Agenda of Civil Defence Emergency Management Group

Minutes of a meeting of the Nelson Tasman Civil Defence Emergency Management Group

Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Friday 15 April 2016, commencing at 3.12pm

Present: His Worship the Mayor of Tasman R Kempthorne (Chairperson), Her Worship the Mayor of Nelson R Reese, and Nelson City Councillor P Matheson

In Attendance: Nelson City Councillor G Noonan, Group Manager Corporate Services (N Harrison), Manager Organisational Assurance and Emergency Management (R Ball), and Administration Adviser (S Burgess)

Apology: Tasman District Councillor T King

1. Apology

Resolved CDEM/2016/001

THAT an apology be received and accepted from Tasman District Councillor King.

Her Worship the Mayor of Nelson/Matheson Carried

2. Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

3. Confirmation of Minutes

3.1 20 November 2015

Document number M1618, agenda pages 4 - 6 refer.

Resolved CDEM/2016/002

THAT the minutes of the meeting of the Civil Defence Emergency Management Group, held on 20 November 2015, be confirmed as a true and correct record.

Her Worship the Mayor of Nelson/His Worship the Mayor of Tasman

Carried

3.2. 20 November 2015 – Public Excluded

Document number M1619, agenda pages 7 - 8 refer.

Resolved CDEM/2016/003

THAT the minutes of part of the meeting of the Civil Defence Emergency Management Group, held with the public excluded on 20 November 2015, be confirmed as a true and correct record.

Her Worship the Mayor of Nelson/His Worship the Mayor of Tasman

Carried

Reports From Committees

5. Civil Defence Emergency Management Group - Coordinating Executive Group - 30 March 2016

Document number M1805, agenda pages 9 - 14 refer.

Manager Organisational Assurance and Emergency Management, Roger Ball, presented the Coordinating Executive Group minutes and highlighted key points of interest.

Resolved CDEM/2016/004

THAT the unconfirmed minutes of a meeting of the Civil Defence Emergency Management - Coordinating Executive Group, held on 30 March 2016, be received.

His Worship the Mayor of Tasman/Matheson Carried

There being no further business the meeting ended at 3.25pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Civil Defence Emergency Management Group

23 August 2016

REPORT R6464

Report of the Emergency Management Office

1. Purpose of Report

1.1 To update members of the Committee on the work programme of the Emergency Management Office.

2. Recommendation

It is recommended that the Committee

Receive the Report of the Emergency Management Office (R6464) and its attachments (A1576395 and A1576420).

3. Discussion

Tsunami maps project

3.1 Regional tsunami maps have now been publicly released and a series of community meetings held around the region. Meetings were held in Golden Bay, Mapua, Marahau, Kaiteriteri, Motueka, Richmond/Stoke, Wakapuaka, and Tahunanui. Attendance was mixed with some very full meetings, while others showed less interest. Public reaction has been mostly positive, with good discussion around issues such as public alerting and household readiness. The process has been a very useful opportunity to get in front of the community and discuss hazards and community response.

3.2 One of the issues discussed in these meetings was options for signage, as flagged at previous meetings of the CEG. Our proposition in these meetings was that we adopt two main signs in line with practice around New Zealand:

3.2.1 An information board for beaches, campgrounds etc. An example is attached as Annex 1.

3.2.2 Tsunami evacuation route signs, as per the example in Annex 2. Generally we don’t want to clutter our coastal areas with unnecessary signage (bearing in mind any route in land can be used). However, in some locations it may be necessary mark an evacuation route.

3.3 Funding for signage is provided for in the budget of the Emergency Management Office.

Exercise Tangaroa

3.4 Exercise Tangaroa is a national exercise that forms part of the Nelson Tasman Civil Defence Emergency Management exercise programme. The exercise will be run over three days: Wednesday 31 August 2016, Wednesday 14 September 2016 and Wednesday 28 September 2016.

3.5 Wednesday 31 August will see the Group Emergency Operations Centre activated for an eight hour period, 9:00am – 5:00pm in response to a simulated regional source tsunami generated less than three hours of the New Zealand coastline.

3.6 Wednesday 14 and 28 September 2016 will adopt a discussion/workshop format serving to test post impact arrangements and recovery planning.

