I hereby give notice that an ordinary
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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Tuesday, 11
May 2021
2.00pm
Room 1, Level
26
135 Albert Street
Auckland
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Kōmiti Ārai Tūmatanui me Te
Toko Raru Ohorere
/Civil Defence and Emergency Management 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 Wayne Walker
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Members
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Cr Fa’anana Efeso Collins
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Cr Tracy Mulholland
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Cr John Watson
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IMSB Member
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Glenn Wilcox
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Ex-officio
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Mayor Hon Phil Goff, CNZM, JP
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Deputy Mayor Cr Bill Cashmore
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(Quorum 3 members)
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Sonja Tomovska
Kaitohutohu Mana Whakahaere /
Governance Advisor
4 May 2021
Contact Telephone: 09 890 2906
Email: sonja.tomovska@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).
·
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.
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Civil Defence
and Emergency Management Committee
11 May 2021
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ITEM TABLE
OF CONTENTS PAGE
1 Apologies 7
2 Declaration of
Interest 7
3 Confirmation
of Minutes 7
4 Petitions 7
5 Public Input 7
6 Local Board
Input 7
7 Extraordinary
Business 8
8 National
Emergency Management Agency 9
9 Auckland
Coordinating Executive Group Forward Work Programme 11
10 Auckland Tāmaki
Makaurau Fire Plan 2021 17
11 City Rail Link (CRL)
introduction presentation 89
12 Auckland Civil Defence and
Emergency Management Group Manager's update 91
13 Consideration of
Extraordinary Items
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
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That the Civil Defence and Emergency Management Committee:
a)
confirm the ordinary minutes of its meeting,
held on Tuesday, 23 February 2021, as a true and
correct record.
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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.”
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Civil Defence
and Emergency Management Committee
11 May 2021
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National
Emergency Management Agency
File No.: CP2021/05468
Te take mō te
pūrongo
Purpose of the report
1. To
provide the Civil Defence and Emergency Management Committee with a
presentation on the transition from the Ministry of Civil Defence Emergency
Management to the National Emergency Management Agency.
Whakarāpopototanga matua
Executive summary
2. Jane Röllin,
Regional Emergency Management Advisor from the National Emergency Management
Agency will make a presentation to the Committee on items of note from the
National Emergency Management Agency.
Ngā tūtohunga
Recommendation/s
That the Civil Defence and
Emergency Management Committee:
a) receive
the presentation on the transition from the Ministry of Civil Defence Emergency
Management to the National Emergency Management Agency
b) thank
Jane Röllin, Regional Emergency Management Advisor for her presentation.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
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Author
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Kate Crawford - General Manager Auckland Emergency
Management
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Authoriser
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Kate Crawford - General Manager Auckland Emergency
Management
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Civil Defence
and Emergency Management Committee
11 May 2021
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Auckland Coordinating Executive Group
Forward Work Programme
File No.: CP2021/05484
Te take mō te
pūrongo
Purpose of the report
1. To
present the Coordinating Executive Group Forward Work Programme (FWP) to the
Auckland CDEM Committee for approval.
Whakarāpopototanga matua
Executive summary
2. One of
the Auckland Civil Defence and Emergency Management 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.
3. Under
section 20 of the Civil Defence Emergency Management Act 2002, the Coordinating
Executive Group (CEG) is responsible to the Civil Defence Emergency Management
Group for: Overseeing the implementation, development, maintenance, monitoring,
and evaluation of the civil defence emergency management group plan.
4. The
FWP sets out the CEG’s key operational work-streams, projects and
initiatives that are linked to the delivery of one or more of the Auckland CDEM
Group’s goals/strategic objectives as set out in the Auckland CDEM Group
Plan (Group Plan).
5. The CEG voted unanimously on 27 April 2021 to endorse the FWP for
submission to the Auckland CDEM Committee meeting on 11 May 2021 for approval,
Attachment A to this report.
Ngā tūtohunga
Recommendation/s
That the Civil Defence and
Emergency Management Committee:
a) approve the Forward Work Programme, endorsed by the Coordinating
Executive Group on 27 April 2021.
Horopaki
Context
6. A
facilitated workshop was conducted with all CEG members during the 11 February
2021 CEG Meeting to identify the CEG ‘Priorities for Action’.
The key priorities for action identified during the facilitated workshop have
been included in the final draft of the FWP.
7. CEG
members were asked to provide feedback to the draft by close of business 21
April 2021. The feedback received has been considered and included in the
final draft. Recommendations that will inform the ongoing design of FWP
documentation will also be incorporated (see reference point 16).
