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

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 24 October 2023

10:00am

Room 1, Level 26
135 Albert Street
Auckland

 

Komiti mō te Ārai Mate Whawhati Tata me Te

Raru Ohorere / Civil Defence and Emergency Management Committee

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Chairperson

Cr Sharon Stewart, QSM

 

Deputy Chairperson

Cr Andrew Baker

 

Members

Cr Julie Fairey

Cr Greg Sayers

 

Cr Alf Filipaina

IMSB Chair David Taipari

 

Cr Mike Lee

Cr Ken Turner

 

IMSB Member Pongarauhine Renata

 

Ex-officio

Mayor Wayne Brown

 

 

Deputy Mayor Desley Simpson, JP

 

 

(Quorum 5 members)

 

 

 

Mike Giddey

Kaitohutohu Mana Whakahaere / Governance Advisor

 

13 October 2023

 

Contact Telephone: 027 221 7183

Email: mike.giddey@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


Civil Defence and Emergency Management Committee

24 October 2023

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Ngā Tamōtanga | Apologies                                                                                         5

2          Te Whakapuaki i te Whai Pānga | Declaration of Interest                                         5

3          Ngā Petihana | Petitions                                                                                                5  

4          Ngā Kōrero a te Marea | Public Input                                                                           5

5          Ngā Kōrero a te Poari ā-Rohe Pātata | Local Board Input                                        5

6          Ngā Pakihi Autaia | Extraordinary Business                                                              5

7          Civil Defence Emergency Management Group Plan - Summary of Consultation  7

8          Te Whakaaro ki ngā Take Pūtea e Autaia ana | Consideration of Extraordinary Items

 


1          Ngā Tamōtanga | Apologies

 

           

 

2          Te Whakapuaki i te Whai Pānga | Declaration of Interest

 

 

 

3          Ngā Petihana | Petitions

 

            There is no petitions section.

 

 

 

4          Ngā Kōrero a te Marea | Public Input

 

            There is no public input section.

 

 

 

5          Ngā Kōrero a te Poari ā-Rohe Pātata | Local Board Input

 

            There is no local board input section.

 

 

 

6          Ngā Pakihi Autaia | Extraordinary Business

 

 

 

 


Civil Defence and Emergency Management Committee

24 October 2023

 

Civil Defence Emergency Management Group Plan - Summary of Consultation

File No.: CP2023/12837

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To report on submissions received as part of consultation on the draft Auckland Civil Defence Emergency Management Group Plan (draft CDEM Group Plan); and

2.       To seek approval to submit the draft CDEM Group Plan to the Minister for Emergency Management, as amended by officer recommendations.

Whakarāpopototanga matua

Executive summary

3.       The draft CDEM Group Plan was publicly notified for submissions between 31 July and 31 August 2023.

4.       Throughout this period a number of activities were carried out to raise awareness about the draft CDEM Group Plan and to support feedback from key groups.

5.       Feedback was received from the public and organisations via the AK Have Your Say platform, local boards, a cross-panel demographic advisory panel and NEMA. Staff recommendations to address minor inconsistencies or errors are also noted, along with recommended amendments to address findings of the Toa Consulting ‘Auckland Severe Weather Events 2023’ post response debrief report.

6.       This report summarises the feedback received and provides recommendations for how it can be incorporated into the Group Plan.

Ngā tūtohunga

Recommendation/s

That the Civil Defence and Emergency Management Committee:

a)      whiwhi / receive the report on submissions on the draft CDEM Group Plan; and

b)      whakaae / approve submission of the draft CDEM Group Plan to the Minister for Emergency Management under section 49 (1) of the Civil Defence Emergency Management Act 2002, as amended by officer recommendations in Attachment C of the agenda report, subject to the correction of any minor errors or omissions identified prior to submission; and

c)      tautapa / delegate authority for any amendments to the draft CDEM Group Plan beyond those approved in clause b) to the Chair of the Civil Defence and Emergency Management Committee and Auckland Emergency Management General Manager.

Horopaki

Context

7.       The Civil Defence Emergency Management Act 2002 requires Civil Defence Emergency Groups to develop Group Plans. Group Plans are strategic documents that set out the strategic vision and action plan for achieving disaster resilience in an area.

8.       The current Auckland CDEM Group Plan is dated 2016-2021 and is under review. It will remain in force until replaced. The CDEM Committee approved public notification of a draft Group Plan in July 2023 (Resolution number CDEMC/2023/15).

