WhakaarilWhite Island Response Plan December 2019 Redactions on pages 3, 10 and 11 of this document are necessary to protect the privacy of natural persons and are withheld under section of the Local Government Official Information and Meetings Act 1987 (LGOIMA) 2 Whakaari/l/L?hite Isfand Response Plan A3342611 December 2019 Whakaari [White Island Response Plan Document Reference: A3342611 December 2019 OPERATIONAL DRAFT Bay of Plenty Civil Defence Emergency Management Group 01- Bay of Plenty Regional Council 5 Quay Street PO Box 364 Whakatane 3158 New Zealand Acrenyme BOPDHB BOPCDEM BOPRC CDEM CEG DM EMBOP GEMO GNS ICAO IAWN MCDEM REMA RDM VAL VAB Bay of Plenty District Health Board Bay of Plenty Civil Defence Emergency Management Bay of Plenty Regional Council Civil Defence Emergency Management Coordinating Executive Group Department of Internal Affairs Emergency Management Bay of Plenty Group Emergency Management Office Institute of Geological and Nuclear Sciences Limited International Civil Aviation Organisation International AinNays Volcano Watch System Ministry of Civil Defence Emergency Management Regional Emergency Management Advisor Regional Duty Manager Search and Rescue Volcanic Alert Level Volcanic Alert Bulletin Whakatane District Council Whakaari/Whife Island Response Plan A33426: 11 December 2019 gontents 16.1 6.2 Quick reference information Key agencies and responsibilities What to do when a VAB is issued Tour operators permitted to land on WhakaariNVhite Island Public advisory messages Background Monitoring of WhakaarilWhite Island Issue of VAB or change in VAL GNS Science MCDEM BOP CDEM Group and EMBOP Public risk Island owners Operators landing on WhakaariNVhite Island Activities in the vicinity of Whakaari/White Island Unacceptable risk to the public Options to restrict access Search and Rescue Plan Appendix 1 Memorandum of Understanding Whakaari/White Island Response Plan A33426: 11 December 2019 DOWN 1 Quick reference information 1.1 Key agencies and responsibilities Table 1.1 Key agencies and responsibilities. Agency Responsibility Comments GNS GNS are responsible for volcanic surveillance and VAB alerts can be subscribed to through GeoNet. provrde volcanic'alert bulletins advising (VAB) ?f While GNS are able to provide advice on the volcanic changes In of the volcano. activity and hazard it is not their role to advise against visiting the island. Minister of Local The Minister of Local Govemment acts as the territorial The Minister of Local Govemment of?ce is part of DIA. Govemment (DIA) via authority for WhakaarilWhite Island. Among these Liaison is undertaken through Senior Operations Analyst Memorandum of responsibilities is the requirement to undertake CDEM Jodie Cayford. Jodie Understanding (MOU) planning. EMBOP deliver CDEM services for DIA (MOU attached) MCDEM MCDEM are responsible for providing national Liaison with MCDEM is through the REMA. coordination and advice. MCDEM are also the point of contact with the Minister of Local Government. BOP CDEM Group The BOP CDEM Group is responsible for managing the The Group are able to inform the public of the risks I hazard and risks associated with WhakaarilWhite Island. associated with the island and if necessary implement In the event of an emergency resulting from a volcanic measures to minimise the risks. event the BOP CDEM Group erI be the lead agency. If a decision is made to restrict access to the Island this Group operational delivery rs provrded through will be made by the Group. Emergency Management Bay of Plenty. Emergency Management The group noti?es the public of changes to the volcanic EMBOP Duty Managerwill disseminate wamings and Bay of Plenty Duty System hazard. and liaises wi?1 the Tour operators and key information in accordance with the EMBOP Duty Matrix (Duty Manger, Duty PIM stakeholders to identify risks on the Island. The EMBOP and processes. and Duty Group Controller) Duty Manager is responsible for contacting local Duty Manager will contact Tour Operators to ascertain if operators and key stakeholders when changes in visitors are on the Island at time of eruption. volcanic hazard from WhakaariiWhite Island arise. cd.dutymanager@boprc.govt.nz Worksafe Worksafe is responsible for overseeing the Health and Any review of the tour operators risk management plans Safety in Employment Act, and are responsible for should be led by Worksafe. ensuring tour operators compliance "mm the act. Worksafe to be advised when additional caution to the public is being advised. Worksafe Phone - 0800 030 040 BOPRC - Harbounnaster Responsible for managing hazards to shipping. Can implement an exclusion it there is an actual navigational hazard present. BOPDHB Responsible for managing public health issues. Will be responsible for triage and treatment of any mass casualties arising from an event on the Island. NZ Police Responsible for leading planning and operation. planning for Island is led through the Whakatane Police. NZP have a rescue plan for WhakaarilWhite Island. ?