Agenda of Planning and Regulations Committee Meeting

Planning and Regulations Committee Meeting Agenda 10 April 2018

5.2 CIVIL DEFENCE AND EMERGENCY MANAGEMENT OFFICERS REPORT

File Reference: CIV 1/1

Author: Phill Mackay, Emergency Management Officer

Authoriser: Toni Morrison, Projects & Administration Manager

Attachments: Nil

Staff Recommendations

That the information be noted.

Background

In November 2017 we advised the Committee that over the next 12 months there would be three main areas of focus for our CDEM activity. These are outlined below, together with an update on progress against each.

Actions (in order of priority)

Progress

1. Council readiness

Staff are presently working on the following areas as priorities:

(a) Emergency Operations Centre – ensuring it is resourced and operational

(b) Welfare functions –ensuring these are able to be provided

(d) Communications systems including public information management

(e) Documenting our arrangements

EOC training and preparedness for staff:

· 5 staff attended the EOC foundation course which is a half day introduction course into the functions of the EOC. This was conducted in Twizel with partner agencies also attending the course.

· 2 staff attended a I day EOC Intelligence course, and 2 attended a I day EOC Logistic course.

Relationships with stakeholders – in the period, as well as liaising with our local emergency team representatives I undertook the following work with various agencies:

· Attended a Meridian-run EOC exercise in Twizel.

· Attended CDEM group Lifelines committee meeting.

· Attended Mid-South Canterbury coordinating committee meeting.

Communications - We continue to work on assessing the capability of our communications network, and as part of that review I met with Ashley Electronics regarding our current system and options for upgrades.

I have developed a CDEM Mackenzie logo which has gone on our website and which we use in our Facebook messaging.

Documenting our arrangements – I have developed a number of draft SOPs. These cover staff procedures for preparation for events where these are forecast, and setting up the EOC and activating it.

2. Community Awareness and Resilience

Communication, messaging and information provision to our communities and visitors. This will include liaison with sector groups such as Federated Farmers and tourist operators as well as work within schools and community organisations.

Work in this area has included:

· meeting with Tanya Coles from Twizel regarding community resilience and welfare functions.

· Talking to the South Canterbury Rural Support Trust in relation to them attending an EOC foundation course. This will be jointly presented by Mackenzie, Timaru and Waimate Emergency Management Officers.

3. Community Response Plans

The Council does not have up to date community response plans in place at present, with the exception of Aoraki Mt Cook where the plan has been developed collaboratively with staff from the Department of Conservation. Developing up to date plans will involve working with each community on the identification of hazards, and documenting processes and arrangements for each community.

The Committee is asked to endorse the Aoraki/Mt Cook Glentanner Emergency Response Plan. This is covered in a separate agenda item.

Work has begun on initial planning for the development of a Tekapo Community Response Plan.

I would like to acknowledge the enthusiasm and the willingness of council staff to take the time out of their busy ‘business as usual’ activities to attend the above CDEM training sessions. This willingness gives me confidence that the staff are engaged in our CDEM responsibilities.

Upcoming work programme

· Meet with key stakeholders to start the planning and information gathering for the Tekapo Community Response Plan.

· Attend the Canterbury Group welfare forum in Christchurch.

· Attend communications workshop for CDEM.

· Attend Canterbury Group controllers forum in Christchurch.

· Organise ongoing EOC 2 training courses for staff during May.

Ministerial Review: Better Responses to Natural Disasters and Other Emergencies

In November 2017 the Minister of Civil Defence released the report from the Technical Advisory Group (TAG) commissioned under the previous Government, to review the current operational and legislative mechanisms in the civil defence system to support more effective responses to natural disasters and other emergencies in New Zealand. The report makes several recommendations to improve New Zealand’s system for responding to emergencies. The TAG found that while the system is fundamentally sound, improvements are needed to modernise, professionalise and regulate the system. The Minister of Civil Defence is currently reviewing the report.

Staff will work with the Chair of this committee and the Mayor to establish whether and in what capacity we should engage with central government on the findings of this report.

Some of the key points in the report are as follows:

· The role of the mayor to declare a ‘state of emergency’ should be retained.

· That the criteria to make a formal declaration should be amended to include “public confidence” as a consideration.

· That there needs to be a formal process to declare a “major incident” that doesn’t invoke the Civil Defence Act powers but the alerts the community to the fact that authorities are responding to an incident that could escalate into an emergency.

· That public information management is a crucial component of response and training and resources need to be allocated to it.

Recent Events

There were no CDEM activations from either Mackenzie District Council or the Canterbury Group for this period. However Selwyn District Council and Christchurch City Council each declared, more as a pre-emptive action to respond to the impact of Ex Tropical Cyclone Gita.

