Agenda of Civil Defence Emergency Management Group Meeting

Civil Defence Emergency Management Group Meeting

4 December 2018

Civil Defence Emergency Management Group Meeting Agenda

Meeting to be held in the Council Chamber

36 Water Street, Whangārei

on Tuesday 4 December 2018, 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 T Hill	WDC Mayor Sheryl Mai
FENZ Representative Commander B Mosby	NRC Councillor Rick Stolwerk	MCDEM Representative, Mr 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 - CDEM Group Meeting 4 September 2018 4

4.0 National

4.1 MCDEM Update 10

4.2 Emergency Management System Reforms 16

4.3 Proposed National Disaster Resilience Strategy 54

5.0 Group

5.1 CEG Chairs Report 59

5.2 Northland CDEM Group Work Programme 60

5.3 Professional Development and Training 66

5.4 Northland Welfare Coordination Group Update 68

5.5 Public Information Management (PIM) Update 70

5.6 Northland Lifelines Group Update 72

5.7 Northland Joint Agency Emergency Coordinating Centre Scope 72

5.8 Northland Tsunami Siren Network Update 75

5.9 Recovery Update 77

5.10 Community Resilience Projects 79

5.11 Meetings Calendar 2019 81

5.12 CDEM, CEG & Group Appointments 84

6.0 Operational

6.1 Kaipara District Update 87

6.2 Far North District Update 89

6.3 Whangarei District Update 91

Civil Defence Emergency Management Group Meeting ITEM: 3.1

4 December 2018Attachment 1

Civil Defence Emergency Management Group Meeting Minutes

Meeting held in the Council Chamber

36 Water Street, Whangārei

on Tuesday 4 September 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 Acting Area Commander Roger Callister

NRC Councillor Rick Stolwerk

MCDEM Representative, Mr John Titmus (Observer Status)

In Attendance:

23 others were in attendance.

The Chair declared the meeting open at 11:04am.

Apologies (Item 1.0)

Moved (Stolwerk/Mai)

1. That the apologies from Superintendent Tony Hill and Commander Brad Mosby for non-attendance be received.

Carried

Declarations of Conflicts of Interest (Item 2.0)

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

· Confirmation of Minutes - 19 June 2018 (Item 3.1)

ID: A1102041

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

Moved (Stolwerk/Curnow)

Recommendation

1. That the minutes of the Civil Defence Emergency Management Group Meeting held on 19 June 2018 be confirmed as a true and correct record.

Carried

· MCDEM Update (Item 4.1)

ID: A1102377

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Stolwerk/Mai)

Recommendation

1. That the report ‘MCDEM Update’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 27 August 2018, be received.

Carried

· CDEM, CEG and Group Appointments (Item 5.1)

ID: A1102381

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Ruth/Curnow)

Recommendation

1. That the report ‘CDEM, CEG and Group Appointments ’ by Graeme MacDonald, Civil Defence Emergency Management Manager and dated 27 August 2018, be received.

2. That the following list of Group Controllers be approved pursuant to Section 26(1) of the Civil Defence Emergency Management Act 2002.

Carried

· Northland Civil Defence Emergency Management Group GIS Viewer (Item 5.2)

ID: A1102382

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

Moved (Ruth/Callister)

Recommendation

1. That the report ‘Northland Civil Defence Emergency Management Group GIS Viewer’ by Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience and dated 27 August 2018, be received.

Carried

· CEG Chairs Report (Item 6.1)

ID: A1102395

Report from Graeme MacDonald, Civil Defence Emergency Management Manager

Moved (Stolwerk/Curnow)

Recommendation

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

Carried

· Professional Development (Item 6.2)

ID: A1100658

Report from Kim Abbott, Civil Defence Emergency Management Officer

Moved (Stolwerk/Curnow)

Recommendation

1. That the report ‘Professional Development’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 20 August 2018, be received.

Carried

· Community Resilience Projects (Item 6.3)

ID: A1102517

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

Moved (Stolwerk/Curnow)

Recommendation

1. That the report ‘Community Resilience Projects’ by Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience and dated 27 August 2018, be received.

Carried

· Recovery Update (Item 6.4)

ID: A1094830

Report from Jenny Calder, CDEM Group Recovery Manager

Moved (Stolwerk/Mai)

Recommendation

1. That the report ‘Recovery Update’ by Jenny Calder, CDEM Group Recovery Manager and dated 7 August 2018, be received.

Carried

· Welfare Coordination Group Update (Item 6.5)

ID: A1097638

Report from Claire Nyberg, Civil Defence Emergency Management - Welfare

Moved (Ruth/Curnow)

Recommendation

1. That the report ‘Welfare Coordination Group Update’ by Claire Nyberg, Civil Defence Emergency Management - Welfare and dated 13 August 2018, be received.

Carried

· Northland Lifelines Group Update (Item 6.6)

ID: A1100649

Report from Kim Abbott, Civil Defence Emergency Management Officer

Moved (Stolwerk/Curnow)

Recommendation

1. That the report ‘Northland Lifelines Group Update’ by Kim Abbott, Civil Defence Emergency Management Officer and dated 20 August 2018, be received.

Carried

· Indoor Tsunami Siren Update (Item 6.7)

ID: A1098818

Report from Victoria Harwood, Civil Defence Emergency Management Officer

Moved (Ruth/Mai)

Recommendation

1. That the report ‘Indoor Tsunami Siren Update’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 15 August 2018, be received.

Carried

· Public Information Management (PIM) Update (Item 6.8)

ID: A1096628

Report from Murray Soljak, Public Information Manager and Susan Botting, CDEM Public Information Officer/Council Volunteer Coordinator

Moved (Stolwerk/Curnow)

Recommendation

1. That the report ‘Public Information Management (PIM) Update’ by Murray Soljak, Public Information Manager and Susan Botting, CDEM Public Information Officer/Council Volunteer Coordinator and dated 10 August 2018, be received.

Carried

· Far North District Update (Item 6.9)

ID: A1102462

Report from Bill Hutchinson, Civil Defence Emergency Management Officer

Moved (Stolwerk/Mai)

Recommendation

1. That the report ‘Far North District Update’ by Bill Hutchinson, Civil Defence Emergency Management Officer and dated 27 August 2018, be received.

Carried

· Kaipara District Update (Item 6.10)

ID: A1099254

Report from Sharon Douglas, Civil Defence Emergency Management Officer

Moved (Stolwerk/Mai)

Recommendation

1. That the report ‘Kaipara District Update’ by Sharon Douglas, Civil Defence Emergency Management Officer and dated 16 August 2018, be received.