/hakaari/White Island Response Plan A33426: 11 December 22319 1 1.2 What to do when a VAB is issued Table 1.2 VAL, public noti?cations and operational response relationships. Volcanic Volcanic . . . . . Alert Level activity Most lrkely hazards Publrc messagrng Communicatron tools Duty Manager tasks Major volcanic eruption Moderate Volcanrc Eruption D. Minor Volcanic Eruption Moderate to Eruption hazards on and beyond volcano Eruption hazards on and near volcano Enrption hazards near vent EMBOP Duty to release all public messaging in accordance with the Duty Manager Matrix and Processes EMBOP Duty Manager/PIM to release all public messaging in accordance with the Duty Manager Matrix and Processes EMBOP Duty to release all public messaging in accordance with the Duty Manager Matrix and Processes Website - Status change. CD Alerts (fwd VAB) Facebook Twitter - dependant on messaging EMA If appropriate Website Status change. CD Alerts (fwd VAB) Facebook Twitter dependant on messagrng EMA If appropriate Website - Status. CD Alerts (fwd Facebook Twitter dependant on messagrng EMA - If appropriate Contact Duty Volcanologist. Notify Controller. Contact tour operators via primary contact. Circulate information noting speci?c advice determined by Controller. Controller to decide if media release appropriate. Contact MBIE. Contact Duty Volcanologist. Notify Controller. Contact tour operators via primary contact. Circulate information noting speci?c advice determined by Controller. Controller to decide it media release appropriate. Contact MBIE. Contact Duty Volcanologist. Notify Controller. Contact tour Operators via primary contact. Circulate information noting increased risk and level of advice determined by Controller. Controller decides if media release appropriate. Contact MBIE. Volcanic Unrest Website - Update on I Circulate information Heightened Hazards, potential for current situation. noting increased risk Volcanic eruption hazards CD Alerts _(fwd VAB) and notify Controller. 2 Facebook Controller decides if Twitter media release .- appropriate. 5 Minor Volcanic Unrest Website -Update on Circulate information Volcanic Hazards current situation if Unrest required. 1 co Alerts (forward VAB) No Volcanic Volcanic Environment Circulate information Unrest Hazards CD Alerts _(fwd Whakaari/White island Response islan 1433423671 December?2016 1.3 Tour operators permitted to land on WhakaariIWhite Island Table 1.3 Tour operators permitted to land on Island. Operator Phone Email Address WhakaariNVhite Island Tours (M - (Media liaison, 15 The Strand rand first point of East contact) Whakat?ne Compliance Officer Frontier PO Box 558 Helicopters Whakat?ne (Helicopter) New Zealand Volcanic Air . PO Box 640 Safaris - (Helicopter) Rotorua, 3040 Taupo Airport 1105 Anzac Memorial Drive Taup?3378 (Helicopter) Solent Street Mechanics Bay Auckland Hangar 8 Tauranga Aerius Helicopters Airport Mount Maunganui 1.4 Public advisory messages ?Civil Defence urges you to take this latest information into careful consideration when making the decision to visit Whakaari/Whit_e Island?. ?Due to the increased volcanic activity and significant risk toward people landing on Whakaari/White Island, Civil Defence advises against visiting the Island at this time. Civil Defence and GNS Science will continue to monitor the situation and notify relevant parties should this advice change". IMTakaari/Vlfhite Island Response Plan 11 Dece?mr 2519 3 2 Background WhakaariNVhite Island or Whakaari is an active volcano 49 km of the coast north east of Whakatane. An eruption of Whakaari/White Island is unlikely to have a significant impact on the mainland, there may be some ash fall should the prevailing winds be blowing from the northerly quarter. Whakaari/White Island is a popular tourist attraction (over 10,000 visitors a year) and is frequently visited by tour operators flying over/around the island, helicopters and boats landing on the island, and boats mooring near the island. The most significant risk to the public is from an explosive event occurring while people are on or near the island. Large scale volcanic events, which may affect the whole island, are more likely to have some precursors so that there will sometimes be forewarning of such events. Smaller scale events, which may affect a smaller area, but still result in injury or death, often do not have observable or timely precursors. Therefore, when people are in the vicinity of WhakaariNVhite Island volcano, there always exists some risk of death or serious injury to those people. role is to provide the best possible scientific advice to Civil Defence Emergency Management, local authorities, key stakeholders and the general public so that informed decisions can be made about whether it is deemed safe to access the island. WhakaariNVhite Island is unique in that it is a privately owned island that lies outside the local authority boundaries. It is administered by the Department