Ex Tropical Cyclone Gita impacted into the middle of New Zealand over 20 and 21 February. This resulted in 8 States of emergencies being declared as numerous councils and groups needed to respond to and assist with the clean-up from Gita. The bulk of the damage was due to flooding, slips road closures (Takaka Hill SH 60) and loss of infrastructure/ utilities (drinking water for New Plymouth).

It should be noted that from 2002 there has been at least one State of Emergency per year except 2012 and 2014. 2015 had 4 declarations, 2016 6 declarations, 2017 15 declarations, and in 2018 there have been 10 declarations to date. They are happening throughout New Zealand on an increasing basis.

Conclusion

In the period since the last report, work has continued on the review of our civil defence arrangements and preparedness, as well as ongoing monitoring of potential events and active liaison with partner agencies. In relation to the ongoing programme of planned work, there is a need to prioritise the most important aspects of this programme in the short and medium term, as outlined above. Staff will continue to provide reports to the Planning and Regulations Committee on progress in these priority areas.

Suzette van AswegenChief Executive Officer

Planning and Regulations Committee Meeting Agenda 10 April 2018

April 2018

CONTENTS

1 AUTHORITY FOR PLAN................................................................................................... 4

2 DISTRIBUTION OF PLAN................................................................................................. 4

3 INTRODUCTION............................................................................................................ 5

4 OBJECTIVE.................................................................................................................... 5

5 REDUCTION.................................................................................................................. 6

5.1 Hazards and Risks................................................................................................. 6

5.1.1 Earthquake....................................................................................................................... 6

5.1.2 Lake Tsunami................................................................................................................... 6

5.1.3 Avalanche......................................................................................................................... 6

5.1.4 Flooding........................................................................................................................... 7

5.1.5 High Winds...................................................................................................................... 7

5.1.6 Landslide and Debris flow.............................................................................................. 7

5.1.7 Medical Pandemic........................................................................................................... 7

5.1.8 Road access...................................................................................................................... 8

5.1.9 Snow Storms................................................................................................................... 8

5.1.10 Wild fire............................................................................................................................ 8

6 READINESS................................................................................................................... 8

6.1 Community Coordinator:...................................................................................... 9

6.2 Incident Command Point (ICP):.............................................................................. 9

6.3 Support Agencies............................................................................................... 10

6.3.1 Police.............................................................................................................................. 10

6.3.2 Fire and Emergency New Zealand (FENZ)................................................................... 10

6.3.3 St John Ambulance....................................................................................................... 10

6.3.4 Department of Conservation (DOC)............................................................................ 10

6.3.5 Ministry of Social Development.................................................................................. 10

7 RESPONSE................................................................................................................... 11

7.1 Warnings........................................................................................................... 11

7.1.1 General........................................................................................................................... 11

7.1.2 Inward............................................................................................................................ 11

7.1.3 Outward......................................................................................................................... 11

7.2 Alpine Huts........................................................................................................ 12

7.3 Walking Tracks................................................................................................... 12

7.4 Alps 2 Ocean...................................................................................................... 12

7.5 White Horse Hill Campground............................................................................. 12

7.6 Glentanner Holiday Park..................................................................................... 12

7.7 Evacuation Procedures....................................................................................... 12

7.8 Welfare............................................................................................................. 13

8 RECOVERY.................................................................................................................. 14

9 MEDIA LIAISON........................................................................................................... 14

10 FINANCIAL.................................................................................................................. 15

10.1 Expenditure during declared events..................................................................... 15

11 ROAD CLOSURE........................................................................................................... 16

11.1 State Highway.................................................................................................... 16

11.2 Village Roads..................................................................................................... 16

12 APPENDIX A – DELEGATIONS........................................................................................ 17

13 APPENDIX B – CDEM ORGANISATIONAL STRUCTURE...................................................... 19

14 APPENDIX C – PRE-DECLARATION CHECK LIST................................................................ 20

15 APPENDIX D – CONTACT LIST........................................................................................ 21

16 APPENDIX E – COMMUNICATION PLAN......................................................................... 22

17 APPENDIX F – TOPOGRAPHIC MAP OF AORAKI/MOUNT COOK......................................... 23

18 APPENDIX G – AORAKI/MOUNT COOK VILLAGE FLOOD INUNDATION MAP...................... 24

19 APPENDIX H – AORAKI/MOUNT COOK VILLAGE FLOOD PROTECTION ASSETS................... 25

20 APPENDIX I – TOPOGRAPHIC MAP OF GLENTANNER....................................................... 27

21 APPENDIX J – GLENTANNER AERIAL MAP....................................................................... 28

22 APPENDIX K – LAYOUT MAP OF GLENTANNER................................................................ 29

1 AUTHORITY FOR PLAN

This Plan is operational in nature and shall be maintained by the Mackenzie District Council Civil Defence Emergency Management Officer (EMO). Amendments and updates may be made by the EMO following consultation with the Group Manager Projects & Administration, Mackenzie District Council, and any relevant stakeholders that may be impacted by the change.