Carried

· Whangarei District Update (Item 6.11)

ID: A1098816

Report from Victoria Harwood, Civil Defence Emergency Management Officer

Moved (Stolwerk/Mai)

Recommendation

1. That the report ‘Whangarei District Update’ by Victoria Harwood, Civil Defence Emergency Management Officer and dated 15 August 2018, be received.

Carried

Conclusion

The meeting concluded at 12:15pm.

Civil Defence Emergency Management Group Meeting ITEM: 4.3

4 December 2018Attachment 1

Submission

To: National Disaster Resilience Strategy submissions

Ministry of Civil Defence & Emergency Management

NationalStrategy@dpmc.govt.nz

By: Northland Civil Defence Emergency Management Group

On: The Proposed National Disaster Resilience Strategy

Introduction

1. The Northland Civil Defence Emergency Management Group (the Group) appreciates the opportunity to comment on the Proposed National Disaster Resilience Strategy (Strategy). This submission is made in the interests of promoting safe and resilient communities in Northland and with the Groups functions and roles under the Civil Defence Emergency Management Act 2002 (the Act) in mind.

Background

2. The area covered by the Group and includes the Far North, Whangarei and Kaipara Districts and the coastal marine area to the seaward boundary of 12 nautical miles. The Northland region covers around 5% of the country’s total land area. It is a 260-kilometre-long narrow peninsula, 80 km across at its widest point and just 10 km wide at its narrowest point with over 3,000km of coastline made up of rugged cliffs, sandy beaches and sheltered harbours.

3. Northland is one of New Zealand’s least urbanised region, with around 50% of the population living in urban areas and an average density much lower than the NZ average. As a consequence of this dispersed and often isolated population, the general approach to Civil Defence Emergency Management (CDEM) is one of centralised coordination with localised delivery. The Northland region has a current Civil Defence Emergency Management Plan in place for the period 2016-2021. The plan was developed in accordance with the Director’s Guideline for CDEM Group Plan Review and sets out how the Group will deliver on its functions and roles in relation to the National CDEM plan and the Act.

Submission

4. The Group supports the intent of the Proposed National Disaster Resilience Strategy but provides the following comments for consideration.

5. Purpose, visions and goal: We support these as stated in the Strategy and consider this to be an improvement on the previous 2015 version.

6. The Sendai Framework:

6.1. We support use of the Sendai Framework in the Strategy and use of clear and measurable targets and timeframes (Page 13). However, if it is anticipated that regions are to compile data to inform reporting against these measures, it would be useful if some guidance was developed for this purpose. For example, targets 2 and 4 would appear to require some form of criteria or measure to ensure consistent data collection. We would also expect a strong link between the Sendai targets and the indicators used to measure progress toward objectives as set out in Section 8.3 and Figure 4. For example, Sendai targets 2 and 4 could be better represented – indicators under ‘inputs’ and ‘outputs’ in figure 4 could include:

· the number of / increase in early warning systems developed (such as drought, flood and tsunami warning systems)

· Resources committed to hazard identification (such as flood and coastal hazard mapping at a regional scale).

6.2. We understand the indicators in Figure 4 are indicative and will be refined in light of the resilience index. We recommend the Ministry work closely with stakeholders and CDEM groups in particular to develop a clear and practical monitoring and evaluation regime that uses easily measurable indicators (see examples above). We look forward to further consultation on this.

7. Managing risks:

7.1. We support objectives 1-6 and the associated measures of success (page 24). The Group is especially supportive of a standardised methodology for assessing and managing risks – this could take the form of national and regional risk registers and associated plans / measures for risks with high likelihood and impact. This would bring greater consistency and ability to identify gaps in assessments and or response capacity.

7.2. One area that could be developed further (probably under Objective 3 or 4) is identifying an ‘acceptable level of risk’ in collaboration with communities particularly those in hazard prone areas – this will be a fundamental element in responding to the effects of sea level rise and we should be as transparent as possible about the limitations on mitigating such risks (E.g. the costs of defending built development from coastal inundation).

8. Effective response and recovery:

8.1. The Group considers local awareness is vital in response and recovery. We think this should be embedded in the objectives and / or success measures (probably in Objectives 12, 14 and 15). A measure of success could be added to the effect that: Increased awareness of risk by communities and how to respond to a variety of local disasters / hazards (a measure of this could be the increase in public awareness as measured by repeatable targeted surveys).

9. Strengthening societal resilience:

9.1. The Group supports the objectives and measures of success in Section 7 of the Strategy. However we suggest that community vulnerability assessments (using a consistent suite of resilience criteria) at a regional or district scale could be completed by 2025 would be a useful outcome for objective 16. This would identify those communities that are particularly vulnerable to hazards and are a priority for resilience ‘building’ and hazard management planning (this is similar in nature to Objective 18 that relates to infrastructure).

10. Timeframes for objectives

The Group consider the measures of success for a number of Objectives could be more ambitious in terms of the target timeframe – most aim for a completion date of 2030. We consider that the sector is sufficiently advanced that many of these could be brought forward. Our recommendations are as follows:

· Objective 1: we consider an agreed standardised methodology for assessing disaster risk could be developed by 2025 and widely used by 2030.

· Objective 2: this measure could be brought forward to 2025 as there are no significant impediments to the development of governance / organisational structures.

· Objective 3: 2030 seems an inordinately long timeframe for development of a plain English lexicon for risk. There is enough knowledge / expertise to start this immediately with a completion date of 2020.

· Objective 4: The climate change debate is urgent and should be progressed as a priority. We note in many places this has already started and the Ministry for the Environment has developed a range of guidance on the subject – we therefore suggest a completion date of 2025 for this objective.

· Objective 7: Again we consider elements of this measure could be brought forward, particularly those relating to engagement with iwi. A goal to implement this measure by 2022 seems realistic.

· Objective 8:– We see strengthening national leadership as a priority. A date of 2025 seems overly slow given much implementation of the other objectives will rely on this happening (E.g. developing national standards for emergency management). We strongly recommend this be achieved by 2020 and be prioritised.

· Objective 9: A target date of 2025 seems too long given the importance of this objective and that much of the expertise / knowledge to achieve this objective is available now. Clarifying roles and functions will be critical to effective response and it should therefore be prioritised and the completion date brought forward to 2020.

· Objectives 13 – 16: The Group consider the timeframes for these objectives could be brought forward to 2025 on the basis there has been good progress to date and the capability is available at regional and district levels.

The other objectives tend to be ongoing and in the nature of continuous improvement and the 2030 date seems appropriate.

