DEPARTMENT OF THE PRIME MINISTER AND CABINET TE TARI O TE PIRIMIA ME TE KOMITI MATUA!Reference: OIA-2018/19-0158 29 Octber 2018 Dear Official Infrmatin Act Request Relating t the Terms f Reference fr ODESC Gvernance Bards Thank yu fr yur Official Infrmatin Act 1982 (the Act) request received n 1 Octber 2018. Yu requested: "... the terms f reference fr bth the ODE SC gvernance bards fr a research paper I am ding at Canterbury University... " Infrmatin being released I have decided t release the dcuments listed belw in full: Item Date Dcument Descriptin/Subject 1. 20 Nvember 2015 2. 10 May 2017 Terms f Reference (2017) fr the Security and Intelligence Bard (SIB) This respnse will be published n the Department f the Prime Minister and Cabinet's website during ur regular publicatin cycle. Typically, infrmatin is released quarterly, r as therwise determined. Yur persnal infrmatin, including name and cntact details, will be remved fr publicatin. Yurs sincerely Deputy Chief Executive Natinal Security Grup Executive Wing, Parliament Buildings, Wellingtn, New Zealand 6011 'iii: 64 4 817 9700 Facsimile 64 4 472 3181 www.dpmc.gvt.nz
Terms f Reference fr the Hazard Risk Bard 20 Nvember 2015 Building a resilient Natinal Security System
Cntents Visin... 1 Principles... 1 Purpse... 1 Members... 2 Secretariat... 3 Scpe f Gvernance... 3 Prcesses... 3 Senir Officials Grup... 4 ii
Visin 1. Building a resilient Natinal Security System Principles 2. The fllwing principles will guide, and prvide a framewrk fr, the wrk carried ut by the Hazard Risk Bard. Gvern - we will remained fcused n the system nt individual agencies Trusted partners - We build and maintain a trusted envirnment amngst members f the Bard and the agencies that are represented Trusted representatives - We keep in mind the expectatins f citizens that the gvernment respnse t a natinal emergency is crdinated and timely Cllabrate - We ensure that we cllabrate acrss agencies Challenge - We cmmit t being pen, t frnt up, and t challenge the status qu and deal cllectively with the tugh issues 3. The Bard s apprach t risk reductin and resilience will be underpinned by its adherence t the 4R Natinal Security hazard and threat management apprach: Purpse Reductin ensuring that allcated natinal risks are analysed and priritised and risk reductin apprach is taken where practical and apprpriate. This includes mnitring emerging risks and maintaining a fcus n nt creating new risk, where pssible. Readiness - taking a resilience apprach t plicy, planning, and investment, and ensuring gvernment is ready t respnd t the brad range f hazard risks at the natinal level, including but nt limited t significant natural hazard events, bisecurity incursins, pandemic r maritime events (e.g. versight f planning, capability and capacity, exercising, develping f cncepts and systems) Respnse - mnitring and reviewing the perfrmance f agencies and systems in respnse t emergencies at the natinal level Recvery ensuring cmprehensive recvery management that maintains a fcus n the reductin f risk and the prmtin f resilience. 4. The HRB will enhance the resilience f the natinal security system by: a. identifying, analysing, and priritising relevant natinal risks (in cnjunctin with SIB); b. ensuring that hazard risks are reduced and managed apprpriately; c. ensuring apprpriate planning fr respnse and recvery is in place; d. identifying and addressing gaps in capability and capacity e. mnitring wider issues that impact n the resilience f New Zealand; f. mnitring and reviewing the perfrmance f agencies and systems in respnse t natinal level emergencies; and g. cnsidering significant natinal emergency readiness and respnse investment prpsals. 1
5. The HRB will d this thrugh: Members Leadership gvernance, directin setting / priritising, alignment, defining, scping, cntrlling Enabling stewardship, supprting, shaping We will remve radblcks t make things happen, ensuring gd rder and prcess Cmmunicating with a cllective vice Measuring, reprting, accunting We will fcus n measures that reflect a fcus n effective risk reductin and the prmtin f a resilient Natinal Security System Cmpsitin f the Bard 6. HRB members will include: the Chief Executive r their nminated representative frm: Department f the Prime Minister and Cabinet New Zealand Plice Ministry f Health Ministry fr Primary Industries Ministry f Transprt New Zealand Defence Frce Ministry f Freign Affairs and Trade New Zealand Fire Service; the Directr f the Ministry f Civil Defence & Emergency Management; and the Deputy Chief Executive (DCE/DPMC) fr Security and Intelligence (Chair f the Bard). 7. Other agencies, nn-gvernment rganisatins and private sectr entities will be invited accrding t the agenda. Expectatin f members 8. Members f the HRB must ensure the Bard acts in a manner cnsistent with this Terms f Reference. 9. Members are expected t regularly attend meetings and supprt HRB related wrk utside f meetings. 10. The HRB will perate as a cllective, rather than perating as cmmittee f individuals representing varius cnstituencies. 11. Members are appinted as individuals with knwledge and expertise f the natinal security system. They are expected t use their netwrks t understand and cmmunicate the views f the sectr, but are expected t gvern n behalf f all stakehlders. 12. Individual HRB members are expected t: attend, t the greatest extent pssible, all meetings f the HRB examine issues befre the HRB frm a strategic viewpint 2
