Civil Defence Emergency Management Group Meeting

Wednesday 6 March 2019 at 11.00am

 

 

AGENDA

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Civil Defence Emergency Management Group Meeting

6 March 2019

Civil Defence Emergency Management Group Meeting Agenda

 

Meeting to be held in the Council Chamber

36 Water Street, Whangārei

on Wednesday 6 March 2019, commencing at 11.00am

 

Recommendations contained in the agenda are NOT decisions of the meeting. Please refer to minutes for resolutions.

 

MEMBERSHIP OF THE Civil Defence Emergency Management Group Meeting

Chairman, FNDC Councillor Colin Kitchen

 

KDC Councillor Anna Curnow

NZ Police Representative Superintendent Superintendent T Hill

WDC Mayor Sheryl Mai

FENZ Representative Mr Commander B Mosby

NRC Councillor Rick Stolwerk

MCDEM Representative, Ms J Titmus (Observer Status)

 

 

Item                                                                                                                                                                                   Page

1.0       apologies   

2.0       declarations of conflicts of interest

3.0       Confirmation of Minutes

3.1       Confirmation of Minutes - 4 December 2018                                                                                   4

4.0       National

4.1       Presentation on Emergency Management reforms -  Legislative review and changes   11

4.2       Proposal to establish NZ Fly in Teams                                                                                               13

4.3       Update from the Ministry of Civil Defence & Emergency Management                               15

5.0       Group

5.1       Professional Development and Training                                                                                           23

5.2       Recovery update                                                                                                                                       25

5.3       Welfare Coordination Group Update                                                                                                26

5.4       Public Information Management (PIM) Update                                                                            28

5.5       Northland Lifelines Group Update                                                                                                      30

5.6       Community Resilience Projects                                                                                                            32

5.7       Members of the CDEM Group, CEG and Key Appointments                                                     35

6.0       Operational

6.1       Whangarei District Update                                                                                                                    38

6.2       Kaipara District Update                                                                                                                           40

6.3       Far North District Update                                                                                                                       42    

   


Civil Defence Emergency Management Group Meeting                                                                                           item: 3.1

6 March 2019

 

TITLE:

Confirmation of Minutes - 4 December 2018

ID:

A1163031

From:

Evania Arani, Executive Assistant Customer Services - Community Resilience

 

Recommendation

That the minutes of the Civil Defence Emergency Management Group meeting held on 4 December 2018, be confirmed as a true and correct record.

 

Attachments/Ngā tapirihanga

Attachment 1: Unconfirmed CDEM Group Meeting Minutes - 4 December 2018  

Authorised by Group Manager

Name:

Tony Phipps

Title:

Group Manager - Customer Services - Community Resilience

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting  ITEM: 3.1

6 March 2019Attachment 1

Civil Defence Emergency Management Group Meeting Minutes

 

Meeting held in the Council Chamber

36 Water Street, Whangārei

on Tuesday 4 December 2018, commencing at 11.00am

 

 

Present:

Chairman, FNDC Councillor Colin Kitchen

KDC Councillor Anna Curnow

NZ Police Representative Inspector Marty Ruth

WDC Mayor Sheryl Mai

FENZ Representative Myles Taylor

NRC Councillor Paul Dimery

 

In Attendance:

Full Meeting

Northland Regional Council – Tony Phipps

Northland Regional Council – Tegan Capp

Northland CDEM Group – Graeme MacDonald

Northland CDEM Group – Shona Morgan

Northland CDEM Group – Claire Nyberg

Northland CDEM Group – Bill Hutchinson

Northland CDEM Group – Sharon Douglas

Northland CDEM Group – Victoria Harwood

Northland CDEM Group – Jenny Calder

Northland CDEM Group – Kim Abbott

Northland CDEM Group – Murray Soljak

FNDC - Glenn Rainham

 

The Chair declared the meeting open at 11.05am.

Apologies (Item 1.0)

Moved (Curnow/Mai)

That the apologies from Councillor Rick Stolwerk, Commander Brad Mosby, Superintendent Tony Hill, Mr John Titmus and Councillor Sue Glenn for non-attendance be received.

Carried

 

Declarations of Conflicts of Interest (Item 2.0)

It was advised that councillors should make declarations item-by-item as the meeting progressed.

 

1.             Confirmation of Minutes - CDEM Group Meeting 4 September 2018 (Item 3.1)

ID: A1133539

Report from Tegan Capp, Executive Assistant Customer Services - Community Resilience

Moved (Kitchen/Curnow)

That the minutes of the CDEM Group Meeting held on 4 September 2018, be confirmed as a true and correct record.

Carried

 

2.             MCDEM Update (Item 4.1)

ID: A1130741

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Curnow/Dimery)

That the report ‘MCDEM Update’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 20 November 2018, be received.

Carried

 

3.             Emergency Management System Reforms (Item 4.2)

ID: A1131004

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Kitchen/Curnow)

That the report ‘Emergency Management System Reforms ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 20 November 2018, be received.

Carried

 

4.             Proposed National Disaster Resilience Strategy (Item 4.3)

ID: A1133012

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Curnow/Mai)

That the report ‘Proposed National Disaster Resilience Strategy ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 27 November 2018, be received.

Carried

 

5.             CEG Chairs Report (Item 5.1)

ID: A1133038

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Curnow/Dimery)

That the report ‘CEG Chairs Report ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 27 November 2018, be received.

