I hereby give notice that an extraordinary meeting of the Civil Defence and Emergency Management Committee will be held on:
Thursday, 23 February 2023
1.30pm or at the conclusion of the Governing Body, whichever is later
Komiti mō te Ārai Mate Whawhati Tata me Te Raru Ohorere / Civil Defence and Emergency Management Committee
OPEN ADDENDUM AGENDA
Cr Sharon Stewart, QSM
Cr Kerrin Leoni
Cr Andrew Baker
Cr Greg Sayers
Cr Mike Lee
IMSB Chair David Taipari
IMSB Member Pongarauhine Renata
Cr Ken Turner
Mayor Wayne Brown
Deputy Mayor Desley Simpson, JP
(Quorum 4 members)
Kaitohutohu Mana Whakahaere / Governance Advisor
22 February 2023
Contact Telephone: 0273660320
Civil Defence and Emergency Management Committee
23 February 2023
7 Recovery Manager appointment process and interim process - January Floods and Cyclone Gabrielle 5
Civil Defence and Emergency Management Committee
23 February 2023
File No.: CP2023/01510
Te take mō te pūrongo
Purpose of the report
1. To approve the selection criteria and process for the appointment of the Recovery Manager for the recovery from the January floods and Cyclone Gabrielle under section 29 of the Civil Defence Emergency Management Act 2002.
2. To receive an update on the interim arrangements to be put in place until the Recovery Manager for the recovery from the January floods and Cyclone Gabrielle is appointed.
3. Flooding in late January 2023 and the passage of Cyclone Gabrielle mean Auckland experienced two natural disasters within a period of three weeks, culminating in declarations of a local State of Emergency and, for just the third time ever, a State of National Emergency.
4. The initial response underway to address the impacts of the January Floods was then broadened to respond to the impacts of Cyclone Gabrielle. Effectively, the response is happening as one continuous operation. The recovery phase will similarly address the impacts and consequences of both.
5. The scale and scope of the recovery required necessitates the appointment of a suitably qualified and experienced person to perform the role of Recovery Manager, in a fulltime capacity reporting to the Chief Executive of Auckland Council for at least 12 months.
6. Balancing the time required to recruit a Recovery Manager with the urgent need for their commencement has resulted in the proposals:
· For the establishment of a selection panel to expedite the selection of an appropriately qualified and experienced person for Recovery Manager for the January Floods and Cyclone Gabrielle. The final appointment is proposed to be recommended to the Governing Body for their decision
· For a streamlined selection process for the Recovery Manager which involves seeking nominations from governing body, local board, and Independent Māori Statutory Board members, the Minister for Auckland, and the council’s executive team, a long-listing process, seeking of expressions of interest from long-listed candidates, a short-listing process and identification of a preferred candidate (and an alternate) by the selection panel for recommendation to the Governing Body
· For selection criteria (skills, competencies and experience) for the Group Recovery Manager role which reflect the importance of this role to Auckland’s recovery effort. A senior highly skilled and knowledgeable person is sought who can provide effective leadership on the Auckland context, with its complex governance arrangements, multiple large organisations/agencies and groups contributing to the recovery, and a need to work closely and effectively with a variety of stakeholders and communities.
· Acknowledging that the scale of the recovery and significant funding requirements mean that it is essential that the Governing Body has full confidence in the Group Recovery Manager, it is proposed that the CDEM Group delegate the authority to appoint the Group Recovery Manager for the January Floods and Cyclone Gabrielle to the Governing Body.
· Supporting the priority need for planning and preparations for recovery to continue under interim Recovery Managers, who have previously been appointed as Recovery Managers by the Civil Defence and Emergency Management Committee.