9.       Submissions were received throughout August and are summarised here, along with recommendations for how they can be addressed.

Tātaritanga me ngā tohutohu

Analysis and advice

Public notification

10.     The draft CDEM Group Plan was publicly notified on 31 July 2023 and was available for submissions from 31 July to 31 August 2023. The draft was made available on Auckland Council’s ‘AK Have Your Say’ online platform, along with frequently asked questions and a feedback form. A summary and feedback form was translated into Te Reo Māori, simplified Chinese, traditional Chinese, Samoan, Hindi, Korean and Tongan and New Zealand Sign Language, to support participation of Auckland’s diverse communities. Hard copies of the consultation resources were made available at all council libraries and service centres.

11.     To raise awareness about the consultation, the following activities were carried out:

-      A public notice was published in the Herald on 31 July 2023 (as required by s52(1)(a) and (b) of the CDEM Act 2002)

-      A link to the AK Have Your Say platform was posted on the Auckland Emergency Management website and on AEM’s Facebook and X (formally Twitter) accounts

-      The AK Have Your Say link was shared with our Coordinating Executive Group (CEG) partner organisations and community organisations

-      The Citizen Engagement team shared the material with their network of community partners, who are representatives of Auckland’s diverse communities, and work with Council to broaden engagement reach

-      A flyer was produced to provide information on the draft Group Plan engagement, as well as engagement on the Tāmaki Makaurau Recovery Plan, and ‘Making space for water’ initiative, and Local Board plans. The flyer was made available for local board offices and events, setting out where people could go for more information on the related engagements

-      Feedback forms and the consultation flyer were provided for a roadshow of community events held throughout August that were led by the Recovery Office and Healthy Waters department, and supported by AEM. AEM staff attended these sessions where possible.

12.     To gain specific feedback from key groups, the following activities were also carried out:

-      An online hui with Iwi representatives was held on 17 August 2023 and representatives from the Te Kotahi a Tamaki marae collective on 23 August 2023

-      Staff attended a participatory forum of the demographic advisory panels on 24 August 2023. This was a combined session on the draft CDEM Group Plan, the Tāmaki Makaurau Recovery Plan and ‘Making space for water’ initiative. The session was attended by participants from the Rainbow, Ethnic, Disability, Youth and Aged advisory panels.

-      Staff presented to the rural advisory panel on 11 September 2023.

Feedback received

AK Have Your Say

13.     182 submissions were received through the AK have your say platform. This included 160 individuals and 22 organisations (Attachment A contains the submissions, Attachment B contains a summary document). The CDEM Act requires that any person who makes a written submission on the proposal within the period specified is given a reasonable opportunity to be heard by the body to which the submissions are made. A hearing was held on 22 September where nine submitters presented on their submissions. This information has also been taken into account in this reporting.

14.     The consultation asked the public for feedback on our proposed approach to building resilience in Auckland’s Civil Defence and Emergency Management system in the areas outlined below. The proposals received majority support in submissions received from individuals, as shown below.

Chapter of the draft Group Plan

Level of support from individual submitters

Partnering with mana whenua and mātāwaka

51 per cent

Reduction

76 per cent

Operational readiness

81 per cent

Community readiness

74 per cent

Response

80 per cent

Recovery

71 per cent

Management and governance

68 per cent

Monitoring and evaluation

65 per cent

 

15.     Where submitters did not agree with the proposed approach or provided another response, feedback has been themed and analysed in Attachment C. In addition to the themes described, some submitters suggested direct amendments that they would like to see either to the plan or the operating model for emergency management in Auckland. As the number of suggested amendments was low, no themes have been identified. The comments are addressed by chapter in Attachment C.

AK have your say - organisations

16.     Submissions were received from 22 organisations. Given the low number, themes have not been identified, however key points from each organisation are addressed in Attachment C, by chapter.

17.     Coordination Executive Group (CEG) partner organisations were involved in the review of an earlier version of the draft, and submission numbers from these organisations were low, as expected. Police and Fire and Emergency New Zealand (FENZ) provided brief submissions, noting their overall support for the plan.

18.     Other organisations that submitted included Māori organisations (further described below under the Māori Impact Statement), Federated Farmers, Forest and Bird, Community / Ratepayer organisations and resilience groups, and advocacy / interest groups relating to disability, climate, youth, bikes, regional parks, infrastructure and drowning prevention.

