Agenda of Civil Defence Emergency Management Group

Civil Defence Emergency Management Group

The Civil Defence Emergency Management Group is a joint committee of Nelson City and Tasman District Councils.

Areas of Responsibility:

· Under the Civil Defence Emergency Management Act 2002, the functions of a Civil Defence Emergency Management Group, and of each member, are to

o in relation to relevant hazards and risks:

v identify, assess, and manage those hazards and risks

v consult and communicate about risks

v identify and implement cost-effective risk reduction

o take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or to otherwise make available suitably trained and competent personnel, including volunteers, and an appropriate organisational structure for those personnel, for effective civil defence emergency management in its area

o take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or otherwise to make available material, services, information, and any other resources for effective civil defence emergency management in its area

o respond to and manage the adverse effects of emergencies in its area

o plan and carry out recovery activities

o when requested, assist other Groups in the implementation of civil defence emergency management in their areas (having regard to the competing civil defence emergency management demands within the Group's own area and any other requests for assistance from other Groups)

o within its area, promote and raise public awareness of, and compliance with, this Act and legislative provisions relevant to the purpose of this Act

o monitor and report on compliance within its area with this Act and legislative provisions relevant to the purpose of this Act

o develop, approve, implement, and monitor a civil defence emergency management group plan and regularly review the plan

o participate in the development of the national civil defence emergency management strategy and the national civil defence emergency management plan

o promote civil defence emergency management in its area that is consistent with the purpose of this Act.

· The Civil Defence Emergency Management Group also has any other functions that are conferred or imposed by or under this Act or any other enactment.

Powers to Decide:

· The Civil Defence Emergency Management Group has all the powers that are reasonably necessary or expedient to enable it to perform its functions, including the power to delegate any of its functions to members, the Group Controller, or other persons.

· Without limiting the generality of section 5.9.1. above, the Group may:

o recruit and train volunteers for civil defence emergency management tasks

o conduct civil defence emergency management training exercises, practices, and rehearsals

o issue and control the use of signs, badges, insignia, and identification passes authorised under this Act, regulations made under this Act, or any civil defence emergency management plan

o provide, maintain, control, and operate warning systems

o provide communications, equipment, accommodation, and facilities for the exercise of its functions and powers during an emergency

o exercise any other powers that are necessary to give effect to any civil defence emergency management plan or in response to a civil defence emergency

Nelson Tasman Civil Defence Emergency Management Group

27 July 2021

Page No.

Karakia

1. Apologies

Nil

2. Interests

2.1 Updates to the Interests Register

2.2 Identify any conflicts of interest in the agenda

3. Confirmation of Minutes

3.1 30 March 2021 7 - 12

Document number M16524

Recommendation

That the Civil Defence Emergency Management Group

1. Confirms the minutes of the meeting of the Civil Defence Emergency Management Group, held on 30 March 2021, as a true and correct record.

4. CDEM Coordinating Executive Group Minutes - 28 June 2021 13 - 22

Document number R26035

Recommendation

That the Civil Defence Emergency Management Group

1. Receives the report CDEM Coordinating Executive Group Minutes - 28 June 2021 (R26035) and its attachment (A2703734), for information.

5. Verbal Update from NEMA and Manager Emergency Management Report to CDEM – CEG 28 June 2021 23 - 35

Document number R26036

Recommendation

That the Civil Defence Emergency Management Group

1. Receives the report Manager Emergency Management Report (R26036) and its attachments a2703737 and A2506160.

6. Attendance by iwi representatives at the Nelson Tasman Civil Defence Emergency Management Group 36 - 43

Document number R26032

Recommendation

That the Civil Defence Emergency Management Group

1. Receives the report Attendance by iwi representatives at the Nelson Tasman Civil Defence Emergency Management Group (R26032); and

2. agrees that iwi representatives should be invited to attend all future meetings of the Nelson Tasman CDEM Group to assist and advise the members of that Group;

3. invites iwi to nominate a representative to attend the meetings of the Nelson Tasman CDEM Group;

4. approves the provision of a koha for an iwi representative at Nelson Tasman CDEM Group meetings in line with existing arrangements for iwi representatives to the Coordinating Executive Group and Welfare Coordination Group;

5. endorses the Emergency Management office to advocate in support of iwi representatives as voting members of CDEM Group to the National Emergency Management Agency (NEMA);

6. instructs Emergency Management Office staff to work with iwi to give effect to recommendations 2 – 5; and

7. instructs Emergency Management Office staff to work with the Tasman District Council and Nelson City Council to agree an amendment to the terms of reference for the Nelson Tasman CDEM Group to better enable recommendations 2 – 4.