4. Alpine Fault: South Island contingency planning

4.1 The South Island CDEM Groups have been successful in a joint bid to fund a contingency plan relating to an Alpine Fault rupture. A first workshop was held in July and will be followed by a series of science and CDEM-related planning sessions. Project funding of $245,000 has been approved for the current financial year, with a further application due to be made for FY 2017/18. The Southland CDEM Group is administering the project and a project coordinator will be employed by the Southland CDEM Group to undertake the work.

5. Lifelines project

5.1 A project to identify ‘hotspots’ and ‘pinchpoints’ in the regional utility network is now close to conclusion. The project has produced an online portal overlaying regional utility networks and infrastructure with hazards across Nelson-Tasman. The information will be of value for response and utility agencies seeking to understand areas of critical risk, and to assist with planning service restoration. A briefing on the outcomes of the project will be made available for the CEG and emergency services when the final report is complete. The project is funded by Nelson City Council, Tasman District Council and EQC and has involved approximately 30 representatives from local and national utilities.

6. Resilience Fund – other matters

6.1 The Nelson Tasman CDEM Group was unsuccessful in its bid to fund a project around Response Team procedures.

6.2 Meanwhile, our existing Resilience Fund project, which funds Debbie de Geus as a regional trainer, will conclude on 17 August. The regional trainer role has run in various forms for four years now, with the valued support of the MCDEM Resilience Fund. We thank Debbie for her efforts over 12 months on behalf of the Nelson Tasman, Marlborough and West Coast CDEM Groups, and wish her well for the future.

7. Appointment of new team member

7.1 We welcome Rylee Pettersson to the Emergency Management team. Rylee commenced in the role of Emergency Management Community Coordinator in May and is employed 20 hours per week. Rylee’s position incorporates the function of Group Welfare Manager and will enable us to progress the increased demands in the CDEM Welfare area.

8. Change of Public Information Manager

8.1 The role of Public Information Manager is shared between Nelson City Council and Tasman District Council, and practice has been to change the lead role annually on 1 July. I would like to thank Paul Shattock for undertaking the role over the last 12 months and we welcome back Chris Choat to the role for the 2016/17 year. As the role is an appointment under the Nelson Tasman CDEM Group Plan, a recommendation is contained in the minutes of the Public Education Public Information Committee.

Controller professional development

8.2 Our Controllers are making very good progress in getting through their 12 month Controller Development Programmes. Sara Chapman (Local Controller Golden Bay) and Russell Ferens (Local Controller Nelson Lakes) have both recently attended the five day residential course in Wellington. This is a significant commitment from two volunteer members of our CDEM network. Alec Louverdis (Alternate Group Controller) is well underway with his programme. Roger Ball recently completed his requirements and graduated last June as one of just two Group Controllers to complete the new national course.

9. Group plan review

9.1 In 2017 we are due to review and update the Nelson Tasman CDEM Group Plan, and also the regional Recovery Plan. Options for resourcing a review of the CDEM Group Plan are being explored. I hope to be able to give the CEG a recommendation at the next meeting so that we are able to commence the review in the first quarter of 2017.

Roger Ball

Manager Organisational Assurance and Emergency Management

Attachments

Attachment 1: A1576395 - Draft Tsunami Information Board

Attachment 2: A1576420 - Generic Tsunami Evacuation Sign

Minutes of a meeting of the Nelson Tasman Civil Defence Emergency Management - Coordinating Executive Group (CEG)

Held in the Emergency Operations Centre, 28 Oxford Street, Richmond

On Wednesday 10 August 2016, commencing at 10.35am

Present: Lindsay McKenzie (Tasman District Council) (Chairperson), Janine Dowding (Ministry of Social Development), Alec Louverdis (Nelson City Council), and Blair Hall (NZ Police)

In Attendance: Roger Ball (Group Controller), John Lovell (Ministry of Civil Defence Emergency Management), Dennis Bush-King, Adrian Humphries, Rob Smith and Chris Choat (Tasman District Council), Jim Frater (Alternate Group Controller), Joe Kennedy and Michelle Griffiths (Emergency Management Office), Paul Shattock (Nelson City Council), and Shailey Burgess (Administration Adviser)

Apologies: Clare Hadley, Clare Barton, Nikki Harrison and Chris Ward (Nelson City Council), Graeme Daikee (New Zealand Fire Service), Harvey Ruru (Iwi Representative), James McMeekin (St John’s), Karen Vaughan and Peter Kara (Nelson Marlborough District Health Board), Sgt Brett Currie, Dan Mattison, Shane Miles and Mathew Arnold-Kelly (NZ Police), and Peter Thomson (Tasman District Council)

1. Apologies

Resolved CEG/2016/009

THAT the apologies be received and accepted.