of Internal Affairs and the Minister of Local Government acts as the territorial authority for WhakaariNVhite Island. WhakaariNVhite Island is within the Bay of Plenty Civil Defence and Emergency Management Group Boundary. There are several parties that have an interest in any increase in activity on WhakaariNVhite Island. The purpose of this document is to provide a clear procedure for the Bay of Plenty Civil Defence Emergency Management Group to follow in response to changes in activity on WhakaariNVhite Island. Whakaari/White Island Response Plan A33426: December 2019 5 3 Monitoring of WhakaarilWhite Island GNS Science are responsible for undertaking volcanic surveillance of WhakaariNVhite Island this includes visual and camera, seismic, gas, ground deformation, chemistry and crater lake monitoring and observations. GNS notify other agencies and key stakeholders (including CDEM) of any changes in the volcanoes? activity. This is usually in the form of a Volcanic Alert Bulletin (VAB), outlining the latest volcanic surveillance observations and any changes to the Volcanic Alert Level and the Aviation Colour Code, outlined in the tables below. Table 3.1 New Zealand Volcanic Alert Level System (source GNS Science New Zealand Volcanic Alert Level System Volcanic ?tted] Volcanic Actrvuty Most Likely Hazards eve . . . . . . Eruption hazards Major volcanic eruption on and beyond voioano" .4: .9 . g; Moderate vcicanic eruption ill Minor volcanic eruption Eruption hazards near vent* 2 Moderate to heightened Volcanic unrest hazards, volcanic unrest potentiai for eruption hazards t; :1 1 Minor volcanic unrest Volcanic unrest hazards 0 No volcanic unrest Volcanic environment hazards An eruption may occur at any level, and levels may not move in sequence as activity can change ragpicily. Eruption hazards depend on the volcano and eruption style, and may include expiosrone, ballistics (?ying rocks). oyreclaetlc density currents (fast moving not ash clouds}. lava flows, lava domes, landslides, ash, volcanic gases, Iig hlning. Iahars trnudfl?ows}. tsunami. andlorearthaualtes. Volcanic unrest hazards occur on and near the volcano, and may include steam eruptions, volcanic gases, earthquakes. landslides, uplift. subsidence. changesto hotsprings, andlorlahars (mud?owajr. Volcanic environment hazards may include hydrothermal activity. earthquakes. landslides. volcanic gases, andi'or lahars (meditative). *Ash, lava flow, and labor (mudfiow) hazards mayr Impact areas distant from the volcano. This system applies to all of New Eeatand?s volcanoes. The Volcanic Alert Level is set by EMS Science. based on the level of volcanic activity. For more information, see geonet.org.na'voicano for alert levels and current volcanic activity, gns.cri.nz"volcano for volcanic hazards, and getthrugovmz for what to do before, during and after volcanic activity. Version 3.0, 2cm. Whakaarl/White island Response Plan A33426: 11 December 2019 7 Aviation Colour Codes are based on four colours and are intended for quick reference only in the international civil aviation community; they are part of the ICAO International AinNays Volcano Watch System (IAVW). The Aviation Colour Code reflects conditions at or near a volcano and are not intended to pertain to hazards posed at a distance or downwind by drifting ash. The codes range from GREEN to RED. Table 3.2 Aviation Colour Code (Source GNS Science ICAO Colour Code Status of Volcano's Activity Volcano is in normal, non-eruptive state. Or, a?era change from a higher level: Volcanic GREEN . . . . . conSIdered to have ceased and volcano reverted to its normal, non-eruptive state. Volcano is experiencing signs of elevated unrest above known background levels. Or, after a YELLOW change from higher level: Volcanic activity has decreased signi?cantly but continues to be closely monitored for possible renewed increase. Volcano is exhibiting heightened unrest with increased likelihood of eruption. Or: Volcanic ORANGE . . . . . . eruption IS underway With no or minor ash emisaon. Eruption is forecast to be imminent with signi?cant emission of ash into the atmosphere likely. Or: Eruption is underway with signi?cant emission of ash into the atmosphere. 8 - Whakaarl/Whlte lsland Response Plan 143342611 December 2019 Issue of VAB or change in VAL 4.1 4.2 4.3 4.3.1 GNS Duty Volcanologf?t Phone?