7. Terms of Reference for Civil Defence Emergency Management Group (CDEM Group) 44 - 51

Document number R26038

Recommendation

That the Civil Defence Emergency Management Group

1. Receives the report Terms of Reference for Civil Defence Emergency Management Group (CDEM Group)
(R26038) and its attachment A2704187, for information.

Confidential Business

8. Exclusion of the Public

Recommendation

That the Civil Defence Emergency Management Group

1. Excludes the public from the following parts of the proceedings of this meeting.

2. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Civil Defence Emergency Management Group Meeting - Confidential Minutes - 30 March 2021	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.	The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person
2	CDEM Coordinating Executive Group In-Committee Minutes - 28 June 2021	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(b)(ii) To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Civil Defence Emergency Management Group Meeting - Confidential Minutes - 30 March 2021

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.

The withholding of the information is necessary:

· Section 7(2)(a)

To protect the privacy of

natural persons, including

that of a deceased person

CDEM Coordinating Executive Group In-Committee Minutes - 28 June 2021

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(b)(ii)

To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

Karakia

Nelson Tasman Civil Defence Emergency Management Group Minutes - 30 March 2021

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

Held in the Nelson City Council Chamber, Floor 2A, Civic House, 110 Trafalgar Street, Nelson

On Tuesday 30 March 2021, commencing at 9.30 a.m.

Present: His Worship the Mayor of Tasman T King (by audio-visual link), Her Worship the Mayor of Nelson R Reese (Chairperson) and Councillor J Edgar

In Attendance: Nelson City Council: Group Manager Corporate Services (N Harrison) and Governance Adviser (K Redgrove)

Civil Defence Emergency Management (CDEM): J Kennedy, K Solly, M Griffiths, K Anderson, L Swatton, R Gibson, R Pettersson

National Emergency Management Agency (NEMA): S James (by audio-visual link)

Apologies : Cr S Bryant (Tasman District Council)

1. Opening, Welcome and Apologies

Her Worship the Mayor opened the meeting with a whakatauākī and thanked S James of NEMA for joining the meeting via audio-visual link.

The meeting adjourned at 9.41 am due to audio-visual issues and reconvened at 9.45 am.

Resolved CDEM/2021/001

That the Civil Defence Emergency Management Group

1. Receives and accepts the apologies from Councillor Bryant for attendance and Mayor King for lateness.

Her Worship the Mayor/Edgar

Carried

1. Interests

Nil.

2. Confirmation of Minutes

Recommendation

That the Civil Defence Emergency Management Group

1. Confirms the minutes of the meeting of the Civil Defence Emergency Management Group, held on 17 November 2020 , (A2598690) as a true and correct record.

Her Worship the Mayor/Edgar

4. Manager Emergency Management Report to CDEM - CEG 1 March 2021

At the request of Her Worship the Mayor, the attendees from CDEM introduced themselves.

Verbal updates were given on the following key topics.

Covid-19 Resurgence

S James outlined progress on the rollout of Covid-19 vaccinations to their workforce. Her organisation were aware Covid-19 outbreaks were likely to occur over the coming 12-24 months and measures would be in place to move up response levels if required. The focus was on areas where there were managed isolation/quarantine facilities, based on physical boundaries in those specific regions. Assistance from groups in those regions was being sought and workshops would be facilitated.

She said that NEMA accepted not all regions will need in depth planning but would still be keen to receive information from CDEM groups that could assist with iwi considerations, information about potentially isolated communities and any other local issues they may not be aware of.

In response to a question raised, J Kennedy confirmed that there had been informal engagement with iwi around what their involvement may be.

It was suggested that Council staff, particularly those connected with the provision of essential utilities such as water supply, should be included as ‘essential workers’ for the purpose of vaccination rollout. S James confirmed she would raise this with her peers.

J Kennedy confirmed that CDEM had a resurgence plan in place, which had in mind the location and functioning of community based assessment centres should Nelson Tasman have a resurgence.

