TAIRAWHITI CDEM GROUP. Local, Regional and Distant Tsunami Contingency Plan 2017

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1 TAIRAWHITI CDEM GROUP Local, Regional and Distant Tsunami Contingency Plan 2017

2 Table of Contents TSUNAMI RISK... 2 WARNINGS... 3 ESTABLISHED PRIORITIES AND STRATEGIES... 4 NEAR SOURCE TSUNAMI/LOCAL TSUNAMI... 5 TOWNSHIPS AND SETTLEMENTS AT RISK OF TSUNAMI INUNDATION... 6 PLAN A - NEAR SOURCE/LOCAL TSUNAMI INITIAL RESPONSE PLAN... 7 INTRODUCTION... 8 MINISTRY CIVIL DEFENCE EMERGENCY MANAGEMENT (MCDEM) EXPECTATIONS... 9 ACTIVATION OF THE PLAN... 9 WELFARE AGENCIES WARNING AND INFORMING THE PUBLIC WELFARE ARRANGEMENTS PLAN B: REGIONAL AND DISTANT TSUNAMI RESPONSE PLAN NOTIFICATION ALL CLEAR PROCEDURES ROLES AND RESPONSIBILITIES WELFARE AGENCIES WARNING AND INFORMING THE PUBLIC WELFARE ARRANGEMENTS APPENDICES TSUNAMI ADVISORY AND WARNING PLAN (MCDEM) EMERGENCY MOBILE ALERT PRE EVENT WARNING PROCEDURES EVACUATION MAPS AND ACTION PLANS MAPS AND PLACES CONTACT LIST CIMS STRUCTURE AND INFORMATION ON DECLARATIONS RADIO FREQUENCIES STANDARD FORMS EMIS FACEBOOK POSTS INFORMATION REGARDING TSUNAMI

3 Tsunami Risk The district has experienced sixteen local confirmed Tsunami since Four of these were regional from the islands. The two largest tsunami had heights of 10 metres and 5-6 metres respectively. These were generated on the Ariel Bank in 1947 approximately 70 kilometres off the coast. A small earthquake preceded both of them with the waves impacting on the coast about 30 minutes later. Scientists have described the type of earthquake involved as a long duration earthquake as they release their energy over a longer period. Two other smaller events have been recorded in Tolaga Bay in 1926 and 1970 with no earthquake preceding them. These could have been caused either by an undersea landslide or more likely an event associated with meteorological conditions. The East Coast has experienced twelve confirmed distant Tsunami events since For the distant events, five originated from South America, another from the Krakatoa eruption, one from the Aleutian Islands and one from Indonesia. The largest rise in sea level recorded from any of the distantly generated events has been between two and four metres above normal high tide. The Pacific Tsunami Warning Centre in Hawaii would provide sufficient warning (nine to fourteen hours) for a distant tsunami that required evacuation. The whole Gisborne District coastline is at risk from locally generated Tsunami. The available information relating to distant events indicates that one of our vulnerable assets that would be affected are our ships in the port. Those that are manoeuvring could be capsized as the sea empties from the harbour and then surges back in and ships that are tied up could be damaged as they surge up and down. The logs in the lower log yard could also pose a risk depending upon the height of the waves. For distant Tsunami this should not be a problem as sufficient warning is given to allow ships to put to sea and avoid the effects of the wave. The most likely threat for distant events is from the west coast of South America. Peru is seen as more significant than Chile as a source because of the way they propagate across the Pacific. Any Tsunami event has the potential to cause a bore (a wave up the rivers) and cause considerable damage. None of the previous observed events have caused the rivers to overtop. Considerable work has been done, and will continue to be done, to convince coastal schools of the need to evacuate inland after a significant or long duration earthquake. 2

4 There is also a continued need to educate the public. One of the worst case scenarios for a locally generated Tsunami will be to the camping population along the coast from December through to January/February. The potential for a significant number of casualties is real. This is likely when we remember that many on the coast never felt the earthquake in The largest percentage of those injured will have trauma injuries, which will severely test the health system. Outside assistance would most probably be required. Warnings The Ministry of Civil Defence & Emergency Management (MCDEM) is responsible for receiving the information from the Pacific Tsunami Warning Centre and passing it to Tairāwhiti Civil Defence Emergency Management (CDEM) for further action. MCDEM receives PTWC information to New Zealand and assesses the risk before issuing an Advisory or a Warning. National Advisories National Advisory - No Tsunami Threat to New Zealand National Advisory - Large Pacific Earthquake Being Assessed (holding message) This message will be sent for large Pacific Earthquakes (M7.5+) National Warnings National Warning - Tsunami Threat Local Source National Warning - Tsunami Threat to Beach and Marine Areas National Warning - Tsunami Threat to Land and Marine Areas Tsunami Cancellation Messages National Warning - Tsunami Warning for New Zealand Cancelled A beach and marine threat means the only threat is for those on the water and the beaches and no evacuations are required. MCDEM is responsible for alerting the national and international media. On receipt of the national information, Tairāwhiti Civil Defence Emergency Management is responsible for: ensuring all key partners, area coordinators, GDC staff and the public are aware of the threat Emergency Mobile Alerts The Emergency Mobile Alert (EMA) system delivers alerts directly to people s mobile phones in targeted areas without subscription required. MCDEM and CDEM Groups have agreed the optimum arrangements to alert people. EMA must reach the following criteria: 3

