civil Defence Emergency Management Committee that due to the disruption of COVID-19 and the refocused priorities across the Civil Defence and Emergency Management sector, the forward work programme will be reviewed by the Auckland Civil Defence and Emergency Management Group, which consists of Auckland Emergency Management and the Coordinating Executive Group.

Whakarāpopototanga matua

Executive summary

3. Disruption caused by the emerging water issues and COVID-19 required an all of agency response from the Auckland Civil Defence and Emergency Management Group, resulting in limited progress made on the forward work programme.

4. A review of the forward work programme will take place and a progress update will be presented to the Civil Defence and Emergency Management Committee at its first quarterly meeting in 2021.

5. This report provides an update on Auckland Emergency Management’s activities since the last report. Updates are provided on:

· Community Resilience

· Kia Rite Kia Mau Education Programme

· Business Resilience

· Lifestyle Blocks

· Tsunami Sirens

Ngā tūtohunga

Recommendation/s

That the Civil Defence and Emergency Management Committee:

a) receive the November 2020 update on Auckland Emergency Management project activities.

b) agree to a progress update on the review of the forward work programme to be received by the Civil Defence and Emergency Management Committee at its first quarterly meeting in 2021.

Horopaki

Context

6. One of the Auckland Civil Defence Emergency Management Group Committee functions is to “develop, approve, implement and monitor a civil defence emergency management group plan and regularly review the plan” under section 17 of the Civil Defence Emergency Management Act 2002. This is in part achieved by receiving updates of the Auckland Civil Defence and Emergency Management’s forward work programme.

7. Auckland Emergency Management and the Auckland Civil Defence and Emergency Management Group members have been activated supporting Auckland’s emerging water issues and responding to COVID-19 since February 2020.

8. The disruption caused by the emerging water issues and response to COVID-19 has impacted Auckland Civil Defence and Emergency Management Group’s ability to progress the forward work programme and has resulted in additional work items to be accommodated as a priority.

9. Given the structural changes at the national level and the shift in priorities across the sector, Auckland Emergency Management and the Coordinating Executive Group will conduct a review of the forward work programme to re-align projects and priorities to the new operating context. A progress update on this review will be presented to Civil Defence and Emergency Management Committee at its first quarterly meeting in 2021.

Tātaritanga me ngā tohutohu

Analysis and advice

10. A copy of the current forward work programme is appended as Attachment A.

11. Additional items of work commenced since the last update report include:

Community Resilience

12. Community resilience initiatives focus on making emergency preparedness and social connection relevant, realistic, inclusive, and accessible. Six language week communication campaigns developed prior to COVID-19 provided meaningful assistance to targeted communities during the response to COVID-19.

13. During the response to COVID-19, Auckland Emergency Management leveraged relationships with council departments, Local Boards, community partners and networks to deliver important welfare information and targeted welfare needs assistance. This included specific assistance to Maori communities through marae and Iwi organisations.

14. Following the response to COVID-19, disaster resilience continues to be an important part of Auckland Emergency Management’s work programme. Initiatives are targeted at groups who have specific needs or are disproportionately affected by disasters. Auckland Emergency Management seeks to capture the experiences and lessons learned during the COVID-19 pandemic and incorporate them into initiatives where appropriate.

Kia Rite Kia Mau Education Programme

15. Kia Rite Kia Mau is a Māori educational initiative which aims to teach youth about natural hazards and encourage emergency preparedness through Māori worldview of natural hazards, using narratives from Ngā Atua (Māori Gods).

16. The Kia Rite Kia Mau education programme is in the final stages of development. The resilience team are working with partners and preparing to launch a pilot demonstration of the programme in suitable Auckland schools.

Business Resilience

17. Auckland Emergency Management’s Work Ready online resources have been refreshed, including the addition of the country’s first business continuity resource designed specifically to build the resilience of Chinese small business owners. A range of business resilience initiatives have, and are being developed, to support the online resources such as interactive, online knowledge sharing workshops, webinars, and a social media campaign.

18. Partnering with ATEED and the region’s Business Improvement Districts and Associations, the focus emphasis has been on supporting small High Street businesses. A comprehensive engagement strategy is being developed to expand this focus to the wider Auckland business community.

Lifestyle Blocks

19. Auckland Emergency Management is partnering with Fire and Emergency New Zealand (FENZ), Ministry for Primary Industries (MPI), Federated Farmers and FMG to develop a lifestyle block owners’ adverse events manual.

20. The manual will include practical advice with the aim of guiding the user to complete an emergency plan for their family, animals, and lifestyle property. The adverse events manual will form part of a larger workstream focused on supporting Auckland’s lifestyle block owners before, during and after an event.

Tsunami Sirens

21. Auckland Emergency Management’s 10-year programme to address tsunami risks in Auckland, includes the installation of tsunami sirens in Orewa and remodeling the tsunami inundation (flood) and evacuation zones. A contract for remodeling tsunami inundation and evacuation zones was signed on 21 September 2020. Two public alert sirens were installed in Orewa on 2 September and tested on 27 September 2020, as part of Auckland Emergency Management’s biannual test of its alert systems.