Her Worship the Mayor commented on the recent issue concerning the booking of a community function room to host those who had strong anti-vaccination views. She said the potential for misinformation is on the rise and that both CDEM and NEMA would need to be mindful of this. Mayor King mentioned that Golden Bay in the Tasman District was one of the highest non-vaccination areas nationally. J Kennedy anticipated there would be other such ‘hotspots’ and that consultation through the Nelson Marlborough District Health Board (NMDHB) led multi-agency meetings would be a good forum to raise these issues.

Tsunami Event – 5 March 2021

S James provided an update from R Ball, National Operations Manager who recognised that the multiple text alert systems that were deployed had created some issues that CDEM would need to learn from and was flagged to be discussed at the forthcoming Emergency Management meeting in May.

She said the debrief and review process was underway and would ultimately report to the Minister. Once this information had been considered, the Minister would publish a press release.

J Kennedy advised CDEM had carried out a debrief of the event, identified actions arising and that relevant parts would be communicated to NEMA. He said the event developed quickly and response agencies were reliant to some extent on the media for updates. They had elected not to deploy an emergency mobile alerts for the region.

Brief Introduction to the Emergency Management Team

Attendees from CDEM, who had introduced themselves earlier in the meeting, expanded on the portfolios connected with their respective roles.

Her Worship the Mayor referenced her recent visit to the Emergency Operations Centre in Richmond and said this had been very useful.

S James reported that NEMA were embarking on their regulatory framework review and she described the workstreams and programmes flowing from that. An information pack would be developed and circulated. She said the leadership structure is now fully in place and that two fixed term Deputy Chief Executive roles would focus on emergency management and strategic enablement respectively.

In response to a question raised by Her Worship the Mayor, S James advised she anticipated the new draft Bill would be introduced to Parliament in October and confirmed there would be engagement with interested parties prior to that.

J Kennedy updated the meeting on forthcoming workshops. He said there had been a lot of work with iwi partnerships and that his intention was to report on iwi appointments to the next CDEM meeting.

He went on to confirm that budgets for this financial year were tracking well. A $1M claim had been submitted to NEMA relating to expenses arising from the Covid-19 pandemic. S James commented she would follow up progress with that claim.

J Kennedy noted comments around key accessibility principles for presentation of emergency management documents to be published and would follow up with the publishers to discuss recommendations.

Resolved CDEM/2021/002

That the Civil Defence Emergency Management Group

1. Receives the report Manager Emergency Management Report to CDEM - CEG 1 March 2021 (R23763) and its attachment (A2599912).

Her Worship the Mayor/Edgar Carried

5. Exclusion of the Public

Resolved CDEM/2021/003

That the Civil Defence Emergency Management Group

1. Confirms that S James of NEMA, will be in attendance for item 1 of the Confidential Agenda.

Her Worship the Mayor/King Carried

Resolved CDEM/2021/004

That the Civil Defence Emergency Management Group

1. Excludes the public from the following parts of the proceedings of this meeting.

Her Worship the Mayor/King Carried

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Appointment of Alternate Local Controllers	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Appointment of Alternate Local Controllers

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(a)

To protect the privacy of natural persons, including that of a deceased person

The meeting went into confidential session at 10.24 am and resumed in public session at 10.25 am.

Restatements

It was resolved while the public was excluded:

CONFIDENTIAL: Appointment of Alternate Local Controllers

5. Agrees that Report (R23748) and the decision only be made publicly available once negotiations are concluded; and

6. Agrees that Attachment (A2598360) remain confidential at this time.

Her Worship the Mayor closed the meeting with a whakatauākī.

There being no further business the meeting ended at 10.26 am.

Confirmed as a correct record of proceedings:

Chairperson Date

Item 6: Attendance by iwi representatives at the Nelson Tasman Civil Defence Emergency Management Group

Civil Defence Emergency Management Group

27 July 2021

Report Title: Attendance by iwi representatives at the Nelson Tasman Civil Defence Emergency Management Group

Report Author: Joe Kennedy - Manager Emergency Management

Report Number: R26032

1. Purpose of Report

1.1 To provide an update from the Emergency Management (EM) Office regarding Iwi representation at future meetings of the Nelson Tasman Civil Defence Emergency Management Group (CDEM Group, and also referred to by the EM sector as the Joint Committee) and seek agreement on the recommendations contained within.