5 High priority alerts are for risks that: have occurred, are ongoing or where their probability of occurrence is greater than 50% have a significant threat to life, health and property; and where response actions should be taken immediately NB: If the above criteria is not met, then do not send a mobile alert More information on EMA can be found in the Tsunami Advisory Plan (MCDEM) and the appendix Established Priorities and Strategies Established priorities during any Tsunami event will be: The safety of people and protection of people through public education, timely warnings and managed evacuations The assessment of impacts and timely recovery Unless the size of the Tsunami event dictates otherwise, general strategies for the management of a confirmed event will be: To evacuate people (for up to 24hrs after first impact in a distant event) in the "at risk areas" shown on the maps or through education Encourage self-evacuation for local events (for about 2 hours or unless told otherwise) 4

6 Near Source Tsunami/Local Tsunami The only warning the public will get will be a "LONG or STRONG duration earthquake" and a tsunami may arrive in as little as 10 minutes. Agencies initial actions are to remain safe and protect assets from the earthquake. Those in potential impact areas may move resources to safe areas after the shaking stops. Regional Tsunami Tsunami waves can be generated from other areas of New Zealand. The Kermadec Trench and the Islands may impact the East Coast in less than 3 hours Distant Tsunami Generated greater than nine hours away from areas such as Peru and Chile 5

7 Townships and Settlements at Risk of Tsunami Inundation 6

8 PLAN A - Near Source/Local Tsunami Initial Plan 7

9 Introduction Aim This Plan will outline the roles and activities required of Tairāwhiti (Gisborne) CDEM Group and partner agencies during a local source tsunami event in order to save lives, and ensure the ongoing health, safety and welfare of impacted people in accordance with National Plans and messaging. Intent The intent is to save lives and ensure the health, safety, and welfare of evacuated people by delivering a clear, coordinated and structured response to a local source tsunami caused by an earthquake. This will be achieved by agencies taking responsibility and coordinating their own initial response planning so that the initial response occurs spontaneously within the guidance of this document. In order to maintain public confidence in the Civil Defence response efforts, this Plan also seeks to provide clear and consistent messaging both before and during an event. To achieve this, public information and education will be consistent with National messaging and will be centrally controlled by the Tairāwhiti (Gisborne) CDEM Group Public Information Management (PIM) Team. This Plan addresses the first 12 hours of a response after a tsunami event has struck the Tairāwhiti Area. It sets the expectations of agencies prior to and during the first phase of an event ( and Initial ). Background Strong/severe earthquakes centred off the East Coast could generate tsunami in the Tairawhiti region in as little as ten minutes. The district has experienced twelve local confirmed tsunami since Most of the tsunami were triggered by earthquakes however two tsunami were generated in 1926 and 1970 when no earthquake was recorded. These were thought to be generated by an underwater landslide or meteorological conditions. However following the magnitude 7.8 Kaikoura earthquake (Nov, 2016) GNS have issued a series of scenarios regarding potential tsunami risk from the Hikurangi subduction zone. The potential risk from this area could impact upon the Tairāwhiti (Gisborne) region and require mass self-evacuation from pre-identified evacuation zones. 8

10 Ministry Civil Defence Emergency Management (MCDEM) Expectations When shaking is LONG or STRONG people living in the tsunami evacuation areas should be moving inland or to higher ground. There may not be enough time to warn people, to declare and to get people evacuated. In areas where a local source earthquake was not felt as LONG or STRONG CDEM Groups should decide and announce whether evacuations are appropriate themselves based on the earthquake parameters in Geonet and National Warning System Messages. Activation of the Plan Process Map: This Plan should be activated following an Earthquake Felt as LONG or STRONG or with a magnitude 7.0 (see SOP) Earthquake over magnitude 7.0 Is it within the identified GNS Tsunami Zone? Felt: LONG or STRONG Self- Evacuation YES NO Notified When Safe To Return Has a National Evacuation Order been issued? NO Is Evacuation Required? YES YES NO Public Alert released within 10mins by MCDEM YES Tairawhiti CDEM send Evacuation Advice via Facebook, Police/FENZ and Community Link Teams Tairawhiti ECC Activates to monitor and carry out Public Information Management 9