Dowding/McKenzie Carried

In response to a question, it was clarified that each agency had one vote at Coordinating Executive Group meetings.

2. Confirmation of Minutes

2.1 30 March 2016

Document number M1805, agenda pages 5 - 10 refer.

Resolved CEG/2016/010

THAT the minutes of the meeting of the CEG (Coordinating Executive Group), held on 30 March 2016, be confirmed as a true and correct record.

Louverdis/Hall Carried

3. Agency Roundtable

3.1 Ministry of Social Development

Ms Dowding advised that Ronnie Gibson had been seconded to a role in Wellington.

3.2 Tasman District Council (TDC)

Mr Frater advised that a local controller was being sought for Murchison. He also explained that the TDC Takaka Service Centre renovations should be complete by the end of the year, and the service centre would then be operational for use as an Emergency Operation Centre.

Mr McKenzie spoke about the relative instability in councils due to the pre-election period. He said affairs would be managed to ensure arrangements continued to be in place for civil defence actions and delegations. Mr McKenzie spoke about council pre-election reports and annual reports, and noted that TDC was amending its Long Term Plan 2015-25 with regards to joint services for solid waste.

Mr Humphries noted that recent training had resulted in 91% capability for oil spill response, with further training to occur in Nelson.

Mr Bush-King advised a multi-agency response would be arranged for a marine pest incursion in Golden Bay.

3.3 NZ Police

Mr Hall advised that new crime prevention teams had been established in Motueka, Richmond and Nelson, and would be looking at crime reduction opportunities. He added that those teams could also be deployed in emergencies. Mr Hall said that Nelson police numbers would be increasing over the coming months, and spoke about the joint agency approach to a recent homicide incident.

3.4 Nelson City Council

Mr Louverdis echoed Mr McKenzie’s comments regarding the pre-election period.

3.5 Fire Service Review

Mr Ball noted that NZ Fire Service were unable to attend the CEG meeting due to meetings on the fire service review taking place in Wellington. Mr Ball provided an update on the Fire Service reorganisation and related legislation, noting the new organisation would likely take operational control in July 2017.

It was suggested that a further update on the process could be provided to the CEG meeting in November 2016.

4. Report of the Emergency Management Office

Document number R6200, agenda pages 11 - 16 refer.

Mr Ball presented the report. He highlighted the tsunami maps project had been a positive experience, and noted the proposed tsunami information board was for public education, not a warning device.

In response to a question, Mr Ball advised the intention was to have the tsunami signs installed before summer of this year. It was suggested that a communication plan be established and timed for when the signs went up.

Mr Kennedy advised that Exercise Tangaroa was currently a focal point for the Emergency Operations Centre. He summarised the funding process for the Alpine Fault contingency plan, and it was noted the output of this work would be a cross-border inter-agency response model to an Alpine Fault rupture. It was clarified there was no defined plan at this stage as to how the resulting plan would be maintained and what would be asked of civil defence groups.

The Group noted the update regarding the Resilience Fund, the new team member, Rylee Pettersson, and the Group Plan review.

Mr Ball highlighted the Emergency Management team’s appreciation of the work done by Debbie de Geus over the past 12 months.

The Group discussed an invitation from the Marlborough CDEM group for a joint CEG meeting in February 2017 in Havelock, and support was shown for this idea.

Resolved CEG/2016/011

Receive the Report of the Emergency Management Office (R6200) and its attachments (A1576395 and A1576420);

Support a joint Marlborough Nelson CDEM Coordinating Executive Group meeting in Havelock in February 2017.