2. Summary

2.1 The CDEM Group is committed to further strengthening relationships with iwi. Following our commitment to progress the recommendations arising from the COVID-19 debrief hui in October 2020, we are pleased to advise that the Emergency Management Office has made good progress and continues to work towards building strong and genuine partnerships with iwi. At the time of writing, Emergency Management Office staff have commenced meetings with iwi General Managers and intend to visit all regional marae prior to the end of December 2021.

2.2 Discussions have also been held with the Kaihautū at both Councils regarding a cultural review of Nelson Tasman Emergency Management and commitment has been made to a number of other changes, including:

a) amending structure charts to reflect the inclusion of iwi in Coordinated Incident Management System structures;

b) upskilling Emergency Management staff in te reo and tikanga;

c) opening and closing hui with a karakia;

d) including a hapū/iwi update in Coordinating Executive Group (CEG) and Welfare Coordination Group (WCG) hui;

e) implementing appropriate koha arrangements for iwi representation at CEG and WCG;

f) progressing reimbursement for iwi services and support during the COVID-19 response;

g) including iwi representatives in invitations to attend Emergency Operations Centre training, Incident Management Team meetings and exercise activities.

2.3 In addition to the items outlined above we would like to extend the existing iwi CEG and WCG representation arrangements with an invitation to attend meetings of the CDEM Group. Such an invitation would further strengthen the great partnership currently in place; and add another avenue for iwi to engage at a governance level.

3. Recommendation

That the Civil Defence Emergency Management Group

1. Receives the report Attendance by iwi representatives at the Nelson Tasman Civil Defence Emergency Management Group (R26032); and

2. agrees that iwi representatives should be invited to attend all future meetings of the Nelson Tasman CDEM Group to assist and advise the members of that Group;

3. invites iwi to nominate a representative to attend the meetings of the Nelson Tasman CDEM Group;

5. endorses the Emergency Management office to advocate in support of iwi representatives as voting members of CDEM Group to the National Emergency Management Agency (NEMA);

6. instructs Emergency Management Office staff to work with iwi to give effect to recommendations 2 – 5; and

4. Background and Discussion

4.1 Work to amend national legislation to support greater recognition, understanding and integration of Iwi/Māori perspectives and tikanga in emergency management is ongoing. NEMA has indicated policy approval for this amendment (which is included in tranche two of a series of amendments stemming from the Technical Advisory Group Review in 2018) will be sought in the first half of 2021 and will lead on to a Bill being drafted and presented to the House.

4.2 There is no current provision in the CDEM Act 2002 for appointing non-elected members to a CDEM Group. However, attending a CDEM Group and being granted speaking rights (but not voting rights) is not precluded by the CDEM Act 2002. Currently CDEM professionals, NEMA staff, and other local authority members regularly attend CDEM Group meetings on request and participate in discussion.

4.3 The current terms of reference for the CDEM Group provide that iwi representatives, along with partner organisations and relevant community groups, can be invited to attend CDEM Group meetings as key stakeholders when required. The terms of reference also make clear that attendees will have speaking rights (with the agreement of the chairperson), but not voting rights.

4.4 While the current terms of reference provide a mechanism to invite iwi representatives to attend CDEM Group meetings, it is not entirely fit for purpose in the long term. It would be prudent to amend the terms of reference to make clear that iwi representatives are expected to attend all meetings of the CDEM Group, giving them a status beyond partner organisations and relevant community groups. The terms of reference form part of the joint committee agreement with the Tasman District Council, but can be varied by resolution of both councils.

4.5 Such an invitation to iwi representatives to attend meetings will also require an amendment to the Nelson Tasman CDEM Group Plan 2018 at its next iteration, presently scheduled for 2023.

5. National Disaster Resilience Strategy

5.1 The potential for greater involvement of iwi in work undertaken by CDEM Groups to build resilience is also highlighted in the National Disaster Resilience Strategy Rautaki ā-Motu Manawaroa Aituā (2019) Page 21:

5.1.1 "Māori share a holistic and community perspective on resilience, which can be characterised as the social, physical, familial, spiritual and environmental wellbeing of whānau, the unit of cultural capital in Te Ao Māori.

5.1.2 When a disaster occurs, the responsibility of caring for others and Te Ao Tūroa (the natural world), falls to whānau, hapū and iwi with historical ties to the areas impacted by the disaster. Whakapapa creates a kinship-based form of capital understood by Māori as whanaungatanga (close relationships), that will be drawn on to aid whānau, hapū, and wider communities during times of adversity. Whānau, hapū and iwi respond quickly and collectively to provide support and address the immediate needs of their communities as well as to institute practices that will aid the recovery, and the development of disaster resilience in affected regions.