Carried

Secretarial Note:  Mayor Sheryl Mai wished to acknowledge the contribution made to the group by Susan Botting.

 

6.             Northland CDEM Group Work Programme (Item 5.2)

ID: A1129158

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Mai/Kitchen)

That the report ‘Northland CDEM Group Work Programme ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 14 November 2018, be received.

Carried

Secretarial Note: It was agreed that the ‘traffic light’ action progress classification system will be applied to this programme.

 

7.             Professional Development and Training (Item 5.3)

ID: A1133517

Report from Kim Abbott, Civil Defence Emergency Management Officer

Moved (Mai/Kitchen)

That the report ‘Professional Development and Training ’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

8.             Northland Welfare Coordination Group Update (Item 5.4)

ID: A1132276

Report from Claire Nyberg, Civil Defence Emergency Management - Welfare

Moved (Curnow/Dimery)

That the report ‘Northland Welfare Coordination Group Update’ by Claire Nyberg, Civil Defence Emergency Management - Welfare and dated 23 November 2018, be received.

Carried

 

9.             Public Information Management (PIM) Update (Item 5.5)

ID: A1128012

Report from Murray Soljak, Public Information Manager

Moved (Kitchen/Mai)

That the report ‘Public Information Management (PIM) Update’ by Murray Soljak, Public Information Manager and dated 13 November 2018, be received.

Carried

 

10.         Northland Lifelines Group Update (Item 5.6)

ID: A1133341

Report from Kim Abbott, Civil Defence Emergency Management Officer

Moved (Dimery/Curnow)

That the report ‘Northland Lifelines Group Update’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

11.         Northland Joint Agency Emergency Coordinating Centre Scope (Item 5.7)

ID: A1133496

Report from Victoria Harwood, Civil Defence Emergency Management Officer

Moved (Mai/Dimery)

That the report ‘Northland Joint Agency Emergency Coordinating Centre Scope’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

12.         Northland Tsunami Siren Network Update (Item 5.8)

ID: A1133505

Report from Victoria Harwood, Civil Defence Emergency Management Officer

Moved (Kitchen/Mai)

That the report ‘Northland Tsunami Siren Network Update’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

13.         Recovery Update (Item 5.9)

ID: A1132084

Report from Jenny Calder, CDEM Group Recovery Manager

Moved (Curnow/Dimery)

That the report ‘Recovery Update’ by Jenny Calder, CDEM Group Recovery Manager and dated 22 November 2018, be received.

Carried

 

14.         Community Resilience Projects (Item 5.10)

ID: A1132308

Report from Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience

Moved (Kitchen/Curnow)

That the report ‘Community Resilience Projects’ by Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience and dated 23 November 2018, be received.

Carried

 

15.         Meetings Calendar 2019 (Item 5.11)

ID: A1133093

Report from Tegan Capp, Executive Assistant Customer Services - Community Resilience

Moved (Kitchen/Dimery)

1.         That the report ‘Meetings Calendar 2019’ by Tegan Capp, Executive Assistant Customer Services - Community Resilience and dated 27 November 2018, be received.

2.         That the schedule of meetings for 2019, as recommended, be adopted.

Carried

 

16.         CDEM, CEG & Group Appointments (Item 5.12)

ID: A1129052

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Kitchen/Curnow)

1.    That the report ‘CDEM, CEG & Group Appointments’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 14 November 2018, be received.

 

2.    That Sandra Boardman is appointed as a Group Controller, pursuant to Section 26(1), Civil Defence Emergency Management Act 2002.

Carried

Action: It was raised that there are no formally appointed alternate representatives from FENZ and the Police. The CDEM Group will write to each of these organisations and request that they appoint an alternate representative for this Group.

 

17.         Kaipara District Update (Item 6.1)

ID: A1133511

Report from Sharon Douglas, Civil Defence Emergency Management Officer

Moved (Kitchen/Curnow)

That the report ‘Kaipara District Update’ by Sharon Douglas, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

18.         Far North District Update (Item 6.2)

ID: A1130384

Report from Bill Hutchinson, Civil Defence Emergency Management Officer

Moved (Kitchen/Mai)

That the report ‘Far North District Update’ by Bill Hutchinson, Civil Defence Emergency Management Officer and dated 19 November 2018, be received.

Carried

 

19.         Whangarei District Update (Item 6.3)

ID: A1133515

Report from Victoria Harwood, Civil Defence Emergency Management Officer

Moved (Mai/Dimery)

That the report ‘Whangarei District Update’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 28 November 2018, be received.

Carried

 

20.         Verbal Update on Meningococcal-W Outbreak in Northland

Report from Graeme MacDonald, Northland CDEM Group Manager

Moved (Kitchen/Dimery)

 

Graeme MacDonald briefed the Group on the presentation delivered  to the earlier CEG meeting by the Ministry of Health and Northland District Health Board. In response to the Meningococcal-W outbreak in Northland, the MOH and NDHB expect to vaccinate a large number of children aged between 9 months - 5 years old and 13 - 20 years old over the next three week period. The Northland CDEM Group have received a request for, and will provide for assistance with this.

 

Carried

 

Conclusion

The meeting concluded at 12.15pm.

 

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 4.1

6 March 2019

 

TITLE:

Presentation on Emergency Management reforms -  Legislative review and changes

ID:

A1167178

From:

Graeme MacDonald, Civil Defence Emergency Management Manager

 

Executive summary/Whakarāpopototanga

Department of the Prime Minister and Cabinet’s Principal Policy Advisor, Rachel Hyde will provide a presentation to the group on the legislative changes proposed to the Civil Defence Emergency Management Act 2002 because of the Technical Advisory Group Report “Better Responses to Natural Disasters and Other Emergencies”.