Working Groups

22. Working groups have not resumed due to response to emerging water issues and COVID-19. These working groups will be assessed in coordination with the forward work programme review.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. There are no climate impacts arising directly from this report. Rather this report includes ways in that assist in making Auckland better prepared and more resilient to adverse weather events.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. The matters outlined in this report support fulfilment of the Civil Defence Emergency Management Group Committee’s role. There are no council group impacts arising from this report. Any impacts relating to items on the work programme are addressed when separately reported on.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

25. There are no local impacts arising from this report. Any local impacts and/or local board views relating to items on the work programme are addressed when separately reported on.

Tauākī whakaaweawe Māori

Māori impact statement

26. There are no impacts on Auckland’s Māori arising from this report. Any impacts for Auckland’s Māori relating to items on the work programme are addressed when separately reported on.

Ngā ritenga ā-pūtea

Financial implications

27. With the Emergency Budget in place, Auckland Emergency Management may need to consider reprioritising work programmes to reflect Auckland Council’s current financial circumstances.

28. There are no financial implications arising from this report. Any financial implications relating to items on the work programme are addressed when separately reported on.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29. Due to the nature of COVID-19 and the potential for resurgence, there is an ongoing risk that work plans and business as usual activities may be impacted due to response and recovery needs.

30. There are no risks arising from this report to be mitigated. Any risks and their mitigation relating to items on the work programme are addressed when separately reported on.

Ngā koringa ā-muri

Next steps

31. The forward work programme will be reviewed based on the needs of the wider Auckland region and in the context of COVID-19. The review will take into account suggestions of the Coordinating Executive Group and Civil Defence Emergency Management Group Committee.

32. A progress update on the review of the forward work programme will be provided to the Civil Defence and Emergency Management Committee at its first quarterly meeting in 2021.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	CDEM Forward Work Programme (2019 - 2020)	19

Ngā kaihaina

Signatories

Author	Kailyn Smith - Principal Resilience Engagement & Outreach
Authoriser	Kate Crawford - General Manager Auckland Emergency Manager

Civil Defence and Emergency Management Committee

10 November 2020

Kōmiti Ārai Tūmatanui me Te Toko Raru Ohorere / Civil Defence and Emergency Management Committee
Forward Work Programme 2020

This committee exercises the statutory powers outlined in the Civil Defence Emergency Management Act 2002 and the Auckland Civil Defence Emergency Group Plan. The full terms of reference can be found here: Auckland Council Governing Body Terms of Reference

Area of work and Lead Department	Reason for work	Committee role (decision and/or direction)	Expected timeframes Highlight the month(s) this is expected to come to committee in 2020
Area of work and Lead Department	Reason for work	Committee role (decision and/or direction)	Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec
Receiving Reports
General Managers Update Auckland Emergency Management	Standing item - Update from AEM General Manager on items of interest to the Committee not separately reported	Decision to receive the update.
Update on Co-ordinating Executive Group Meeting	Standing item - Update from AEM General Manager on the preceding Coordinating Executive Group	Decision to receive the update.
Civil Defence Emergency Management Group Feedback Auckland Emergency Management	Feedback on items for which group feedback is sought including Draft Directors Guidelines, Bills and implementation of TAG recommendations. NB - Feedback may have to be retrospectively approved where meeting dates do not allow prior approval	Decision to approve Auckland Civil Defence Emergency Group feedback
Hazards Risk Management Action Plan	Progress Reporting - updates on implementation of actions for managing Auckland regions hazards and risks	Decision to receive updates.
Recovery Preparations Auckland Emergency Management	Progress Reporting - updates on implementation of actions identified in Pathways to Preparedness	Decision to receive updates.
Lifelines Projects	Updates on work programme and progress	Decision to receive updates.
Auckland Groups Controllers List Auckland Emergency Management	Approval and maintenance of list of Group Controllers, Welfare Managers and Group Recovery Managers.	Decision to approve list and any updates.
Civil Defence and Emergency Management Projects
Public Education Strategy	Progress Reporting – progress reports on development of strategy. Enhance preparedness through engagement, supporting work programme & public awareness plans.	Decision to receive updates Decision to approval final document
Large-scale people mobilisation	Support Tāmaki Makaurau Evacuation Plan	Decision to Receive updates
Working Groups
Exercising Programme	Shared exercising, includes exercising to build capability	New item - to be scoped
Joint Evaluation Action Plan Working Group Auckland Emergency Management	To ensure the lessons learned from events and exercises are realised	Note Working Group participation
Community Outreach Group (formerly Building Community Resilience) Auckland Emergency Management	To be rescoped following workshop	Note Working Group participation
Hazard Risk Management Action Plan	Updates on implementation of actions for managing Auckland regions hazards and risks
Recovery Preparations Auckland Emergency Management	Updates on implementation of actions identified in Pathways to Preparedness	Receive updates
Civil Defence and Emergency Management Group Plan Review Working Group Auckland Emergency Management	Needs to be scoped	Note Working Group participation
AF8 Fail over and effects on Auckland Working Group Auckland Emergency Management	Needs to be scoped	Note Working Group participation
Agency Partner Data Sharing Working Group Auckland Emergency Management	As the common operating picture project is on hold an Auckland-wide initiative will continue to collaborate on shared data including vulnerable populations data	Note Working Group participation