5.1.3 This process is considered whakaoranga₁ – the rescue, recovery and restoration of sustainable wellbeing – and may be applied to whānau, hapū, and iwi, tribal homelands as well as all communities and parts of New Zealand impacted by disasters. The whakaoranga process is underpinned by kaupapa Māori (cultural values), informed by mātauranga Māori (cultural knowledge and science) and carried out as tikanga Māori (cultural practices). These cultural attributes interact to co-create community and environmental resilience in the context of disasters.

5.1.4 Key values that shape Māori inter-generational practices for facilitating whakaoranga include kotahitanga (unity), whānau (family), whakapapa (genealogy), marae (communal and sacred meeting grounds), whakawhanaungatanga (building/maintaining relationships), manaakitanga (respect/ support/hospitality), and kaitiakitanga (guardianship). From a Māori perspective, such values link with a set of practices that must be learnt and enacted through giving time and support for the collective good rather than one’s own wellbeing."

5.2 ₁ Acknowledgement: The concept and application of the term whakaoranga to disaster resilience were developed in the National Science Challenge Resilience to Nature’s Challenges’ research project: Whakaoranga marae, led by Associate Professor Christine Kenney

6. Options

6.1 The CDEM Group can either approve or reject the recommendations contained within this report.

Option 1: Agree with the recommendations
Advantages	· Further strengthen the iwi/CDEM partnership currently in place · Provides an additional avenue for iwi to engage at a governance level · Aligns with national intent of the CDEM sector
Risks and Disadvantages	· None identified
Option 2: Decline to agree with the recommendations
Advantages	· None identified
Risks and Disadvantages	· Potentially weakens the iwi/CDEM partnership currently in place · Limits the avenues for iwi to engage at a governance level. · Does not align with the national intent of the CDEM sector

Important considerations for decision making

7.1 Fit with Purpose of Local Government and Civil Defence Emergency Management Act 2002

7.2 The recommendations contained within this report comply with the appropriate statutory requirements imposed upon the CDEM Group listed in Section 17(3) of the Civil Defence Emergency Management Act 2002 together with the appropriate statutory requirements imposed upon the Council.

7.3 Consistency with Community Outcomes and Council Policy

7.4 This memorandum and the associated recommendations are consistent with the policy documents and positions adopted by both Nelson City and Tasman District Councils under various legislative frameworks including, but not restricted to, the Local Government Act 2002, the Resource Management Act 1991, Local Government Official Information and Meetings Act 1987 and the Civil Defence Emergency Management Act 2002.

7.5 Risk

Officers consider the proposal to be very low risk as it does not pertain to adverse consequences in the successful delivery of core territorial authority services; core council functions; the provision of regulatory services; the provision of regional coordination and management of emergencies, the provision of other community services; the provision of democratic services.

7.6 Financial impact

7.7 The provision of a koha for an iwi representative at Nelson Tasman CDEM Group meetings is in line with existing arrangements for iwi representatives to the Coordinating Executive Group and Welfare Coordination Group and can be accommodated from within existing Emergency Management Office budgets.

7.8 Degree of significance and level of engagement

This matter is of low significance as it:

· Is not associated with a strategic asset;

· Does not detrimentally impact on levels of service provided by Council or the way in which services are delivered;

· Does not have a significant impact on Council’s debt or the level of rates it charges;

· Does not have a detrimental impact on the community.

Therefore no further consultation is proposed.

7.9 Climate Impact

This decision will have no impact on the ability of the Councils to proactively respond to the impacts of climate change now or in the future.

7.10 Inclusion of Māori in the decision making process

7.11 This report and the associated recommendations are consistent with Section 81 of the Local Government Act 2002 which states:

81. Contributions to decision-making processes by Māori

(1) A local authority must—

a) establish and maintain processes to provide opportunities for Māori to contribute to the decision-making processes of the local authority; and

b) consider ways in which it may foster the development of Māori capacity to contribute to the decision-making processes of the local authority; and

c) provide relevant information to Māori for the purposes of paragraphs (a) and (b).