 

Recommendation

That the report ‘Presentation on Emergency Management reforms -  Legislative review and changes ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 25 February 2019, be received.

 

Background/Tuhinga

Following the Government’s response to the Technical Advisory Group Report “Better Responses to Natural Disasters and Other Emergencies”, the Department of the Prime Minister and Cabinet is leading a multi-year work programme that will deliver extensive change to New Zealand’s emergency response system. The purpose of the Emergency Management System Reform programme is to move us towards a system that works as one to reduce risks to life and property and facilitate a speedy recovery.

As part of this programme, DPMC are looking at a package of changes to the Civil Defence Emergency Management Act 2002. The changes will focus on strengthening, modernising and professionalising the emergency management system so that it works when and where we need it.

Proposed legislative amendments will clarify who is responsible for what regionally and nationally, but will also include elements relating to:

·    Putting the safety and wellbeing of people at the heart of the emergency response system, including looking at how the Act can better provide for Iwi/Māori participation in emergency management

·    Strengthening the national leadership of the emergency management system, and

·    Building the capability and capacity of the workforce.

 

The timeframes for this work are tight, and we are interested in engaging with the CDEM sector to seek policy advice and expertise to support the development of the policy that will guide the new legislation.

DPMC Principal Policy Advisor, Rachel Hyde, will provide an update and seek our input.  She also intends to engage with emergency services, lifeline utilities and other stakeholders.

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Tony Phipps

Title:

Group Manager - Customer Services - Community Resilience

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 4.2

6 March 2019

 

TITLE:

Proposal to establish NZ Fly in Teams

ID:

A1167161

From:

Graeme MacDonald, Civil Defence Emergency Management Manager

 

Executive summary/Whakarāpopototanga

In May 2017, the then Minister of Civil Defence commissioned a Technical Advisory Group (the TAG) to make recommendations on achieving better responses to natural disasters and other emergencies.  The TAG recommended the establishment of national fly-in teams to be comprised of professionals drawn from a variety of agencies.

 

On 30 August 2018, government decisions about the emergency management system reform were announced, including new investment to establish New Zealand Fly-in Teams (NZ-FIT).  Government committed to design and implement NZ-FIT within the next 12 months.

The Ministry of Civil Defence & Emergency Management developed and released a Concept document for NZ FIT in December 2018.

 

The purpose of this report is to provide an overview of the feedback provided to MCDEM on the Concept document and to update the group on progress of the design and implementation of NZ-FIT.  

 

Recommendation

That the report ‘Proposal to establish NZ Fly in Teams ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 25 February 2019, be received.

 

Background/Tuhinga

The Ministry commenced the design of the NZ FIT teams in late 2018 and circulated a concept outline to CDEM Groups for comment.  This concept draft was considered by the Northland CDEM professionals.  Comments were developed, and feedback provided to the Ministry in late January 2019. 

 

The following is a synopsis of the comments made:

Engagement and consultation – that the Ministry appeared to be operating to a very tight timeline and therefore there had been little consultation on the design of the group with CDEM Groups.

NZ Fly in Teams title – that the title was not appropriate or representative of the role that members would have, and that it created an inappropriate perception of the capability and what it would deliver or do.  It also provides the media with an opportunity to sensationalise any deployment. 

Support and assistance – a lack of clarity exists in the draft on what support and assistance looks like.  The proposal focuses upon “the deployment of teams to support CDEM Groups as they manage emergencies” which implies that they operate in isolation.  Our recommendation was to develop a concept of operations document that provides for the full integration of surge capacity into the response EOC.  


 

Deployment as a team – 9-man teams were advocated which removes flexibility to enable requests for specific personnel or resources.

Reporting lines – where the proposed team would operate and report to the National Controller when deployed.  Reporting lines in the EOC or to a Group Controller were being ignored and a line of reporting to a national level was advocated.  

Employment relationship and volunteers – team members were referred to as volunteers, whilst engaged in any deployment.  Our view is that this approach is inappropriate since there is an employment relationship that exists between an employer and employee, regardless of membership of this group.  

Reasonable expenses and reimbursement – no provision or discussion has been held regarding how costs including salary reimbursement will be managed or otherwise.

Surge Capacity – we expressed the view that there is a need to enhance further the existing arrangements around surge capacity across the CDEM sector and that NZ FIT is a component of that. 

Governance and ongoing management – that CDEM Group provide the resource and will in the end be the recipients of any deployment, so it would be an advantage to have CDEM group representation in the ongoing governance and oversight.

The Northland CDEM Group Manager meet directly with the newly appointed National Manager NZ FIT on 13 February to discuss the feedback we had provided.  

It should be noted that other CDEM Groups and partner agencies have now had the opportunity to provide feedback and some have also meet directly with the newly appointed Manager.

Version 1 of a “Concept of Operations” document has now been developed and almost all the concerns we have raised have been either been referred to, addressed or are under discussion.

Expressions of interest have been called for with a closing date of 11 March. 

Northland supports the proposal for an enhanced and nationally coordinated surge capacity capability provided that we have input into the design development and ongoing governance.

An updated version of the Concept of Operations document is due for release (version 2). 

It is anticipated that there will be personnel from the Northland CDEM sector who wish to be nominated as candidates for selection. 

