Hawke’s Bay
Trial Local Advisory Committee
Minutes
Date:
14th March 2018
1982
Venue:
Breakout Room 1 Napier Conference Centre, Marine Parade, Napier
Time:
9:45am – 2.30pm
Present:
Mick Lester (Chair)
Act
Monique Heke
Tania Kerr
Jeremy Harker
Liz Lambert
Lisa Pohatu
Leon Stallard
In
Ceara Owen-Perry
Representative from UFBA
attendance:
Ken Cooper
Area Manager Information
Trevor Mitchell
Principal Rural Fire Officer
Gary Lockyer
Workstream Lead
Sue Sherburd
Principal Advisor
Nicola Wright
Project Manager
Cushla Majendie
Senior Business Analyst
Official
Roy Bridge
Region 3 - Planning and performance manager
Mark Plowman
Senior Business Analyst
Apologies:
Rob Hands
PRFO – Region 4
the
Bruce Stubbs
Region Manager
Rachael Thorp
Region Manager, Rural
Administration
under
1. Welcome, apologies and introductions
The Chair opened the meeting at 09:45am
The Chair welcomed members:
Mick Lester (Chair)
Monique Heke
Tania Kerr
Jeremy Harker
Liz Lambert
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Lisa Pohatu
Leon Stallard
An apology was received and accepted from
Rob Hands
PRFO – Region 4
Bruce Stubbs Region Manager
Rachael Thorp Region Manager
2. Register of interest and conflicts of interest
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Additions/alterations to the interest register
The Chair called for any additions or alterations to the interest register. There were none.
Declarations of interest for items on the agenda
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The Chair asked if any member has an interest that may give rise to a conflict of interest with a matter
on the agenda. Members confirmed that they had no conflicts of interest to declare.
Moved: Mick Lester Seconded: Leon Stallard
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Hawke’s Bay
Trial Local Advisory Committee
Mi
1982 nutes
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Discussion items
3. Engagement activity update N/A
4. Fire and Emergency update
The following points were covered in response to questions and discussion:
4 Overview of the local planning process
Refer slides on Local Planning
How is the local plan is prepared; including
Mark provided an overview of the purpose of the local plan and covered off the main
Information
what is required from the LAC
and additional functions of Fire and Emergency as prescribed in the legislation. He
Planning cycle
explained how the local plan fits in relation to other Fire and Emergency plans.
How the local plan fits with National strategy
and other plans developed by Fire and
Questions:
Emergency
Mick [ML] asked what the impact on Fire and Emergency’s resourcing was likely to be
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to undertake planning for 16 committees nationwide?
Discussion:
the
Monique [MH] suggested an example of a local risk could be the maintenance
of sprinkler systems in Maraes. She said the ongoing cost of maintaining these
systems made it prohibitive for marae to continue to keep these operational.
Marae is considered a national place of significance and often acts as
temporary housing in crisis situations. [MH] said assisting marae with this could
under be a national risk reduction initiative.
5 Test Local Plan:
Roy went through the outline of the test plan and walked the trial committee through
Present test local plan for the purposes of the the detail, up to the Capability section.
trial
Mark noted that the local plan was intended to be publicly available document.
Review the summary
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Q & A
Trial Feedback:
Urban and rural labels on the capability map are confusing and not relevant to
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the LAC, just want to see where there are stations. Suggested that the map be
updated to reflect capability and level of service provided and not contain an
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urban/rural/volunteer split.
Including the LAC members contact details is dependent on their term of
appointment. Committee concluded that it was not worth including LAC
contact details in the plan if a member’s term was short. Trial committee didn’t
have an issue with contact details being included if term was 3 years or greater.
Committee saw value in slicing data for various community groups based on the
audience they were engaging with eg. Wairoa district. Noted that would invite
more discussion around operational matters and that there may be a need for
Information
LAC members to be supported by a technical advisor when engaging with some
specific community groups. This support could be provided by Fire and
Emergency local leaders.
Want to encourage communities of interest and LACs etc. to consider risks at a
macro level rather than a micro level. How do we best do this?