Conclusion

Subject to the comments above, the Group supports the Proposed Strategy. However, we note it is high-level and much more detail will be required for effective implementation, particularly in relation to the actions needed and clear allocation of roles. We see leadership and clear, practicable implementation planning as the key to an effective emergency management system.

We appreciate the opportunity to comment on the Proposed Strategy and look forward to working with the Ministry on implementation.

Signed______________________ Dated________________

On behalf of the Northland CDEM Group

Civil Defence Emergency Management Group Meeting ITEM: 5.2

4 December 2018Attachment 1

Activity	Comment
CDEM Group
· Negotiate, agree, deliver and report upon the Northland CDEM shared services work programmes for the Whangarei, Far North and Kaipara District Councils. · Review and report on the key recommendations, and outcomes of the Ministerial review and where necessary implement the appropriate findings at the Northland level (incorporates the MCDEM Business Plan 2018 - 2022). · Engage with, provide feedback and submissions to MCDEM and other national agencies on strategies, guidelines and documents that may have a bearing on the Northland region, in particular the Ministerial review recommendations and actions. · Monitor and provide input and/or submit where appropriate on district council activities relevant to resilience/hazard management. · Develop, promote and implement a collaborative across region approach to CDEM. · Review the past year’s work programmes with a view to establishing those activities that should be maintained, those that could be reduced and those that could be omitted from future programmes.	FNDC, WDC full agreements in place. KDC new version req. MCDEM business plan for review and action. MCDEM business plan. National Strategy by 1 Nov. Underway December workshop
Readiness and Response
· Develop and implement an across region Exercise Programme. · Develop a new strategy outlining how Northland CDEM engages with communities. · Review and maintain e CRP’s across the region. · Enhance the knowledge, understanding and preparedness of Northland’s vulnerable communities. · Provide capability to deliver business continuity courses on an as needed basis. · Implement and coordinate the region on call arrangement for Controllers and Duty Officers.	To be completed Workshops held / underway Ongoing Underway and ongoing
Recovery framework, capacity and capability
· Incorporate recovery as a key CDEM component. · Develop, promote and integrate recovery arrangements internally and externally. · Review existing recovery arrangements and where necessary act to strengthen or enhance the recovery structures in the region.	Underway
Welfare Co-ordination
· Implement the agreed Northland CDEM strategy for delivery of Welfare arrangements across the region. · Deliver Northland Welfare Coordination Group work plan. · Engage with and contribute to the National Welfare arrangements, including planning and delivery. · Review and update Welfare plans and arrangements, with an emphasis on priority actions.	Strategy approved by CEG. Work programme under Underway To be completed
EOC and ECC readiness
· Enhance the readiness and response capability of the Group ECC. · Develop and implement a consistent and harmonised across region template or format for EOC’s.	Underway (Priority High)
Lifeline Utilities
· Support and collaborate with the Northland Lifelines Group members to ensure ongoing engagement and commitment. · Provide support to the Lifelines Utility Group projects and meetings.	Quarterly meetings annually next on 4 December
Communications
· Maintain and enhance Northland’s alerting capability · Consolidate and improve delivery of important strategic information with key decision makers, spokespeople and the media so that they get the right information at the right time. · Train staff and ensure learnings/changes at a national level are conveyed within the Northland CDEM Group (including governance) and the reach if/when required is understood and available to other agencies. · Maintain and develop social media platforms to engage with community and across agencies. · Develop, maintain and strengthen Public Information arrangements.	Underway and ongoing To be actioned Underway and ongoing Underway and ongoing
Operational Systems
· Consider, evaluate and implement technology to support readiness and response arrangements i.e. Contacts app. CDEM GIS Portal. · Where necessary for larger scale technology projects develop a project outline or strategy. · Extending the reach of alerts into other platforms (websites, social media) as technology becomes available. · Create and maintain SOP’s and other plans to support operational capability.	Partly complete and ongoing To be completed Underway
Tsunami Risk Management and preparedness
· Develop a single region asset management plan for tsunami sirens and tsunami public information boards. · Complete an across region installation of tsunami public information boards. · Engage with and provide the Ministry of Education, school boards and principals with the high-level tsunami risk management tools to enable them to disseminate the information through schools. · Carry out bi-annual tsunami siren testing and reporting. · Review and implement any necessary changes in tsunami risk assessments.	Commenced Partly complete (High Priority) To be commenced Complete for 2018 Ongoing
Relationships and engagement
· Build upon existing relationships; and leverage and enhance new relationships with partner agencies, communities, including with iwi and Maori communities. · Deliver the YES programme. · Engage with national, regional and local level working groups, meetings and programmes where appropriate. · Consider and report on the mechanisms available to have Iwi representation at the CEG level taking into consideration the national review findings and any national recommendations or findings. · Work with PIM staff from other agencies (including those outside the region) to better understand strengths and reinforce logical separation of responsibilities, particularly during events.	Iwi engagement on CEG needs to be clarified. Complete 2018, 2019 started. Ongoing needs review As above Ongoing
Professional development
· Review and provide professional development and training opportunities including CIMS, EOC, Welfare, Governance and Mayors as priorities. · Review and report upon the national level ITF courses. · Provide professional development programme and opportunities for all Controllers, Recovery Managers and Welfare Managers.	Ongoing and further development required
Human resources
Recruit and induct two Emergency Management Advisors (2 X FTE’s budget and approved).	Part complete

Portfolio’s – Area of responsibility

Lifelines Utility Group

Coordination of the Northland Lifelines Utility Group activities including assisting the Project Manager to deliver the Lifelines Utility Group work programme. Acts as the focal point for LUG.

Kim Abbott

Welfare Coordination Group and Work Programme

Coordinates Welfare Coordinating Group activities and delivery of the work programme. Acts as the focal point for all Welfare related matters. Chairs the WCG.

Supported by the Alternate Group Welfare Manager.

Claire Nyberg

Shona Morgan

Shared services agreements.

Focal points are appointed to act for each of the three councils operating shared services arrangements. The focal points act as the key points of contact. Delivery of the agreed services is through the CDEM Group office personnel and not exclusively by the single point of contact.

Sharon Douglas

Victoria Harwood

Bill Hutchinson

Professional development

Acts to coordinate the professional development programme including CIMS, ECC and other professionally delivered external provider courses. (Acts as the Groups representative on the CDAG).

Kim Abbott

Controllers development and training of staff

Provides guidance, training and direction to ensure Controllers and the on-call staff are equipped with the appropriate tools to implement the on-call roster arrangements.