Local Boards

19.     All 21 local boards provided resolutions through their business meetings (Attachment D). Feedback has been themed per chapter in Attachment C. The most common themes overall were:

·        The impact of the early 2023 weather events on communities

·        Each local board area has their own unique hazards and vulnerabilities to be accounted for

·        Clarity on the role, content and development process of local board response plans, and their relationship to community resilience plans


 

 

·        Focus on building and maintaining community relationships as well as interagency relationships

·        Identification of civil defence centres and community emergency hubs

·        Support for communities to prepare themselves for disasters

·        Increased usage of volunteers, including community groups

·        All communications across response, readiness and recovery to be suitable for Auckland’s diverse communities

·        Funding for community groups and their readiness activity

·        Focus on lifeline utility providers, including their responsibilities before, during and after an emergency

·        Locally led response framework with regional support

·        Relevant training for elected members and identified community members / organisations.

Cross-panel demographic advisory panel feedback

20.     The cross-panel demographic advisory panel session provided written feedback on the draft CDEM Group Plan, the Tāmaki Makaurau Recovery Plan and ‘Making space for water’ initiative (Attachment E). Feedback provided by the panels, most of which is already addressed in draft Group Plan, is considered in Attachment C by chapter. Key themes from the panel related to:

·        Partnering and community engagement - Communities need support to plan and prepare for how they will support themselves and each other during emergency events

·        Coordinated and inclusive approach - Effective response must consider the needs of Auckland’s diverse communities

·        Building capability across the emergency management system – both operationally and at a community level

·        Clear roles and responsibilities and decision making hierarchy

·        Trust that the Council is operationally ready and has learnt from past mistakes.

National Emergency Management Agency

21.     The National Emergency Management Agency (NEMA) provided technical and general feedback (within Attachment C). NEMA noted that the draft Group Plan is thorough and well-written, in particular the critical infrastructure sections, Auckland’s environments and resilience to natural hazards and that Māori considerations and Te Tiriti are woven throughout the document. Amendments requested were mainly detailed wording changes rather than substantive changes in approach.

Staff amendments

22.     A number of minor amendments have been identified by staff relating to the correction of minor errors or inconsistencies, or to provide further context in some areas. These are addressed in Appendix C, including a brief description of the reason for each recommended addition or amendment.


 

 

Toa Consulting ‘‘Auckland Severe Weather Events 2023’ debrief report and previous reviews

23.     A debrief of the severe weather events of early 2023 was commissioned by AEM and carried out by Toa Consulting. This provides a series of recommendations that were presented to Committee on 5 September 2023 (resolution number CDEMC/2023/19). To ensure that the recommendations are captured in AEM’s work programme, a review of the draft Group Plan and Prioritisation Plan (approved by Committee on 26 April 2023, resolution number CDEMC/2023/6), has been carried out. It is recommended that seven actions are amended and two actions are added to reflect the recommendations as described in Table 2 of Attachment F. All other recommendations are already addressed as shown in Attachment F.

24.     To provide assurance to the Committee that previous reviews have been incorporated into either the Prioritisation plan, which has an 18-month timeline, or the draft Group Plan, which has a 5 year horizon, Attachment F also provides cross-references to recommendations from the following reviews and reports:

-      The Smol ‘Review of the Response to the Auckland Storm of 10 April 2018’ report

-      The Bush International Consulting ‘Auckland Flood Response Review’ report, 2023, in response to the first 48 hours of the Auckland Anniversary Flooding and the Prioritisation Plan that was prepared in response to the Bush report; and

-      Office of the Auditor General ‘ Auckland Council: Preparedness for responding to an emergency’ report, 2023.

Recommendations

25.     All of the feedback described above has been considered in Attachment C, with a response and recommended amendments to the Group Plan set out where relevant. A summary of recommended amendments to the draft Group Plan, by chapter, is set out below:

General / throughout

-      Minor wording changes to address NEMA’s technical review and general comments

-      Editorial amendments such as adding hyperlinks as footnotes where required and addition of words to the glossary (including Te Reo translations)

-      Minor wordings changes recommended by staff

-      Multiple amendments throughout the document to address points raised by Equal Justice Project regarding more consideration of youth, and stronger language and links to national policy on climate change

-      Multiple amendments throughout the document to address points raised by disability advocacy organisations about the need for more inclusion and consideration of the needs of disabled people in emergency management planning and practice

-      In response to Bike Auckland, add reference to the use of a range of transport modes, including bikes where appropriate, for response and the importance of social cohesion in recovery.

