Southland Civil Defence Emergency Management Group (Te Manatu Arai Mate Ohorere o te Tonga)

Transcription

1 Committee Members Mayor Tim Shadbolt, Invercargill City Council Cr Neville Cook, Environment Southland 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 am Environment Southland 14 February 2017 Cnr Price Street and North Road Invercargill 1. Welcome (Haere mai) 2. Apologies (Nga Pa Pouri) A G E N D A (Rarangi Take) 3. Public Forum, Petitions and Deputations (He Huinga tuku korero) 4. Confirmation of Minutes (Whakau korero) 18 April Notification of Extraordinary and Urgent Business (He Panui Autaia hei Totoia Pakihi) 5.1 Supplementary Reports 5.2 Other 6. Questions (Patai) 7. Chairman s Report (Te Purongo a Tumuaki) 8. Report 17/SCDEMG/11 Item 1 Election of Chairperson and Deputy Chairperson... 3 Item 2 Co-ordinating Executive Group (CEG) Chair Report... 4 Item 3 Health and Safety... 5 Item 4 Group Plan Review... 6 Item 5 Project AF8 Update... 7 Item 6 Tsunami Update and Kaikoura Response... 8 Item 7 Reduction and Recovery Item 8 Emergency Management Southland 2015/16 Annual Report Item 9 Emergency Management Southland Update Item 10 Alternate Group Controller Changes Item 11 Next Meeting February 14 - Southland Civil Defence Emergency Management Group Agenda.docx

2 9. 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 Abbreviations used in this report: List of Abbreviations CDEMG SCDEMG CDEMA CEG AA EMO EOC MCDEM CEO SOPs EMS EMIS Civil Defence Emergency Management Group Southland Civil Defence Emergency Management Group Civil Defence Emergency Management Act Co-ordinating Executive Group Administering Authority Emergency Management Office Emergency Operating Centre Ministry of Civil Defence & Emergency Management Chief Executive Officer Standard Operating Procedures Emergency Management Southland Emergency Management Information System

3 Item 1 Election of Chairperson and Deputy Chairperson Subsequent to the October 2016 elections, each local authority has passed a resolution to establish a joint committee with each of the councils in Southland under clause 30(1)(b), Schedule 7, of the Local Government Act 2002 to be known as the Southland Civil Defence Emergency Management Group, with the terms of reference, as set out in the Southland CDEM Group Plan The Southland CDEM Group plan states that: The Group shall appoint its own chairperson and deputy chairperson and the provisions of the LGA74 and Local Government Official Information Meetings Act 1987 shall apply and the New Zealand Standard for Standing Orders (NZS:9202:1992) or any New Zealand Standard substituted for that Standard, shall be adopted by the Committee to order its proceedings. Each council (member) has advised the names of its representatives and alternate representatives, those being: Mayor Tracy Hicks - Gore District Council Cr Cliff Bolger, alternate Mayor Gary Tong - Southland District Council Cr Paul Duffy, alternate Cr Neville Cook - Environment Southland Chairman Nicol Horrell, alternate Mayor Tim Shadbolt - Invercargill City Council Cr Lindsay Abbott, alternate The past Chairperson and Deputy Chairperson were Cr Neville Cook and Mayor Gary Tong, respectively. It is recommended that the Southland Civil Defence Emergency Management Group appoints a Chairperson and Deputy Chairperson. Page 3

4 Item 2 Co-ordinating Executive Group (CEG) Chair Report on behalf of Rob Phillips, Chairman, Co-ordinating Executive Group There have been two CEG meetings since the last Southland CDEM Group Meeting, on 28 July 2016 and 14 February 2017 (delayed due to Kaikoura earthquakes). Matters received and discussed were: Spontaneous Volunteer Co-ordinator Project; Health & Safety; Group Plan review; Community Engagement; Project AF8; Public Alerting the Red Cross App; Regional Hazard Management; Updates from various sub-committees plus health emergency planning. A joint meeting was also held with the SCDEMG and CEG on 22 July 2016 attended by Sarah Stuart-Black (Director, MCDEM) and Lou Sanson (Director General, DOC) to discuss natural hazards in Milford Sound and Fiordland. This meeting provided guidance to the Fiordland Hazard Risk Working Group to focus on public education and response planning. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 4

5 Item 3 Health and Safety To clarify the position of Civil Defence Emergency Management Groups under the new Health and Safety legislation a legal opinion was sought from Simpson Grierson. Key points to note are: 1. the CEG is not a PCBU; 2. CEG representatives from emergency service providers will not be officers of the CEG; 3. the Chairman of the CEG will not be an officer of the CEG; 4. a declaration of a civil defence emergency will not change the status of the CEG; 5. EMS will come under the responsibility of the administering authority i.e. Environment Southland. There is also extra responsibility for the Group, which is to acknowledge that there are many PCBUs working together and to have a robust reporting structure for incidents that may have an impact across different agencies. For that reason, EMS has produced a Health & Safety Policy (attached) and a standing item on the agendas of CEG and the SCDEMG will be included. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 5