(2) A local authority, in exercising its responsibility to make judgments about the manner in which subsection (1) is to be complied with, must have regard to—

a) the role of the local authority, as set out in section 11; and

b) such other matters as the local authority considers on reasonable grounds to be relevant to those judgments.

7.12 Delegations

7.13 The Civil Defence Emergency Management Group has the following delegation:

Areas of responsibility, under the Civil Defence Emergency Management Act 2002:

· take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or otherwise to make available material, services, information, and any other resources for effective civil defence emergency management in its area;

· promote civil defence emergency management in its area that is consistent with the purpose of this Act;

· any other functions that are conferred or imposed by or under this Act or any other enactment.

Delegations:

8. Conclusion and Next Steps

8.1 If the CDEM Group agrees with the recommendations contained within this report Emergency Management Office staff will work with iwi to give effect to recommendations 2 – 5, and liaise with the Tasman District Council and Nelson City Council to agree an amendment to the terms of reference for the Nelson Tasman CDEM Group to better enable recommendations 2 – 4.

Author: Joe Kennedy, Manager Emergency Management

Attachments

Nil

Item 7: Terms of Reference for Civil Defence Emergency Management Group (CDEM Group): Attachment 1

Terms of Reference for Civil Defence Emergency

Management Group

(CDEM Group)

Adopted [date] 2021

Civil Defence Emergency Management Group

1.0 Overview

1.1 The Civil Defence Emergency Management Group (CDEM Group) is a joint committee of the Nelson City and Tasman District Councils, established in accordance with section 12(1)(c) Civil Defence Emergency Management Act 2002 and Schedule 7 clause 30(1)(b) Local Government Act 2002.

1.2 This joint committee cannot be discharged under clause 30(5) or (7) of Schedule 7 of the Local Government Act 2002 during a term of local government, or as a consequence of local government election.

1.3 The CDEM Group sets the vision, goals and high level arrangements for the Civil Defence Emergency Management Group Plan.

2.0 Functions

2.1 Under section 17, Civil Defence Emergency Management Act 2002, the functions of a Civil Defence Emergency Management Group, and of each member, are to:

2.1.1 in relation to relevant hazards and risks:

2.1.1.1 identify, assess, and manage those hazards and risks

2.1.1.2 consult and communicate about risks

2.1.1.3 identify and implement cost-effective risk reduction

2.1.2 take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or to otherwise make available suitably trained and competent personnel, including volunteers, and an appropriate organisational structure for those personnel, for effective civil defence emergency management in its area

2.1.3 take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or otherwise to make available material, services, information, and any other resources for effective civil defence emergency management in its area

2.1.4 respond to and manage the adverse effects of emergencies in its area

2.1.5 plan and carry out recovery activities

2.1.6 when requested, assist other Groups in the implementation of civil defence emergency management in their areas (having regard to the competing civil defence emergency management demands within the Group's own area and any other requests for assistance from other Groups)

2.1.7 within its area, promote and raise public awareness of, and compliance with, this Act and legislative provisions relevant to the purpose of the Act

2.1.8 monitor and report on compliance within its area with this Act and legislative provisions relevant to the purpose of the Act

2.1.9 develop, approve, implement, and monitor a civil defence emergency management group plan and regularly review the plan

2.1.10 participate in the development of the national civil defence emergency management strategy and the national civil defence emergency management plan

2.1.11 promote civil defence emergency management in its area that is consistent with the purpose of the Act.

2.2 The Civil Defence Emergency Management Group also has any other functions that are conferred or imposed by or under the CDEM or other Acts.

2.3 A number of legislative provisions apply in relation to points 2.1.7 and 2.1.8 above, including but not limited to provisions outlined in the following Acts:

2.3.1 Biosecurity Act 1993

2.3.2 Building Act 2004

2.3.3 Fire and Emergency New Zealand Act 2017

2.3.4 Hazardous Substances and New Organisms Act 1996

2.3.5 Health Act 1956

2.3.6 Health and Safety at Work Act 2015

2.3.7 Local Government Act 1974

2.3.8 Local Government Act 2002

2.3.9 Maritime Transport Act 1994

2.3.10 Resource Management Act 1991

3.0 General Powers

3.1 Under section 18, Civil Defence Emergency Management Act 2002, CDEM Group has all the powers that are reasonably necessary or expedient to enable it to perform its functions, including the power to delegate any of its functions to members, a Group Controller, or other people as necessary.