This Plan was endorsed by the Planning and Regulations Committee of the Mackenzie District Council on 10 April 2018.

This Plan will be fully reviewed at not less than two yearly intervals. The next review will be on or before April 2020.

2 DISTRIBUTION OF PLAN

A copy of the Aoraki/Mount Cook Village & Glentanner Area Emergency Response Plan (the Plan) shall be held by each of the following:

1. Mackenzie District Council

2. Canterbury Regional Emergency Management Office

3. Department of Conservation, Aoraki/Mt Cook

4. Community Coordinator

5. Deputy Community Coordinator

6. Glentanner Station

7. Glentanner Holiday Park

8. New Zealand Police, Twizel

9. New Zealand Police, Lake Tekapo

10. Emergency Services Building, Aoraki/Mt Cook

11. The Helicopter Line, Glentanner Park

The contact list in Appendix D is confidential and is to be used for emergency management purposes only. It is not to be distributed to any parties other than those listed above.

3
INTRODUCTION

The Aoraki/Mount Cook village is located in the National Park and is resourced and administered by the Department of Conservation (DOC), however the responsibilities regarding Civil Defence and Emergency Management (CDEM) rest with the Mackenzie District Council (MDC).

The Aoraki/Mount Cook National Park (including the village) is part of the main tourist route for both national and international tourists. Its importance both locally and nationally must not be underestimated. Adverse events can impact on the area at any time of the year and it is important that procedures are in place to enable an effective response to any likely event.

The Glentanner area, 22 kilometres south of Aoraki / Mount Cook Village, is an important location due to the operation of the Glentanner Airfield and Glentanner Holiday Park. Whilst the use of the Holiday Park is predominately transient visitors, during the academic year the Holiday Park is often used by school groups.

It is anticipated that, in an adverse event, Aoraki/Mount Cook and Glentanner will be able to operate in a coordinated manner as much as conditions allow.

Due to the number of adverse events that can occur within the area, a spirit of co-operation has been built up that enables an effective and self-reliant approach to be taken in response to events. The distance from the nearest available assistance and the potential for isolation means that it is important that procedures are in place to deal with these events and that the people and organisations within the area are familiar with them.

The Civil Defence Emergency Management Act 2002 (the Act) states that “emergency” means a situation that:

- Is the result of any happening, whether natural or otherwise, including, without limitation, any explosion, earthquake, eruption, tsunami, land movement’ flood, storm’ tornado, cyclone, serious fire, leakage or spillage of any dangerous gas or substance, technical failure, infestation, plague, epidemic, failure of or disruption to an emergency service or lifeline utility or actual or imminent attack or warlike act; and

- Causes or may cause loss of life or injury or illness or distress or in any way endangers the safety of the public or property in New Zealand or any part of New Zealand; and

- Cannot be dealt with by emergency services, or otherwise requires a significant and coordinated response under the Act.

4 OBJECTIVE

This plan sets out the procedures to be followed during an adverse event affecting the residents and visitors of the Aoraki/Mount Cook Village and the Glentanner area. The plan is structured using the 4Rs approach of Reduction, Readiness, Response and Recovery.

5 REDUCTION

5.1 Hazards and Risks

5.1.1 Earthquake

The Alpine Fault, located 30km from Aoraki/Mount Cook Village, is the most capable active fault with the highest probability of generating a large earthquake. Current probability estimates are 30% within the next 50 years of a large (magnitude 8+) earthquake on the fault.

A magnitude 8+ earthquake on the Alpine Fault is likely to generate at least Modified Mercalli intensity 8 shaking in the Aoraki/Mount Cook Village area. This will cause general panic, widespread landsliding, some liquefaction in susceptible sediments, and cracking and failure of roads and bridge abutments. Furniture and contents will be damaged, and non-seismically designed structures are likely to be seriously damaged and could collapse^{^[1]}.

There are also numerous smaller faults within the Southern Alps and the Mackenzie basin, including the Ostler Fault, which would have an impact on this area so as a district earthquakes are a considerable risk due to the potential consequence. Any large earthquake will also have numerous aftershocks in the following days and months, some of them also large earthquakes in their own right, which must be taken into consideration in response and recovery efforts.

5.1.2 Lake Tsunami

A large earthquake, or aftershock, in the region could cause the collapse of the Pukaki delta, generating a tsunami on Lake Pukaki. This is unlikely to directly affect Glentanner, given its elevation above the lake, but it is something that should be taken into consideration in any earthquake response. People should stay away from the immediate lake shore after an earthquake^{^[2]}.

Tsunamis have occurred on Tasman Lake as a result of ice calving from Tasman Glacier, although the effects of these are relatively minor.

