12th Annual Emergency Management Conference

About
Keynote Speakers
Agenda
Workshops
Dinner
Sponsors

About

In 2013, New Zealand’s EM community will gather once again to explore best practice guidance in the evolving EM process, as well as delving into our journey towards recovery.

Developed with and endorsed by the Ministry of Civil Defence & Emergency Management,
this is your chance to:

Observe how lessons from Canterbury will inform future policy and strategies
Learn more about best practice in community engagement, situational awareness, inter-agency coordination and the use of social media, unified communications and mobile technologies
Discover what it takes to ensure supply chain and critical communications operations can withstand adverse events

A WORD FROM JOHN HAMILTON

As Director of the Ministry of Civil Defence & Emergency Management I am pleased to support the 2013 Emergency Management conference and its theme of “moving towards recovery and resilience”. The conference provides another important network in the CDEM sector and is a valuable opportunity to update participants on developments, present new ideas, different viewpoints and a stimulus for discussions and further developments.

The 2013 conference aims to build on the findings from the independent evaluation of the response to the Christchurch earthquake and explore concepts that will help generate greater community resilience. Topics include insights into resilience in Japan following the Great East Japan earthquake and tsunami, community engagement, the provision of welfare services, the use of social media in emergency management, volunteering and many others.

This annual conference has been effective in bringing together those involved in CDEM and its development. I am sure 2013 will be no different as it provides us with concepts and ideas that are thought provoking and challenge our thinking. I am confident the 2013 conference will help us further the goal of creating community resilience.

I look forward to meeting you at the conference.

John Hamilton, Director, Ministry of Civil Defence and Emergency Management

NETWORK WITH YOUR INDUSTRY PEERS

Keynote Speakers

INTERNATIONAL KEYNOTE SPEAKERS

Recovering from the Great East Japan earthquake & tsunami
Professor Shigeo Tatsuki, Department of Sociology, Doshisha University

As a Professor in the Department of Sociology at Doshisha, Shigeo has been actively involved in volunteer leadership, contributing immeasurably to his community and country. In 2005, he received the Governor’s Award for distinguished service during the recovery from the Kobe Earthquake.

Shigeo’s career in disaster research includes positions with Kyoto University’s Disaster Prevention Research Institute, the Disaster Reduction and Human Renovation Institution in Hyogo, and most recently, reviewing Japan’s disaster-preparedness measures in the aftermath of 2011’s Great East Japan earthquake & tsunami.

The strength of the volunteering spirit
Jelenko Dragisic, Chief Executive Officer, Volunteering Queensland

Jelenko has extensive experience in management and administration with over 15 years experience in the private, public and NFP sectors. During this time he has researched and developed community/corporate initiatives, managed partnerships amongst industry and community, played a key role in refugee resettlement, and improving services to those most vulnerable. Jelenko’s most recent work is the Step Up Programme, Australia’s largest disaster resilience programme run by a community organisation.

LOCAL SPEAKERS

Martin Snedden, Chief Executive Officer, Tourism Industry Association; Former Chief Executive, Rugby New Zealand 2011

As CEO of Rugby NZ 2011, Martin led the delivery of the 2011 Rugby World Cup - the nation’s largest event to date and the basis of his book, A Stadium of 4 Million. In 2012, he was awarded a Companion of the New Zealand Order of Merit (CNZM) for services to sports administration.

Prior to Rugby NZ, Martin was Chief Executive of New Zealand Cricket for nearly 6 years. He is a qualified lawyer and worked in that capacity for 21 years, 11 years of that as a partner of a central-city Auckland firm.

Captain David Morgan, GM Airline Operations and Safety & Chief Pilot, Air New Zealand

David joined Air New Zealand in 1985 after a career in General Aviation. After holding various senior management operations positions, he was appointed GM Airline Operations and Safety in 2008. In this role, David determines the procedures by which our aircraft are operated, is accountable for the delivery of airline logistical support and defines, implements and reports on operational safety. He also has Group emergency management and security responsibilities.

Bryan Gallagher, New Zealand Fire Service » Denva Galloway, Progressive Enterprises South Island » Geoff Hunt, Kordia » Sandra James, Waimakariri District Council » Dr Ljubica Mamula-Seadon, Ministry of Civil Defence and Emergency Management » Caroline Milligan, New Zealand Virtual Operations Support Team » Dan Neely, Wellington Region Emergency Management Office » Bruce Pepperell, Wellington Region EM Office » Prue Sisam, Bay of Plenty Regional Council » Dr Suzanne Vallence, Lincoln University

Agenda

Agenda: Day 1

08.30

Registration & Coffee

09.00

Opening remarks from the Chair

Bruce Pepperell, Regional Manager & Group Controller, Wellington Region Emergency Management Office

9.10

Opening Ministerial Address

We open the conference by reflecting on the nation’s recent experiences in emergency management and observe how the government perceives its role in future events.