Claire Nyberg

Projects

Delivers specific projects as the Project Manager. (Project Manager acts as the focal point including but not limited to project oversight, responsibility for decisions, coordination and delivery and its implementation. Projects may become long term programmes.

Projects –

Marae Preparedness

Business Continuity

Vulnerable Communities

Tsunami Sirens and

Tsunami signboards

Community response plans and planning

Youth and Emergency Services

Contacts Management

Exercise Programme

Community Engagement strategy

GIS Portal

Claire Nyberg

Kim Abbott

Shona Morgan

Victoria Harwood, Bill Hutchinson, Sharon Douglas

Shona Morgan and 3 above.

Shona Morgan

Kim Abbott

Shona Morgan

Recovery

Coordinates and leads the regional recovery programme.

Jenny Calder

GECC

Develops the Group ECC

Claire Nyberg and Shona Morgan

Communications Engagement

Acts as a focal point to engage with and provide guidance and support to communications specialists across agency. Provides specialist knowledge and oversees the apps/communications mechanisms.

Murray Soljak

Civil Defence Emergency Management Group Meeting item: 5.3

4 December 2018

TITLE:	Professional Development and Training
ID:	A1133517
From:	Kim Abbott, Civil Defence Emergency Management Officer

Executive summary

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 28 November 2018, be received.

Background

This has been a busy quarter with both external training delivery, national meetings and CDEM. The next quarter is traditionally a quieter time for the Northland CDEM team in relation to training, as many participants are away or difficult to pin down.

CIMS4

The first offsite CIMS4 training course was delivered in Kaikohe with 24 participants completing the course. Predominately these were FNDC staff members and CDEM volunteers but there were also IWI, Northland DHB, DOC and MSD represented. There is currently work being undertaken to develop an ongoing training pathway to continue engagement.

The ability to deliver the course in the Far North allowed for many council team members who otherwise would not have been able to train to attend. Undertaking course delivery outside of Whangarei may be explored again in 2019 depending on demand.

Due to the long waiting list and a couple of recent small-scale events which re-engaged an interest in organisational readiness, we negotiated with course provider Gerard Moore to deliver two back to back CIMS4 courses in November. During this week 52 participants from more than 18 different Northland agencies and stakeholder organisations took part in the 2-day course and undertook the assessment.

The total CIMS accredited and trained people for this year is 116. With a further 48 EOC trained over the two-day course.

EOC training

The practical EOC exercise took place on September 27 with 48 participants who had completed Day1 of the EOC course. This was the first of these practical exercises and while there were a great many learnings, the feedback from participants was positive and encouraging.

Funding

Nationally there has been changes to the way that we are funded to deliver our courses to stakeholders and CDEM staff. In the past we have been applied and then been awarded a sum for the year which can be used as long as certain accreditations and course content is included. This budget has gone directly to the course providers. At times this has meant that the course content has needed to be fiddled to ensure adherence to the guidelines.

MCDEM have been working with the Ministry of Education and the Tertiary Education Commission (TEC) to try to make it easier to use operationally. From 1 January 2019, TEC will provide the funding directly to MCDEM. There will be a need to have a new oversight structure, and this will be worked through with the NEMDG Capability Sub-committee. MCDEM, with guidance from the new oversight group, will work with all 16 CDEM Groups in order to use the funding to develop the skills of CDEM volunteers in the sector.

We will continue to engage on a national level to ensure that our training requirements are communicated within the new structure.

We have re-negotiated with Gerard Moore as our course developer and for course delivery throughout 2019. Confirmed dates for training delivery have been identified on the 2019 CDEM calendar.

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.4

4 December 2018

TITLE:	Northland Welfare Coordination Group Update
ID:	A1132276
From:	Claire Nyberg, Civil Defence Emergency Management - Welfare

Executive summary

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

Recommendation

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

Background

The WCG meeting was held on the 2 November with updates presented by each district, the Northland CDEM Group, Ministry of Civil Defence and Emergency Management and each of the sub-group representatives present. Presentations were given by speakers as detailed below.

Julia Shanahan from Ministry of Business, Employment and Innovation (MBIE) gave an update on the temporary accommodation sub-function and the work that is being done at a national level to build stocks across NZ to respond much faster to temporary accommodation needs after an emergency. MBIE are focusing on building relationships in the regions and doing more readiness work in identifying potential areas where temporary accommodation can be placed within communities.

Catherine Cooper from Auckland Council Civil Defence gave a presentation on their response to the electricity outage in April this year. The main issue experienced for Auckland Council Civil Defence was obtaining a good operational picture of where the power was off across the region. Many lessons were learnt from this event which are being incorporated into welfare planning.

Sub-function updates:

Shelter and accommodation:

A workshop was held on 19 November. The purpose of this workshop was to develop relationships with agencies who have shelter and accommodation responsibilities under the National CDEM Plan 2015 and for these agencies to contribute towards the accommodation plan for the CDEM Group. Participants worked through a series of activities to consider Northlands diversity, principles that should be considered for this sub-function, accommodation options available in Northland and the hazards which might displace people from their homes.

Care and protection services for children and young people:

The sub-function meeting was well attended by supporting agencies and stakeholders. There was good discussion round the sub function as a whole with Oranga Tamariki in Northland moving their focus towards the wellbeing of children as opposed to just the ‘care and protection’ of children. This aligns better with the Ministry for Children’s new purpose under changes to legislation.

Oranga Tamariki have also continued on with co-delivery of the Civil Defence Introduction which has been presented to new staff at Kaikohe, Kaitaia and Whangarei with good staff attendance.

Psychosocial Support:

Northland District Health Board held a meeting with the purpose of realigning the group and identifying any priority work going forward.

Financial Assistance:

The meeting for financial assistance concentrated on updating the Enhanced Taskforce Green (ETFG) documentation. MSD is also updating some of their other financial assistance documentation.

Local Welfare Manager meetings

Monthly meetings and training sessions are being held with Local Welfare Managers and their welfare teams in each of the districts. The approach has been to bring it back to basics with a number of new staff in each of the district teams.

WCG induction

The second round of WCG member induction was carried out in November with 15 people attending. The intention is to hold a WCG induction once a year to ensure new members have an understanding of the welfare function and their responsibilities as members of the WCG.

Group Welfare Managers Forum

The Group Welfare Managers (GWM’s) Forum was held in Wellington over two days with the second day including attendance by National Level Welfare Services Agencies. The agenda for the first day concentrated on updates from each of the regions, including a presentation from the Tairawhiti floods. This was followed by workshops on determining vulnerability and the work that Nelson/Tasman and Canterbury Groups have been doing. There were also workshops on the role of Navigators, their role descriptions and funding and working with diversity in our communities and a number of updates from other welfare projects and related sectors.