5.1.3 Avalanche

The possibility of an Avalanche greatly affecting the Aoraki/Mount Cook Village is limited, however the natural Kitchener Basin avalanche path does infringe on the Northern boundary of the village. While some remedial work has been put in place with deflector barriers and berm (stop banks), the risk is still present.

5.1.4 Flooding

The Black Birch fan has been known as a risk area for some years. Stop bank and river deepening works are being undertaken on a continuing basis to safeguard the buildings and the people who live in or visit the village.

Twin Stream bordering Glentanner, has also undergone stop bank strengthening but is still considered a threat to the Glentanner Park in extreme events. This stream protection is ongoing by the current owner following any significant events.

All streams running laterally to State Highway 80 are known to carry capacity flows after heavy rain and care should be taken after these events.

5.1.5 High Winds

The Foehn effect of the Southern Alps in westerly weather conditions can create gale force winds on their easterly aspect. These winds have historically caused extensive damage to buildings and infrastructure within the Aoraki/Mount Cook area and also makes the driving of high sided vehicles or camper vans hazardous due to the risk of being blown over or off the road.

5.1.6 Landslide and Debris flow

Due to the topography of the area, earthquakes or large weather events can trigger landslides, which in turn can result in dams being formed in tributaries or larger streams creating lakes, which can be released into the stream if and when the dam fails. This possibility should always be considered, especially when stream flows do not reflect the volume of rain which has fallen. In this event immediate action must be taken to ensure safety of downstream users and the community coordinator and duty CDEM officer should be notified ASAP as this may be the only result of the weather event which requires a response.

Debris flows, a mixture of floodwater and landslide debris, can damage infrastructure downstream. Debris flows during heavy rainfall are known hazards on the Glencoe, Kitchener and Black Birch fans, which have been built up over hundreds of years by numerous debris flows. A large earthquake will cause many landslides in these catchments, which will supply sediment for debris flows during heavy rainfall for many decades after the earthquake. Many of the streams draining the eastern Ben Ohau Range, including Twin Stream above Glentanner, can also generate debris flows, particularly in the years and decades after a large earthquake, which will affect State Highway 80, and possibly Glentanner^{^[3]}.

5.1.7 Medical Pandemic

The risk of a medical pandemic occurring at Aoraki/Mt Cook or Glentanner is feasible due to the rapid travel of international tourists to the area. In such an event, Community and Public Health will be the lead agency, but, due to isolation, the community will need to respond in a timely fashion. Whilst in house isolation may be considered as an option, any CDEM activities will be on the advice of Community and Public Health.

5.1.8 Road access

State Highway 80 is the only access into Aoraki/Mount Cook village, this road is 58 km long and has 3 single lane bridges along its length. Although it’s a robust road it is susceptible to closure due to weather events, accidents or blockage due to landslips or avalanche.

5.1.9 Snow Storms

Heavy snow falls are common in New Zealand’s Alpine regions no less so than in the Aoraki / Mt Cook National Park. Though normally well forecasted they can and will limit road access to and from the village and can cause difficulties for aerial operation of both fixed wing and rotary aircraft.

5.1.10 Wild fire

Fire and Emergency New Zealand Aoraki/ Mt Cook Rural Fire Force will be the first responders to any fire within the National Park and to Glentanner. They will follow Standard Operating Procedures as directed by their organisation, but timely warning to both communities would be appreciated and expected, if any fire had the potential to impact upon the communities. Glentanner Park has a fire fighting resource supplied by FENZ operating in conjunction with Aoraki/ Mt Cook Fire Force.

6 READINESS

It is important that all organisations, agencies and commercial operators within the area are aware that they have a responsibility for, and are familiar with the steps which they should take to ensure their clients safety. All operators including clubs, tour operators and other agencies need to develop their own response plans detailing the steps to be taken in response to a predicted or actual adverse event / situation in the area. These plans should include information such as alternative accommodation, catering, welfare and financial liability. In certain situations it may be necessary for operators to take the initiative and move their clients out of the area in the event of adverse weather warnings or delay entry to the area. State Highway 80, the only access road can easily be closed due to flooding, washout, ice or snow resulting in disruption to scheduled activities and can hamper the access of additional emergency services support.

For any major emergency affecting the Aoraki/Mount Cook and Glentanner area the ability to respond effectively will be governed by the availability of both resources and trained personnel able to operate equipment.

Resources available within the area to combat any of the identified hazards are limited to a few 4wd vehicles, mini buses and a smaller grader, loaders and trucks.

If the requirement is for heavier and/ or, specialised equipment, then this will need to be brought into the area either by road or by air. Weather conditions and access are both factors which must be considered when additional resources are being requested.

Any request for additional resources should be made to the Civil Defence Local Controller through the community coordinator.

All operators need to take a responsible attitude in respect of their clients and plan accordingly. The MDC will then be better placed to respond to an emergency knowing that there is agreement and a common understanding by all parties in the area.