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Tony Phipps

Title:

Group Manager - Customer Services - Community Resilience

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 4.3

6 March 2019

 

TITLE:

Update from the Ministry of Civil Defence & Emergency Management

ID:

A1167166

From:

Graeme MacDonald, Civil Defence Emergency Management Manager

 

Executive summary/Whakarāpopototanga

Attached for the information of the group is the most recent update provided by the Director of CDEM.

 

Recommendation

That the report ‘Update from the Ministry of Civil Defence & Emergency Management ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 25 February 2019, be received.

 

 

Attachments/Ngā tapirihanga

Attachment 1: MCDEM CEG Chairs update - February 2019  

Authorised by Group Manager

Name:

Tony Phipps

Title:

Group Manager - Customer Services - Community Resilience

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting  ITEM: 4.3

6 March 2019Attachment 1

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.1

6 March 2019

 

TITLE:

Professional Development and Training

ID:

A1166568

From:

Kim Abbott, Civil Defence Emergency Management Officer

 

Executive summary/Whakarāpopototanga

This report provides an outline of the professional development and training undertaken by the Northland Civil Defence Emergency Management (CDEM) team, both internally and externally.

 

Recommendation

That the report ‘Professional Development and Training’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 22 February 2019, be received.

 

Background/Tuhinga

The Northland external training program takes a hiatus from mid-November to February as traditionally it has been more difficult to secure commitment from participants over the summer period.  This means that most of the training calendar is based on a 10 month calendar. From an internal CDEM team training perspective, we undertake a team workshop in December to discuss strategy and undertake team building. 

CIMS4 & EOC Delivery

The 2019 dates for CIMS4 (Coordinated Incident Management Systems) and the Northland EOC (Emergency Operations Centre) training have been published and disseminated to our key stakeholders.  We have been fortunate to be able to re-engage Gerard Moore for the delivery of these courses.  He is passionate about the material, and the feedback from students is extremely positive.  It is expected this will be supported by SARINZ (Search and Rescue NZ) for funding moderation and sign off.

We will be offering four blocks of training as per the structure in previous years. 

Following on from the success of the Far North based training last year, an EOC training day and exercise will be undertaken in Kaikohe in the March block.

We were approached last year from one of our key stakeholders around delivering CIMS4 over a weekend to better capture their volunteer base.  Discussion with similarly structured organisations indicates that we will have sufficient interest to pilot a weekend and if successful add it to the annual calendar.

CIMS4 Whangarei Courses

Tuesday 12 – Wednesday 13 March

Tuesday 25 – Wednesday 26 June

Wednesday 25 – Thursday 26 September

Monday 4 – Tuesday 5 November

* Saturday 8 – Sunday 9 June (Volunteers weekend)


 

EOC Whangarei Courses

Friday 7 June - Day 1 of Training

Thursday 27 June – Day 1 of Training

Friday 27 September – EOC Exercise – Day 2 of training

Wednesday 6 November - Day 1 of Training

* Thursday 14 – Friday 15 Saturday 8th – Sunday 9th June (Volunteers weekend)

CDEM training national funding

As noted in the December report there have been significant changes to the way that we are funded to deliver our courses to stakeholders and CDEM staff.  In the past, the CDEM training fund (approximately $1.5 million across the sector) has been administered directly to course providers.  As an indication, last year our allocation of this was close to $62,000.  As at 1 January 2019, all funding for the CDEM sector training is now administered by MCDEM. 

Initial correspondence indicated there would be close to a seamless transition, this has unfortunately not been the case.  As at writing, the fund guidelines are still being produced and discussed and all funding is being withheld until this is complete.  We will continue to engage on a national level to ensure that our training requirements are communicated within the new structure and hope for a timely resolution.

Northland controllers

The Northland controller’s development programme for the 2019 year has been developed.  A gap analysis to identify professional development opportunities and needs was carried out.  A half day training day is scheduled in late March that focuses on the role of the controller during an emergency event.  Planning is also underway for a full days training in May to review the Awanui river management scheme and to hold a desk top exercise based upon the Kaitaia Evacuation plan.    The day also includes the opportunity to meet with local key stakeholders.

Northland CDEM Exercise Plan

The development of an exercise plan for Northland is underway.  An analysis of Northlands exercise history and focus areas has been carried out.  The following points have been identified:

·    Good progress has been made with the outcomes identified from Exercise Tangaroa in 2016, the majority of which are complete and some that are ongoing (GECC Project, EMIS replacement, Business Continuity Plan for NRC, and the exercise programme)

·    A full-scale exercise in Northland would require numerous resources and considerable time.  It is suggested that the group focuses on table top exercises and CIMS function training to enhance the skills of new staff and be more consistent with training and exercises across the region.

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.2

6 March 2019

 

TITLE:

Recovery update

ID:

A1164334

From:

Jenny Calder, CDEM Group Recovery Manager

 

Executive summary/Whakarāpopototanga

This report gives an update on the activities of the Group Recovery Manager

 

Recommendation

That the report ‘Recovery update’ by Jenny Calder, CDEM Group Recovery Manager and dated 14 February 2019, be received.

 

Background/Tuhinga

Work continues in the Recovery space including the development of a series of recovery documents and a recovery structure for local levels that reflects the Coordinated Incident Management System (CIMS) structure.  This will provide a toolbox of documents that can be utilised in the planning for and managing the recovery phase of an event.