Hon Nikki Kaye, Minister of Civil Defence

*Presentation to come. Please check back later*

9.40

MCDEM Address: Evaluating our response to Canterbury (Keynote)

“The response to the 22 February Christchurch earthquake was on a scale unprecedented in New Zealand.” MCDEM Report to the Canterbury Earthquakes Royal Commission

This keynote provides a top-down analysis of the response to the Canterbury Earthquakes and MCDEM’s plans to improve frameworks for events of similar scale.
• Key findings and catalysts for change in national and group frameworks
• Progress for implementation

John Hamilton, Director, Ministry of Civil Defence and Emergency Management

10.20

Morning tea

10.50

International Keynote Address: Recovering from the Great East Japan earthquake & tsunami

Explore how Japan’s disaster management system has been challenged by this event, gain insight into the recovery process and observe how Japan strengthens its resilience in one of the most active seismic zones in the world.
• Evolving disaster management: How have the lessons from the 1995 Kobe Earthquake shaped recovery management in Japan?
• What we are facing: An insight into the recovery process and lessons learnt
• What “resilience” means to Japan: Highlighting people with special/functional needs
• What can New Zealand take out from Japanese strategies to improve resilience?

Professor Shigeo Tatsuki, Department of Sociology, Doshisha University

11.40

The national perspective: Welfare response

As part of its evaluation of EM practices, the MCDEM has reviewed the national framework for the provision of welfare services. Ljubica shows you how this revised policy will bring the individual back into the spotlight.
• The current level of integration with emergency response
• The findings: Recommendations and implications for national welfare arrangements
• Re-establishing the chain of command: Defining roles and expectations of all parties, at all levels

Dr Ljubica Mamula-Seadon, Director, Seadon Consulting & Research
Ljubica was previously Team Leader Sector Development, Ministry of Civil Defence & Emergency Management

12.20

Lunch

1.20

The local perspective: The key points to recovery

Since the Canterbury Earthquakes began in 2010 Waimakariri District Council has gained significant experience in the field of Disaster Recovery. They have recently been working with Lincoln University to document the key principles, processes and learnings from the past 2 ½ years that are vital to implementing an integrated recovery model at the local level. Sandra and Suzanne will share their thoughts on the key points to recovery, based on their joint experiences and research efforts.

Sandra James, Social Recovery Manager, Waimakariri District Council
*Sandra is currently seconded to Wellington City Council
Dr Suzanne Vallance, Faculty of Environment Society & Design, Lincoln University

2.00

Improving psychosocial support in New Zealand

The majority of individuals affected by emergencies will recover with minimal psychosocial support, but there will always be a small proportion who need an extra helping hand. This session will analyse the quality of psychosocial support currently available in New Zealand, as well as strategies for further improvement.
• Where we stand and where we want to be
• Helping people help themselves: Educating communities as to what to expect
• In it for the long haul: Establishing long-term support for those in need
• Supporting emergency workers

Elizabeth McNaughton, National Recovery Manager, New Zealand Red Cross

2.40

Afternoon tea

3.00

Case study: Best practice community engagement

Giving communities the chance to engage and contribute to EM can be both cathartic and beneficial to local authorities needing the public’s understanding and support during difficult times. Discover how Bay of Plenty Regional Council kept its stakeholders informed and engaged, easing the burden on EM services during the multi-agency response to the grounding of the Rena in 2011.
• Priorities for communication during and after Rena grounding
• Maximising collaborative effort
• Lessons to take away

Prue Sisam, Senior Communications Advisor, Bay of Plenty Regional Council

3.40

International Keynote: The strength of the volunteering spirit

During 2010-2011 more than 200,000 Queenslanders were affected by flooding. In a tremendous display of “Aussie spirit”, over 55,000 volunteers aided in the clean up of Brisbane, one of the hardest hit areas. Learn how the mobilisation of Australian volunteers was put to productive use and eased the pressure on the response team.
• Cleaning up Queensland: An insider’s perspective on the organisational effort
• Defining our role – understanding what we could do and what was better left to trained responders
• What needs to be done to support and encourage contribution from volunteers?