supprt a cnsensus decisin-making apprach supprt and endrse the decisins f the HRB 13. In additin the Chair f the HRB is expected t: facilitate meetings manage cmmunicatins ensure the bjectives f the HRB are achieved build gd wrking relatinships with members and the wider natinal security system cmmunity Bard perfrmance 14. The Chair f the HRB is required t reprt t ODESC (G) n the perfrmance f the Bard n a regular basis. Secretariat 15. The HRB Secretariat is prvided by the Natinal Security Systems Directrate. The secretariat prvides the Bard with administrative supprt services, plicy advice and versees agreed measures t effectively prmte and maintain the resilience f the natinal security system. 16. The Secretariat will act as a c-rdinatin and liaisn pint fr the Bard. 17. The HRB and secretariat will perate chesively t ensure that bjectives are successfully delivered and the Bard will delegate respnsibility t the secretariat t achieve strategic bjectives. Scpe f Gvernance 18. The HRB sits alngside the Security and Intelligence Bard (SIB) and reprts t ODESC (G). The HRB prvides the CE level frum fr cnsideratin f risk management fr cntingencies that are utside f the mre traditinally fcused Security and Intelligence Bard. In additin the Bard will take the lead n cnsidering brad based risk reductin and resilience measures acrss the full range f natinal security threats and hazards. Prcesses 19. The HRB will meet at least six times per year. The HRB Chair may call additinal meetings as required. Cnsideratin f issues and related decisins can be made utside f frmal meetings as required. 20. Meetings will fllw an agenda which is t be circulated in advance f the relevant meeting t allw the Bard t perate effectively. 21. Minutes f meetings and a recrd f decisins made will be kept and cnfirmed at the next meeting f the HRB. Agendas and a summary f minutes frm HRB meetings will be published and made available t the HRB agencies and ther interested parties. 22. Papers are t be circulated fr Bard members cnsideratin in advance f the relevant meeting. 3
Senir Officials Grup 23. The Bard will be supprted by a Senir Officials Grup made up f nminees frm each agency. This grup will be respnsible fr: a. Develping meeting agendas b. Managing the frward agenda c. Maintaining the HRB Dashbard and assessing perfrmance d. Prgressing HRB wrk items. 4
UNCLASSIFED Terms f Reference (2017) fr the Security and Intelligence Bard (SIB) Visin A resilient New Zealand against thse wh wuld wish us harm. Purpse Lead, build, and gvern the security and intelligence system that: Identifies and understands threats, patterns, risks and pprtunities in ur envirnment Priritises vulnerabilities, threats and understands the desired end state t be btained 1 Hld system t accunt fr delivery: - Gvernance f the SIB deputies grup t implement SIB s visin - By tracking tasking ensuring there is a plan that is achievable - Enabling f the system wide supprt f tasking - Reprting t NSC/ODESC (G) as required. Builds system capabilities and capacity: - Identifying gaps and weaknesses - Facilitating system wide investments - Develping system plicies and prcesses and embedding practice - Reviewing, learning and imprving. Remains alert t current threats and pprtunities; practive testing f the plan against real life infrmatin and events and be agile and respnsive. Strategic Enablers A greater level f scial licence n matters f public trust and legitimacy Cmprehensive engagement with Ministers Establishing battle rhythm ensuring the system perates efficiently under pressure because f excellent gvernance practice Peple wh cmmit, systems that perfrm. 1 End state, in particular f risks, measured against the visin (resilience/reductin f threat f thse wh wuld wish us harm.) #4085286 UNCLASSIFIED 1 OF 2
UNCLASSIFED Key Deliverables The Security and Intelligence Bard will prduce: An annual strategic assessment f the envirnment The natinal intelligence pririties Prfiles and actin plans relevant t identified threats, patterns, risks and pprtunities in the envirnment Reprts n pririty risks and system capabilities t NSC and ODESC (G). Behaviurs Bard members cmmit t the fllwing behaviurs: Once decisins f the Bard have been made, members will supprt these with ne vice Members accept accuntability fr the decisins f the Bard Free, frank and bld cnversatins held in a respectful manner Active, psitive, energetic supprt fr the visin, purpse and activities f the Bard Membership and the Chair The membership f SIB is determined by the Chair f ODESC (G). Standing members f the Bard are: the Chief Executives f DPMC; GCSB; MFAT; MD; NZ Custms; NZDF; Plice; NZSIS, and MBIE the Deputy Chief Executive f the DPMC with respnsibilities fr Security and Intelligence. The Chair f the SIB will be appinted by the Chair f ODESC(G). Other chief executives may be invited by the Chair t attend SIB meetings accrding t the agenda. It is expected that members f the Bard will attend in persn. SIB may delegate functins r actins t subcmmittees as necessary. Meetings The Chair will determine the schedule f SIB meetings having clsely cnsulted with members abut their availability and will endeavur t prvide substantial advance ntice f meeting. Agreement SIB agreed these Terms f Reference n 10 May 2017. #4085286 UNCLASSIFIED 1 OF 2