3.2 Under section 18, Civil Defence Emergency Management Act 2002, CDEM Group may

3.2.1 recruit and train volunteers for civil defence emergency management tasks;

3.2.2 conduct civil defence emergency management training exercises, practices, and rehearsals;

3.2.3 issue and control the use of signs, badges, insignia, and identification passes authorised under the Civil Defence Emergency Management Act 2002, regulations made under this Act, or any civil defence emergency management plan;

3.2.4 provide, maintain, control, and operate warning systems;

3.2.5 provide communications, equipment, accommodation, and facilities for the exercise of its functions and powers during an emergency;

3.2.6 exercise any other powers that are necessary to give effect to any civil defence emergency management plan or in response to a civil defence emergency.

3.3 Under section 20, Civil Defence Emergency Management Act 2002, CDEM Group must establish and maintain a Civil Defence Emergency Management Co-ordinating Executive Group (CEG).

3.3.1 The CEG must consist of

3.3.1.1 the chief executive officer of each member local authority or a person acting on the chief executive officer’s behalf

3.3.1.2 a senior Police employee who is assigned for the purpose by the Commissioner of Police

3.3.1.3 a senior employee, volunteer, or contractor of Fire and Emergency New Zealand who is assigned for the purpose by the board of Fire and Emergency New Zealand

3.3.1.4 the chief executive or a senior member of a provider of health and disability services operating in the area

3.3.1.5 any other persons that may be co-opted by the Civil Defence Emergency Management Group, which may include a senior ambulance service officer.

4.0 Membership

4.1 The CDEM Group will consist of the following Council Representatives (CDEM Act s13(4):

4.1.1 The Mayor of Nelson City Council

4.1.2 The Mayor of Tasman District Council

4.2 In the event that a Mayor cannot attend, the relevant Deputy Mayor will attend as alternate.

4.3 The power to discharge any individual member and appoint another member in their place must be exercised by the local authority that made the appointment.

4.4 The Chief Executives of each member Council will be in attendance of CDEM Group meetings.

4.5 Iwi representatives, one nominated by each iwi, will be invited to attend all CDEM Group meetings.

4.6 Representatives from partner organisations or relevant community groups may be invited to attend CDEM Group meetings as key stakeholders when required.

4.7 Attendees may have speaking rights with the agreement of the CDEM Group Chair. Attendees will not have voting rights.

5.0 Quorum

5.1 The quorum is set at two members being physically present, unless legislative modifications allow for virtual attendance. Quorum must be formed by one attendee from each council.

5.1.1 In the event that multiple representatives of both councils are able to attend but some are by audio visual link, quorum may be achieved by two members of the same Council being in physical attendance (note that in this instance should the audio-visual link fail, or the second Council’s representative no longer be able to attend even by remote means, quorum is lost).

5.2 Members have the right to attend meetings by means of audio visual link, as per the Local Government Act 2002 Schedule 7 clauses 25A and 25B. Members who attend via audio visual link will not be counted as present for the purposes of a quorum, but may vote on matters raised at the meeting.

6.0 Meeting Procedures

6.1 Meetings will be held three times a year, with additional meetings called as required.

6.2 The Standing Orders of the Council providing administration to the CDEM Group will be applied at each meeting.

6.3 Agendas will be prepared in accordance with the Local Government Official Information and Meetings Act 1987, and the relevant Standing Orders.

7.0 Chair

7.1 The Chairperson will alternate annually between the Mayor of Nelson City and Tasman District Council.

7.2 In the absence of the Mayor currently acting as Chairperson, the CDEM Group will elect a chair as its first item of business for that meeting.

7.3 No Deputy Chair will be appointed.

7.4 The Chairperson will not have a casting vote.

7.5 Copies of minutes will be retained by each Council for record keeping purposes.

8.0. Administration and Media

8.1. At the start of each triennium, members will reach an agreement appointing one of the unitary authorities as the administering authority for formal meetings of the CDEM Group (s23(3), CDEM Act)

8.2. Administration will include ensuring appropriate records management for meetings of the CDEM Group to meet the requirements of the Public Records Act.

8.3. Other administrative duties will be undertaken as deemed appropriate.

8.4. Media contact and announcements will be made by either the Chair or CDEM Group, subject to approval by both.

8.5. These terms of reference may be varied by resolution of both Councils.