McKenzie/Louverdis Carried

Recommendation to Civil Defence Emergency Management Group CEG/2016/012

Receive the Report of the Emergency Management Office (R6200) and its attachments (A1576395 and A1576420).

McKenzie/Louverdis Carried

5. National Discussions: CEG Chairs Forum / Group Managers Forum

Document number R6406, agenda pages 17 - 23 refer.

Mr McKenzie summarised the productive session held to discuss the relationship between CEG Chairs and CDEM Group Managers.

Mr Ball gave the background to the session, highlighting that managers had requested a workshop format to brainstorm issues around CDEM Groups and national priorities, in order to come up with constructive solutions. He noted the CDEM sector was dispersed in how it was managed, and it could be challenging to achieve alignment for all in the same direction. Mr Ball advised a strategic workshop on the matter would be held towards the end of the year with senior MCDEM staff.

Mr Lovell commented that MCDEM valued the role of CEG Chairs, and emphasised the need for good relationships between chairs and group managers.

6. Update from Ministry of Civil Defence and Emergency Management

Document number R6405, agenda pages 24 - 31 refer.

Mr Lovell presented the report and added that Sara Stuart-Black was hoping to attend the next CEG meeting, and would have time afterwards for informal meetings with senior managers.

Mr Lovell highlighted that West Coast CDEM was low on resources, with several staff leaving. He said a restructure would be looked at for the West Coast to enable one complete CDEM organisation for the area.

Mr Lovell emphasised the need to have CDEM information updated for incoming mayors and councillors. He then spoke about the fact that many of the Department of Conservation prime areas were in areas of risk.

Mr Frater noted the need to acknowledge long service Civil Defence volunteers, which could be an appropriate item for the joint CEG meeting in 2017.

Reports From Committees

7. CDEM Reduction - 8 July 2016

Document number M1980, agenda pages 32 - 35 refer.

Mr Smith highlighted that Tasman District Council was keen to obtain support of other agencies to lobby for action regarding the off-shore fault extension.

Resolved CEG/2016/013

THAT the unconfirmed minutes of a meeting of the CDEM Reduction, held on 8 July 2016, be received.

McKenzie/Dowding Carried

8. CDEM PEPI (Public Education Public Information) - 25 July 2016

Document number M2014, agenda pages 36 - 40 refer.

Mr Choat presented the minutes and added that Marlborough District Council had recently appointed a Communications Manager.

Resolved

THAT the unconfirmed minutes of a meeting of the CDEM PEPI (Public Education Public Information), held on 25 July 2016, be received.

Louverdis/Hall

Resolved CEG/2016/014

THAT Mr Choat be appointed as the Public Information Manager (PIM) for the 2016/2017 year.

Louverdis/Hall Carried

9. CDEM WCG (Welfare Coordination Group) - 26 July 2016

Document number M2019, agenda pages 41 - 44 refer.

Ms Griffiths spoke about the first week of welfare workshops held recently, noting it was a successful event and would be held annually.

Resolved CEG/2016/015

THAT the unconfirmed minutes of a meeting of the CDEM WCG (Welfare Coordination Group), held on 26 July 2016, be received.

McKenzie/Dowding Carried

10. CDEM R&R (Readiness and Response) - 28 July 2016

Document number M2037, agenda pages 45 - 50 refer.

Resolved CEG/2016/016

THAT the unconfirmed minutes of a meeting of the CDEM R&R (Readiness and Response), held on 28 July 2016, be received.

McKenzie/Louverdis Carried

11. CDEM Recovery - 28 July 2016

Document number M2035, agenda pages 51 - 53 refer.

Resolved CEG/2016/017

THAT the unconfirmed minutes of a meeting of the CDEM Recovery, held on 28 July 2016, be received.

McKenzie/Louverdis Carried

Resolved CEG/2016/018

THAT Mr Peter Anderson be appointed as Alternate Group Recovery Manager.

McKenzie/Louverdis Carried

12. General Business

Mr Humphries gave an update regarding recovery workshops and impacts of new legislation.

The Group discussed requirement for DHB representation, and it was agreed the Chair would get in contact with the DHB Chief Executive.

There being no further business the meeting ended at 11.39am.

Confirmed as a correct record of proceedings:

Chairperson Date