If the operators in the Aoraki/Mount Cook Village and Glentanner area adopt these objectives the necessity for CDEM measures will be reduced. This does not mean that the MDC will abdicate its responsibilities, but it will maintain a monitoring role and be ready to support and assist if and when required, regardless whether a declaration of Civil Defence emergency is made or not.

6.1 Community Coordinator:

Community Coordinator: Ray Bellringer Deputy Community Coordinator: currently vacant

Because of the potential for the Aoraki/Mount Cook Village and Glentanner area to be isolated, the MDC has appointed a Community Coordinator for the area. If a declaration is made they will follow the directions of the Local Controller. The CDEM Act 2002 clearly states that the Local Controller can delegate certain powers to personnel. If all communication has been lost between the Aoraki/ Mt Cook including Glentanner and the MDC EOC, it can be taken that the Local Controller has delegated the Community Coordinator with the powers detailed in Appendix A. If the Community Coordinator is unavailable, the Deputy Community Coordinator can act as the Community Coordinator.

DECLARATIONS: Declarations of a state of local emergency in the Mackenzie District, are made by the Mayor or if out of contact, their deputy, consistent with the Canterbury CDEM Group Plan.

6.2 Incident Command Point (ICP):

The Community Coordinator should be located in the Emergency Services building at Aoraki/Mount Cook during an emergency, their role is to manage the response to the emergency utilising local resources held in the village, and to be a point of contact to the EOC located at the MDC building in Fairlie. The community coordinator should assemble a suitable team of assistants including liaison personnel from key agencies within the village, as they deem fit for the event. This would include the Welfare Co-ordinator.

In the event of the Emergency Services building being inoperable the Community Co-ordinator should identify alternative sites as part of the readiness plan. (Suitable alternative sites may include the DOC visitor centre, Hermitage Admin office, Aoraki/Mt Cook School, or Glentanner Holiday Park)

6.3 Support Agencies

Appendix B sets out the organisational structure and shows the interlinking of organisations, hence the necessity for planning and coordination with these agencies/key partners.

6.3.1 Police

There is no Police Officer stationed at the Aoraki/Mount Cook Village. Staff based at Twizel and Tekapo provide the necessary police function in the area and are involved regularly with many search and rescue operations that occur within the National Park. Police are able to access their radio system from the Village. With a large number of climbers in the Park at any one time it is the Police responsibility for their safety. The majority of these climbers are aware of the conditions in these Parks and take the necessary precautions however accidents do happen, hence SAR.

6.3.2 Fire and Emergency New Zealand (FENZ)

The Aoraki/ Mt Cook Rural Fire Force is based in the Village. This service is manned by volunteers and operates out of the DOC emergency services facilities. Their area of responsibility includes the village to Twin Stream (including Glentanner). Callout is via the 111 system with additional backup provided by volunteer fire brigade units at Twizel, Tekapo and further afield if necessary.

6.3.3 St John Ambulance

An ambulance is based in the Village and operates out of the DOC emergency services facilities. Call out is via the 111 system. Backup is provided by ambulances at Twizel and further afield if necessary. Air ambulances may be available in addition to road resources.

6.3.4 Department of Conservation (DOC)

DOC has the mandate with regard to the operation of the National Park and virtually every aspect of the operational and commercial activities which occur within the area boundaries. DOC is primarily responsible for all safety matters including the notification to the public of emergency related events which could impact on the Village and visitors to the Park. DOC operate two distinct duty officer roles, being the village duty officer and the mountain duty officer, each of whom will operate in regard to their mandated DOC roles.

Should a water supply, wastewater or other event within the Village potentially impact on the community, the Community Coordinator and MDC duty CDEM officer should be notified.

DOC maintains an excellent radio network and has links back to the MDC via a dedicated CDEM VHF system. A high level of co-operation exists between DOC and the MDC.

6.3.5 Ministry of Social Development

Should support of the Ministry of Social Development (MSD) be required this will be co-ordinated by the EOC in conjunction with the Welfare Co-ordinator.

7 RESPONSE

7.1 Warnings

7.1.1 General

Most events, excluding earthquakes will allow for the timely issuing of a warning.

7.1.2 Inward

Weather warnings are issued by the Met Service. These are received by the DOC village duty officer and acted on by their Standard Operating Procedures if they are of concern the Community Co-ordinator will be notified. The MDC duty CDEM officer may also contact the Community Co-ordinator to discuss concerns with the weather warnings or vice versa.

Avalanche forecasts are available for Aoraki/Mount Cook on avalanche.net.nz/ It is the responsibly of the DOC mountain duty officer to monitor the avalanche risk forecast within this area. When deemed appropriate, the mountain duty officer will advise the Community Controller of the forecasts.