11 Roles and Responsibilities All Agencies The primary responsibility is for the health and safety of their people. Where an agency or their staff are located within an evacuation zone, evacuation plans and procedures should be in place and practiced. Agency staff are trained and prepared to respond to adverse events (such as Tsunami) Liaison Officers or response staff working in the Emergency Coordination Centre (ECC) are familiar with the facilities and processes Identify key information and resource requirements for individual agencies that will be needed to facilitate the uninterrupted continuance of response activities Provide status reports on progress of readiness activities as requested Business Continuity plans are reviewed and up to date Ensure duty arrangements are in place so we can have reliable 24/7 point/s should we need to activate Key personnel should notify the CDEM Office if they are going to be out of town for any length of time Coordinate with CDEM to provide information and advice relevant to their organisation or sector Coordinate with CDEM and other agencies to share resources, where practicable, particularly where this will improve the rate of overall community recovery Where practicable, deploy and manage support resources from unaffected areas Emergency services staff are required to bring their own equipment i.e. Computers or Mobile Devices to the ECC Civil Defence The community understand where the tsunami evacuation areas are (GDC website and hard copies available) Keep up to date contact information for the key players/emergency services Contact details for the communities and key people are up to date Communities understand the LONG or STRONG message and have a plan Coastal campgrounds have been given information packages (posters and maps) Schools in the evacuation areas know the evacuation drill and where they self - evacuate to 10

12 The Emergency Services and key people will receive a text message with a meeting time and place and need to respond to confirm receipt of the text, or if communications are out, meet at the CDEM Building within ½ hr. Provide Leadership, engagement and advice to the communities Notify the Area Coordinators and CEMs of Awapuni, Muriwai, Whangara and Wainui - then check with Coastal schools if possible Send out and text to Tsunami Warning Group (if able) Quick meet text with Key players and emergency services Move to the ECC and arrange set up of EIT if required Contact MCDEM Regional Emergency Management Adviser (REMA who is Andrew Hickey) Provide situation reports as required Take part in teleconferences as required Provide help to affected areas if required and able to do so Provide information to the public via Facebook and media releases Emergency Coordination Centre (ECC) Ensure facilities are prepared and equipped for response activities Ensure appropriate trained staff are available Plans and procedures are updated Afterhours access is available to response staff Arrangements are made for alternate locations (EIT) where necessary Facilities are activated and manned Local operations are coordinated in accordance with Group objectives Agencies work together to achieve response outcomes Coordination between CDEM Group and MCDEM Area Coordinators Have up to date contact lists of the community emergency managers and wardens Make sure whanau and visitors know where to evacuate to Know how to operate handheld radio provided by Tairāwhiti CDEM 11

13 Evacuate if you live in a tsunami evacuation area and take your handheld radios with you Do not return to low lying areas until the all clear is given by Tairāwhiti CDEM. Ensure whanau and visitors are safe Contact the ECC and give an initial situation report Set up a base and provide updated situation reports to ECC Emergency Services Police Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Police Stations) as appropriate Business Continuity and Plans ready Provide a member of senior staff to act as Liaison Officer in the Group Emergency Coordination Centre (ECC) Assist with dissemination of warning messages Ensure evacuation of assets and resources where it is safe to do so, taking measures within their power and authority to protect life and property Where it is safe to do so, work with Road Authorities (NZTA and local authorities) in support of traffic management (noting that the first priority will be removing people from imminent danger) Fire & Emergency New Zealand (FENZ) Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Fire Stations) as appropriate Provide a member of staff to act as Liaison Officer in Group Emergency Coordination Centre (ECC) Coordinate fire and rescue response to events outside of evacuation zones Assist with dissemination of warning messages Ensure evacuation of own assets and resources 12

14 St Johns Ambulance Confirm capability to assist with evacuation coordination Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Ambulance Stations) as appropriate Provide a member of staff to act as Liaison Officer in the Group Emergency Coordination Centre (ECC) This liaison may be through the DHB Representative Assist with dissemination of warning messages Ensure evacuation of own assets and resources If able, assist with the evacuation of vulnerable members of the population Provide medical support to community gathering areas and CDC s Hauora Tairāwhiti (DHB) Establish a Health Liaison response procedure for the Group Emergency Coordination Centre (ECC) Review evacuation plans for aged care/disability facilities/services Confirm Evacuation Plan for Tangata Rite building, Peel Street Establish communication plan for Primary Care, ARC, NPH and Health Service Providers Contribute to planning for Rapid Needs Assessment Teams Identify medical facilities outside the evacuation zones close to gathering points Identify those that can provide psychosocial help to the affected communities Establish an Incident Management Team at Gisborne Hospital Provide a trained member of staff to act as Health Liaison Officer in the Group Emergency Coordination Centre (ECC) for the duration of the event Evacuate all staff from Tangata Rite building Activate Mass Casualty Plan if/as appropriate Communicate with Primary Care, ARC, NPH, Health Service Providers and Hauora Tairawhiti staff Maintain liaison between Health, IMT and ECC throughout response to align response activities Assist with dissemination of warning messages to Health facilities and services Ensure evacuation of own assets and resources 13