 

Planning to strengthen recovery across the region is underway, with presentations to be delivered to the executive teams of the district councils.  This will initially be delivered to KDC, and then rolled out to FNDC and WDC. 

 

Further discussion is planned for department levels as we develop the understanding of recovery regarding likely workloads, how various departments across council may be involved in recovery, and how the recovery phase might develop as enhanced BAU e.g. how the work of the infrastructure team rolls from incident response into recovery/BAU. 

 

 Trainings and meetings attended

GIS training – 19 December

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.3

6 March 2019

 

TITLE:

Welfare Coordination Group Update

ID:

A1167085

From:

Claire Nyberg, Civil Defence Emergency Management - Welfare

 

Executive summary/Whakarāpopototanga

This report is an update on the Welfare Coordination Group activities.

 

Recommendation

That the report ‘Welfare Coordination Group Update’ by Claire Nyberg, Civil Defence Emergency Management - Welfare and dated 25 February 2019, be received.

 

Background/Tuhinga

Deployment to Nelson Tasman Fires

Claire Nyberg and Shona Morgan were deployed to the Nelson Tasman Fires response working in the welfare function in the Emergency Operating Centre (EOC) on both night shift and one day shift.  The experience was invaluable with a number of take home learnings which will be applied to both the welfare function and the general Group Emergency Coordination Centre (GECC) project. 

CDC Assessments and Surveys

The Northland Civil Defence Emergency Management (CDEM) Group is currently carrying out an assessment of locations across Northland for suitable premises which could be utilised as a Civil Defence Centre’s (CDC’s), should the need arise.  A CDC is a nominated facility that is established and managed by CDEM during an emergency to support communities.  A CDC could be set up by CDEM for any of the following:

·    As an evacuation centre to receive evacuated/displaced people

·    As a place for people to get access to services they may need after an emergency

·    A place for people to receive and exchange information.

The assessments have been carried out via a survey created in the new ARC GIS Survey 123 system and all information is stored electronically.

Auckland-Northland workshop

A workshop was held between Auckland CDEM and Northland CDEM in November 2018 at Warkworth.  This workshop was held to strengthen our relationships with our nearest CDEM group neighbours and to allow a better alignment of the common elements of our work programmes.  The workshop was well attended, and it is proposed that the workshop will be held bi-annually going forward.

As a result of this workshop the Auckland and Northland Group Welfare Managers will be doing joint work on rapid needs assessment and electronic information management over the coming year.

CIMS steering group

Claire Nyberg represented the Group Welfare Managers at the recent CIMS Welfare Working Group meeting.  A review of CIMS occurs every 5 years with the new third edition due for release in mid 2019.

Red Cross Strategy 2030 Workshop

The Red Cross held their second phase of their 2030 Strategy consultation.  Victoria Harwood attended on behalf of the Northland CDEM Group.

Accommodation Sub-function workshop

A workshop was held in November 2018 with the accommodation sub-function support agencies to work towards finalising an accommodation plan for Northland.  The workshop was well attended by support agencies but unfortunately Ministry of Business Enterprise and Employment (MBIE) were unable to send a representative.  Further work will be undertaken to finalise the plan in 2019.

WCG Meeting 1 March

The WCG meeting was held on the 1 March.  The agenda includes:

·    Updates from MCDEM, sub-functions, Northland CDEM

·    Review of TOR’s and the current workplan

·    Overview of the MW vaccination campaign and recent hospital staff strikes

·    Nelson-Tasman fires

A verbal update of the meeting will be given.

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.4

6 March 2019

 

TITLE:

Public Information Management (PIM) Update

ID:

A1166400

From:

Murray Soljak, Public Information Manager

 

Executive summary/Whakarāpopototanga

This report summarises key developments in public information management since the previous meeting.

Recommendation

That the report ‘Public Information Management (PIM) Update’ by Murray Soljak, Public Information Manager and dated 21 February 2019, be received.

 

Regional relationships

The extensive speculation between competing forecasters and media about the potential arrival of Tropical Cyclone Oma provided an opportunity to clarify/reinforce the arrangements between Northland CDEM and the three district councils.

 

The majority of the district council communications/PIM staff have experience of past weather event; however, a constructive individual briefing was held with a relative newcomer to the WDC on-call roster who was on duty on the relevant weekend, and arrangements with lifelines members were also confirmed.

 

All three district councils shared the Northland CDEM Facebook post once MetService issued a watch, again clarifying and reinforcing the strength of the Group arrangements to the wider public. This post also highlighted the differences between weather warnings and watches.

 

Media/social media

Facebook posts in addition to the above featured:

·    The three Northland CDEM team members who deployed to Nelson.

·    Support for FENZ in publicising the fire ban across Northland (in common with other CDEM groups) and the appeal for information on suspicious fires at Horeke and Shipwreck Bay, Ahipara.

·    Progress on the Northland Regional Council’s emergency spillway/stopbank improvements to protect urban Kaitaia from flooding.

 

The Northland CDEM Facebook page has a total of more than 16,500 followers.

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.5

6 March 2019

 

TITLE:

Northland Lifelines Group Update

ID:

A1166590

From:

Kim Abbott, Civil Defence Emergency Management Officer

 

Executive summary/Whakarāpopototanga

The Northland Lifelines Utilities Group (Lifelines) is a collective of utilities organisations including power, communications, roading, transport water and fuel supply.  It is a cohesive group with strong relationships and plans in place.

Recommendation

That the report ‘Northland Lifelines Group Update’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 22 February 2019, be received.