8. The
FWP sets out the CEG’s key operational work-streams, projects and
initiatives that are linked to the delivery of one or more of the Auckland CDEM
Group’s goals/strategic objectives as set out in the Auckland CDEM Group
Plan (Group Plan).
9. The
CEG voted unanimously on 27 April 2021 to endorse the FWP for submission to the
Auckland CDEM Committee meeting on 11 May 2021, for approval.
Tātaritanga me ngā
tohutohu
Analysis and advice
10. The
FWP has been developed as a framework to provide a direction from which the CEG
members can work together to attain the shared outcomes of the Group Plan in an
aligned and mutually supporting manner, whilst retaining the ability to meet
operational commitments.
11. The
FWP focuses on the key deliverables for the 2021-2022 and 2022-2023 financial
years. Extending the timeframe of the FWP ensures that projects and
initiatives are appropriately planned, executed and reviewed.
12. The
FWP is designed to serve as a guide for the Auckland CDEM Group members in the
conduct of their business to collaboratively achieve specific outcomes on
behalf of our communities in a shared responsibility approach.
13. The
actions and deliverables of the FWP represent the highest priorities of the
Auckland CDEM Group. The day-to-day activities of Auckland Emergency
Management (AEM) that contribute to meeting the deliverables of the Group Plan
are too extensive to include in the FWP. AEM will continue to report on
these activities as part of the CEG and CDEM Committee reporting structures.
Forward Work Programme Timeline 2021-2023
14. The programmes of work identified within the
FWP will be designed and implemented throughout the 2021-2022 financial year
and maintained and monitored throughout 2022- 2023. Extending the timeframe of
the FWP ensures that projects and initiatives are appropriately planned,
executed and reviewed.
15. Towards
the end of the 2022-2023 financial year, the FWP will be evaluated, and this
will lead into the development and implementation of the next iteration of the
FWP (2023-2025).
16. This process is outlined in the table below.
The timeline will need to be adjusted to align with the review of the Group
Plan.
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Forward Work Programme 2021 – 2023
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Financial Year
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Programme Milestones
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2021-2022
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Development and implementation
During
the 2021-2022 financial year, the FWP will be developed and implemented. This
period will be used to design the programme, allocate the resources to the
activities within the programme and implement the programme itself. Progress
of the implementation of activities will be reported back to CEG for
oversight.
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2022-2023
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Maintain and monitor
Following
the development and implementation of the FWP, the activities will be
delivered and maintained through 2022-2023. Activities within the programme
will be monitored and reported back to CEG (via a standing item on the agenda
for each quarterly CEG meeting) and any established working groups for
oversight.
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2023 (financial year quarter 4)
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Evaluate
Towards
the end of the 2022-2023 financial year, the progress of activities within
the FWP will be assessed and an updated programme for 2023-2025 will be
developed and implemented.
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Tauākī whakaaweawe
āhuarangi
Climate impact statement
17. The
matters outlined in this report support fulfilment of the Civil Defence and
Emergency Management Committee’s role. There are no climate impacts
arising from this report. Any climate impacts relating to items on the work
programme are addressed when separately reported on.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
18. There
are no council group impacts arising from this report. Any council group
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
19. 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
20. There
are no impacts on Māori arising from this report. Any impacts for
Māori relating to items on the work programme are addressed when
separately reported on.
Ngā ritenga ā-pūtea
Financial implications
21. 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
22. Given
the unpredictability of our operating environment, we must be receptive of
change and able to review and adapt our priorities and efforts to best meet the
needs of our communities. Due to this the FWP should be seen as a living
document and may change as new information becomes available or new priorities
arise.
Ngā koringa ā-muri
Next steps
23. To
successfully deliver the FWP, several actions will be completed. They include:
· AEM,
as the Group Office, will identify resources required to deliver activities
within the FWP and report this back to CEG highlighting any identified capacity
gaps and risks
· Further
work will be done to complete the FWP document design, including (but not
limited to), the inclusion of the links to the themes, goals and strategic
objectives identified in the Group Plan; timeframes; milestones; and reporting
schedules
· Working
groups compromising of partner agency representatives will be identified and
established as the activities in the FWP are progressed
· Formal
monitoring and reporting structures will be implemented to ensure the CEG and
CDEM Committee are able to maintain oversight of key deliverables
· Roles
and responsibilities of agencies and CEG member representatives will be
identified and agreed.
Ngā tāpirihanga
Attachments
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No.