That the Civil Defence and Emergency Management Committee:
a) whakaae / approve the establishment of a selection panel to expedite the selection of an appropriately qualified and experienced person to be the Group Recovery Manager for the January Floods and Cyclone Gabrielle. The panel will comprise:
i) Mayor Wayne Brown (Chair)
ii) Deputy Mayor Desley Simpson
iii) Councillor Sharon Stewart
iv) Jim Stabback, Chief Executive
v) A Central Government and/or National Emergency Management Agency representative
vi) A member of the Independent Māori Statutory Board
b) tautapa / delegate to the selection panel to identify and recommend the Group Recovery Manager for the January Floods and Cyclone Gabrielle appointment to the Governing Body
c) whakaae / approve the selection criteria (skills, competencies and experience) sought for the Group Recovery Manager as set out in this report
d) tautapa / delegate the authority to appoint the Group Recovery Manager for the January Floods and Cyclone Gabrielle to Auckland Council’s Governing Body
e) kopou / appoint Phil Wilson as the interim Recovery Manager for the January Floods and Cyclone Gabrielle, until the Group Recovery Manager for the January Floods and Cyclone Gabrielle recommended by the selection panel to the Governing Body is appointed and formally takes up the role
f) kopou / appoint Mace Ward as Deputy Recovery Manager for the January Floods and Cyclone Gabrielle.
January Floods and Cyclone Gabrielle - Response
7. A local State of Emergency was declared during the record-breaking rainfall event on 27 January 2023 which impacted almost the entire Auckland region causing widespread flooding and landslips. Heavy rainfall periods through to 1 February 2023 caused further flooding and landslips. People were evacuated from flooded properties and there were four confirmed deaths. There was significant damage to housing, infrastructure and utilities. The State of Emergency was extended to 10 February 2023.
8. Monitoring of path and progress of tropical Cyclone Gabrielle forecast a deep system would pass over the top of the North Island, including over or near Auckland. On Thursday 9 February, the State of Emergency was extended a further 7 days until Friday 17 February 2023.
9. The worst of the storm was experienced over Monday and Tuesday (13 and 14 February) with high winds, trees down, extensive power outages, some localised flooding and slips. West coast communities were isolated, homes made uninhabitable and infrastructure suffered further damage. There were two further fatalities. Ground movement, power outages and impaired services from damaged infrastructure continue to have ongoing impacts on communities.
10. Cyclone Gabrielle has significant impacts across six regions including Auckland. A state of National Emergency was declared on 14 February 2023 for the Northland, Auckland, Waikato, Bay of Plenty, Tairāwhiti and Hawkes Bay regions, the latter experiencing large areas of devastation. This is only the third time a National Emergency has been declared.
11. The response underway to the unprecedented rainfall of January 27 was broadened in scope to respond to the impacts of Cyclone Gabrielle.
January Floods and Cyclone Gabrielle - Recovery
12. Under the Civil Defence Emergency Management Act 2002, recovery means the coordinated efforts and processes to bring about the immediate, medium and long-term holistic regeneration and enhancement of a community following an emergency. Recovery activities to address the consequences of emergencies include:
· the assessment and ongoing monitoring of the needs of a community affected by the emergency
· the co-ordination and integration of planning, decisions, actions, and resources
· measures to support—
o the regeneration, restoration, and enhancement of communities across the four environments (built, natural, social, and economic)
o the cultural and physical well-being of individuals and their communities
o government and non-government organisations and entities working together
· measures to enable community participation in recovery planning
· new measures—
o to reduce risks from hazards
o to build resilience. (From section 4).
13. The national framework for recovery has four pou, community recovery, economic recovery, built environment recovery and natural environment recovery. The Response to Recovery Transition Report identifies areas for the recovery, which include:
· people and families displaced from their homes
· community needs including psychosocial needs
· repairs to infrastructure damaged by slips and treefall, including power and communications outages and restricted access to isolated communities
· urban and rural economy including damaged premises, loss of stock, interrupted production and business disruption
· direct and indirect impacts on iwi and Māori.
14. A Recovery Plan will be developed with extensive community engagement across the four pou, to set goals and objectives. For example, the objectives for the recovery from Cyclones Debbie and Cook (2017) were:
· reconnecting our community
· restoring natural and rural environments
· repairing homes and restoring our communities
· regenerating the economy
· working with iwi in partnership.