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Section 3.10 What does the community value – the LAC can populate this
section of the plan through their engagement with their communities of
interest.
the
Add new section 4.2.5 for Local Housing Risk
Discussion:
Infrastructure includes road access – grey area between TAs and the
under requirements to get vehicles into areas. Does Fire and Emergency have any
teeth to making TAs do anything around roading? New responsibilities in
legislation taking on actions previously responsibility of the council. [TK]
The committee talked about the risk to Fire and Emergency and themselves if
they were to go out and engage with real people, on a “test” plan for a “trial”
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LAC. Could be perceived as wasting people’s time when the real LAC was not in
place yet and may not be for some time.
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Agreed to recalibrate the engagement exercise so that it focused on:
warming up selected stakeholders so they understand the purpose of a
LAC and the intent behind why they were established
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validating the strategic risks outlined in the “test” local plan summary
familiarising them with the format of the proposed local plan summary
and asking them what else they might need to inform Fire and Emergency
on local risk and need in the future
seeking their advice in terms of who else in the community they thought
should be engaged with in respect of local risk and need
Action:
LAC members to provide overall insights/thoughts on the plan at the next
Information
meeting.
Fire and Emergency to provide a description and examples of incident event
types as back pocket info
Fire and Emergency to update summary slides for engagement by 19 March
6 Review and confirm trial engagement plan for the
The trial committee agreed their trial engagement plan in light of the revised objectives
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period 15 March to 4 April
outlined above.
Link to updated plan
the
Discussion:
Agreed to extend timeframe for engagement to 13 April to allow LAC members to
leverage existing meetings with stakeholders
under Agreed to next meet to review feedback on the engagement process, on 16 April
Agreed to cancel meeting on 4 April.
Action:
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Issue comms to National Reference Group members who were attending the 4 April
meeting, to observe.
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7 Review engagement materials and logistics
The committee reviewed the engagement pack that was designed to assist the LAC
Support
members with engagement. Some updates were identified by the group.
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Logistics
Comms and material provided
Format of feedback
Action:
Tracking engagement
Updated engagement slides to be provided to the trial committee by 19 March.
LAC members to contact project if they need anything further to support their
engagement activities.
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5. Engagement activities for next period
Who is to be engaged
By who
Nature of engagement
Action item #
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Wairoa District Council
Jeremy Harker Trial Engagement
1
Maori standing committee
Jeremy Harker Trial Engagement
2
Act
Quarterly Hort Sector meeting
Leon Stallard
Trial Engagement
3
Positive ageing - CHB
Lisa Pohatu
Trial Engagement
4
Child Healthy Housing Team – DHB (weekly)
Lisa Pohatu
Trial Engagement
5
Safe communities - Napier
Liz Lambert
Trial Engagement
6
Safe communities - Hastings
Lisa Pohatu
Trial Engagement
7
Chamber of commerce
Mick Lester
Trial Engagement
8
Information
Hawkes Bay Prison
Mick Lester
Trial Engagement
9
Rotary member
Mick Lester
Trial Engagement
10
Mick Lester
Trial Engagement
11
Te Roopu a Iwi Trust
Monique Heke Trial Engagement
12
Official
Omahu Marae
Monique Heke Trial Engagement
13
Te KKM o Te Wananga Whare Tapere
Monique Heke Trial Engagement
14
the
Federated Farmers sub group
Tania Kerr
Trial Engagement
15
Whirinaki, Waipatiki,Northshore road sub groups
Tania Kerr
Trial Engagement
16
TPK region
Monique Heke Trial Engagement
17
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6. Feedback to provide to Fire and Emergency
The committee agreed that the following feedback be reported to Fire and Emergency New Zealand: N/A
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7. Other business and wrap up
There was no other business.
Act
The meeting closed at 14.20pm.
Signed as a true and accurate record.
Information
Mick Lester
Chair
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Action items register
The Committee noted the carried forward action items:
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# Meeting date
Action
Responsibility
Due date
Status
1 14 March 18
Provide overall insights/thoughts on the plan at the next meeting
Committee members
New
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2 14 March 18
Provide description of incident groups as back pocket info
Nic Wright
New
3 14 March 18
Update summary slides for engagement by 19 March
Nic Wright
New
4 14 March 18
LAC members to contact project if they need anything further
Committee members
New
Timeframe for engagement extended to 13th April with the next 4th April meeting postponed
5 14 March 18
to 16th April. Team to make changes and prepare comms needed to NRG members who are
Nic Wright
New
attending to observe.
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Shaded Action points indicate they are open actions items from a previous meeting
Open
Completed Action points since last meeting are a darker shade
Completed
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