15 Assist where possible with the evacuation of vulnerable members of the population Ensure Gisborne Hospital and medical facilities outside of evacuation zones are able to respond Assist with provision of critical care and access to medication/s Provide psychosocial help to the affected communities New Zealand Defence Force Form relationships with the Tairāwhiti Civil Defence Emergency Management Team and the response Incident Management Team (IMT) Activate to the ECC Liaise with the IMT and take all requests for help back to the appropriate people at the NZDF Keep the IMT updated on what actions the NZDF is undertaking. Tairāwhiti Roads (T Roads) Identify alternative travel routes and areas of vulnerability Prepare traffic management plans with key contractors for state highways and local roads Prepare emergency plans for most likely events Have Disaster Recovery Plans in place for most likely events to ensure appropriate resources are secured Where it is safe to do so, manage state highways and local roads with key link roads as evacuation routes Liaise with NZ Police on traffic management Actively control road access - close roads if required Disseminate key messages through public information tools (digital signs and twitter feeds) Manage health and safety of own staff Ensure evacuation of own assets and resources Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC Provide status reports to ECC on road/bridge state as required 14

16 Eastland Network (power) Team members are aware of the potential increased risk to Carnarvon street location and flooding potential of low lying substation areas adjacent to beach locations, i.e. Mahia, Te Araroa, Tolaga Bay Staff aware of notification and evacuation procedures Network Emergency Planning and Disaster Recovery Plans in place, reviewed and tested. Includes planning for availability of local and out of region authorised contractors Manage health and safety of own team members Enact emergency response and business continuity plans as appropriate for the situation Ensure where possible critical mobile assets and resources are moved to Gisborne Substation Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC. Provide status reports to ECC on power outages and other appropriate information GDC Three Waters (drinking water, storm water, wastewater) Prepare emergency plans for most likely event Participate in training exercises and/or hold training events Have Disaster Recovery Plans in place for most likely events. Ensure appropriate resources are able to be secured Ensure processes and procedure are in place for effective liaison with Lifeline Utilities Coordinator (LUC) in ECC Eastland Port Ensure cruise ship and logging ship operators are aware of the potential increased risk while in port Make additional lines available for vessels to secure in the port Staff aware of notification and evacuation procedures 15

17 Vessels alerted and managed accordingly Staff evacuated to high ground (manage health and safety) Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC Provide status reports to ECC on port state as required Gisborne Airport Ensure airport evacuation plans are current and tested Consideration and planning for evacuation of air-assets to alternate locations Maintain notification procedure or process for all air operators onsite Evacuate air assets where applicable Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC. Provide status reports to ECC on airport state as required NB only part of the runway is in the tsunami evacuation area Welfare Agencies Ministry of Education Communicate with educational facilities Encourage staff and parents to update their family plans Plans to respond to tsunami if in evacuation zones Request to engage with parents to ensure mutual understanding Encourage staff and parents to update their family plans. Ensure schools and Early Childhood Centre s have evacuated (weekdays 8am 5pm) Liaise with Welfare function at Group ECC and the WCG Provide mandatory care to unaccompanied children as per legal requirements NB Many of the schools in the Tairāwhiti Area are our community emergency centres and are equipped with base radio sets. Child, Youth and Family Services (CYF) Plan and provide guidance on response to care and protection of unaccompanied minors Ensure business continuity planning and contact lists are maintained to ensure capability of response 16

18 Provide staff to assist dealing with unaccompanied minors/children Liaise with ECC and Welfare Coordination Group (WCG) throughout response to align response activities Provide mandatory care to unaccompanied children as per legal requirements Red Cross Contribute to planning for Rapid Needs Assessment Teams Ensure resources are ready and available to assist in response Maintain relationships and liaison with Welfare Coordination Group (WCG) and welfare team at ECC in Business-as-usual Assist with dissemination of warning messages where appropriate Ensure self-evacuation of own assets and resources Respond in support of St John mass casualty triaging if required as priority If able, assist with the evacuation of vulnerable members of the population Provide medical and psychosocial support to community gathering areas and Community Emergency Centres. Care of unaccompanied children until they can be handed over to CYP. Carry out needs assessment at Community Emergency Centres (CEC s) and community gathering areas. Salvation Army Contribute to planning for Rapid Needs Assessment Teams Ensure resources are ready and available to assist in response Maintain relationships and liaison with Welfare Coordination Group (WCG) and welfare team at ECC in Business-as-usual Assist with dissemination of warning messages where appropriate Ensure self-evacuation of own assets and resources Provide catering support if required. If able, assist with the evacuation of vulnerable members of the population Provide medical and psychosocial support to community gathering areas and CDC s Carry out needs assessment at Community Emergency Centres (CEC s) and community gathering areas. 17

19 Warning and informing the public Key Messaging Promote public alerting systems, GDC Website, Media and Facebook as sources of information for the public. Key communications throughout the readiness phase will be based around the following agreed messaging; Long or Strong = Be Gone. People should not wait for or expect an official warning Find out if you live or work in a tsunami evacuation zone Have a plan. Identify your evacuation routes, safe places, school arrangements etc. Know what supplies are required for 2-3 days Messaging is based around look after yourselves, listen to the radio and do the following: Stay away from the Coast until the all clear is given by Tairāwhiti CDEM (this may be via Community Link and Media) Return home - if advised to do so by Tairāwhiti CDEM or your Area Community Link Information from Tairāwhiti CDEM Go to friends and families out of the evacuation zone (rely on road access) Sit tight and look after yourselves (if able to do so) If you have needs, go to your nearest Community Emergency Centre (front cover of the yellow pages) Methods to be utilised by Public Information Management (PIM) (Check boxes when completed) Social Media (Facebook/Neighbourly) Print Media (local/national paper) Radio GDC Website Existing Phone Trees Notification (Check boxes when completed) On receipt of a National Warning immediately re-tweet or share MCDEM national messaging across the following channels; Twitter Facebook Radio GDC Website Existing Phone Trees Notification 18