 

Background/Tuhinga

 

The last meeting of the Northland Lifelines Group was held on December 5, 2018.  It was well attended with 29 participants.

Key points from the meeting included:

·    A presentation form Nigel Toms from Watercare NZ outlining their initiatives and some thoughts around strengthening critical infrastructure and the impact of changing weather climate.  Nigel is the Head of Risk and Resilience for Watercare Services Limited, the sole provider of water and wastewater services to 1.4 million Aucklanders.

·    Dave Brunsdon of the NZ Lifelines Council presented a summary of the National Lifelines Forum held in October.

·    An update from the Northland CDEM group included an overview of the GIS operational viewer.

·    An update from Whangarei District Council (WDC) on the National 3 waters review.

 

In addition, the work program and meetings for 2019 were discussed and agreed:

·    There will be three meetings scheduled for April, June and October with a proposed exercise to be facilitated in early June.

·    Key focus for these meetings will include, reviewing and updating the operational plans and NLG project reports.

The next Lifelines meeting is scheduled for April 4 and although the agenda is not yet finalised, two areas that will be included are:

·    Presentation by Julian Young, Refining NZ, on the Marsden-Wiri pipeline outage.

·    Lifeline-CDEM Coordination Refresher Training (including key lifelines-CDEM operational plans).

Geographic Information Systems (GIS) Development and Relationship Building

Northland Regional Council GIS representatives met with their counterparts at Top Energy in January to discuss the sharing of GIS information for the CDEM portal.  This was the beginning of what is hoped to be a Northland network of Lifeline Utilities in this field. Ideally it will enhance the data feed capability (static updates at first, then moving to an automated feed) of each company’s assets to enable an up to date overview of the region within a response.

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.6

6 March 2019

 

TITLE:

Community Resilience Projects

ID:

A1167151

From:

Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience

 

Executive summary/Whakarāpopototanga

This report will outline the community resilience projects carried out in Northland in the last three months.

 

Recommendation

That the report ‘Community Resilience Projects’ by Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience and dated 25 February 2019, be received.

 

Background/Tuhinga

Youth in Emergency Services Programme

The YES programme is being held in Whangarei this year with the Onerahi Fire Station as the headquarters.  The first meeting was held in February with attendance and engagement from all agencies involved.  The dates for the programme are below:

 

Session

Date

Time

Induction and Day 1 – Fire & Emergency

19 May

0800

Day 2 – Red Cross & St John

26 May

0800

Queen’s Birthday Weekend – Have a rest!

2 June

 

Day 3 – Police and Surf Lifesaving

9 June

0800

Final Combined Exercise – All agencies

16 June

0800

Graduation Dinner

Friday 22nd June

6pm

 

A multi-year funding application for 2020-2022 inclusive has been submitted to the Ministry of Youth Development.  These results will be available at the end of April 2019.

 

University of Auckland Research Project

The University of Auckland, together with the Global Network for Disaster Reduction are conducting research in the Onerahi area from March 1st-7th 2019.  Onerahi is one of four communities nationwide that was selected for this project.  The University’s overall goal for the research is:

“To explore the challenges and opportunities to make emergency response and disaster resilience inclusive to all people, especially the most vulnerable groups in the community”.

Northland Civil Defence will be assisting with this project, helping with the coordination of 10 interviews to be carried out with members of the Onerahi community as well as a community response group workshop.  The University staff will be coordinating up to 150 random surveys of the residents in Onerahi.

 

At the conclusion of the research the University will provide Northland CDEM and the Onerahi community with a full report on the outcomes from these interviews.  This report will help us better focus our work in the Onerahi community, as well as across the Northland region as a whole.

Tsunami Readiness

Each of the 191 tsunami sirens in the Northland tsunami siren network has been mapped into the Northland Regional Council (NRC) GIS mapping system.  These maps are available to the public through the Northland Regional Council (NRC) website, where all installed tsunami siren locations can be viewed on the interactive map.

 

 

Northland Tsunami Siren Network Asset Management Plan 2019-2028 is complete, with recommendations for future funding requirements to maintain and total replacement of the 109 Whangarei district tsunami sirens over the next 10 years as sirens reach their expected lifespan of 5-10 years.  The Far North and Kaipara district council funding requirements are also identified in the plan.

 

Northland Tsunami Information Board Asset Management Plan 2019-2028 is complete, with recommendations for future funding requirements to maintain and total replacement of the 47 Whangarei district tsunami information boards over the next 10 years as the boards reach their expected lifespan of 5-7 years.  The future funding requirements for the Far North and Kaipara District Council boards will be included once the assets are installed.

 


 

Tsunami Information Boards

The next phase of the tsunami information boards project is underway with the boards being installed at Karikari Peninsular in the Far North, and Mangawhai in the Kaipara District.  These are still under development and should be printed and installed in the coming weeks. 

The boards will be identical in design to the ones installed in the Whangarei District, and shown here:

 

National Community Resilience Workshop

Northland CDEM officer Shona Morgan attended the first National Community Resilience Workshop in late February in Wellington.  This workshop was made possible by a Resilience Fund project to enable the establishment of a community of practitioners working the CDEM resilience planning space.  This first workshop covered the various resilience projects being carried out across the country in the civil defence sector as well as future projects, how we can work more collaboratively and with consistency, and the development of some common principles for engaging with communities.