15. Work undertaken as a part of the response to the January Floods in preparation for recovery was adapted to address the severity of the combined impacts of the January Floods and Cyclone Gabrielle, and their consequences. This combined recovery will be of a scale and scope not previously seen in Auckland. Affecting most of the Auckland region, the recovery needs to address impacts and consequences across the region from the north to the south, including rural, urban, residential and business areas. The recovery will be complex, require significant engagement with Auckland communities, and be prolonged. The recovery is likely to include the interface with planning, rehabilitation, managed retreat versus mitigation, compensation, relocations, and insurance issues. It is estimated the Recovery Manager will need to be appointed for at least 12 months.
16. For Auckland Council, establishing and maintaining the recovery will be a significant commitment, necessitate unplanned expenditure and generate a significant workload for some parts of Auckland Council operations in addition to business as usual. It will require the coordination of resources across the council group and oversight from Auckland Council’s Governing Body.
17. A Group Recovery Manager is yet to be put in place to lead the recovery. The role of Recovery Managers is a statutory role. Recovery Managers are appointed by the Auckland Civil Defence Emergency Management Group under section 29 of the Civil Defence Emergency Management Act 2002 (CDEM Act). The Act requires recovery to be led by suitably qualified and experienced persons to perform the functions and duties of a Recovery Manager, appropriate to the scale of the recovery required.
18. The Recovery Manager may also need to exercise the powers available during a Transition Period. Powers may only be exercised if to do so is in the public interest and necessary or desirable to ensure a timely and effective recovery and proportionate to the circumstances. (These powers are like those available under a declared State of Emergency).
19. Given the scale of the recovery, the significant funding required that will need to be approved by the Governing Body and the fact that membership of the CDEM Group comprises Auckland Council, it is considered appropriate that the decision on the appointment be made by Auckland Council’s Governing Body. Under section 18(1) of the CDEM Act the CDEM Group has the power to delegate any of its functions to any member of the Group. It is therefore recommended that the CDEM group delegate the authority to appoint the Group Recovery Manager for the January Floods and Cyclone Gabrielle to Auckland Council’s Governing Body.
20. Given the significant public interest in the recovery from communities across the Auckland region, it is appropriate that the full Governing Body approve the appointment of the Group Recovery Manager.
Tātaritanga me ngā tohutohu
Analysis and advice
21. The selection of a person appropriate to the role of Group Recovery Manager, as reported to the Extraordinary Meeting of the Civil Defence and Emergency Management Committee on 9 February 2023, identified functional elements outlined in guidance provided by the National Emergency Management Agency (NEMA), essential and desirable attributes, as well as an understanding of Auckland to be effective. The Recovery Manager role is full-time reporting to the Chief Executive of Auckland Council and will require the successful candidate to step aside from current roles.
22. Balancing the time required to acquire the services of appropriate candidates and the immediate need to fill the position to ensure a timely and orderly transition to recovery has proved complex. It has become necessary to find ways to accelerate the selection process enabling the Recovery Manager to commence the role expeditiously. The selection process should be responsive to the scale and nature of the combined, region-wide impacts of the January Floods and Cyclone Gabrielle.
Description of role
23. The Civil Defence Emergency Management (CDEM) Competency Framework role map sets out the role of the Recovery Manager.
24. The role of the CDEM Group Recovery Manager in an emergency is to co‑ordinate the recovery activity within their region.
25. The Recovery Manager ensures:
· planning, prioritisation, and management functions are undertaken
· effective reporting mechanisms are in place
· government is informed of local and regional issues
· recovery resources are identified and obtained as required
· information is provided on the impact of the event on the affected area, and
· emerging issues are identified, and solutions sought.
Proposed selection criteria
26. The selection of a Recovery Manager is an important decision that will, in part, contribute to the success of the recovery. A highly skilled and knowledgeable person is sought, in possession of a number of attributes to provide effective leadership in the Auckland context, with its complex governance arrangements, multiple important, large organisations and a need to work closely with iwi, mataawaka and central government.
27. The proposed selection criteria have been informed from a range of sources including the CDEM Competency Framework role map.
