AGENDA
Ordinary meeting of the
Nelson Tasman Civil Defence Emergency Management Group
Tuesday 22 March 2022
Commencing at 8.30a.m.
via Zoom
AGENDA
Ordinary meeting of the
Nelson Tasman Civil Defence Emergency Management Group
Tuesday 22 March 2022
Commencing at 8.30a.m.
via Zoom
The Civil Defence Emergency Management Group is a joint committee of Nelson City and Tasman District Councils.
· 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.
· 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
22 March 2022
Karakia and Mihi Timatanga
1. Apologies
Nil
2.1 Updates to the Interests Register
2.2 Identify any conflicts of interest in the agenda
Document number M19094
Recommendation
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That the Civil Defence Emergency Management Group 1. Confirms the minutes of the meeting of the Civil Defence Emergency Management Group, held on 29 November 2021, as a true and correct record. |
4. Verbal Updates: Manager Emergency Management and NEMA: 1. Trifecta Programme
5. Manager Emergency Management Report 11 - 55
Document number R26722
Recommendation
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That the Civil Defence Emergency Management Group 1. Receives the report Manager Emergency Management Report (R26641) and its attachments (A2848169, A2848176, A2848177, A2848180 and A2844981); and 2. Retrospectively Approves the Nelson Tasman Civil Defence Emergency Management feedback regarding the Modernising of the Emergency Management Framework document distributed by the National Emergency Management Agency on 14 January 2022; and 3. Notes the draft minutes of the CDEM Coordinating Executive Group Meeting on 9 March 2022 (A2857981).
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6. Terms of Reference for Civil Defence Emergency Management Group (CDEM Group) 56 - 63
Document number R26742
Recommendation
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That the Civil Defence Emergency Management Group 1. Receives the report Terms of Reference for Civil Defence Emergency Management Group (CDEM Group) (R26742) and its attachment (A2856095); and 2. Approves the Terms of Reference for the Civil Defence Emergency Management Group (A2856095) and recommend that this be presented to Nelson City Council and Tasman District Council for adoption, subject to any minor amendments required; and 3. Delegates authority to the Chair Civil Defence Emergency Management Group and Manager Emergency Management to make any minor amendments required.
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Recommendation to Nelson City Council and Tasman District Councils:
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That the Councils 1. Approve the Terms of Reference for the Civil Defence Emergency Management Group (A2856095).
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Confidential Business
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:
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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Recommendations from Committees |
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2 |
CDEM Coordinating Executive Group - 9 March 2022 Appointment of External Supplementary Group 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 |
Karakia Whakamutanga
Nelson Tasman Civil Defence Emergency Management Group Minutes - 29 November 2021
Minutes of a meeting of the
Nelson Tasman Civil Defence Emergency Management Group
Te Rōpū Ohotata
Held in the Nelson City Council Chamber, Floor 2A, Civic House, 110 Trafalgar Street, Nelson on Monday 29 November 2021, commencing at 4.00p.m.
Present: Her Worship the Mayor of Nelson R Reese (Chairperson) and His Worship the Mayor of Tasman T King and J Edgar (by Zoom connection)
In Attendance: Chief Executive Tasman District Council – TDC (J Dowding – By Zoom connection), Chief Executive Nelson City Council - NCC (P Dougherty), Manager Emergency Management (J Kennedy), NEMA Representatives (S James, K Biggs), Governance Adviser (K Redgrove), Administrator (P Boutle)
EOC Staff: J Kennedy, K Solly, L Swatton, K Anderson, R Gibson
Apologies : Tasman District Council Deputy Mayor (S Bryant)
Her Worship the Mayor opened the meeting with a karakia.
1. Apologies
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Apologies |
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Resolved CDEM/2021/014 |
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That the Civil Defence Emergency Management Group 1. Receives and accepts the apologies from Deputy Mayor S Bryant (Tasman District Council). |
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King/Her Worship the Mayor Carried |
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2. Interests
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
3. Confirmation of Minutes
Document number M18819, agenda pages 6 - 13 refer.
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Resolved CDEM/2021/015 |
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That the Civil Defence Emergency Management Group 1. Confirms the minutes of the meeting of the Civil Defence Emergency Management Group, held on 27 July 2021, both public and confidential, as a true and correct record. |
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Edgar/King Carried |
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Joe Kennedy confirmed work on the CDEM Terms of Reference had been delayed and anticipated an updating report would be referred to the first meeting of this Committee in 2022.
4. Verbal Updates: Manager Emergency Management and NEMA
Document number R26420
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1. Updates from NEMA J Kennedy introduced Kathrine Biggs and Sandra James from NEMA.