Attendance at meetings, training and other activities:

10 December – Controller Development Workshop – Whangarei

19 December – GIS Operational Viewer Training – Whangarei

20 December – DHB Action Planning for MenW - Whangarei

15 January – Auckland University Research project – Auckland

29 January – Local Welfare Managers Meeting – Kerikeri

11-17 February – Deployed to Nelson Fire Response – Nelson

26-17 February – National Community Resilience Workshop – Wellington

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 5.7

6 March 2019

 

TITLE:

Members of the CDEM Group, CEG and Key Appointments

ID:

A1167181

From:

Graeme MacDonald, Civil Defence Emergency Management Manager

 

Executive summary/Whakarāpopototanga

This report shows an up to date list of members and key appointments for the Northland CDEM Group.  The list of key appointments is also available on the same webpage as the Northland CDEM Group plan.  The list has also been referenced in the group plan. 

 

Recommendation

That the report ‘Members of the CDEM Group, CEG and Key Appointments ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 25 February 2019, be received.

 

Background/Tuhinga

Membership of the Northland Civil Defence Emergency Management Group:

·    Cr Colin Kitchen, Chairperson (FNDC) - alternate Cr John Vujcich

·    Cr Anna Curnow (KDC) -  alternate Cr Andrew Wade

·    Mayor Sheryl Mai (WDC) alternate Cr Sue Glen

·    Cr Rick Stolwerk (NRC) alternate Cr Paul Dimery

·    Commander Brad Mosby (Fire and Emergency NZ)

·    District Commander, Superintendent Tony Hill (NZ Police)

·    Mr John Titmus (MCDEM) in observer role

Membership of the Coordinating Executive Group:

·    Tony Phipps, Chairperson (WDC)

·    Mr Andy Finch (FNDC)

·    Ms Sandra Boardman (WDC)

·    Mr John Burt (KDC)

·    Inspector Martyn Ruth (NZ Police)

·    Asssitant Area Commander Graeme Quensell (Fire and Emergency NZ)

·    Ms Sarah Hoyle (Northland Health)

·    Mr Andy Gummer (St John Ambulance)

·    Mr John Titmus (MCDEM) in observer role

·    Dr J Ortega-Benito (Northland District Health Board)

·    Mr Russell Watson (Northland Lifelines Group)

·    Mrs Claire Nyberg (Northland Welfare Coordination Group)

 

Group Controllers:

·    Graeme MacDonald

·    Sandra Boardman

·    John Burt

·    Shona Morgan

·    Claire Nyberg

·    Tony Phipps

·    Victoria Randall

·    Simon Weston

·    Alistair Wells

 

Local Controllers of the Whangarei District:

·    Sandra Boardman

·    Simon Weston

 

Local Controller for the Kaipara District:

·    John Burt

·    Dean Nuralli

 

Local Controllers for the Far North District:

·    Alistair Wells

 

Group Welfare Managers:

·    Shona Morgan

·    Claire Nyberg

 

Local Welfare Managers:

·    Kylie Cox (FNDC)

·    Darlene Lang (KDC)

·    Aya Morris (FNDC)

·    Michelle Nepia (KDC)

·    Raewyn Smythe (FNDC)

·    Paula Urlich (WDC)

 

Group Recovery Manager:

·    Jenny Calder

·    Graeme MacDonald

 

Local Recovery Managers

·    John Burt (KDC)

·    Janice Smith (FNDC)

·    Vacant (WDC)

 

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Tony Phipps

Title:

Group Manager - Customer Services - Community Resilience

Date:

27 February 2019

  


Civil Defence Emergency Management Group Meeting                                                                                           item: 6.1

6 March 2019

 

TITLE:

Whangarei District Update

ID:

A1167579

From:

Victoria Harwood, Civil Defence Emergency Management Officer

 

Executive summary/Whakarāpopototanga

This report highlights the CDEM activities which have taken place in the Whangarei District over the last 3 months.

 

Recommendation

That the report ‘Whangarei District Update’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 25 February 2019, be received.

 

Background/Tuhinga

A review and alignment of the Group Emergency Coordination Centre (ECC) and district council Emergency Operations Centre (EOC) forms and documentation used during emergency response is being undertaken.

An induction programme for Tegan Capp, Emergency Management Advisor is being delivered by Victoria Harwood, to assist Tegan in her new role.

The Group Contacts App processes are being developed alongside some customisation of the App. This tool will enable all Northland CDEM Group stakeholders to have access to necessary CDEM contact details in the region.

The Tsunami Safer Schools project for Northland has identified 32 schools and 40 Early Education Centres within tsunami evacuation zones in Northland. The Ministry of Education has been contacted to start the conversation and encourage access to school principals and Board of Trustees.

A survey of the largest Civil Defence Centre (CDC) facility in the region, at the ASB Stadium in Kensington was carried out by CDEM Group office staff and two local welfare managers.  Other centres surveyed in the district for CDC use so far are:

·    Mangakahia sports facility

·    Maungakaramea Hall

·    Ruakaka Recreation Centre

·    Ngunguru Hall

·    Hikurangi Hall

·    Hikurangi RFC

·    Hukerenui RFC

The survey software used is Survey 123, which connects to the Northland GIS Situational Viewer so all information regarding the CDC facilities are captured in the mapping tool for future reference during an emergency response. 

Whangarei District Dam emergency alerting procedures are being developed, identifying the tools for alerting communities to dam safety situations using the current alerting tools available to Northland CDEM Group.

Training plans for 2019 have been developed for both the local CDEM and EOC staff and the district Civil Defence Centre volunteers. 