28. The Recovery Manager will require demonstrated skills, competencies and experience in some or all of the following:
· governance, senior executive or similar leadership experience
· strong profile and reputation in the regional/national context
· familiarity with the workings of central and local government
· the ability to influence and manage across the range of sectors and agencies/groups that will be involved in the Auckland recovery
· knowledge of recovery concepts and structures
· familiarity with the principles of integrated risk management
· knowledge of CDEM and other relevant legislation
· ability to think strategically and critically and take a broad perspective on issues
· sound judgement, decision-making and problem-solving skills
· excellent relationship-building and communication skills
· experience in complex stakeholder and community engagement
· knowledge of the diverse communities of Auckland
· knowledge of the issues of significance for Māori in Tāmaki Makaurau and council’s Te Tiriti o Waitangi obligations.
29. Other factors that may be relevant:
· availability and capacity to commence the position as soon as possible
· any identified actual or potential conflicts of interest.
30. A selection panel process is proposed to expedite the appointment process. It is proposed that the panel will have delegations for identifying candidates for the role of Group Recovery Manager for the January Floods and Cyclone Gabrielle and making a recommendation to the Governing Body on the final appointment.
31. It is proposed that Mayor Wayne Brown, Deputy Mayor Desley Simpson, and Councillor Sharon Stewart be appointed to the selection panel, with the Mayor as chair of the panel.
32. The Recovery Manager will report to Auckland Council’s Chief Executive, Jim Stabback. It is therefore proposed that the Chief Executive is a member of the selection panel.
33. The Ministers for Auckland and for Emergency Management have a strong interest in Auckland’s recovery as does central government generally. Being able to work across local and central government is a key attribute the Recovery Manager needs to possess. NEMA is responsible for New Zealand’s emergency management framework, including recovery. Accordingly, it is proposed that central government and/or NEMA provide a member of the selection panel.
34. It is also appropriate that a member of the Independent Māori Statutory Board be on the selection panel.
35. If approved by the CDEM Group, the selection panel will use the selection criteria set out in this report.
Proposed selection process
36. The proposed process to appoint the Recovery Manager is set out below and establishes a robust process within the constrained timeframe:
1) Nominations of potential Recovery Managers sought to establish potential candidates (Note: there will be a short window for nominations to be provided). Nominations will be sought from:
· governing body members
· local board members
· Independent Māori Statutory Board members
· the Minister for Auckland
· Council’s executive team.
2) Staff will collate all nominations, conduct a high-level review against the selection criteria and (where necessary) refine to a long list of candidates.
3) Expressions of interest (EOIs) sent to long-listed nominees. The EOI will seek a copy of their most recent curriculum vitae and a cover letter which includes:
· relevant skills, knowledge and experience
· statement of availability/capacity to undertake the position as soon as possible
· remuneration expectations
· any identified actual or potential conflicts of interest.
3) Staff assess the EOIs received against the key competencies approved by this Committee to form a shortlist for consideration at a meeting of the Selection Panel. The Selection Panel identifies a preferred candidate (and an alternate if preferred candidate unavailable) for appointment at this meeting. (Note: Time constraints mean conducting formal interviews with short-listed candidates may not be possible).
4) Selection Panel recommends appointment of preferred candidate (and an alternate if preferred candidate is unavailable) to a meeting of the Governing Body.
5) The Governing Body receives the Selection Panel’s recommendations and resolves to appoint the Group Recovery Manager for the January Floods and Cyclone Gabrielle.
37. Planning and preparations for the recovery are underway. They will require significant leadership and decision-making authority as the transition from the response phase to the commencement of recovery approaches.
38. At its meeting on 9 February 2023, the Civil Defence and Emergency Management Committee endorsed an existing Recovery Manager to the role of Recovery Manager for the January floods and Cyclone Gabrielle for an interim period until a longer-term appointment is made.