Black Birch Stream high water warning system is a sensor attached to the Black Birch Stream Bridge with a landline to Park Headquarters. The alarm is raised by setting off an e-text to the DOC duty officer. From previous experience with this system, the trigger point is approximately 200mm of rain in the previous 24 hour period. This would be considered an early trigger point. The duty officer is to inspect all streams and inform the Community Coordinator of the need to take action. This data should be recorded by the duty officer and collated and sent to MDC duty CDEM officer annually for future risk planning.

Environment Canterbury Regional Council (ECAN) maintains an extensive telemetry network throughout the Canterbury region which is monitored by staff at either their Christchurch or Timaru offices. Sites operated by NIWA and which provide information for Meridian are located at Pan Ridge, Eade Hut, Hooker and in the Village. ECAN have a site which monitors the Hooker catchment and are also able to access the NIWA sites. For online information refer to https://www.ecan.govt.nz/data/rainfall-data/. The staff at ECAN Timaru are very experienced in carrying out and supervising emergency works in rivers throughout the district and their advice should always be considered.

Informal network: There are a number of long-term residents with excellent weather monitoring ability. When possible, the Community Coordinator can make contact with them.

7.1.3 Outward

Whenever a warning is received from the Met Service or any other agency which could impact on the safety of the public in the area, the DOC duty officer and any other organisation involved must ensure that the Community Co-ordinator is informed. Depending on the warning, consultation should take place to determine the actions which should be taken.

Early consultation by the Community Coordinator with other agencies within the area is recommended as with the MDC CDEM Duty Officer in Fairlie.

7.2 Alpine Huts

After any major event (Earthquake, Gale Force Winds etc.) within the Aoraki/Mount Cook village, National Park or Glentanner area where there is potential damage to infrastructure, an over flight of all Alpine Huts within the area should be considered as part of any reconnaissance flights to check for damage and the welfare of any occupants. This will be actioned by the DOC operations manager on a case by case basis, this will be notified to the Community Coordinator when actioned and on receipt of any information from said flights.

7.3 Walking Tracks

Aoraki/Mount Cook National Park includes a number of walkways ranging from easy grade to alpine passes. It is recognised that, a number of visitors use these tracks. In the event of an incident, it is anticipated that people will self-evacuate to the carparks/village where usual procedures can occur. Serious events may require further action. This will be directed by the Community Coordinator in conjunction with DOC operations manager.

7.4 Alps 2 Ocean

The Community Coordinator should consider users of the Alps 2 Ocean cycle trail. This should include those travelling across Lake Pukaki but exclude trail users on the eastern side of Lake Pukaki.

7.5 White Horse Hill Campground

The Whitehorse camping ground should be inspected as soon as possible and the situation reported back to the Community Co-ordinator. This will be the responsibility of DOC staff.

7.6 Glentanner Holiday Park

The Glentanner Holiday Park and Park Centre accommodate overnight and day guests. Management of the Park will oversee the area, and communicate with the Community Coordinator or welfare coordinator as required. The communication will be two-way sharing of updates and warnings for the respective areas.

7.7 Evacuation Procedures

Evacuation of the Village and/or Glentanner area will be dependent upon the potential threat and the availability of a safe location, alternative accommodation, the time and the weather. The Local Controller will consult with the Community Coordinator and key personnel in making any decision regarding evacuation.

If an evacuation (or partial evacuation) is ordered by the Local Controller, or any Constable this shall be undertaken in accordance with Section 86 of the Act.

Security of the evacuated area will be the responsibility of the New Zealand Police.

NB Police may or may not be located in the Village.

During school hours priority should be given to the school to assist them to activate their evacuation plan.

Transport options for an evacuation process could include:

1. Coach

2. 4WD Utilities

3. Private Vehicles

If the decision is made to evacuate the entire village externally, the Local Controller, in conjunction with the Community Coordinator, will plan the evacuation in relation to the departure point and the arrival point. e.g. Helicopter to Glentanner and then plane to Pukaki / Lake Tekapo / Timaru or further afield.

The Welfare coordinator is to ensure that all evacuees complete a registration card and accurate records are kept of all travel movements including passenger manifests. Glentanner Park will record the details of all personnel in their care. These will be passed onto the Welfare Manager in the EOC as soon as possible.

If needed, additional welfare support could be provided. This support will be coordinated through the Local Controller and the Welfare Manager located at the EOC.

The Community Coordinator shall be kept informed of any situation where people may need to be relocated or evacuated and of any financial implications. If communication exists with the EOC, the Local Controller will approve any evacuations or expenditure before they commence.

