Committee Members Mayor Tim Shadbolt, Invercargill City Council Cr Neville Cook, Environment Southland (Chair) Mayor Gary Tong, Southland District Council Mayor Tracy Hicks, Gore District Council or their alternates Southland Civil Defence Emergency Management Group (Te Manatu Arai Mate Ohorere o te Tonga) Council Chambers 10.00 am Environment Southland 8 November 2019 Cnr Price Street and North Road Invercargill A G E N D A (Rarangi Take) 1. Welcome (Haere mai) 2. Apologies (Nga Pa Pouri) 3. Declarations of Interest 4. Public Forum, Petitions and Deputations (He Huinga tuku korero) 5. Confirmation of Minutes (Whakau korero) – 15 March 2019 6. Notification of Extraordinary and Urgent Business (He Panui Autaia hei Totoia Pakihi) 6.1 Supplementary Reports 6.2 Other 7. Questions (Patai) 8. Chairman’s Report (Te Purongo a Tumuaki) 9. Report – 19/SCDEMG/93 Item 1 - Election of Chairperson and Deputy Chairperson .............................................11 Item 2 - Co-ordinating Executive Group (CEG) Chair Report ..........................................12 Item 3 - Health & Safety ..................................................................................................13 Item 4 – EMS Annual Report ...........................................................................................14 Item 5 – AF8 [Alpine Fault magnitude 8] ........................................................................27 Item 6 – EMS Update and Work Programme ..................................................................41 Item 7 – Transition to a National Emergency Management Agency (NEMA) ...............130 Item 8 – Delegations to Group Controller and Group Recovery Manager ...................132 Southland Civil Defence Emergency Management Group – 8 November 2019 Item 9 – Future Work Programme for EMS ..................................................................134 Item 10 – Next Meeting ................................................................................................135 10. Extraordinary and Urgent Business (Panui Autaia hei Totoia Pakihi) Angus McKay CDEM Group Co-ordinator, Administering Authority RECOMMENDATIONS IN SOUTHLAND CIVIL DEFENCE EMERGENCY MANAGEMENT GROUP (SCDEMG) REPORTS ARE NOT TO BE CONSTRUED AS SCDEMG POLICY UNTIL ADOPTED BY THE SCDEMG List of Abbreviations Abbreviations used in this report: CDEMG Civil Defence Emergency Management Group SCDEMG Southland Civil Defence Emergency Management Group CDEMA Civil Defence Emergency Management Act CEG Co-ordinating Executive Group OSC Operational Sub-Committee AA Administering Authority EMO Emergency Management Office EOC Emergency Operating Centre ECC Emergency Coordination Centre MCDEM Ministry of Civil Defence & Emergency Management NEMA National Emergency Management Agency SOPs Standard Operating Procedures EMS Emergency Management Southland Page 2 2019 November 8 - Southland Civil Defence Emergency Management Group Agenda.docx Minutes of the Southland Civil Defence Emergency Management Group (Te Manatu Arai Mate Ohorere o te Tonga) Meeting, held in the Council Chambers, Environment Southland, cnr Price Street and North Road, Invercargill, on Friday, 15 March 2019 at 10.00 am ____________________________________________ Present: Cr NMG Cook (Environment Southland) (Chair) Mayor G Tong (Southland District Council) Mayor T Hicks (Gore District Council) Mayor T Shadbolt (Invercargill City Council) In Attendance: Mr A McKay (EMS Manager) Mr S Parry (Gore District Council) Mr R Phillips (Environment Southland) Mrs P Gare (Invercargill City Council) Mr S Chambers (MCDEM) Ms D Riley (EMS Team Leader – Community) Mrs J M Brown (Executive Assistant - Minutes) 1 Welcome (Haere mai) Cr Cook welcomed everyone to the first meeting of this group for 2019. 2 Apologies (Nga Pa Pouri) Resolved: Moved Mayor Hicks, seconded Mayor Shadbolt, that apologies for absence be noted on behalf of Steve Ruru (SDC) and Clare Hadley (ICC). Carried 3 Declarations of Interest There were no declarations of interest made at this time. It was noted that members may not have made formal declarations of interest to the organisation for incorporating into an Interests Register. This matter is to be further investigated, and if this has not been done, arrangements are to be put in place for it to be completed. Southland Civil Defence Emergency Management Group Meeting – 15 March 2019 4 Public Forum, Petitions and Deputations (He Huinga tuku korero) There were no public forums, petitions or deputations presented at this time. 5 Confirmation of Minutes (Whakau korero) - 3 October 2018 Resolved: Moved Mayor Hicks, seconded Mayor Tong, that the minutes of the Southland Civil Defence Emergency Management Group meeting held on 3 October 2019 be taken as read and confirmed as a true and correct record. Carried 6 Notification of Extraordinary and Urgent Business (He Panui Autaia hei Totoia Pakihi) 6.1 Supplementary Reports There were no supplementary reports tabled for inclusion in the agenda. 