(07) 374 8211 GNS Science GNS Science issue a VAB or change in VAL and distribute this information to a large distribution list, including the BOP CDEM Group, EMBOP Duty Manager, WhakaariNVhite Island Tours, BOPRC Harbourmaster (Whakatane), Red Cross Hazard App in addition to posting the bulletin on the Geonet website MCDEM MCDEM receives from GNS and disseminates this to the BOP CDEM Group through the national warning system. If deemed appropriate, MCDEM issues an appropriate advisory or warning via the National Warning System. BOP CDEM Group and EMBOP On receipt of a VAB or alert level change for WhakaariNVhite Island the EMBOP Duty Manager is responSible for distributing the information on behalf of the BOP CDEM Group (see Table 1.2) and may seek further clari?cation on the state of the volcano by contacting the GNS Duty Volcanologist. Public Notifications (Table 1.2) To inform the public the BOP CDEM public website is updated, a summary of the VAB will be displayed including the date, volcanic alert level and aviation colour code and a link to the full VAB on the Geonet website. To inform stakeholders of a new VAL it will be circulated out through CD Alerts email. This message will also be disseminated through the group Facebook and Twitter accounts. This process will apply to VAL O, 1 and 2. Subscribers to text alerts will not receive any notification unless the VAL is increased to level 3 and the Duty Controller considers there is a significant risk to the public or the group considers that the risk to visiting the island is too great and advises against visiting the island. When the VAL is changed to 3 or the Group considers that the risk to visiting the island is too great and advises against visiting the island, the emergency status will be changed to Yellow (Activated Monitoring). Due to the sometimes prolonged ongoing nature of volcanic activity at Whakaari the status is to be reviewed after 1 month of change and the Group Controller will decide if the status notification remains until the activity drops or the information shall be provided in the current information section. Whakaari/White Island Response Plan A33426: 11 December 2019 9 4.3.2 4.3.3 CDEM Sector Notifications The primary notification to the CDEM sector is by subscription to VAB alerts via GeoNet. Upon receipt of a VAB or volcanic alert level change for WhakaariNVhite Island the EMBOP Duty Manager shall upload the VAB to the document list on the members website and distribute this to all members as a situation report, to reinforce the GNS noti?cation. The VAB shall also be distributed to CDEM Group members via a CD Alerts email. CEG, Group and Local Controllers and the Bay of Plenty CDEM Group Joint Committee will be updated through the regional duty manager in consultation with the Group Controller. Emergency Management Bay of Plenty EMBOP Duty Officer distributes the VAB out to all known operators that work on or around WhakaariNVhite Island (detailed below) when the VAL raises to 3 or above: Fishinngiving _Touroperators OtherAgencies Dive White Frontier Coastguard (Whakatane Helicopters Sportsworld) Phantom Volcanic air Charters (Rotorua) Dive Works Whakaarii White Island Tours Cascade Whakaari/ Charters White Island Flights Gambler Aerius Charters Helicopters Let?s Go Fishing Charters His Nibs Charters Ma Cherie Charters 10 Whakaari/Whife Island Response Plan 143342611 Decen?ergm? Public risk 5.1 5.2 5.2.1 Island owners WhakaariNVhite Island is a privately owned by the Buttle family and operators require permission from the owners to land on the Island. There are no residents who live on WhakaariNVhite Island. The Buttle family contact details are: Name Email Phone number Operators landing on WhakaarilWhite Island There are five operators who have permission to land on WhakaariNVhite Island; Whakaari/White Island Tours, Frontier Helicopters, Volcanic Air Safaris, INFLITE Charters and Aerius Helicopters. The operators have joined together to form a user group and have appointed Whakaari/White Island Tours as the media spokesperson for WhakaariNVhite Island and is a first point of contact for the group. See Table 1.3 for details. Tour operators risk management Tour operators have agreed to provide their risk management plans to the BOP CDEM Group on request if required. All operators are aware of the risks to themselves and customers when visiting WhakaariNVhite Island and manage the risk in essentially the same way as outlined below: . Regular communication with other tour operators to share knowledge of observations while on the island. . Regular direct communication with GNS. 0 Individual assessment on the island before landing (pilot fly around or in the case of WIT a walk around by one of the guides prior to landing customers). . If necessary they will adjust the walking route around the island and keep clear of the areas of increased activity. 