The second day included work on the CIMS review in relation to the Welfare Function and the welfare registration and needs assessment. The MCDEM Business Plan 2018-2020 has listed under priority 1 government decision/initiative to ‘scope a system to capture and store welfare registration and needs assessment data using common standards and robust process for data collection’. Input to this system was being sought from the welfare sector to inform this work stream. The outcome was a general consensus from the GWM’s that any system needs to have the wellbeing of people at the heart of the emergency response system and not just be a system to collect numbers to satisfy central government ministries.

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.5

4 December 2018

TITLE:	Public Information Management (PIM) Update
ID:	A1128012
From:	Murray Soljak, Public Information Manager

Executive summary

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 13 November 2018, be received.

Public alerting – Emergency Mobile Alerts and Hazard app

The national working groups for the two alerting platforms continue to result in above-average co-operation between alerting agencies, review and consensus-building around thresholds for use, development of standardised messaging and identification of inconsistencies/areas of doubt.

The second annual nationwide test of EMAs was scheduled to take place on Sunday 25 November, with MCDEM committed to testing the system annually, in part to help ensure that New Zealanders maintain familiarity with the system, and how it will behave on their device during an emergency.

Online and phone surveys were commissioned to identify any systemic issues with handsets sold in New Zealand, and to provide feedback to the manufacturers, and to measure the penetration of the alerts.

In the leadup to the test, MCDEM’s expectation was that that half of phones will receive the alerts (up from last year’s figure of around one-third), with the increase largely due to the ongoing older handsets with newer, EMA-capable devices. A shortened message of less than 90 characters will be used, as advised by the mobile operators to have the best chance of the message being received.

Groups including Northland have a role in providing supporting publicity for the test in their own regions, with MCDEM providing a range of resources and handling all technical enquiries.

Emergency Services Family Fun Day (Caring For Northland)

The Group was again represented alongside partner agencies at the Emergency Services Family Fun Day at Kensington Park, Whangarei, in early November. This event primarily attracts young families and the calibre of the displays improves each year, with the emphasis being on providing an entry-level snapshot into the work of each of the agencies.

For Northland CDEM, it is also an opportunity to network with our partner agencies.

Media/social media

Recent topics on the Northland CDEM Facebook page have included the EMA test and Emergency Services Day, World Tsunami Awareness Day, ShakeOut and tsunami siren testing. The scope of the Civil Defence network is also reinforced by sharing relevant content from partner agencies (recently FENZ, Refining NZ, Northpower, Top Energy and Northland DHB).

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.7

4 December 2018

TITLE:	Northland Lifelines Group Update
ID:	A1133341
From:	Kim Abbott, Civil Defence Emergency Management Officer

Executive summary

The next Northland Lifelines Utilities Group (Lifelines) meeting is scheduled for Tuesday 5^th December. This meeting is expected to be well attended with a good representation of the member organisations.

The National Lifelines Forum was held in Wellington with Northland Civil Defence Emergency Management (CDEM) and Northland Lifelines representatives attending the two days.

Recommendation

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

Background

The final 2018 Lifelines meeting is scheduled for the afternoon of the Northland CDEM Group meeting. The agenda includes:

· Watercare – Building Risk and Resilience (Nigel Toms)

· Refining NZ – Responding to the Pipeline Failure (Julian Young)

· NZ Lifelines Council Update (Dave Brunsden)

· Northland CDEM Update, GIS Operational Viewer Update and National MCDEM Update

· Discussion around the 2019 Work Program, confirmation of meeting dates and gauging commitment to a Lifelines exercise in the coming year.

The National Lifeline Utilities Forum was held in Wellington on October 15 -16. A number of staff representing the key agencies from across the country attended, including staff from Northland CDEM, the Northland Transport Alliance (NTA) and the Northland Lifelines Chair.

Presentations included updates on current research projects, including Alpine Fault Magnitude 8 (AF8), South Island Alpine Fault Earthquake Response (SAFER) framework, East Coast Life at the Boundary (East Coast LAB) projects. Business continuity planning, the resilience of current infrastructure and supply chains were also discussed throughout the forum.

Fred Morgan, our regional Lifelines Utility Coordinator (LUC) has resigned from NRC to spend more time with his extended family. Thanks to Fred for his work and for volunteering to this role for the past 18 months. It is expected that this role will be filled early in the new year.

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

TITLE:	Northland Joint Agency Emergency Coordinating Centre Scope
ID:	A1133496
From:	Victoria Harwood, Civil Defence Emergency Management Officer

Executive summary

The Whangarei District Council are currently progressing the Civic Centre project, where WDC council departments spread across Forum North and Walton Plaza will be amalgamated into one building.

The WDC Emergency Operations Centre (EOC) is currently based within Council Chambers at Forum North. In the future, the EOC will be moved and based from another location.

The sites being investigated for the WDC Civic Centre are all located within the Whangarei Central Business District and lie within either flood or tsunami hazard zones. Hence the future location of the Council EOC will be required in a separate location out of a hazard area.

This has given rise for an opportunity to investigate the possibility of a Northland Joint Agency Emergency Coordination Centre (ECC).

An initial discussion between the Northland CDEM Group office and the WDC has outlined the points to investigate below:

· A joint agency centre, approaching interested parties. Northland Civil Defence Emergency Management (of which the four councils are part), NZ Police, Fire and Emergency NZ, St John, Northland Emergency Services Trust (NEST)

· A centre used for business as usual activities for agencies

· A training facility

The Christchurch Justice and Emergency Services Precinct is a large scale example of joint agency emergency coordination centre. Large open atrium for joint emergency response with surrounding agency offices and meeting rooms. See photos below:

The WDC have raised this at the Annual Plan workshop with Councillors during November. There are funds allocated towards a new WDC EOC which could contribute towards a joint centre.

Further investigations will be made and interested parties sought.

Recommendation

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.

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.8

4 December 2018

TITLE:	Northland Tsunami Siren Network Update
ID:	A1133505
From:	Victoria Harwood, Civil Defence Emergency Management Officer

Executive summary

This report is an update on Northland tsunami siren network developments

Recommendation

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

Background

Tsunami Siren Testing

The Northland Tsunami Siren network was tested on Sunday 30 September at 10.00hrs for 10 minutes and again at 10.30hrs for 30 seconds.

Members of the public, community response group volunteers, school children, council staff and contractors all assisted with monitoring the 191 sirens across the Northland region. From the testing, there were five faults and one siren to be moved to increase its audible coverage. The faults are being repaired by Northpower and Top Energy respectively. The next siren testing date is Sunday 7 April 2019.