7.8 Welfare

The Welfare Co-ordinator: Pip Walter Deputy: Currently unallocated

Depending on the emergency event and whether there is a need to evacuate people, the welfare requirements may include:

1. Conducting a needs assessment for all personnel if required or requested by the Local Controller.

2. The provision of emergency catering for evacuees and emergency workers;

3. The coordination and provision of temporary accommodation for evacuees and workers;

4. The supply and distribution of clothing;

5. Coordinating personal services (including counselling, first aid and routine medical requirements with local doctors, pharmacies and St John), financial assistance and translation services;

6. Registration of evacuees and personnel both entering and leaving the area.

8 RECOVERY

Recovery should start while the response stage is in progress, and carry on after the Local Controller makes a formal report to MDC when the response stage is completed and the emergency is terminated.

The transfer from response to recovery will be actioned with reports from the Local Controller outlining:

1. The response action plan;

2. The type and status of all assigned resources;

3. Any action taken regarding expenditure;

4. A summary of damage at the time of transition.

The Local Recovery Manager, on being appointed, will set-up a recovery management team in consultation with DOC. This team will identify priorities and actions. This may include the notification of a Local Transition Period (section 94B CDEM 2002).

9 MEDIA LIAISON

In the event that an emergency is declared, all media contact should be made through the EOC.

Once the emergency has been terminated and/or in the event of a village evacuation but not an emergency, all information (including operating status, damage or loss) pertaining to current agencies operating out of Aoraki/Mount Cook Village and Glentanner area must be confirmed with senior management from the relevant agency or organisation prior to release to the media.

WARNING: LIAISON BETWEEN THE LOCAL CONTROLLER, COMMUNITY CO-ORDINATOR AND AORAKI/MT COOK AGENCIES REGARDING MEDIA RELEASE IS CRUCIAL.

10 FINANCIAL

10.1 Expenditure during declared events.

During an emergency, local authorities are responsible for meeting all the costs associated with their own CDEM personnel, facilities and resources.

Emergency services and other agencies, including government agencies, are responsible for meeting the costs of their personnel, facilities and specialist advice when carrying out their CDEM functions, except where there is agreement in advance that costs may be reimbursed^{^[4]}.

The above does not absolve tour operators, accommodation venues, and any other organisation involved in the area from accepting liability for people within their care and on their premises.

In the event of an emergency affecting people at the Aoraki/Mount Cook Village and Glentanner area, all operators shall have contingency plans detailing the steps which they will take to provide for the safety of their clients. This may include looking after people on their premises or evacuation to another location.

Every effort shall be made to ensure that rates charged for additional accommodation and meals are set at a realistic level during an emergency.

Records to assist with the reconciliation of accounts must be maintained for all actions taken. These records shall be passed to the MDC at the end of the emergency to assist with the quick settlement of accounts and queries.

Any reimbursement sought is to be submitted in terms of the Group Plan 2014 Section 2.7.3.
A clear record of who authorises any expenditure and its purpose is to be maintained and authorised by the Local Controller.

11 ROAD CLOSURE

An established system is in place to deal with road closures and the reporting of conditions.

11.1 State Highway

State Highway 80 from Pukaki to Aoraki/Mount Cook Village provides the only road access into the area. Conditions on these roads can change rapidly due to flooding, snow, ice, and wind. This State Highway is maintained by NZTA.

It should be noted that road closures of the State Highway may impact the roading section between Glentanner and Aoraki/Mt Cook Village and/or the road to Glentanner from the intersection of SH8 and SH80.

If information is on State Highways is required, or there is a necessity for road closures or media publicity, contact: DOWNER NZ Ltd (Timaru) Phone 03 687 2751

11.2 Village Roads

The roads around the village including Hooker Valley Rd and Tasman Valley Rd are administered and maintained by DOC. Responsibilities of DOC include snow clearing and closing of roads within this area.