6.2 Other There was no other business tabled for inclusion in the agenda. 7 Questions (Patai) There were no questions raised. 8 Chairman’s Report (Te Purongo a Tumuaki) The Chairman did not present a report. 9 Report – 19/SCDEMG/22 Item 1 – Co-ordinating Executive Group (CEG) Chair Report Mr Phillips, as Chair of the Co-ordinating Executive Group noted that there had been two meetings of this Committee, held on 31 October 2018 and 25 February 2019. The key points from those meetings included: Endorsement of the new draft Joint Agreement Page 2 Southland Civil Defence Emergency Management Group Meeting – 15 March 2019 Removing responsibility for the Mayoral Relief Fund from EMS to the Mayoral Forum Welcoming iwi representation at the table. Resolved: Moved Mayor Hicks, seconded Mayor Tong, that the Southland Civil Defence Emergency Management Group note the report. Carried Item 2 – Health & Safety This item provided an opportunity to note any issues of health and safety impacting the Southland CDEM Group since the last meeting. Mr McKay advised that it had been hoped to have held a two day national workshop on this aspect, but this had been postponed due to the response required for the recent Nelson fires. Resolved: Moved Mayor Hicks, seconded Mayor Tong, that the Southland Civil Defence Emergency Management Group note the report. Carried Item 3 – Agreement on Joint Civil Defence Services In July 2010 the Agreement on Joint Civil Defence Services was implemented by the four Southland councils, resulting in the formation of Emergency Management Southland as a shared service. This agreement is valid until July 2019 and needs to be reviewed and renewed prior to that date. The CEG had approved a draft agreement, which was submitted for consideration by the Committee today. In speaking to this item, Mr McKay noted the agreement had worked well, and all Councils seemed to be happy with the arrangements that were in place. He felt the organisation was also well placed for some of the proposed national changes that had been signalled. Mr McKay also noted there had been some discussion about potentially including a 10 year budget within the documentation, but ultimately it had been decided not to go into that level of detail, but to show the percentage contributions as agreed to. The Chairman commented that feedback he had received from a variety of sources indicated that the approach taken in Southland was working very well, and was worth preserving. This was supported by the meeting. Page 3 Southland Civil Defence Emergency Management Group Meeting – 15 March 2019 Resolved: Moved Mayor Hicks, seconded Mayor Tong, that the Southland Civil Defence Emergency Management Group: (1) note the report; (2) endorse the changes made to the joint agreement; (3) agree to the joint agreement being presented to each of the four Councils prior to adoption. Carried Item 4 – Project AF8 This item reported on the work being undertaken via the Project AF8 workstream. Mr McKay noted that the project was nearing the end of its three years of Resilience Funding support, and from 1 July 2019 there would be a change in funding provider and therefore governance of the project needed to be addressed. The report set out proposed new arrangements to address this need, as well as providing a detailed update on work completed to date. Mayor Hicks felt that the role MCDEM was currently playing should continue, but Mr Chambers advised that its role would cease once the Resilience Fund contribution ceased, and MCDEM would move to a more operational role. Mayor Hicks noted that the Alpine Fault was a major threat/risk to the country, and he would be interested in the Minister’s view regarding the need for national threats to be supported locally. Whilst there was governance capability to assist with this, there was not the financial ability to address it and that this should remain a national role. Following further discussion, and noting the success of Project AF8 and similar projects (Hikurangi Fault, Taranaki Eruption, Wellington earthquake, etc), it was agreed that the Committee should express this view to the Minister, including the fact that the region does not believe the national role will never finish. Resolved: Moved Mayor Hicks, seconded Mayor Tong, that the Southland Civil Defence Emergency Management Group write to the Minister of Civil Defence Emergency Management, endorsing the initiative that is being taken nationally to these projects, but noting that providing a strict time frame around them does not mean