Ms James explained there had been some staff changes at NEMA over the last few months. Two regional staff were now allocated to each regional CDEM Group and the Nelson/Tasman lead would be Ms Biggs, based in Wellington, with support from Simon Chambers.
Through a Powerpoint presentation, Ms Biggs provided a summary of Covid-19 Resurgence Planning at a national level, the ‘Trifecta Programme’ and updates in the CDEM sector.
Covid-19: She confirmed there was a reliance on collaboration with Councils for information sharing around how the Covid-19 risks were managed in the region and commented that rapid antigen tests would soon be available for use.
It was noted that the Government had announced mandatory vaccination for Police and Defence Force workers but this had not been extended to CDEM workers.
Trifecta Programme: Ms Biggs reported that Government had approved this approach, with a new Bill, planning guide and roadmap being used to facilitate implementation. She advised the primary purpose was to modernise the CDEM sector with emphasis on Māori inclusion. She acknowledged the timing for consultation during January and February was tight. To date these timelines had not been well received by other CDEM Groups. Concerns had been expressed that the consultation process could be challenged for not allowing due and proper consideration. She confirmed feedback on timing would be passed to the Minister. New CDEM Sector Strategy: Ms Biggs outlined the purpose and outcomes sought. In terms of timeline, she confirmed Group Managers were due to meet in December to consider a first draft of a strategy. Consultation in 2022 with CEG and Joint Committees had yet to be determined. Covid-19 Resurgence Planning – Manager Emergency Management Mr Kennedy confirmed CDEM had been working on forming a Regional Leadership Group to work across agencies, identify gaps and start on implementation. He said that some function of that group was to ensure public information management across the agencies provided consistent messaging. The meeting heard how each agency would be responsible for aspects of the Covid-19 response, with the Ministry of Social Development now taking the lead on social support to complement health support provided by the District Health Board. |
5. Manager Emergency Management Report
Document number R26421, agenda pages 14 - 168 refer.
Mr Kennedy presented the report and responded to questions of clarification on the recent application to NEMA, where negotiations had led to a slight adjustment of funds received.
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Recommendation Reese/King |
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That the Civil Defence Emergency Management Group 1. Receives the report Manager Emergency Management Report (R26421) and its attachments (R26298 and A2768162-A2768166) 2. Receives the Nelson Tasman Civil Defence and Emergency Management – Annual Accounts 2021 (A2768166) 3. Notes the draft minutes of the CDEM Coordinating Executive Group Meeting on 27 October 2021 (A2787732)
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There being no further business the meeting ended with a karakia at 4.47 pm.
Confirmed as a correct record of proceedings by resolution on (date)
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Resolved |
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Item 5: Manager Emergency Management Report
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Civil Defence Emergency Management Group
22 March 2022
Report Title: Manager Emergency Management Report
Report Author: Joe Kennedy - Manager Emergency Management
Report Number: R26722
1. Purpose of Report
1.1 To update the Group on current emergency management matters as discussed in the most recent meeting of the Coordinating Executive Group on 9 March 2022.
2. Recommendation
Attachments
Attachment 1: Manager Emergency Management Report (R26641) and attachments (A2848169, A2848176, A2848177, A2848180 and A2844981). ⇩
Attachment 2: Draft Minutes - CDEM Coordinating Executive Group meeting 9 March 2022 (A2857981) ⇩
Item 6: Terms of Reference for Civil Defence Emergency Management Group (CDEM Group)
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Civil Defence Emergency Management Group
22 March 2022
Report Title: Terms of Reference for Civil Defence Emergency Management Group (CDEM Group)
Report Author: Joe Kennedy - Manager Emergency Management
Report Number: R26742
1. Purpose of Report
1.1 To provide an update from the Emergency Management (EM) Office regarding the review and updating of the Nelson Tasman Civil Defence Emergency Management Group (CDEM Group) Terms of Reference.
1.2 To request the CDEM Group consider the recommendations contained within.
2. Recommendation
Recommendation to Nelson City and Tasman District Council:
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1. Approve the Terms of Reference for the Civil Defence Emergency Management Group (A2856095).
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3. Background
3.1 In order to ensure that membership of the CDEM Group aligns with the statutory requirements of the Civil Defence Emergency Management Act 2002 there is a need to review and update the existing Terms of Reference of the CDEM Group.
3.2 A review has been undertaken and the amended Terms of Reference document is attached in draft as Attachment 1.
4. Conclusion
4.1 If approved, the recommendation will be referred to both Nelson City Council and Tasman District Council seeking their support to adopt the updated Terms of Reference.
Attachments
Attachment 1: A2856095 - Draft Terms of Reference for CDEM Group - 2022 ⇩