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Title
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Page
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a⇩
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Coordinating Executive Group Forward Work Programme
(FWP)
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15
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Ngā kaihaina
Signatories
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Author
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Kate Crawford - General Manager Auckland Emergency
Management
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Authoriser
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Kate Crawford - General Manager Auckland Emergency
Management
|
|
Civil Defence
and Emergency Management Committee
11 May 2021
|
|
|
Civil Defence
and Emergency Management Committee
11 May 2021
|
|
Auckland Tāmaki Makaurau Fire Plan
2021
File No.: CP2021/05333
Te take mō te
pūrongo
Purpose of the report
1. To provide an overview of the draft Tāmaki Makaurau Fire Plan
and invite the Civil Defence and Emergency Management
Committee to provide feedback on the plan.
Whakarāpopototanga matua
Executive summary
2. Fire and Emergency New Zealand (FENZ), under the Fire and Emergency
New Zealand Act 2017 (section 22), must create Fire Plans for local areas,
including Tāmaki Makaurau.
3. A Fire Plan is a regulatory tool that provides
transparency about how FENZ will use control powers. The plan outlines:
· fire risk conditions specific to each local area
· policies and procedures that FENZ use at a local
level to reduce fire risks
· restrictions FENZ might use, for example
declaring the beginning and end of fire seasons, prohibiting and restricting
fire and activities, and the issuing of fire permits.
4. FENZ has engaged and communicated with key stakeholders in
developing the Fire Plan including:
· Auckland Council staff
· emergency management partners
· land management groups and associations
· rural and island local boards
· iwi and the Tūpuna Maunga o Tāmaki
Makaurau Authority
· industry and business.
5. The
draft Auckland Tāmaki Makaurau Fire Plan 2021 is attached to this report.
Submissions on the draft plan are due by 9 June 2021.
Ngā tūtohunga
Recommendation/s
That the Civil Defence and
Emergency Management Committee:
a) receive
the Fire and Emergency New Zealand (FENZ) presentation on the draft Tāmaki Makaurau Fire Plan
b) provide
feedback to Fire and Emergency New Zealand (FENZ) on
the draft Auckland Tāmaki Makaurau Fire Plan 2021.
Ngā tāpirihanga
Attachments
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No.
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Title
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Page
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a⇩
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Draft Auckland Tāmaki Makaurau Fire Plan 2021
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19
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Ngā kaihaina
Signatories
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Author
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Esme Cole - Emergency Management Advisor
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Authoriser
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Kate Crawford - General Manager Auckland Emergency
Management
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|
Civil Defence
and Emergency Management Committee
11 May 2021
|
|
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Civil Defence and
Emergency Management Committee
11 May 2021
|
|
City Rail Link (CRL) introduction
presentation
File No.: CP2021/05321
Te take mō te
pūrongo
Purpose of the report
1. To
provide Committee with an overview of the City Rail Link (CRL) project and
CRL’s engagement with Coordinating Executive Group (CEG) member agencies.
Whakarāpopototanga matua
Executive summary
2. CRL and
Auckland Transport have approached CEG member agencies to form the Emergency
and Government Security Services Working Group. The aim of the group is to
connect the CRL project to agencies across Auckland to ensure emergency
management requirements are understood and issues, risks and opportunities are
identified.
3. To date
the CRL project has contacted FENZ and NZ Police regarding communication and
evacuation requirements. The working group has also met to identify next steps.
Ngā tūtohunga
Recommendation/s
That the Civil Defence and Emergency
Management Committee:
a) receive
the City Rail Link (CRL) presentation for awareness ahead of future
decision-making opportunities.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
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Author
|
Esme Cole - Emergency Management Advisor
|
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Authoriser
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Kate Crawford - General Manager Auckland Emergency
Management
|
|
Civil Defence
and Emergency Management Committee
11 May 2021
|
|
Auckland Civil Defence and Emergency
Management Group Manager's update
File No.: CP2021/05465
Te take mō te
pūrongo
Purpose of the report
1. For
the Auckland Civil Defence and Emergency Management (CDEM) Group Manager to provide
a verbal update
to the Civil Defence and Emergency Management Committee.
Whakarāpopototanga matua
Executive summary
2. The
Auckland CDEM Group Manager will provide a verbal update to the Civil Defence
and Emergency Management Committee
on items for which workshops and discussions will be held between the closing of the Committee’s agenda and the meeting.
3. Further information on these items will be provided as a part of
the minutes to the meeting.
Ngā tūtohunga
Recommendation/s
That the Civil Defence and
Emergency Management Committee:
a) receive the Auckland
Civil Defence and Emergency Management Group Manager’s update.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
|
Author
|
Kate Crawford - General Manager Auckland Emergency
Management
|
|
Authoriser
|
Kate Crawford - General Manager Auckland Emergency
Management
|
