Waikato Civil Defence Emergency Management Joint Committee OPEN MINUTES

Transcription

1 WaikatoCivilDefenceEmergencyManagementJointCommittee OPENMINUTES MinutesofameetingoftheWaikatoCivilDefenceEmergencyManagementJointCommitteeheldin CouncilChamber,401GreyStreet,HamiltonEastonMonday28November2016at1.00pm. Present HamiltonCityCouncil CrLTooman HaurakiDistrictCouncil CrPBuckthought MatamataPiakoDistrict CrBHunter OtorohangaDistrictCouncil CrAWilliams SouthWaikatoDistrictCouncil CrTLee TaupoDistrictCouncil CrAPark ThamesCoromandelDistrict Council CrRSimpson(from1.06pm) WaikatoDistrictCouncil CrNSmith WaikatoRegionalCouncil CrHVercoe(Chairfrom1.01pm) WaipaDistrictCouncil CrJBannon WaitomoDistrictCouncil CrAGoddard InAttendance: SouthWaikatoDistrictCouncil MayorJShattock HamiltonCityCouncil CrJCasson WaikatoRegionalCouncil CrALivingston Staff LCavers CEGChair LHazelwood WaikatoCDEMGroupController/GEMOManager VMcDonald TeamLeaderStrategyandPlanning SWard WaikatoCDEMGroupPIM DMehrtens EmergencyManagementCoordinator Community Engagement SGibsonEmergencyManagementCoordinatorAdministration JennieCox DemocracyAdvisor

2 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November CD16/26 CD16/27 WelcomeandIntroductions ThememberswerewelcomedtothemeetingbyCEGChair(LCavers). ElectionofWaikatoCivilDefenceEmergencyManagementJointCommitteeChair (AgendaItem2)Doc# PresentedbyLCavers(CEGChair)theitemsoughtfortheCommitteetoelectaChair anddeputychairforthetrienniumasprovidedforundersection15ofthecdemact 2002 Cr Bannon nominated Cr Vercoe for the position of Chair and the motion was secondedbycrpark.crvercoeacceptedthenomination. TherebeingnofurthernominationsCrVercoewasdeclaredtheChair. CrJBannonmoved/CrAParkseconded. 1.THATthereport ElectionofWaikatoCDEMGroupChairandDeputyChair (Doc # dated15November2016)bereceived,and 2. THAT the Waikato Civil Defence Emergency Management Joint Committee appointcrhughvercoeaswaikatocdemgroupchairtoholdofficefollowingthe 2016localauthoritytriennialelections. Themotionwasputandcarried(CD16/26) TheChairCrVercoeassumedtheChairforthemeetingfrom1.01pm. TheChaircalledfornominationsforthepositionofDeputyChair. Cr Hunter nominated Cr Tooman for the position and Cr Bannon seconded the nomination.crtoomanacceptedthenomination. TherebeingnofurthernominationsCrToomanwasdeclaredtheDeputyChair. CrBHuntermoved/CrJBannonseconded. THATtheWaikatoCivilDefenceEmergencyManagementJointCommitteeappoint CrLeoToomanofHamiltonCityCouncilasWaikatoCDEMGroupDeputyChairto holdofficefollowingthe2016localauthoritytriennialelections. Themotionwasputandcarried(CD16/27) Apologies DuetoCivilDefenceresponseoccurringinKaikouraandCanterbury,anapologywas receivedfromsuzannevowlesofmcdem TheapologieswereacceptedbytheJointCommittee.

3 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November TheChairinvitedthemembersandstafftocompleteintroductions. CrSimpsonarrivedat1.06pm(withapologies). ConfirmationofAgenda (AgendaItem4) Theagendawasacceptedwithnoadditions. DisclosuresofInterest (AgendaItem5) Therewerenodisclosuresofinterest. MinutesofPreviousMeeting File:030418(AgendaItem#6)Doc# CrBHuntermoved/CrLToomanseconded. CD16/28 THAT the Minutes of the Waikato Civil Defence Emergency Management Joint Committeemeetingof5September2016bereceived. Themotionwasputandcarried(CD16/28) HazardsintheWaikato File:329050(AgendaItem#7)Doc# Presented by Rick Liefting (Senior Regional Hazards Advisor) the Committee were providedwithanupdatefromthewaikatoregionalcouncilregionalhazardsteam. (Presentation# ). Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: Itwasnotedthattherewasgeneralconfusionaroundthereturnperiod(frequency of an event) and the Annual Exceedance Probability (AEP) (the probability that an event will be exceeded in any one year).it was noted that these were statistical methodsandbasedonmeasuredhistoricalinformation.analysistodeterminethe statisticsweredoneuptoacertaindate. 1%AEPisgenerallyusedasabenchmarkstatisticforInsuranceandplanning. The committee noted that the images of water in the urban area of Thames and Kaiauaweretheresultofakingtideandnotafloodingevent.Therewasconcern overtheeffectsofastormorfloodingeventcoincidingwithakingtideintheseareas astheeffectsgoupstreamquiteaway. Members were advised that there would be new guidelines provided to territorial authorities and regulatory authorities from the Ministry for the Environment that would provide a sea level projections and guidelines for consideration when reviewingbuildingconsentsincludingincoastalareas. A collaborative approach should be taken with the community to indicate tipping pointsastowhatlevelofriskwasappropriateforthecommunityandwhatneeded