6 Item 4 Group Plan Review The current Southland CDEM Group Plan lasts for five years and is now due for replacement. Over the last year, workshops with our stakeholders, community consultation, hearings and many revisions have produced the attached plan, which is now presented for approval. Once approved by Southland CDEM Group the plan will be sent for Ministerial approval prior to being adopted. The new vision for SCDEMG is: Safer, strong communities understanding and managing their hazards The plan lays out a work programme for the next five years which will focus on renewing our community engagement and all our workstreams will feed into this community strategy. It is recommended that the Southland Civil Defence Emergency Management Group approve the draft Group Plan. Page 6

7 Item 5 Project AF8 Update Project AF8 is a two year resilience funded project, led by EMS, to produce a South Island wide response plan to any future Alpine Fault rupture event. Year 1 is now well underway and highlights include: appointment of Jon Mitchell as programme manager; completion of a two day workshop to bring together scientists from across New Zealand and production of a maximum credible scenario for what a future Alpine Fault event will look like; completion of workshops in Invercargill and Otago to raise awareness of the Alpine Fault and to promote business continuity and cross border inter-dependencies; launch of a Project AF8 website and social media; further workshops in West Coast, Nelson/Tasman, Marlborough and Canterbury will be completed by April 2017; a national workshop with government agencies will take place in Wellington in April/May 2017; a national workshop on community engagement will take place in Invercargill in April Funding for Year 2 has been agreed and this will allow the development of the South Island Alpine Fault Emergency Response (SAFER) Plan. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 7

8 Item 6 Tsunami Update and Kaikoura Response There will be a short presentation on the Kaikoura response. Over the last year there has been an emphasis on preparedness for a tsunami response, participating in the national tsunami exercise Tangaroa and also with real life events such as the Kaikoura earthquake. Southland s tsunami contingency plan performed well during Tangaroa, however, mixed national and regional messaging during the Kaikoura earthquake was problematical across the country. It is timely to look at the situation in Southland incorporating the lessons learnt from these events. EMS commissioned a report from GNS Science in 2011, looking at various scenarios for local source tsunami and how they would impact on the Southland coast. Some basic evacuation zones were developed, approximately aligning with the 5 m contour line. Shortly after this report was released, the Tohuku earthquake and subsequent tsunami occurred in Japan, which has led to a better understanding of tsunami modelling. The tsunami evacuation maps in Southland have never been publicly available, but are included in the EMS tsunami contingency plan. A new national public education campaign has been launched emphasising the long or strong get gone message for local source tsunami. This appears to be well received by the public and has been backed up with media adverts and in all key messaging. With any tsunami warning that requires an evacuation there is an obvious need to have wide understanding of where those evacuation zones are and who needs to evacuate. EMS has joined with Venture Southland to produce tsunami information boards for the coastal communities, which will include maps of the evacuation zones. It is anticipated that publication of the evacuation zones will generate wide discussion in the public about how accurate they are and will lead to questions around how they were produced and public alerting options (including sirens). It is considered that any discussion around understanding the tsunami risk is a positive move. A suggested way forward is set out below: Short-term (0-3 months) Key Southland messaging around long, strong be gone, personal preparedness and having a plan following MCDEM guidance. Southland CDEM Group members to be reminded of tsunami contingency plan and the need for business continuity planning. Current work to install tsunami information boards along the Southland coast being expedited. Page 8

9 Medium-term (0 3 years) Community engagement being refreshed as part of new Group Plan - improved community planning, better connected community groups and identifying community-led centres. We have about 25 geographical areas identified, but will prioritise coastal communities in this work. Long-term (1-5 years) Need for good Digital Elevation Model (LiDAR) in coastal areas to provide basis for renewed tsunami modelling. We are working with Environment Southland to find interested parties to see if co-funding can be arranged, e.g. LINZ. Re-do modelling for Southland coast, particularly Invercargill. Improve evacuation zones with new data. Re-inform/educate public and continue with community engagement e.g. blue line solution? It is recommended that the Southland Civil Defence Emergency Management Group: 1. note the report; 2. approve public release of the tsunami evacuation maps. Page 9

10 Item 7 Reduction and Recovery Reduction - Fiordland Natural Hazards Working Group Following last year s visit from Sarah Stuart-Black (MCDEM) and Lou Sanson (DOC) there has been clear direction to this working group to prioritise public education around reduction and response planning. Meetings were held in September and November 2016, with the following of note: new Terms of Reference agreed; hazard register developed; debrief of Milford tree slide; development of communication plan; meeting with tourism operators; development of tourist information boards; inclusion of Otago CDEM Group to include Queenstown as a key transit point for Fiordland; wider awareness of stakeholders of Alpine Fault due to Project AF8 and desire to be involved; across council Reduction Working Group established. Recovery The Civil Defence Emergency Management Amendment Act 2016 includes significant changes to Recovery legislation, particularly around the transition from Response to Recovery and in the powers given to a Recovery Manager. The Group Recovery Plan has to be reviewed as part of the new Group Plan and will include the new legislation and require input from CEG and the Joint Committee to implement these changes. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 10