0 Visitors are provided with gas masks and hard hats. . Daily assessments of the activity and risk of visiting. All operators receive direct communication from GNS and emails from the EMBOP Duty Manager and have indicated that they will take advice from GNS on the activity status of the island. In addition they use their personal experience (most are on the island daily during the peak season) to make a decision whether or not to visit. Whakaari/White Island Response Plan 14334.56: 11 December 2019 11 5.2.2 5.3 Warning to consider risk All operators are aware of the risks visiting, landing and walking on an active volcano and communicate this openly to their customers. To reinforce this practice all communication from the BOP CDEM Group to the tour operators should contain the message: ?Civil Defence urge? you to take this latest information into careful coasideration when making the decision to visit WhakaanVWhite island?. Activities in the vicinity of WhakaarilWhite Island In addition to landing on WhakaariNVhite Island, the vicinity is a popular area for fishing, diving and sightseeing by air and boat. There is a minor risk to these individual should a sudden explosive event spread debris into the vicinity of the island itself. In order to manage the risk to these individuals they are notified as outlined in Section 4.3.3. Island Response Plan A3342611 December 2019 6 Unacceptable risk to the public There may be a point in time when the BOP CDEM Group, considers that the risk to the public is too great for people to be walking on the Island or be in its immediate vicinity. This decision will be made by the BOP CDEM Group Controller in consultation with GNS, MCDEM, New Zealand Police and the tour operators, cognisant of the significant financial impact to tour operator, but with a primary focus on managing risk to life and safety. Following this decision the BOP CDEM Group Controller shall notify all the tour operators in writing (email) that the BOP CDEM Group considers the risk to the public safety to be significantly great that it advises tours landing on the island to cease until such time as the risk to the public has reduced. This message will also be reflected on the group website and any media releases. At this point WorkSafe NZ are also to be advised through 0800 030 040 or ?Due to the increased volcanic activity and significant risk toward people landing on Whakaari/White Island, Civil Defence advises against visiting the island at this time. Civil Defence and GNS Science will Entinue to monitor the_situation and notify relevant parties _should this advice change?. 6.1 Options to restrict access There are several options available to CDEM in order to manage the public access when it considers that the risk to visiting the Island is too high. 6.1.1 Option 1 The first and preferred option is to come to a mutual agreement with the tour operators. This would be the result of considered discussion and dialogue between the tour operators, CDEM Group. and GNS Science. The end result would be that visitors are restricted from landing on the Island while the situation is constantly monitored and assessed. Should the tour operators and CDEM Group be unable to come to an agreement the Group may need to take some other more formal action. Options for more formal action include: 6.1.2 Option 2 Engaging with the island owners to gain agreement to restrict access while the situation is constantly monitored and assessed. 6.1.3 Option 3 Section 18(2) of the CDEM Act 2002 allows the CDEM Group to erect signs in order to manage the risk to the public. Signs warning the public of the danger may be erected on the island or the mainland if the Group Controller deemed this was necessary. 6.1.4 Option 4 Section 68 of the CDEM Act 2002 allows for a local declaration to be made by the Bay of Plenty CDEM Group Joint Committee chair on the recommendation of the Group Controller that they consider an emergency may occur. A declaration would be considered a final option after all other processes had been tested. It is important to note that a declaration will only be in place for seven days before it either lapses or requires to be extended. WorkSafe has a programme of proactive and reactive action. If they became aware of increased risk then they would appraise what next steps they should take. In recognition of the WhakaariNVhite Island situation and increased inquiries that Worksafe has received WhakaanVWhite island Response Plan A33426: _11 December 2019 13 6.2 14 about the island. they have engaged with operators to see how they are managing the risks and we will continue to monitor. The BOPRC Harbourmaster can issue a maritime advisory requiring people to keep their distance from the Island should there be a signi?cant risk to maritime safety. A maritime exclusion zone can only be established if there is an actual maritime hazard present. This would require information from GNS detailing the potential expected range of debris fall. It is important to note that an exclusion zone is only likely to be able to be established after or during an eruption. Search and Rescue Plan In the event of a mass casualty occurrence on the Island the New Zealand Police will lead the coordination of any rescue operation to bring them back to the mainland for treatment. The Bay of Plenty District Health Board will support the police in the search and rescue effort providing triage and treatment facilities as will the Bay of Plenty CDEM Group in providing emergency welfare support where required. Whakaari/Whiie Island Response Plan A3342611 December 23019 Appendices Appendix 1 Memorandurrlo_f Understanding__ Memorandum of Understanding Bay of Plenty Civil Defence Emergency Management Group And the Minister of Local Government Whakaari/thte Isiand Response Plan A1670393 17 Memorandum of Understanding Part A: Introduction The Parties 1. The Parties to this Memorandum of Understanding (Memorandum) are: 0 Bay of Plenty Civil Defence Emergency Management Group (the Civil Defence Group); and Minister of Local Government (the Minister). 