4 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November CD16/29 to be mitigated in terms of the effects of climate change and flooding issues. Guidelines from Central Government would make the decisions easier, but it was notedthatcouncilcouldmakethedecisionandputthelineinthesand. The Joint Committee has a responsibility to look at and provide submissions to territorial or regulatory authorities on matters of consents.the members were assuredthatstaffacrossalltheauthoritieshadacloseworkingrelationshipatthe technicallevelespeciallyaroundvulnerablecoastalandriverareas. CrRSimpsonmoved/CrTLeeseconded. THATtheverbalreportonHazardsintheWaikatobereceived. Themotionwasputandcarried(CD16/29) IntroductiontoWaikatoCivilDefenceEmergencyManagement File: (AgendaItem#8)Doc# , Presented by L Hazelwood (Group Controller) the report provided the Committee with an introduction to Civil Defence Emergency Management and an overview of thecurrent StateoftheNation. The members were advised that the Committee was a Joint Committee of all Councils as required under legislation.the Group Controller took his instruction from the Joint Committee.The advisory role lay with the Coordinating Executives Group (CEG) in the form of the Chair (L Cavers).The Regional Council provide administrativesupporttothejointcommittee,andensuretherateforcivildefence wascollectedonbehalfofallmembersofthejointcommittee. Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: TherewereanumberofstafffromWaikatoCivilDefenceassistingaspartofthe earthquakedeployment,toincludewelfareandworkingintheareaoflogistics focusingontheroadasalifelinewhileitisopenandclosedduetolandslides.a fullassessmentofthedeploymentwouldbeprovidedtothejointcommitteeat thenextmeeting. Legalclaritywassoughtastowhetherthedeputymayorshadsimilarpowersto thatofthemayorwhendeclaringanemergency. ItwasnotedformembersthatforLocalCDEMOperationsand Delivery,there wasagroupunderwesternwaikato,agroupunderthamesvalley.hamilton City and Waikato District worked in with the Civil Defence Emergency ManagementGroup.ItwasfurthernotedthatwhileSouthWaikatoandTaupo operateontheirown, thereisamemorandumofunderstanding between the twocouncilsandrotorua. Localcontrollersareselectedthroughavigorousprocessanditwasnotedthat thecegmemberswereaccountableforthedeliveryorintegrationofdecisions withintheircouncil. Communicationisregularbetweenthelocalcontrollersandthegroupcontroller, and the relationship between them changed depending on the nature of the responserequiredforanemergency.

5 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November CD16/30 CD16/31 CrAParkmoved/CrNSmithseconded. THAT the report Introduction to CDEM (Doc # dated 17 November 2016) be receivedforinformationonly. Themotionwasputandcarried(CD16/30) MinistryofCivilDefenceEmergencyManagementUpdate File:030418(AgendaItem#9) DuetotheapologyreceivedfromSuzanneVowles,theCommitteedidnotreceivean update. SummarisedCEGMinutes File: (AgendaItem#10)Doc# PresentedbyLCavers(CEGChair)theCommitteewereprovidedwithasummaryof themattersraisedanddiscussedatthelastcoordinatingexecutivegroupmeetingof 3November2016. Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: Anumberoftherecommendationsnotedintheminuteswerecapturedwithin thegroupplan,howevertherewasnoimplementationprogrammeinplaceat thetimeofthemeeting. CrJBannonmoved/CrAWilliamsseconded. THATthereport SummarisedCEGminutes (Doc# dated3November2016)be receivedforinformationonly. Themotionwasputandcarried(CD16/31) GEMOReport File: (AgendaItem#11)Doc# Presented by L Hazelwood (Group Controller) the report provided the Committee with an update regarding the management and governance arrangements for the WaikatoCivilDefenceEmergencyManagementGroup. Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: The building that the GEMO would be moving in to was to be the only IL4 buildinginhamiltonandwouldhousegenesis.memberswereassuredthatit wasanewbuildingandnotanupgradeofabuilding. Astherewasalargecosttoinstallantennawiththetemporaryaccommodation at Deloittes it was noted that the backup option at mystery creek was still availableinanemergency.