The CDC Volunteers have been invited to complete the online Foundation Course through the Takatu training portal as part of their knowledge base for working within an emergency response environment and deployment to a CDC role.

New locations for additional tsunami sirens have been identified and finalised. A total of 13 new sirens are to be installed in the district before the next tsunami siren testing in April. Liaison with Northpower is taking place to coordinate the build and installation of the sirens in the chosen locations.

The council Emergency Operations Centre based in council chambers, is being reviewed to streamline and update current processes and resources.  Since the staff recruitment drive in late 2018, 25 extra staff are part of the EOC, hence why a review and update are required.  Staff are also being invited to attend both the Coordinated Incident Management System and the EOC training dates throughout 2019.

The Youth in Emergency Services programme YES Whangarei is being supported.

The Auckland University Research is being supported and coordinated in the Onerahi community.

The Community Development Committee received an agenda item and presentation on 7 February from Tony Phipps regarding the regional on call arrangements and the Group work programme priorities for 2019.  The information was well received.

Other meetings attended:

NZ Red Cross 2030 Strategy Workshop

Community Development Managers meeting

Community Development Committee (including monthly Operations reports)

Northland CDEM Officers meeting

Local Controllers meeting

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 6.2

6 March 2019

 

TITLE:

Kaipara District Update

ID:

A1163114

From:

Sharon Douglas, Civil Defence Emergency Management Officer

 

Executive summary/Whakarāpopototanga

This report provides an update of the Civil Defence Emergency Management activities within the Kaipara District over the past 3 months

 

Recommendation

That the report ‘Kaipara District Update’ by Sharon Douglas, Civil Defence Emergency Management Officer and dated 11 February 2019, be received.

 

Background/Tuhinga

Community Development

The focus has been to meet with existing community groups and to enable them to review and update their emergency management plans.  The aim is to build relationship with existing groups, thus strengthening emergency management plans across the district.   The current review of halls used as Civil Defence Centres has been an excellent opportunity to review facilities and meet with key people who are often connected to many community groups.

 

Tsunami Information Boards

Ten locations in Mangawhai have been identified.  The information boards are under development.  Further scoping for the west coast will be completed in the next six months. 

 

Kaipara District Council  

Kaipara District Council (KDC) continues to invest in training.  Training dates for 2019 have been set.  KDC’s annual exercise will be on the 11 April and planning for this has commenced. Good numbers continue to complete the training.

 

Other CDEM Activities completed

·    Attendance at the Coordinating Executive Group and Northland Civil Defence Emergency Management Group meetings

·    Attendance at Civil Defence Officers monthly meetings and December Workshop

·    Northland Welfare Coordinating group

·    Northland Lifelines Group meeting

·    Local Welfare Managers meetings

·    GIS Practical Training

·    Situational Viewer training

·    Staff development meetings - Controllers, on call staff

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019

 


Civil Defence Emergency Management Group Meeting                                                                                           item: 6.3

6 March 2019

 

TITLE:

Far North District Update

ID:

A1167326

From:

Bill Hutchinson, Civil Defence Emergency Management Officer

 

Executive summary/Whakarāpopototanga

This report provides an update on the Civil Defence Emergency Management activities within the Far North District Council over the past three months.

 

Recommendation

That the report ‘Far North District Update’ by Bill Hutchinson, Civil Defence Emergency Management Officer and dated 25 February 2019, be received.

 

Background/Tuhinga

Reduction and Readiness

Civil Defence was advised by Fire Emergency New Zealand (and monitored) of a large vegetation fire threatening a number of houses in Ahipara at 0130hrs on 8 February.  While a number of residents were required to evacuate their homes, the numbers did not require a CDEM Welfare related response.

A National Tsunami Advisory was received at 17:31hrs 05 December 2018 as a result of a 7.6 magnitude earthquake in the pacific.

·   A National Warning System test message was received on 29 January.

·   Response to the National Warning System alerts was per standard operating procedures.

Surveys have been carried out as part of a scheduled review on key community facilities identified as suitable to be used as Civil Defence Centres across the Far North District.

The Far North District Council applied water restrictions across the district in January due to a combination of high use water consumption recorded across the district’s eight water schemes, as well as NIWA’s predictions that the dry spell will continue into March.  Civil Defence is monitoring water restrictions and the impact on Far North District communities.

A draft evacuation plan for Kaitaia has been developed to support agencies in readiness for a rapidly developing flooding event impacting the community. An agency and stakeholder meeting will be scheduled in the upcoming weeks.

Far North District Council

The FTE Position for a 2nd Civil Defence Officer to support CDEM activities in Northland has been filled.  Ms Sarah Boniface has accepted an employment offer and will be based in Kaitaia.

Tsunami Information Boards

Work is underway to install tsunami information boards in coastal communities across the Far North as part of the Northland CDEM Group work program for tsunami risk management and preparedness.

Response: Nil

Recovery: Nil

Attendance at meetings and other activities

·    Civil Defence Officer Meeting

·    Coordinated Executive Group and Civil Defence Emergency Management Group meetings

·    Welfare Coordination Group meeting

·    Community Response Group workshops

·    Controller Development Workshops

·    Local Welfare Manager Meetings

·    Shared Services Relationship meetings

·    New Zealand Red Cross “Strategy 2030” workshop

·    Ngawha Geothermal Power Station emergency planning meeting

 

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:

Graeme MacDonald

Title:

Civil Defence Emergency Management Manager

Date:

27 February 2019