Jelenko Dragisic, Chief Executive Officer, Volunteering Queensland

4.30

Capitalising on new technologies in emergency response

Bryan will present on how learnings from Pike River, Canterbury earthquakes, Rena and flooding events has helped to shape NZFS ICT focus on national, regional and mobile incident management capability, and initiatives to explore opportunities to support multiagency communications and sharing of data and capabilities.
• Sharing critical information, in the right context, at the right time to the right people
• Bringing down silos
• Going mobile - federated communication & collaboration technologies enhance the COP

Bryan Gallagher, ICT Architect - Team Leader Infrastructure, New Zealand Fire Service

5.10

End of day one & networking drinks

6.30

Emergency Management Professionals' Dinner

New for 2013, Delegates are invited to take part in the Emergency Management Professionals’ Inaugural Dinner. Take advantage of this chance to relax and enjoy the company of your peers at this separately bookable event.

Agenda: Day 2

9.00

Welcome back from the Chair

Bruce Pepperell, Regional Manager & Group Controller, Wellington Region Emergency Management Office

9.05

Social media in emergency management

Social media is becoming an increasingly popular tool for EM professionals. Hear how you can leverage these channels to maximise reach, and examine the core components of a successful social media strategy.
• Social media: What it is, what it isn’t and where the potential lies
• What is effective use of social media in EM?
• Learning from the best: The characteristics of a comprehensive social media strategy based on best practice examples

Caroline Milligan, Team Leader, New Zealand Virtual Operations Support Team

*Speaker has declined permission for their presentation to be upload*

9.45

Minimising human error: The true value of situational awareness

Understanding factors that could affect human performance is crucial, particularly during the response phase. Examine the merits of situational awareness and prevent instances of tunnel vision so you can make the best call.
• Situational awareness: Common sense or something more?
• Developing a common operating picture
• Information gathering: Using technology to help, not hinder
• Judgement: A skill or an inherent trait?

Captain David Morgan, General Manager Airline Operations and Safety & Chief Pilot, Air New Zealand

10.45

Keynote Address: CERA

Roger Sutton, Chief Executive, Canterbury Earthquake Recovery Authority

*Speaker has declined permission for their presentation to be upload*

10.25

Morning tea

11.25

Supporting critical communications during emergencies

As technology evolves and organisations take advantages of multiple options for delivering vital communication both faster and more efficiently, both the credibility and vulnerability of communications systems increases. This session examines the issue of providing emergency communications to mission critical infrastructure based on our experience with the Canterbury earthquake and planning communications systems for both normal and emergency operation.

Dr Jan Noordhof, Principal Consultant, Tait Communications

12.05

Lunch

1.05

Coordinating & resurrecting a supply chain during disaster relief

The teams involved in the supply chain during disaster relief operations are required to operate in environments of extreme uncertainty – of resources, of supply and demand as well as changes within the disaster situation. This session highlights the role of supply chain operations during EM and key principles to keep in mind when looking for engagement in this stakeholder.
• How we function: Examining the difference in operation during ‘normal operating conditions’ versus ‘emergency situations’
• Contingency strategies for supply chain impacts
• Relationship building: Taking a proactive approach to supplier-distribution centre management - emergency manager engagement

Denva Galloway, Logistics Manager; Countdown Logistics – Christchurch Regional Distribution Centre, Progressive Enterprises

1.45

Interagency coordination: Rapidfire stories

Inter-agency coordination is a long standing issue in EM, yet greater cohesion is crucial to maximise capability and efficiency from planning to execution. Based on a hypothetical scenario, these stories are designed to observe what our presenters do to further coordination and what they need from other players.

First Responder:
Defence Force: Representative from the New Zealand Defence Force
Humanitarian Agency: Representative from New Zealand Red Cross
Local CDEM: Bruce Pepperell, Regional Manager & Group Controller, Wellington Region Emergency Management Office

2.45

Q&A with Rapidfire presenters

3.05

Afternoon Tea

3.25

Case Study: Enhancing disaster preparation through community engagement

Winner of two IAEM awards, Wellington’s Blue Lines serve as a constant reminder of the threat tsunamis pose to its low lying areas. Hear from Dan as he reflects on the role of holistic engagement models in making sure residents know what to do in the event of this particular emergency.
• The relationship between education and engagement: Where does it fit in strategic planning?
• The means of engagement: Reaching communities through a variety of touch points
• Contributing to greater resilience in the Wellington region: How do you make a message stick?