20 Welfare Arrangements Mission To provide immediate welfare assistance to evacuees. Welfare Objectives 1. Deploy rapid needs assessment teams to gathering points to: Triage those with immediate needs Conduct rapid registration to facilitate potential future welfare needs First aid Provide reassurance Identify, support and supervise unaccompanied minors Establish communications with ECC Deliver essential goods/catering (as capacity allows) These teams will be made up from CDEM Volunteers, Red Cross and the Salvation Army. 2. Establish centralised coordinated welfare response which provides for all Tairāwhiti s communities. a) Activation of the Welfare Coordination Group and relevant sub functions b) Coordination with the area welfare managers c) Activation of central welfare function operating from the ECC which would be a single welfare team for the region and would: Considerations Establish liaison with impacted communities Plan and coordinate initial welfare response Plan and coordinate rapid and ongoing needs assessment Plan for welfare delivery in response to identified needs Coordinate welfare planning across the welfare sub functions Coordinate delivery of welfare services Plan for and deliver emergency accommodation Plan for and deliver household goods and services Daytime (inside or outside of school hours) Night time Weekday versus weekend Public Holidays Weather and season Public/Community/Sporting Events Security of facilities/safety of Staff 19

21 The Area Welfare Centre is situated at the Salvation Army s Worship and Community Centre 389 Gladstone Road, Gisborne Community Emergency Centres Immediate Actions of Volunteers: Once your safety and that of your family is established, volunteers will do the following: Those from both the rural and urban communities will gather at their identified community emergency centres and support the needs of their local community. CD Volunteers may be operating from Community Emergency Centres (Appendix 4) and are unlikely to have adequate resources in place. They will need to be resourced by CDEM as soon as they can. The CECs have base radios to be able to communicate with the ECC. Coordination & Deployment of Teams 1. Teams will be coordinated and tasked by the ECC; this will be effected via agency liaison personnel either at the ECC or located on the ground 2. ECC will conduct a briefing outlining the situation, location and where to deploy; 3. ECC will provide registration/needs assessment forms and instructions 4. Teams will be configured to achieve an optimum mix of skills to be able to fulfil the task eg: First aid, supervising unaccompanied minors, communications Triage of Evacuees Priority Need Action/s 1 Medical (physical & mental) First Aid Transfer to medical facility 2 Unaccompanied Minor Reunify with caregiver (as per guidelines) Supervision (by trained personnel or professional) Place in care of Police 3 Other urgent needs Provide support as resources allow 4 Wet/cold/not adequately clothed Provide support as resources allow 5 Any other needs prioritising families with infants, young children, the elderly, and those with disabilities Provide support as resources allow 20

22 Welfare Planning Assessment Evacuation and Gathering Up to 4 hours 4 + hours Assumptions People will either: Evacuees will fend for If all clear isn t given self-evacuate on long or themselves or be people will be tired, strong earthquakes supported by hungry and evacuate on advisory friends/family or the wider anxious/frustrated/upset from family/friends/word community (community of mouth led response) Will have basic needs evacuate on receiving that need to be met: public alert Radio messaging will be food, warmth, be unable or unwilling to important to advise any of sanitation evacuate the following: Return home (if People with ill health, People will go to: advised to do so) medical conditions, the friends and family Go to friends and elderly and very young nearby high ground family out of the will be more vulnerable known gathering points* evacuation zone (rely places in town eg. on road access) Tourists with no local supermarket car parks Sit tight or look after connections or yourselves (if able to resources could be do so) vulnerable If you have needs come to an identified Weather and time of gathering point the day may increase needs Welfare Agencies ensure personal ECC activated and Deploy Rapid Needs safety and that of their welfare team established Assessment teams families Receive data from Planning for next few Activate Business emergency services hours begins Continuity Plans and others to confirm Establishment of call gathering points and centre/s needs Assemble and deploy Rapid Needs Assessment teams 21

23 Transition to Planned Welfare As coordination and situational awareness is established, the Welfare Function at the ECC in conjunction with the Incident Management Team will plan beyond the initial response. In the event of actual tsunami and/or earthquake damage the plan will likely consider: Formalised registration and needs assessment Delivery of welfare services across the welfare sub functions including animal welfare Household Goods & Services Shelter & Accommodation Psychosocial Support Care & Protection Services for Children & Young People Financial Assistance Inquiry 22