6 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November CD16/32 CD16/33 CrAGoddardmoved/CrPBuckthoughtseconded. THATthereport GEMOReport (Doc# dated16November2016)bereceivedfor informationonly. Themotionwasputandcarried(CD16/32) WaikatoCivilDefenceEmergencyManagementGroupPlan File: (AgendaItem#12)Doc# , , Presented by L Hazelwood (Group Controller) the report provided the Committee withanoverviewofthewaikatocivildefenceemergencymanagementgroupplan. Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: ItwasnotedformembersthatnocommentsweremadebytheMinistryabout thegroupplan.itwasnotedthisindicatedthecloseworkingrelationshipthe GEMOhadwiththeMinistryindevelopingtheplan. TheChair,theformerjointcommitteemembersandstaffwerecommendedon the comprehensive plan and it was noted the new challenge would be the implementation. CrAParkmoved/CrTLeeseconded. 1. THAT the report Waikato CDEM Group Plan (Doc # dated 16 November2016)bereceived, and 2. THAT the Waikato Civil Defence Emergency Management Joint Committee adopt the Proposed Waikato CDEM Group Plan in accordance with s.52(1)(e) of thecdemact2002. Themotionwasputandcarried(CD16/33) Proposed2017/2018GEMOWorkProgramme File: (AgendaItem#13)Doc# Presented by L Hazelwood (Group Controller) the report sought approval of the proposed 2017/2018 Group Emergency Management Office work programme and budget. Duringquestions,answersandrelateddiscussionthefollowingpointswerenoted: The budget for the Group goes to Waikato Regional Council s Annual Plan for budgetapproval.thebudgetisfixedandthegroupcancomeinunderbudget to build reserves but is not able to go over the budget.the Regional Council managethebudgewiththegroupbutdonotinfluencethebudget. The reality of the budget for the group was that labour costs would remain withinthebudget,directcostswithinthebudgetbutoverheadsmaybevariable.

7 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November TheGEMOcompletetherolestructureandtemplatesfortrainingbutthecostof traininglayswithcouncilsatalocallevel.whencouncilgetstothenextlong TermPlantheGEMOwouldbeinabetterplacetoestimatecosts. CrLToomanmoved/CrBHunterseconded. CD16/34 1. THAT the report Proposed 2017/2018 GEMO work programme (Doc # dated17November2016)bereceived,and 2. THAT the Waikato Civil Defence Emergency Management Joint Committee approve the proposed Proposed 2017/2018 GEMO work programme and budget tobepresentedtothewaikatoregionalcouncil. Themotionwasputandcarried(CD16/34) OverviewonnewGECCfacility File:030418(AgendaItem#14) Presented by L Hazelwood (Group Controller) the update provided the Committee withanoverviewonthenewgeccfacility. It was noted for members that the lease was about to be signed and the final decision on square meters had been sorted prior to the meeting. The Group ControllerwouldmeetwithstafffromChristchurch to discusschallengestheyhad facedfromthesetupoftheallhazardscentre. CrAWilliamsmoved/CrJBannonseconded. CD16/35 THATtheverbalreport OverviewonnewGECCFacility bereceived. Themotionwasputandcarried(CD16/35) 2017MeetingDates File:030418(AgendaItem#15) Datesforthe2017meetingswereprovisionallyadvisedtomembersasbeing: Monday6March2017 Monday26June2017 Monday4September2017 Monday27November2017 ItwasnotedthatmeetingwouldbealignedwiththeRegionalTransportCommittee wherepossiblebuttherehadbeensomemovementindatestoavoidmembersmain Councilmeetingdays.

8 Minutes of Waikato Civil Defence Emergency Management Joint Committee Meeting 28 November CD16/36 Doc# Itemsfornextmeeting File:030418(AgendaItem#16) TheGroupControllersoughtagreementfromtheJointCommitteetoensurethatall staff who had been deployed to Kaikoura receive sufficient recognition for their service.following deployments for the Christchurch earthquakes, Police and Fire recognised their staff with medals, but most Civil Defence staff did not receive recognition. CrRSimpsonmoved/CrHVercoeseconded. THATtheWaikatoCivilDefenceEmergencyManagementJointCommitteesupport the recognition of all the members who were deployed to assist following the Kaikouraearthquakes. Themotionwasputandcarried(CD16/36)