11 Item 8 Emergency Management Southland 2015/16 Annual Report The 2015/16 Annual Report is attached for noting. Points to note are: SCDEMG Hazard Management Strategy adopted; Project AF8 proposal submitted; new Welfare Co-ordination Group format adopted; ECC staff training reviewed and Exercise OB carried out; significant velvetleaf response for six weeks; slightly under budget due to cost recovery during the velvetleaf response. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 11

12 Item 9 Emergency Management Southland Update The focus for this year is on updating the Group Plan and looking at all the supporting documents that result from it. This plan should form the basis of our work programme for the next five years and with the emphasis we are placing on community engagement we are trying to line up all our workstreams to support this move. We have been fortunate to employ Delia Riley on a fixed term contract for 12 months to lead our community engagement work. This has been funded from the EMS surplus. Delia recently completed our spontaneous volunteer project and has a wealth of experience working with Southland communities. The national exercise Tangaroa took place in August/September EMS ran a response day in the ECC using two shifts to practise its tsunami contingency plan. A second welfare day was held to test opening a full Civil Defence Centre at Stadium Southland. During the Get Ready Get Thru week held in October 2016 EMS held a forum day, which was open to our stakeholders and community contacts. Around 80 people heard from: Peter Kenyon, an expert on working with communities; Lucy Hone, speaking of personal resilience using her experiences of losing a daughter and living through the Christchurch earthquakes; Dr Caroline Orchiston from Project AF8; Michele Poole talking about crisis communications; Delia Riley talking about the EMS spontaneous volunteer project. Invercargill will be hosting the South Island CDEM conference in August 2017, which will be combined with our forum day to make a three day event. Jayne McAllister retired from EMS in late October 2016 and has been replaced by Ian Cryer. Ian has a background with the NZ Defence Force and most recently was working as a project manager for Rotorua Lakes District Council where he was also a local CDEM controller. The Kaikoura earthquake saw Southland provide staff to Canterbury and MCDEM during November 2016 and also use local welfare volunteers to remotely assist with welfare registration. My observations from the Christchurch, Hurunui and Kaikoura earthquakes reinforce the need for a community-led approach in the new Group Plan. The rest of this year will be focused on piloting our new community strategy and ensuring Project AF8 meets its first year milestones as we now have funding approved for year 2. A table of key performance indicators for this year is included on the following page. It is recommended that the Southland Civil Defence Emergency Management Group note the report. Page 12

13 Project Deliverables Milestones Progress Contribution to Levels of Service Southland CDEM Group Plan rewritten and adopted New community strategy launched and pilot Community Response Group run EOC Training is delivered to 70 council staff identified across 4 councils Lead the Fiordland Natural Hazards working group Public Alerting Platform Consultation with stakeholders, public consultation and hearing, final draft for Ministerial approval and publication Community Engagement Strategy approved and pilots Community Groups run in Bluff, Riverton, Te Anau and Invercargill 80% of staff have completed at least one training session specific to their roles Working relaunched with tow main objectives; improve public education and produce a response plan for Fiordland incidents Number signed up to our 219 text alert system To be completed by June 2017 Strategy adopted Feb 2017 Agreements with 4 Runanga to participate by Dec 2016 Pilots projects under way June 2017 May 2017 Final Draft for governance approval Feb 2017, then to Minister Strategy ready for governance in Feb 2017 Runanga all agreed. Final pilot scheme ready for launch Feb 90 Council staff trained Likely 30 June 2017 Situation (Deliverables and Budget) On track Delay due to Kaikoura earthquake and review of Recovery legislation On track New Community Engagement underway. Four pilot schemes in place All other EMS policies align to Community approach e.g public education, training, welfare On track Functional training Exercise Tangaroa June 2017 Working Group restarted On track Meeting with tourist operators Tsunami signs in place New signage boards developed around coastal Southland Notification and Comms plans Signage produced in Te developed Anau and on Milford Road Hazard matrix developed in conjunction with Milford Roading Alliance Response Plan in place 7,500 persons by 7,600 registered Feb 2017 Complete June 2017 Page 13

14 Item 10 Alternate Group Controller Changes In August 2016, Dean Johnston stepped down from his role as an alternate Group Controller. Pamela Gare, Director of Environmental and Planning Services at Invercargill City Council has volunteered to replace him. Pamela has a long involvement in CDEM being part of the Operational Sub-Committee and a key contact for EMS at the City Council. She has also completed the residential phase of the Controller Development programme. I recommend that she be accepted as an alternate Group Controller. It is recommended that the Southland Civil Defence Emergency Management Group: 1. note the resignation of Dean Johnston as alternate Group Controller; 2. approve Pamela Gare as an alternate Group Controller February 14 - Southland Civil Defence Emergency Management Group Agenda.docx Page 14

15 Item 11 Next Meeting The next meeting is scheduled for 9.00 am on Friday, 21 July 2017 in the Council Chambers, Environment Southland. It is recommended that the Southland Civil Defence Emergency Management Group note the date of the next meeting February 14 - Southland Civil Defence Emergency Management Group Agenda.docx Page 15