24 PLAN B: Regional and Distant Tsunami Plan 23

25 Notification For a regional and distant Tsunami, warnings and updates are passed directly to Ministry of Civil Defence & Emergency Management (MCDEM) in Wellington to CDEM Groups, the Police Communication Centres and the Media. The times of impact and expected wave height are also stated on the warnings and whether it is a beach and Marine threat or full inundation expected. CDEM staff can also monitor the Pacific DART buoy, Tsunami warning centre, International media and the NZ tidal buoys. Release of information within the Gisborne District is via a holding statement to the Media and through Facebook until further information is available which will then be passed on through media releases, s and Facebook posts. Notification of Tsunami Warning from MCDEM Less than 3 hours (Regional More than 3 hours (Distant) (Step 1) (Step 2) Immediate action contact Coastal Area Co-ordinators begin evacuations City Community Emergency Managers on standby Social Media/Media (holding statement) IMT have meeting and confirm, declare and continue actions Immediate action contact Coastal Area Co-ordinators and City Community Emergency Managers and inform them of the tsunami and to wait for further information Social Media/Media (holding statement) IMT have meeting and confirm, declare and then take action 24

26 Step 1 (less than three hours) Regional Tsunami Contact the coastal Area Co-ordinators and the Community Emergency Managers (Awapuni, Wainui, Muriwai, Whangara). Depending upon the risk, have them activate their personnel to start evacuating the tsunami inundation areas Immediately contact the Incident Management Team (IMT) by text and request their attendance at the CDEM Office Notify Chief Executive and Leadership Team Ensure Port Eastland is aware of tsunami warning Notify GDC Staff, CD Tsunami Text and CD Warnings and Tsunami list and let them know to evacuate if they are in the inundation areas Notify the public through Facebook and GDC website Call NZME, Media Works, Turanga FM, Gisborne Herald and Radio Ngati Porou to give the radio announcers the information and ask them to broadcast the approved messages and tell people to stay put, and listen to the radio for further information If required, contact the Mayor, Deputy Mayor or Chairperson who can declare an emergency and ask them to attend the CDEM Office An immediate decision will need to be made on whether to declare and confirm the areas to be evacuated. This decision will be influenced by the time available and the direction the wave is coming from The Police will need to play a major role in the evacuation of the designated areas to ensure the message is enforced with the public in the at risk areas Establish Emergency Coordination Centre (CDEM Office or at EIT or new GDC Declaration Council Building) If it becomes apparent that a distantly generated Tsunami is going to impact on our coast and the information indicates that large scale evacuation is necessary, then a declaration of state of local emergency needs to be made to make sure people are evacuating. Public Notification This will be through CD community link structure, radio, s, texts, Facebook, GDC websites asking people to leave the inundation areas. 25

27 Evacuation If the IMT decides that evacuation of the tsunami inundation area is required then Civil Defence Volunteers, Police and FENZ will have a major role in getting people evacuated. Step 2 (more than three hours) - Distant Tsunami Contact the coastal Area Co-ordinators and the Community Emergency Managers (Awapuni, Wainui, Muriwai, Whangara) and update them on what has happened including times, threat location and that more information will be available after the IMT meeting no evacuations required yet. Immediately contact the Incident Management Team (IMT) by text and request their attendance at the CDEM Office. Notify Chief Executive and Leadership Team. Ensure Port Eastland is aware of tsunami warning. Notify GDC Staff, CD Tsunami Text and CD Warnings and Tsunami list and let them know what has happened including times, threat location and that more information will be available after the IMT meeting. Notify the public through Facebook and GDC website and ask them to watch for further information Call NZME, Media Works, Turanga FM, Gisborne Herald and Radio Ngati Porou to give the radio announcers the information and ask them to broadcast the approved messages and tell people to stay put, and listen to the radio for further information. If required contact the Mayor, Deputy Mayor or Chairperson to declare an emergency and ask them to attend the CDEM Office. An immediate decision will need to be made on whether to declare and confirm the areas to be evacuated. This decision will be influenced by the time available and the direction the wave is coming from. Establish Emergency Coordination Centre (CDEM Office or at EIT or new GDC Council Building). 26

28 Declaration If it becomes apparent that a distant earthquake has generated a tsunami that is going to impact on our coast and information indicates that large scale evacuation is necessary, then a declaration of state of local emergency needs to be made to make sure people are evacuating. Public Notification This will be through CD community link structure, radio, s, texts, Facebook and GDC websites, asking people to leave the inundation areas. Evacuation Once the decision is made to evacuate, the road blocks will go in as soon as practical after the receipt of the warning. The evacuations will begin 6 hours prior to the expected arrival time. Residents will be allowed in and out until 3 hours before impact. The Traffic Management Plan (TMP) should be timed to be in place before the evacuations begin. 27

29 All Clear Procedures No/or insignificant inundation If no inundation occurs, or it is insignificant, and it is clear that there is no further threat, an all clear message will be broadcast on all radio stations and announced at the evacuation centres. Before the message is broadcast it must be signed off by the Group Controller and the senior Police Officer. All partners, including MCDEM, should be notified as soon as possible if they are not part of the meeting that makes the decision. The all-clear message should comprise the following information: issuing authority date and time brief description and details of event area(s) now safe to return to and how to return home instructions to those affected (if applicable) road/traffic conditions security of area assembly areas (if applicable) response activities still underway in area; statement to follow directions of emergency service personnel recovery services available where to seek further information. Inundation Occurs If inundation does occur then cordons and restrictions will remain in place until an impact assessment has been completed. 28

