2015-06-23 I&S Agenda - Item 5 - Local Disaster Management Plan - Attachment 1

During disaster and emergency situations a Local Group extraordinary meeting may be
called and be held either in person or via teleconference to consider and discuss the
situation.
For ordinary meetings of the Local Group a notice of meeting is to be sent by the secretariat
at least three weeks, preferably four weeks in advance of the meeting and an agenda will be
sent one week prior to the meeting. Notice of meeting and meeting agenda will be sent by
email to members. Meeting minutes are to be prepared and sent as soon as practicable
following the meeting.
For extraordinary meetings, notice of meeting may be communicated by SMS, email or
telephone call to members as soon as it is determined that a meeting of the Local Group is
required.
Minutes of each meeting will be prepared and retained as required by legislation. A
Resolutions Register will also be prepared and maintained to provide a running log of
actions of the Local Group and as a reference document and historical document of past
Local Group resolutions.
Following each Local Group meeting contact lists for the Local Group and associated sub-
groups shall be updated. The revised contact listing will be sent to Local Group members
with the minutes of the meeting for member’s retention with the Local Plan.
Details of local group members will be stored in accordance with The Privacy Act 2009 and
Council’s privacy guidelines.

1.11.1 Sub-groups of the Local Group
Planning sub-groups
The Local Group may form a sub group to consider an aspect of the Local Group’s function
and to develop planning documents. If the Local Group creates a sub-group it will do so by
resolution at a meeting and adopt a Charter for that sub-group.
Local Group sub-groups may include, but not be limited to:
   Communities of interest
   Community awareness and education
   Community support
   Evacuation planning
   Information and communications technology
   Public health
   Public information and warnings.

Sub-groups described above would meet as often required to enable the task that is being
considered to be progressed and completed.

Local community sub-groups.
The Local Group may also work with local geographic community groups, business groups,
and others, to prepare emergency and business continuity plans, so as to build community
capacity and resilience.
The Local Group may resolve to create a sub-group to develop local community plans. The
sub-group may become a standing group or a group that exists only during the planning
phase. If such a sub-group was created it would be by resolution of the Local Group and
have a charter.


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