There is a good relationship between the Northland CDEM Group and Northpower, staff catch up on issues and developments on a regular basis.

New Tsunami Siren Locations and Replacements – Tsunami Asset Management Plan

New locations for further tsunami siren installations are being investigated and assessed. New sirens within the Whangarei district should be installed between Christmas and the next siren testing in April, if possible. There is budget available for a further 13 sirens to be added to the network in the Whangarei district.

The Far North is renewing some of its current sirens which have deteriorated and come to the end of their lifespan. Three sirens have so far been replaced with new ones from the 61 installed.

A Tsunami Siren Asset Management Plan has been created to forecast budget requirements from councils annual and long-term plans, to maintain and update the siren network and keep it in good working order. The initial sirens were installed in 2011-2012 with a lifespan of 7-10 years, several of the originally installed sirens are nearing the end of their expected lifespan. The plan also records the locations, ages, installation dates, life span and repairs of each siren.

Northland Tsunami Siren Locations

The Northland Regional Council GIS tsunami information mapping tool has been updated with all locations of the Northland tsunami sirens. The GPS coordinates have been tidied up, making their location on the mapping accurate for the public.

Indoor Tsunami Sirens

The indoor tsunami siren sales are at 35, there were two device faults reported during siren testing. These sirens were swapped for new ones under the 12-month guarantee. Northpower have investigated the faults, a verbal update can be give on this.

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.9

4 December 2018

TITLE:	Recovery Update
ID:	A1132084
From:	Jenny Calder, CDEM Group Recovery Manager

Executive summary

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 22 November 2018, be received.

Background

The workplan for recovery is being implemented with a number of meetings, workshops and forums being attended.

Work has also progressed with the development of a Northland networking group with the inaugural meeting of this group, tentatively named ‘Rural Collaborative’, held 9 November at Northland Events Centre. The group heard from a range of presenters covering topics which included Civil Defence Emergency Management, NRC Hydrology, Power outages, line safety and business continuity, NRC Natural Hazard updates and Met Service forecasts.

The invitation was extended to those who are rurally based, rural producers and/or are stakeholders of rural production businesses with the aim of the group being to further develop readiness, business continuity and preparedness and to establish a robust network throughout the rural sector. This will assist with cohesive connectedness through our rural communities over and above existing business/production focused groups.

Positive feedback was received following the meeting with requests to further develop the group, hold meetings twice a year and to extend the range of topics and speakers.

Work will now be undertaken to develop the group further.

Trainings and meetings

As part of the readiness and recovery work, the Group Recovery Manager has attended:

South Island CDEM Conference - 30/31 August - Marlborough

Community Response Group Workshop - 3 September - NRC

Sitrep and Action Plan training - 12 September - NRC

EMO Induction - 18/19 September - Wellington

Controllers /on-call duty officer workshop - 20 September - NRC

National Lifelines Forum - 15/16 October - Wellington

NZGIS4EM for Lifelines Utilities - 17 October - Wellington

ArcGIS Lifelines Utilities - 17 October - Wellington

On-call induction (part 1) - 19 October - NRC

KDC Staff induction - 24 October - Dargaville

On call induction (part 2) - 26 October - NRC

CDC Volunteers Radio Training - 31 October - NRC

Welfare Coordination Group Meeting - 2 November - NRC

Psychosocial Support Meeting - 2 November - NRC

Inaugural Collaboration Group Meeting - 9 November - Whangarei

Emergency Services Summer Safety Day - 11 November - Whangarei

Group Welfare Managers forum - 12/13 November - Wellington

Accommodation sub-function workshop - 19 November - NRC

GIS portal training - 21 November - NRC

Recovery Symposium - 29/30 November

RST meeting - 3 December - Whangarei

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.10

4 December 2018

TITLE:	Community Resilience Projects
ID:	A1132308
From:	Shona Morgan, Civil Defence Emergency Management Officer - Community Resilience

Executive summary

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 23 November 2018, be received.

Background

Youth in Emergency Services (YES) Programme 2019

Funding for next year’s YES Programme ($25,000) has been approved by the Ministry of Youth Development. Extra funding above the usual $10,000 was applied for to replace safety gear, helmets and equipment, as well as contributing to some of the operational costs previously provided by the volunteer organisations.

Next year’s programme will be run in the Whangarei District. Planning is underway with the first meeting being carried out in the near future.

Community Response Group Review

As part of the community response group review, a different approach to working with communities is underway. As part of the change in the way we do things, a Public Engagement Strategy will be developed for Northland CDEM outlining the main concepts:

· Objectives for communities will be outlined

· There will be a focus on creating relationships within communities, rather than forming community response groups. These groups have been hard to develop and maintain in the past so rather than focus on groups, the focus will shift to developing contacts and relationships within communities that can be maintained more easily. A database will be created to keep records of all contacts and engagement within communities.

· An online shared workspace for the Northland CDEM team who work with communities is being explored. This needs to have the ability to be accessed remotely (preferably on a cell phone), can store documents, files and plans as well have the capacity for the group to share updates and progress on engagement within communities.

· The development of electronic Community Response Plans will continue. At this time the format of these plans will remain the same and in due course they will be reviewed and updated as necessary.

Grey Power

CDEM Officer Shona Morgan presented to Grey Power in Whangarei in September. Grey Power is a volunteer organisation that prides itself in providing support to and protecting the welfare and wellbeing of older people. The presentation was held at the Kamo Club and with over 40 people in attendance. Topics covered included Northland Hazards, personal preparedness, alerts and warning systems.

Attendance at meetings and training

Red Cross 20/30 workshop – 10 September – Whangarei

SitRep and Action Planning workshop – 12 September – NRC

Auckland CDEM Welfare Meeting – 13 September – Warkworth

CDEM Controllers Workshop – 20 September – NRC

Emergency Services Group Meeting – 25 September – DCC

Northland GECC Exercise – 27 September – NRC

National Lifelines Forum – 15 & 16 October – Wellington

GIS & Eagle Technologies Workshop – 17 October – Wellington

CDEM Duty Officer Training – 19 & 26 October - NRC

KDC Induction Training x 2 – October & November – Dargaville & Mangawhai

CDEM 101 Welfare Presentations x 4 – Kaikohe, Kaitaia, Whangarei & Dargaville

Welfare Coordination Group Meeting – 2 November – NRC

Rural Collaborative Meeting – 9 November – Northland Events Centre

Shelter & Accommodation Sub-function Meeting – 19 November – NRC

Eagle Technologies GIS Training – 21 November – NRC

Auckland CDEM Welfare Meeting – 29 November - Warkworth

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 5.11

4 December 2018

TITLE:	Meetings Calendar 2019
ID:	A1133093
From:	Tegan Capp, Executive Assistant Customer Services - Community Resilience

Executive summary

The purpose of this report is to present the proposed schedule of meetings for 2019 to the members for their consideration and approval.