39. It is proposed that the leadership and decision-making and the priority accorded to preparations for recovery can be met through interim arrangements. It is proposed that Phil Wilson, Auckland Council’s Director, Governance & CCO Partnerships take on the role of Recovery Manager in the interim. Phil has been providing leadership behind the scenes and taking a lead role in shaping preparations for recovery. Phil was appointed Recovery Manager for Covid-19 by the Civil Defence and Emergency Management Committee when, in the earlier stages the pandemic was being managed under the Civil Defence Emergency Management Act 2002. Phil is also listed in Appendix 1 to the Auckland CDEM Group Plan as a Recovery Manager and is a suitably qualified and experienced person to perform this role.
40. It is proposed that Mace Ward, Executive – Strategic Programmes and Relationships support Phil as his deputy. Mace has been lead controller through the response to the January Floods, Cyclone Gabrielle and Covid-19. Mace has been an appointed Recovery Manager alongside his appointment as Controller, since at least 2016. It is also proposed that Mace stay on as deputy to the selected Recovery Manager, given the depth of his experience and in particular, his knowledge of the events, the response and issues likely to arise through the recovery. Mace is a suitably qualified and experienced person to perform these roles.
Tauākī whakaaweawe āhuarangi
Climate impact statement
41. The appointment of Recovery Manager under the Civil Defence Emergency Management Act 2002 is not a decision that impacts on greenhouse gas emissions or approaches to reduce emissions.
42. The recovery from the January 2023 Floods and Cyclone Gabrielle may identify opportunities to provide additional benefit in the context of climate change.
Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
43. The appointment of the Recovery Manager for the recovery from the January Floods and Cyclone Gabrielle and interim arrangements support collaborative effort across the Council Group to support Auckland’s recovery.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
44. The impacts of the January Floods and Cyclone Gabrielle were experienced across the Auckland region and are of significant interest to local communities and their local boards. The recovery will involve significant local board engagement.
Tauākī whakaaweawe Māori
Māori impact statement
45. Mana whenua and mataawaka living in Auckland were impacted by the January Floods and Cyclone Gabrielle as individuals and whānau and through impacts on marae and sites of cultural significance. Many marae acted as community hubs providing support to those impacted by the weather event.
46. The recovery is an opportunity to partner with iwi, mataawaka, marae and Māori businesses. Areas for consideration could include the use of marae and Māori-led organisations in delivering recovery activities to their communities, responding to impacts on the natural environment, including native species and ecosystems, and changes to land use and stormwater systems to enhance the mauri of waterways in Tāmaki Makaurau.
Ngā ritenga ā-pūtea
47. The financial implications for Auckland’s recovery will be significant and captured through the required financial reporting. The cost and budget funding details are yet to be finalised for this role. This, however, should not interfere with the above appointment of the Recovery Manager. The proposed selection process will be managed from within existing budget.
Ngā raru tūpono me ngā whakamaurutanga
Risks and mitigations
48. The Auckland Civil Defence and Emergency Management Group is required to appoint a suitably qualified and experienced Recovery Manager for recovery from the January Floods and Cyclone Gabrielle. The proposed interim appointment enables a Recovery Manager to be in place immediately, whilst enabling a robust and efficient process to take place to find the most suitable longer-term appointee for this important role.
49. Risk management is applied in the disciplines of emergency management. Managing risk will be embedded in the recovery from the January Floods and Cyclone Gabrielle, as it was in the response.
Ngā koringa ā-muri
50. Subject to approval of the recommendations in this report, staff will move with pace to facilitate the Group Recovery Manager selection and appointment process.
51. The interim appointments to Recovery Manager and Deputy Recovery Manager will be effective immediately.
52. In recognition of the region-wide impacts and community interest, the Governing Body will receive updates at its regular monthly meetings and the Civil Defence and Emergency Management Committee will receive updates to its regular quarterly meetings.
Density Map based on Rapid Building Assessments and Flood Reports - January Floods and Cyclone Gabrielle
Wayne Brown - Principal Recovery Advisor
Mace Ward - General Manager Parks, Sports and Recreation
Sarah Johnstone-Smith - Principal Advisor
Phil Wilson - Director, Governance & CCO Partnerships
Jim Stabback - Tumu Whakarae / Chief Executive