2. Each one a Party and together referred to as the Parties The Civil Defence Group 3. The Civil Defence Group is made up of seven councils of the Bay of Plenty Region and its role is to provide a co-ordinated and integrated approach to the way significant risks and hazards are managed in the Bay of Plenty. The Civil Defence Group is required under section 12 of the Civil Defence Emergency Management Act 2002 (the Civil Defence Act) and is governed by the Group?s Constitution (dated July 2013). The Group is a joint standing committee under clause 30(1)(b) of Schedule 7 of the Local Government Act 2002. The Minister 4. The Minister is the territorial authority for Whakaari/White island, under the Local Government Act 2002. As such, the Minister is required by section 64(1) of the Civil Defence Act to plan and provide for civil defence emergency management for Whakaari/White Island. Part B: Fundamental matters Shared Acknowledgements 5. The Parties acknowledge that: a. the Civil Defence Group is the appropriate body to plan for, and undertake, certain response and readiness functions for Whakaari/White Island on behalf of the Minister; b. the Minister must plan for, and undertake, certain response and readiness functions to support the Civil Defence Group in carrying out functions on the Minister?s behalf in an effective way; and c. this Memorandum does not relieve the Minister of liability or the legal responsibility to perform or ensure the performance of the functions described in this Memorandum. 78 Whakaari/Whife Island Response Plan A3342611 December 2019 Purpose 6. The purpose of this Memorandum is to formally desc?be the specific response and readiness functions that will be undertaken by the Civil Defence Group and the Minister to fulfil the Minister?s responsibilities under section 64(1) of the Civil Defence Act in relation to Whakaari/White Island. The Parties are not legally bound by this Memorandum. Scope 7. The Parties agree that this Memorandum covers specific functions in relation to response and readiness that have been described in this Memorandum. The Parties also agree that this Memorandum does not cover risk reduction and recovery functions and acknowledge that the Minister may plan for, and undertake, these particular functions. 8. The Parties agree that, subject to relevant statutory obligations, the Parties may enter into discussions to extend the scope of this Memorandum to include other civil defence and emergency management functions. 9. The Parties agree that this Memorandum does not cover civil defence and emergency management responsibilities for other islands for which the Minister is the territorial authority. The Parties also acknowledge that other arrangements may be necessary to cover other islands for which the Minister is the territorial authority and the Parties may enter into discussions at any time to explore such arrangements. Part C: Ancillary matters The Civil Defence Group a. The Parties agree that, to fulfil part of the Minister?s responsibility set out under section 64(1) of the Civil Defence Act, the Civil Defence Group will: b. prepare and make any necessary changes to the Whakaari/White Island Response Plan, in consultation with the Department; c. develop an annual work programme for Whakaari/White Island, with the specifics of this work programme to be determined by the Department and Emergency Management Bay of Plenty; d. support the development of other agencies? emergency management plans; e. provide and maintain an emergency operations/co-ordination centre to an acceptable operational standard; f. own and add any necessary equipment and associated infrastructure to an acceptable operational standard; g. promote and test alerting systems and any signage; WhakaanYWhite Island Response Plan AS3426: 11 December 2019 19 The Minister 20 provide training to appropriate staff and volunteers, and may request Department staff to be available for training; liaise and build relationships with land owners, tour operators, GNS Science and any other key stakeholders; provide public information, if the Civil Defence Group considers this appropriate, online and through other media; advise Department staff on public communications, as the Civil Defence Group may consider necessary, to achieve integrated communications and consistent public messaging; maintain appropriate communications with the Department during a response; . appoint an appropriate person to declare a state of local emergency and notifying the Department when a state of local emergency is declared; deploy, and co-ordinate the deployment of, response teams in an emergency and providing any necessary support to the response teams; monitor and validate response team training levels and response readiness; assist the Minister in making expense reimbursement claims to the Ministry of Civil Defence and Emergency Management for response activities; and provide the Minister with an annual forecast of the reasonable costs and expenses for other routine activity contemplated by this Memorandum. 