Recommendation(s)

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.

Background

The draft Meetings Calendar attached includes internal and external meetings, training and other Northland Civil Defence Emergency Management activities for the upcoming year. Due to clashes with other Council Meetings and the availability of Council Chambers, the meetings for 2019 are proposed to be held on a Wednesday instead of Tuesday as in previous years.

Considerations

1. Options

No.	Option	Advantages	Disadvantages
1	Schedule no meetings	Nil.	Failure to comply with the Act.
2	Schedule meetings	Ability to plan, prepare and comply with requirements of the Act.	Nil.

The staff’s recommended option is Option 2.

2. Significance and engagement

The scheduling of meetings is part of normal day to day operations of council, hence when assessed against council policy is deemed to be of low significance.

3. Policy, risk management and legislative compliance

Being a purely administrative matter, Community Views, Māori Impact Statement, Financial Implications and Implementation Issues are not applicable.

Attachments

Attachment 1: Northland CDEM Meeting Calendar 2019 ⇩

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	27 November 2018

Civil Defence Emergency Management Group Meeting item: 5.12

4 December 2018

TITLE:	CDEM, CEG & Group Appointments
ID:	A1129052
From:	Graeme MacDonald, Civil Defence Emergency Management Manager

Executive summary

Attached is the 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

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.

Background

Membership of the Northland Civil Defence Emergency Management Group:

· Cr Rick Stolwerk (NRC) alternate Cr Paul Dimery

· Mayor Sheryl Mai (WDC) alternate Cr Sue Glen

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

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

· 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:

· Mr Andy Finch (FNDC)

· Mr Tony Phipps (NRC)

· 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

· Tony Phipps

· Claire Nyberg

· Simon Weston

· Victoria Randall

· John Burt

· Alistair Wells

· Shona Morgan

Local Controllers of the Whangarei District:

· Simon Weston

· Andrew Venmore

· Sandra Boardman

Local Controller for the Kaipara District:

· John Burt

· Dean Nuralli

Local Controllers for the Far North District:

· Alistair Wells

· Andrew Bonica

Group Welfare Managers:

· Claire Nyberg

· Shona Morgan

Local Welfare Managers:

· Raewyn Smythe (FNDC)

· Kylie Cox (FNDC)

· Aya Morris (FNDC)

· Paula Urlich (WDC)

· Darlene Lang (KDC)

· Michelle Nepia (KDC)

Group Recovery Manager:

· Jenny Calder

· Graeme MacDonald

Local Recovery Managers

· Janice Smith (FNDC)

· John Burt (KDC)

· Vacant (WDC)

Appointments as Group Controllers

The Northland CDEM Group has a single on call Controller and a single Duty Officer to act for all CDEM related matters outside normal business hours.

To enable authority to act as a Group Controller the CDEM Group makes appointments pursuant to Section 26(1), Civil Defence Emergency Management Act 2002.

Sandra Boardman is to be added to the list of appointed Group Controllers.

Attachments

Nil

Authorised by Group Manager

Name:	Tony Phipps
Title:	Group Manager - Customer Services - Community Resilience
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 6.1

4 December 2018

TITLE:	Kaipara District Update
ID:	A1133511
From:	Sharon Douglas, Civil Defence Emergency Management Officer

Executive summary

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 28 November 2018, be received.

Readiness Activities:

Community Response Groups

Matakohe and Maungaturoto groups have engaged with their communities, with articles in there local papers and sending out household emergency checklists. The Kaiwaka group continues to encourage preparedness sharing posts from the Ministry of Civil Defence and Northland CDEM. New plans are being developed for Donnelley’s Crossing, Waipoua. A community meeting is planned for Whakapirau on the 24^th of November. The rate payers group are exploring the option of having a local plan.

Tsunami Siren network

Two faults reported in Mangawhai with the outdoor network and one with the portable sirens. Customer feedback mostly positive with locals educating locals. Gaps have been identified in the Mangawhai area. Portable sirens may be the solution for some areas. Currently scoping where signage will be placed in both Mangawhai and Ruawai.

Kaipara District Council

Kaipara District Council continues to invest in training. Ten induction groups across the three sites have been completed. Training has been well received and includes information on building resilience at home and work. Good numbers continue to attend CIMS4 training. Kaipara District Council staff participated in ‘Shake Out’ again this year. The Mangawhai office added a “walk out” to practice their tsunami drill.

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

· Northland Welfare Coordinating group

· Northland Lifelines Group meeting

· Local Welfare Managers meetings

· Sitrep and action planning training

· Climate change steering group meetings

· CDEM EOC exercise

· Controllers and on call staff meetings

· Rural Collaborative Meeting

· GIS training with Eagle

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

Civil Defence Emergency Management Group Meeting item: 6.2

4 December 2018

TITLE:	Far North District Update
ID:	A1130384
From:	Bill Hutchinson, Civil Defence Emergency Management Officer

Executive summary

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 19 November 2018, be received.

Background

Reduction and Readiness

· An internal recruiting drive to boost CDEM numbers within the Far North District Council has been undertaken and resulted in 23 staff members attending a Coordinated Incident Management Systems (CIMS) Course in Kaikohe on 23-26 September.

· A review of staffing capacity for the emergency operations center has been carried out. Collectively the FNDC has 53 staff members trained in CIMS and have the ability fill functional and administrative roles within the emergency operations center.

· Seven staff attended emergency operation center training and an exercise in September as part of the training pathway for Civil Defence staff.

· The tsunami alarm network was tested at the change of daylight saving on 30 September. Of 61 alarms installed within the FNDC area, one alarm in Russell was identified as requiring minor maintenance.

· Community engagement meetings and reviews of Community Response Plans have been carried out at Rawene, Te Hapua, Te Ngaere.

· 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.

· Local Controller Alastair Wells facilitated a CDEM presentation as part of a combined Community Board members workshop. The purpose of the presentation was to update board members on the recent national review into Civil Defence, the northland councils shared services agreement and to provide clarity on the role and responsibilities of elected members in a CDEM context during emergency events.