Introduction and strategic framework

-      Build Kaitiakitanga into strategic framework.


 

Auckland’s environments

-      Add more information on North Shore potable water supply, critical freight links of essential goods and services to Waiheke and Aotea Great Barrier via Sealink, cross-boundary issues for rural areas, New Zealand European population in Auckland and rural vulnerability.

Hazards and risks

-      Amend wording of risk and climate change section to clarify relationship between wider Auckland Council climate planning processes and the risk assessment process for the Group Plan

-      A wildfire as a climate change consideration (in natural environment section)

-      Add to the end of each ‘environment’, reference to the impacts considered within the risk assessment process

-      Provide separate information on hazard likelihood and consequence.

Mana whenua and mātāwaka partnership

-      Amendments to wording of Whakaoranga marae, Whakaoranga whānau to ensure marae are seen and understood as the true taonga that they are.

Reduction

-      Add reference to nature-based solutions and maintenance works Council carries out as part of routine risk reduction.

Operational readiness

-      Add reference to Tāmaki Makaurau animal welfare emergency management plan

-      Add reference to relationships with community focused organisations and the Auckland Welfare Coordination Group (e.g. Ministry of Pacific People, Ministry of Disabled People and the Ministry for Ethnic Communities).

Community readiness

-      Re-draft Action 15 to provide further detail, addressing the points below.

-      Clarify that local board readiness and response plans are led by Auckland Emergency Management while community resilience plans are community led. The purpose of local board readiness and response plans is to identify local hazards, how to prepare for emergencies, how to evacuate and where to go and useful contacts in an emergency. Community resilience plans are for any community to develop about how they themselves will prepare for emergencies.

-      Add further reference to the importance of community relationships within the community readiness section.

-      Add local boards as key supporters and potential funders of community readiness action and reference other potential funding sources available.

-      Add need to communicate and test local board response plans once developed.

-      Expand text within 'what we need to focus on' to address Auckland’s super diversity and partnerships needed to work with and support these communities, particularly those disproportionately affected by disasters.

-      Add reference to the need for readiness and response communications to be accessible, and in multiple languages.

Response

-      Add reference to appropriate deployment of staff across the region in the 'response capacity' section.

-      Within ‘response communications’ add reference to ensuring communications are relevant and accessible to Auckland’s diverse communities.

-      Amend wording of introductory response para to state that response activities must be timely and effective.

-      Add reference to accessibility considerations for Civil Defence Centres and Community Emergency Hubs.

Recovery

-      Add reference that through the practice of recovery, opportunities are sought to reduce risk and increase resilience.

-      Under 'engagement' in recovery section, add that this needs to be inclusive of Auckland's diverse communities.

-      Add reference to enhancing business-as-usual tools that enable recovery prior to an event. 

Management and governance

-      Editorial changes to clarify local board role in response.

Monitoring and evaluation

-      Include reference to monitoring legislative powers via CEG and Committee reporting in action 29.

-      Add reference to taking account of debrief information from communities as part of lessons learnt.

Tauākī whakaaweawe āhuarangi

Climate impact statement

26.     Climate change is addressed in multiple places throughout the draft Group Plan including the natural environment section, hazards and risks and reduction chapters. Recommendations in response to submissions provide opportunities to enhance climate change considerations including:

-      stronger language and links to national policy in response to the submission from Equal Justice Project

-      amended wording in the risk and climate change section to clarify the relationship between wider Auckland Council climate planning processes and the risk assessment process for the Group Plan, and

-      adding wildfire as a climate change consideration.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

27.     A Project Advisory Group was established to support development of the draft Group Plan comprised of subject matter experts across the council whānau regarding strategy, the four environments (natural, built, social and economic), sustainability, hazard risk, infrastructure and statutory land use planning. The staff amendments described in para 22 have incorporated input from this group where required.

 

 

28.     Council Controlled Organisations are connected to the Group Plan review through both CEG and the Lifelines Group.

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

Local impacts and local board views

29.     Local boards have an important role to play in supporting disaster resilient communities through their knowledge of local communities and local government. The draft Group Plan sets out the roles and responsibilities of local board members before, during and after emergencies. Actions to support response communication, local board plans, and community resilience plans are also included.