10. The Parties agree that to fulfil, and support the Civil Defence Group in fulfilling, the Minister?s responsibility set out under section 64(1) of the Civil Defence Act, the Minister: a. may appoint a representative to attend, and participate in, a meeting of the Civil Defence Group, on behalf of the Minister; will manage business continuity by directing the Department to plan for business continuity management for civil defence and emergency management; will ensure the Department has appropriate capability to support the Civil Defence Group at its request by directing the Department to make staff available for training, integrated communications and consistent messaging; may make a claim directly to the Ministry of Civil Defence and Emergency Management for reimbursement for response expenses; and meet any reasonable costs and expenses incurred by the Civil Defence Group for other routine activity contemplated by this Memorandum. Whakaari/White Island Response Plan A3342611 December 2019 Part D: Administrative matters Disputes resolution 11. The Parties agree they must resolve any issues between them in a constructive, co-operative and timely manner. 12. The Parties may follow a resolution process as follows: i. If one Party considers that there has been a breach of this Memorandum, that Party may give notice to the other Party that they are in dispute. ii. As soon as practicable upon receipt of the notice, the Director Emergency Management Bay of Plenty and the Director Local Government will meet to work in good faith to resolve the issue. If the dispute has not been resolved within 30 working days of receipt of the notice, the Chair of the Bay of Plenty Civil Defence Emergency Management Group Co-ordinating Executive Group (the Executive Group) and the Chief Executive of the Department will meet to work in good faith to resolve the issue. iv. If the dispute has not been resolved within 20 working days of the meeting under clause 13c., the Chair of the Civil Defence Group and the Minister will meet to work in good faith to resolve the issue. Commencement, Review and Duration 13. The Parties agree that this Memorandum will be effective on the date that it is signed by the Parties (the Commencement Date). 14. The Parties agree that this Memorandum is a living document that may be updated and adapted at any time and with the written agreement of both Parties to take account of future developments. 15. The Parties agree that this Memorandum will remain in force in perpetuity, unless terminated. This Memorandum may be terminated at any time by either Party, one month after written notice by either Party that this Memorandum is to be terminated. Communication 16. The Parties agree that communication on operational matters relating to civil defence response and readiness for Whakaari/White Island will be determined by Emergency Management Bay of Plenty and the Department. Whakaari/White Island Response ?ven A33426: 11 December 2019 21 Definitions 17. Terms used in this Memorandum, but not defined below, shall have the same meaning as set out in the Civil Defence Act. ?The Minister? means the Minister of Local Government, the territorial authority for Whakaari/White Island. ?"l'he Civil Defence Group? refers to the Bay of Plenty Civil Defence Emergency Management Group. he Civil Defence Act? refers to the Civil Defence Emergency Management Act 2002. "The Department? refers to the Department of Internal Affairs, which advises the Minister on civil defence responsibilities for Whakaari/White Island. he Director Local Government? refers to the Director Local Government, Policy Regulatory and Ethnic Affairs, Department of Internal Affairs. "Emergency Management Bay of Plenty? refers to the Group Emergency Management Office for the Civil Defence Group, established in July 2015, which provides operational service delivery of civil defence and emergency management activities for nearly all Bay of Plenty councils. "The Executive Group? refers to the Bay of Plenty Civil Defence Emergency Management Group Co- ordinating Executive Group. "Memorandum" refers to this Memorandum of Understanding. ?The Parties? refers to the Minister and the Civil Defence Group. 22 WEakaari/Whire'lsland Respo??e Plan A3342611 December 2019 Signatories The undersigned hereby execute this Memorandum of Understanding: SIGNED for and on behalf of the: BAY OF PLENTY CIVIL DEFENCE EMERGENCY MANAGEMENT GROUP Signature: (_Full Name) Date: Witness Signature: Address: Whakaari/White Island Response Plan 2433426: 11 December 2019 '23