30 Roles and Responsibilities All Agencies Where an agency or their staff are located within an evacuation zone the primary responsibility is for the health and safety of the people. Evacuation plans and procedures should be in place and practiced. Agency staff are trained and prepared to respond to adverse events such as Tsunami Liaison Officers or response staff working in the Emergency Coordination Centre (ECC) are familiar with the facilities and processes Identify key information and resource requirements for individual agencies that will be needed to facilitate response activities continuing uninterrupted Provide status reports on progress of readiness activities as requested Business Continuity Plans (BCPs) are reviewed and up to date Ensure duty arrangements are in place so we can have reliable 24/7 point/s should we need to activate Key personnel should notify the CDEM Office if they are going to be out of town for any length of time Coordinate with CDEM to provide information and advice relevant to their organisation or sector Coordinate with CDEM and other agencies to share resources, where practicable, particularly where this will improve the rate of overall community recovery Deploy and manage support resources from unaffected areas, where practicable All agencies providing staff to the Emergency Coordination Centre are required to bring their own equipment i.e. Computers or Mobile Devices to the ECC Civil Defence The community understand where the tsunami evacuation areas are (GDC website and hard copies available) Keep up to date contact lists for the key players/emergency services Contact details for the communities and key people are up to date Communities understand the LONG or STRONG message and have a plan Coastal campgrounds have been given information packages (posters and maps) 29

31 Schools in the evacuation areas know the evacuation drill and where they self - evacuate to The Emergency Services and key people will receive a text message with the meeting time and place and need to respond to confirm receipt of the text, or if communications are out meet at the CDEM Building within ½ hr Provide leadership, engagement and advice to the communities Notify the Area Coordinators and CEMs of Awapuni, Muriwai, Whangara and Wainui then check with Coast schools if possible Send out and text to Tsunami Warning Group (if able) Quick meet text with Key players and emergency services Move to the ECC and arrange set up of EIT if required Contact MCDEM Regional Emergency Management Adviser (REMA who is Andrew Hickey) Provide situation reports as required Take part in teleconferences as required Provide help to affected areas if required and able to do so Provide information to the public via Facebook and media releases Emergency Coordination Centre ECC Ensure facilities are prepared and equipped for response activities Ensure appropriate trained staff are available Plans and procedures are updated Afterhours access is available to response staff Arrangements are made for alternate locations (EIT) where necessary Facilities are activated and manned Local operations are coordinated in accordance with Group objectives Agencies work together to achieve response outcomes Coordinate between CDEM Group and MCDEM 30

32 Area Coordinators Have up to date contact lists of the community emergency managers and wardens Make sure their whanau and visitors know where to evacuate to Know how to operate handheld radios provided by Tairāwhiti CDEM Evacuate if you live in a tsunami evacuation area and take your handheld radios with you Do not return to low lying areas until the all clear is given by Tairāwhiti CDEM. Ensure whanau and visitors are safe Contact the ECC and give an initial situation report Set up a base and provide updated situation reports to ECC Emergency Services Police Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Police Stations) as appropriate Business Continuity and Plans ready Provide a member of senior staff to act as Liaison Officer in Group Emergency Coordination Centre (ECC) Assist with dissemination of warning messages Ensure evacuation of own assets and resources where it is safe to do so, taking measures within their power and authority to protect life and property. Where it is safe to do so, work with Road Authorities (NZTA and local authorities) in support of traffic management noting that the first priority will be removing people from imminent danger Where it is safe to do so, take measures within their power and authority to protect life and property 31

33 Fire & Emergency New Zealand Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Fire Stations) as appropriate Provide a member of staff to act as Liaison Officer in Group Emergency Coordination Centre (ECC) Coordinate fire and rescue response to events outside of evacuation zones Assist with dissemination of warning messages Ensure evacuation of own assets and resources St Johns Ambulance Confirm capability to assist with evacuation coordination Pre-plan the evacuation of staff and critical assets/resources Identify and build capability of alternate coordination facilities (Ambulance Stations) as appropriate Provide a member of staff to act as Liaison Officer in Group Emergency Coordination Centre (ECC) - this may be the DHB Representative Assist with dissemination of warning messages Ensure evacuation of own assets and resources If able, assist with the evacuation of vulnerable members of the population Contribute to planning for Rapid Needs Assessment Teams Identify medical facilities out of evacuation zones close to gathering points Identify those that can provide psychosocial help to the affected communities Establish an Incident Management Team at Gisborne Hospital Provide a trained member of staff to act as Health Liaison Officer in the Group Emergency Coordination Centre (ECC) for the duration of the event Evacuate all staff from the Tangata Rite building Activate Mass Casualty Plan if/as appropriate Communicate with Primary Care, ARC, NPH, Health Service Providers and Hauora Tairawhiti staff Maintain liaison between Health IMT and ECC throughout response to align response activities 32