Dan Neely, Manager Community Resilience, Wellington Region EM Office

4.05

Closing inspirational speaker: Knowing the hearts and minds of the people

Trying to pin point what makes an individual get behind a cause is like trying to capture lightning; yet understanding what motivates the person can assist greatly in EM, particularly response. Based on his experiences leading the delivery of the 20011 Rugby World Cup, Martin shares his thoughts on what it takes to bring together, mobilise and motivate a nation - from volunteers to the everyman.

Martin Snedden, Chief Executive Officer, Tourism Industry Association
former Chief Executive, Rugby New Zealand 2011 Ltd

*Speaker has declined permission for their presentation to be upload*

4.45

Closing remarks from the Chair and end of conference

Workshops

WORKSHOP 1: Emergency Operations Centre Management

28 February 2013 - 9am-5pm, | Amora Hotel, Wellington

“To be effective, your EOC should fit the needs of your community, agency or jurisdiction.”

As the main provider of strategic direction and support for responders, efficient management of the people and processes within the EOC is vital.
This one day intensive workshop provides an overview of how you can evaluate and enhance the work of your EOC throughout the various stages of EM.

Featuring examples of best practice and practical exercises, James will take you through:

Pre-emergency preparation

Refresher: What does an EOC do? Who can benefit from its activation?
Strategies to enhance expedient, agile activation
Clarifying the chain of command: What authority does the EOC have?
People power: Who do you need for an effective EOC?
Technology: Getting information to where it is needed most
The importance of local knowledge in preparation
How are operations impacted by the declaration (or lack of) a State of Emergency?

Immediate response

When is the best time to activate an EOC, if any?
Improving and maintaining situational awareness
Dealing with tensions amongst networks and prioritising a spirit of cooperation
Ensuring continuity for uninterrupted communications
The value of mutual aid

Recovery: Review, reflect, learn

The importance of evaluating operations
Creating a sense of closure and recognising the efforts of personnel
Incorporating lessons learnt into the next cycle of emergency preparation
Observing future trends: How does the use of a virtual ECO affect management principles?

Facilitator: James Thompson, Team Leader –Regional Emergency Management Office, Canterbury CDEM Group

James has been involved in EM since the mid 1990’s, initially as a volunteer in a specialist high angle rescue team and as a rescue trainer.

James’ career with the Canterbury CDEM Group began in 2004. Initially the Training and Operations Coordinator, he introduced a consistent EOC training model which has now been picked up by other CDEM Groups, Local Authorities and government agencies in New Zealand. James has been either Operations or EOC/ECC Manager for over seven activations including the Canterbury Earthquakes, the 2011 Nelson Floods and the 2006 Canterbury Snow.

WORKSHOP 2: Capitalising on Social Media during Emergency Management

28 February 2013 - 9am-5pm, | Amora Hotel, Wellington

This full day workshop will teach you what it takes to maximise informal communication channels to greater effect throughout each stage of the emergency.
Helpful tips, exercises and examples of best practice, Caroline will cover:

Social media in the context of CDEM

What makes SM so effective?
How do these qualities benefit CDEM efforts?
Observing the role of this technology at present, and likely future trends

Pre-emergency preparation: Creating a strategy for social media use

Determining the extent of SM use and the skill set needed to achieve it
Policy: Legal implications to be conscious of
Highlighting key messages and matching the channel to the content
Establishing frameworks to monitor conversations
Audience considerations: Planning for language/disability issues
Building stakeholder relationships

Response: Staying on top of what comes in and what goes out

Understanding and managing community expectations
Practicing active communication to increase reach
Managing unverified information such as rumours
Validating and integrating incoming information
Reducing burn out: Effective management of resources in times of stress
Integrating external digital support into EM operations

Recovery: It’s not over yet!

How can we use SM to help foster the recovery phase?
The value of the debrief
Evaluating performance to date and folding this into preparation
Ensuring adequate information access for the next event

Delegates are welcome to bring laptops and/or MacBooks for active participation. You will still be able to view the social media workshop steps on the projector and you will be given a workshop manual to take away after the training.

Facilitator: Caroline Milligan, Team Leader, New Zealand Virtual Operations Support Team

Caroline has over two decades of experience in law enforcement and EM, both as a first responder and an advisor. She is a consultant, writer, and trainer of virtual operations support and SM use in EM. She has also held a variety of leadership roles, including Team Lead for New Zealand Virtual Operations Support Team.