12 APPENDIX A – DELEGATIONS

Delegation of Powers Matrix

Reference: Civil Defence Emergency Management Act 2002

Emergency Powers	Delegated to
s85(a) – Carryout works, clearing roads and other public places, removing or disposing of, or securing of, or otherwise making safe, dangerous structures.	Local Controller
s85(b) – Provide for the rescue of endangered persons and their removal to areas of safety.	Local Controller
s85(c) – Set up first aid posts, and provide for first aid to be given to casualties and for their movement to hospitals, other places of treatment, or areas of safety.	Local Controller
s85(d) – Provide for the relief of distress, including emergency food, clothing, and shelter.	Local Controller
s85(e) – Provide for the conservation and supply of food, fuel and other essential supplies.	Local Controller
s85(f) – Prohibit or regulate land, air, and water traffic within the area or district to the extent necessary to conduct civil defence emergency management.	Local Controller
s85(g) – Undertake emergency measures for the disposal of dead persons or animals if it is satisfied that the measures are urgently necessary in the interests of public health.	Local Controller
s85(h) – Disseminate information and advice to the public.	Local Controller
s85(i) – Enter into arrangements, including employment arrangements, with any person for the purpose of carrying out civil defence emergency management as may be agreed.	Local Controller
s85(j) – Provide equipment, accommodation, and facilities for the exercise of any of the powers conferred by s85.	Local Controller
s86 – Evacuation of persons or vehicles from any area within the emergency for the preservation of human life. This also includes excluding persons and vehicles for areas within the emergency.	Local Controller
s87 - Entry into any building or on any land, without warrant, by any person in the course of implementing an emergency plan or if otherwise considered by the local authority to be necessary to prevent, respond to or alleviate the effects of an emergency.	Local Controller
s88 – Closure of roads or public places in order to limit or prevent the extent of the emergency.	Local Controller
s89 – Remove aircraft, vessels, vehicles etc in order to limit or prevent the extent of the emergency.	Local Controller
s90 – Requisitioning powers of equipment, resources, land or property may be used if needed for the preservation of human life.	Local Controller
s91 – Power to give direction to stop and activity contributing to the emergency or to limit or prevent the extent of the emergency.	Local Controller
s92 – Power to examine, mark, seize, sample, secure, disinfect, or destroy and property, animal or other thing in order to limit or prevent the extent of the emergency.	Local Controller
s93 – Enter into contracts in order to limit or prevent the extent of the emergency.	Local Controller

NOTE: Any person delegated to carry out any of these powers must be able to produce identification and an explanation of the authority under which they are acting.

These powers are deemed to be delegated to the community coordinator when all attempts of communication to the EOC fail.

A record will be kept of when powers were used and by who.

13 APPENDIX B – CDEM ORGANISATIONAL STRUCTURE

14 APPENDIX C – PRE-DECLARATION CHECK LIST

To be completed by Response Manager – MDC Date: Time:

If no communication can be established with the MDC EOC, it is expected that the Community Co-ordinator
will complete this process and note why the powers of the Controller have been assumed.

	YES	NO
Is there a situation that causes or may cause loss of life or injury or distress or in any way endangers or may endanger the safety of the public or property?
Is the situation such that it cannot be dealt with by Emergency Services or other organisations at Aoraki/Mount Cook & Glentanner?

Views of:

ORGANISATION	VIEWS FROM		NAME	TIME	COMMENT
ORGANISATION	Y	N	NAME	TIME	COMMENT
POLICE
FENZ
ST JOHN
DOC
GLENTANNER
HERMITAGE
OTHER (specify)

	YES	NO
Will a declaration enable improved response?
Is the CDEM organisation ready to exercise control?
Does the Community Coordinator recommend a declaration?
Has the Controller been briefed by the Community Controller?

If a declaration is made, it must be made by the appropriate person as outlined in Section 6.7.2 of the Canterbury CDEM Group Plan (June 2014).

Controllers Decision:

YES

Controller’s decision to declare?

Comment:

Controllers Name: ___________________Signature: __ _____ ____ Time/Date: ____________

If declaration is recommended the appropriate declaration form must be filled out in the EOC and signed by the authorised person (Mayor) prior to any actions being taken.

15 APPENDIX D – CONTACT LIST

(confidential – details withheld)

16 APPENDIX E – COMMUNICATION PLAN

Mackenzie Emergency Operations Centre

In the event of the EOC being activated task related cell phones maybe utilised and these phone numbers will be circulated at that time, as they will be monitored from the time of activation.

	Voice number	Fax number
B-GAN	Withheld – for CDEM purposes only	Withheld – for CDEM purposes only

Radio Communication

Mackenzie District Council also maintain an extensive VHF radio communications network operating on ES 2 channel Tx 141.02500 Rx 138.025

The following is a table with the location of the radios and call signs of those sets.

RADIO LOCATION	CALLSIGN
Aoraki/ Mt Cook Emergency Services building	Mount Cook civil defence
Hermitage reception	Mount Cook Hermitage
Glentanner Park	Glentanner Park
Meridian Twizel	Meridian
Mackenzie District Council - Fairlie	Mackenzie EOC
Mackenzie District Council - Twizel	Twizel Council

17 APPENDIX F – TOPOGRAPHIC MAP OF AORAKI/MOUNT COOK

[1]Yetton, M. D. and McCahon, I. F. (2008): Earthquake Hazard Assessment for Waimate, Mackenzie and part Waitaki districts. Environment Canterbury report U08/18.

[2] Clark, K., et al, (2015): Tsunami and Seiche Hazard Scoping Study for Lakes Tekapo, Pukaki, Ohau, Alexandrina and Ruataniwha, GNS Science Consultancy Report 2014/227, Environment Canterbury report R15/39.

[3] Yetton, M. D. and McCahon, I. F. (2008): Earthquake Hazard Assessment for Waimate, Mackenzie and part Waitaki districts. Environment Canterbury report U08/18

[4] Canterbury Civil Defence Emergency Management Group Plan. 2014