34 Assist with dissemination of warning messages to Health facilities and services Ensure evacuation of own assets and resources If able, assist with the evacuation of vulnerable members of the population Ensure Gisborne Hospital and medical facilities outside of evacuation zones are able to respond Assist with provision of critical care and access to medication/s Provide psychosocial help to the affected communities New Zealand Defence Force (NZFDF) Form relationships with the Tairāwhiti Civil Defence Emergency Management Team and the Incident Management Team (IMT) Activate to the ECC Liaise with the IMT and take all requests for help back to the appropriate people at the NZDF Keep the IMT updated on what actions the NZDF is undertaking Tairāwhiti Roads (T Roads) Identify alternative travel routes and areas of vulnerability Prepare traffic management plan with key contractors for state highways and local roads Prepare emergency plans for most likely event Have Disaster Recovery Plans in place for most likely events to ensure appropriate resources are secured Where it is safe to do so manage state highways and local roads with key link roads as evacuation routes and liaise with NZ Police on traffic management Actively control road access - close roads if required Disseminate key messages through public information tools (digital signs and twitter feeds) Manage health and safety of own staff Ensure evacuation of own assets and resources Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC Provide status reports to ECC on road/bridge state as required 33

35 Eastland Network (power) Team members are aware of the potential increased risk to Carnarvon street location and flooding potential of low lying substation areas adjacent to beach locations, i.e. Mahia, Te Araroa, Tolaga Bay Staff aware of notification and evacuation procedures Network Emergency Planning and Disaster Recovery Plans in place, reviewed and tested. Includes planning for availability of local and out of region authorised contractors Manage health and safety of own team members Enact emergency response and business continuity plans as appropriate for the situation Where possible ensure critical mobile assets and resources are moved to Gisborne Substation Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC Provide status reports to ECC on power outages and other appropriate information GDC Three Waters (drinking water, storm water, wastewater) Prepare emergency plans for most likely event Participate in training exercises and/or hold training events Have Disaster Recovery Plans in place for most likely events Ensure appropriate resources are able to be secured Ensure processes and procedure are in place for effective liaison with Lifeline Utilities Coordinator (LUC) in ECC Eastland Port Ensure cruise ship operators are aware of the potential increased risk while in port Make additional lines available for vessels to secure to in the port Staff aware of notification and evacuation procedures 34

36 Vessels alerted and managed accordingly Staff evacuated to high ground (manage health and safety) Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC Provide status reports to ECC on port state as required Gisborne Airport Ensure airport evacuation plans are current and tested Consideration and planning for evacuation of air-assets to alternate locations Maintain notification procedure or process for all air operators onsite Note only part of runway is in the tsunami evacuation area Evacuate air assets where applicable Ensure early contact and liaison with Lifeline Utilities Coordinator (LUC) in ECC. Provide status reports to ECC on airport state as required Welfare Agencies Ministry of Education Communicate with educational facilities Plans to respond to tsunami if schools in evacuation zones Request to engage with parents to ensure mutual understanding Encourage staff and parents to update their family plans Ensure schools and Early Childhood Centres have evacuated (weekdays 8am 5pm) Liaise with Welfare function at Group ECC and the Welfare Coordination Group Provide mandatory care to unaccompanied children as per legal requirements NB Many of the schools in the Tairāwhiti Area are our community emergency centres and are equipped with base radio sets. Child, Youth and Family Services (CYF) Plan and provide guidance on response to care and protection of unaccompanied minors Ensure business continuity planning and contact lists are maintained to ensure capability in response 35

37 Provide staff to assist dealing with unaccompanied minors/children Liaise with ECC and WCG throughout response to align response activities Provide mandatory care to unaccompanied children as per legal requirements Red Cross Contribute to planning for Rapid Needs Assessment Teams Ensure resources are ready and available to assist in response Maintain relationships and liaison with Welfare Coordination Group (WCG) and welfare team at ECC as Business-as-usual Assist with dissemination of warning messages where appropriate Ensure self-evacuation of own assets and resources If required, and as a priority, support St John with mass casualty triaging If able, assist with the evacuation of vulnerable members of the population Provide medical and psychosocial support to community gathering areas and Community Emergency Centres Care of unaccompanied children until they can be handed over to Children Young Persons (CYP) Carry out needs assessment at Community Emergency Centres (CECs) and community gathering areas Salvation Army Contribute to planning for Rapid Needs Assessment Teams Ensure resources are ready and available to assist in response Maintain relationships and liaison with Welfare Coordination Group (WCG) and welfare team at ECC as Business-as-usual Assist with dissemination of warning messages where appropriate Ensure self-evacuation of own assets and resources Provide catering support if required If able, assist with the evacuation of vulnerable members of the population Provide medical and psychosocial support to Community Emergency Centres (CECs) and community gathering areas Carry out needs assessment at to Community Emergency Centres (CECs) and community gathering areas 36