· Local Controller Alastair Wells facilitated a CDEM presentation for Crown Entity Heritage New Zealand Pouhere Toanga. The purpose of the presentation was to brief staff on local and regional CDEM arrangements and to establish a link between Heritage New Zealand and Northland CDEM agencies. Heritage New Zealand has a regulatory and advocacy role for archaeology and historic heritage and has an advisory role in the protection of ancestral sites and heritage buildings in New Zealand. It is the intention of Heritage New Zealand to work more closely with the Northland CDEM Group and territorial authorities on matters relating to heritage during response and recovery.

· Emergency Operations Centre equipment kits have been reviewed and minor upgrades made to hardware. Forms have been updated where required to reflect consistency across Northland.

· A National Warning System test message was received on 3 October. Response was as per standard operating procedures.

· A review has been carried out and updates made where required on Far North District Council critical infrastructure sites project reports, relevant to water/wastewater plants as part of the Northland Lifelines Infrastructure resilience work plan.

Response
Nil

Recovery
Nil

Attendance at meetings and other activities

Civil Defence Officer Meetings

Civil Defence Emergency Management Group and Coordinated Executive Group and meetings

Welfare Coordination Group meeting

Community Response Group workshops

Controller Development Workshops

Sitrep and Action Plan training

Local Welfare Manager meetings

Share Services Relationship meetings

Duty Officer on call training

Accommodation Sub-Function Workshop

GIS portal training

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	19 November 2018

Civil Defence Emergency Management Group Meeting item: 6.3

4 December 2018

TITLE:	Whangarei District Update
ID:	A1133515
From:	Victoria Harwood, Civil Defence Emergency Management Officer

Executive summary

This report outlines the Whangarei District CDEM activities for the last three months.

Recommendation

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

Background

Council Emergency Operations Centre recruitment drive sessions were held on 18 and 19 October. Council Emergency Operations Centre (EOC) staff numbers needed a boost, so a drop in centre was set up to allow interested staff to find out more about the roles and functions of the EOC. Victoria gave an all staff presentation and advertised the sessions, which were well attended.

With the support of general managers and existing EOC staff, over 25 staff members signed up to undertake CDEM training and join the EOC team. Half of these staff have already completed the Coordinated Incident Management System level 4 course in November. Staff will also be encouraged to be part of the council CDEM on call roster.

Eight existing EOC staff attended the one-day Emergency Operations Centre training course in November also.

Civil Defence Centre Volunteers training took place on 31 October. The volunteers attended a radio communications course held by Victoria Harwood and Jenny Calder. Volunteers familiarised themselves with the available radio equipment, the radio standard operation procedure, radio protocols and had a practical session using the radios to transmit messages. Radios could be a primary way for volunteers to communicate with the EOC.

National CDEM ‘Get Ready Get Thru’ week in October was supported by Bunnings DIY store. Our local Bunnings in Otaika had a public information stand in store for ‘Get Ready Get Thru’ week and to promote NZ Shakeout. They were supported by CDEM with CDEM banners and public information leaflets.

NZ Shakeout and tsunami hikoi was held on 18 October. Council staff and councillors took part in the earthquake drill. Reminders were placed on the intranet regarding the tsunami hikoi practice that was carried out the previous year as reminder of where staff should evacuate to if required in a tsunami event.

Northland Tsunami siren testing was carried out on 30 September at 10am. The results are covered in a separate agenda item.

Community Response Groups

Several groups have met over the last three months including, the Tutukaka Coast CRG, Parua Bay Community Response Group and the Oakura Whangaruru South Community Response Group. The Oakura group have reviewed and updated their resources and contacts lists. All groups assisted with monitoring the tsunami sirens during the recent testing.

The Tutukaka Coast Residents and Ratepayers Association had a meeting on 8 October. Victoria Harwood attended with Miriam Post-dam, Tutukaka Coast CDEM community group coordinator to talk to the members of the association about National, regional and local CDEM arrangements.

Other Activities

The option of creating a One Drive document management space for the Emergency Operations Centre is being investigated by the WDC IT department to allow response documents to be easily accessible during an emergency response. Several scenarios were created of how documents are used within an emergency, to help IT understand how documents need to be accessed and why. Further work will be done on this after the assessment by IT is complete.

The development of council CDEM contact lists for incorporating into Northland CDEM Group Contacts app is complete. Once the Contacts app is running, council contacts can be stored within the app, making remote access easier.

The Northland Tsunami Siren Network public information leaflet is under review and redesign. This is being completed by council graphics department. This leaflet is a valuable public information tool which is used regularly to educate on the Northland tsunami siren network, siren testing and how to receive alerts and warnings. The leaflet is being used in the Council City Safe Summer carparks and Freedom Camping campaigns over the summer.

A group of 12 Auckland University students visited the Northland CDEM Group office as part of their undergraduate studies. We discussed topics such as; religion and faith in emergencies, vulnerable people and emergencies, climate change and its impact on natural disasters, communities and post-impact response, business continuity planning and alerting options.

Council is moving forward with the new Civic Centre project. As part of this project, funds have been allocated for a new emergency operations centre / training facility. A discussion has taken place regarding a Joint Agency Emergency Coordination Centre, which is covered in a separate agenda item.

Professional Development

Transforming Communication course

Controllers professional development workshop

Northland CDEM Group Emergency Coordination Centre Exercise

Climate Change seminar

GIS Eagle Technology training

Mental Health 101 training

Meetings Attended

WDC and Northland CDEM Group office focal point meetings

Northland Welfare Coordination Group meeting

Northland Civil Defence Officers meetings

Community Development Managers meetings

Northland Rural Collaborative meeting

Northland Emergency Services Group meeting

Local Controllers meeting

WDC Local Welfare Managers and welfare support team meeting

Attachments

Nil

Authorised by Group Manager

Name:	Graeme MacDonald
Title:	Civil Defence Emergency Management Manager
Date:	28 November 2018

TITLE:	Confirmation of Minutes - CDEM Group Meeting 4 September 2018
ID:	A1133539
From:	Tegan Capp, Executive Assistant Customer Services - Community Resilience

TITLE:	MCDEM Update
ID:	A1130741
From:	Graeme MacDonald, Civil Defence Emergency Management Manager

TITLE:	Emergency Management System Reforms
ID:	A1131004
From:	Graeme MacDonald, Civil Defence Emergency Management Manager

TITLE:	Proposed National Disaster Resilience Strategy
ID:	A1133012
From:	Graeme MacDonald, Civil Defence Emergency Management Manager

TITLE:	CEG Chairs Report
ID:	A1133038
From:	Graeme MacDonald, Civil Defence Emergency Management Manager

TITLE:	Northland CDEM Group Work Programme
ID:	A1129158
From:	Graeme MacDonald, Civil Defence Emergency Management Manager