30.     All 21 local boards provided feedback on the draft Group Plan through their business meetings in August as described in para 19.

Tauākī whakaaweawe Māori

Māori impact statement

31.     In line with the National Disaster Resilience Strategy- Rautaki ā-Motu Manawaroa Aituā, AEM have been working hard to incorporate a Te Ao Māori worldview into our mahi to ensure greater recognition, understanding, and integration of iwi/Māori perspectives and tikanga in emergency management. The impacts on Māori from disasters can be significant and there are real strengths in integrating kaupapa Māori, mātauranga Māori and tikanga Māori into resilience building for disasters.

32.     Engagement with iwi and Māori on the Group Plan began with a presentation to the Mana Whenua Kaitiaki forum in late 2022. The forum was encouraging and supportive of the kaupapa. AEM continues to build relationships with iwi and Māori at all levels, from the Independent Māori Statutory Board (IMSB) secretariat, to individual marae through their resilience planning work via Whakaoranga Marae, Whakaoranga Whānau.

33.     The draft Group Plan acknowledges our partnership obligations under Te Tiriti o Waitangi and acknowledges mana whenua mātauranga mai rā anō (traditional and historical lived-experience and knowledge of an area, place or space). Objectives and actions within the plan aim to:

·    coordinate with our partners and stakeholders to expand work to support mana whenua and mātāwaka with disaster resilience through Whakaoranga Whānau and Kia Rite and Kia Mau (a resilience programme focused on tamariki and rangatahi), and

·    secure representation of mana whenua and mātāwaka in the Incident Management Team and Coordinating Executive Group.

34.     Whakaoranga whanau, Whakaoranga marae was developed collaboratively with Ngā Mātārae, Ngāti Te Ata Waiohua, the National Māori Wardens Response Team, Nelson / Tasman emergency management, Ngai Tahu emergency management and Massey University. These parties were also involved in the development of Ngā Mātāpono, values and principles that underpin ways of working with iwi and Māori in Auckland that form part of the strategic framework for the Group Plan.

35.     The engagement period in August 2023 provided an opportunity for mana whenua and mātāwaka to consider the Group Plan content (that has been developed collaboratively as described above) and advise if there are any areas that could be further enhanced from a Te Ao Māori perspective. Opportunities to support mana whenua submissions on the draft Group Plan are described in para 12.


 

 

 

36.     Submissions were received from Te Kotahi a Tāmaki Marae collective, Te Rūnanga o Ngāti Whātua and Komiti Marae Orākei Trust of Ōrākei Marae. Copies of their full submissions are available in Attachment A. Their recommendations have been considered, by chapter, in Attachment C. Recommended amendments in responses to these submissions include amending the text associated with Whakaoranga whanau, Whakaoranga marae to acknowledge the role of marae as the true taonga that they are, and to build kaitiakitanga into the strategic framework.

37.     NEMA noted in their feedback that the plan has Māori considerations and Te Tiriti woven throughout the document.

Ngā ritenga ā-pūtea

Financial implications

38.     The draft Group Plan actions can be implemented within existing operational budgets. Should any additional funding be required over the five-year life of the plan, this would be subject to the normal council budget processes.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

39.     The Bush Report, Office of the Auditor General Report and Toa report all recommend that the Group Plan review is progressed as soon as possible. These recommendations have heightened media interest in the Group Plan, and therefore public expectation that the review will be completed quickly.

40.     To date, the review has progressed according to the timeline approved by Committee in April 2023 (resolution number CDEMC/2023/7). It is important to maintain this momentum, by continuing progress in accordance with approved timelines.

Ngā koringa ā-muri

Next steps

41.     The draft Group Plan will be amended as per officer recommendations contained within Appendix C. It will then be submitted to the Minister of Emergency Management for review under section 49 (1) of the CDEM Act 2002. The Minister has 20 working days to provide comment. Ministerial feedback will then be considered by the Committee, with any necessary amendments made prior to formal adoption of the Group Plan by Committee.

 


 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Submissions

 

b

Citizen Engagement AK Have Your Say summary

 

c

Submission Analysis

 

d

Local Board feedback

 

e

Demographic Advisory Panel feedback

 

f

All review analysis

 

      

Ngā kaihaina

Signatories

Author

Kristen Spooner - Principal Advisor Strategy and Planning

Authoriser

Paul Amaral - General Manager Auckland Emergency Management