Hawke’s Bay Marine Oil Spill Contingency Plan - Annex 9 - Financial Procedures and Protocols

Sep 15, 2026

Annex 9 details the financial procedures and operational protocols for managing costs during a Hawke’s Bay marine oil spill response. It covers authorization pathways for expenditures, financial delegation thresholds, and when to consult senior command or escalate response tiering. It explains how to establish cost separation through account codes, how affected-party claims are submitted and reclaimed, and how logistics teams maintain daily cost totals and responder timesheets. Appendices provide a cost estimate form, indicative response costs, and a draft guarantee letter template.

LanguageEnglish

CategoryForms

FormatPDF

Pages6

Reading Time2 min

AccessFree to download

Annex 9 – Financial Procedures and Protocols

9.1 Hawke’s Bay Regional Council financial procedures

9.2 Claims from affected parties

9.3 Estimating spill costs

9.4 Responder timesheets

Appendix A Spill response cost estimate form

Appendix B Indicative response costs

Appendix C Draft Letter of Guarantee

Hawke’s Bay Marine Oil Spill Contingency Plan Annex 9 Financial Procedures and Protocols Contents Annex 9 – Financial Procedures and Protocols 9.1 Hawke’s Bay Regional Council financial procedures 247 9.2 Claims from affected parties 247 9.3 Estimating spill costs 247 9.4 Responder timesheets 247 Appendix A Spill response cost estimate form 248 Appendix B Indicative response costs 249 Appendix C Draft Letter of Guarantee 250 Annex 9 – Financial Procedures and Protocols The financial aspects of any spill response need to be carefully recorded to ensure that all costs can be recovered from the spiller. 9.1 Hawke’s Bay Regional Council financial procedures All expenditure related to the spill response must be done through the normal financial procedures of the regional council. Where contractors and suppliers are utilised they must be provided with an HBRC order number for the work and any order must be authorised by personnel with the appropriate financial delegations. The Regional On-Scene Commander has a financial delegation of $250,000 . Expenditure beyond this amount will require approval of the HBRC Chief Executive. If costs are likely to exceed this delegation, then the Nation On-Scene Commander should be consulted to determine if a Tier 3 response would be more appropriate. For spills that are likely to incur costs above $5000, it is appropriate to establish an account code to maintain all costs separate from other regional council expenditure. This should be requested early in the response if likely to be required. 9.2 Claims from affected parties In the response to a spill other parties may be impacted as a result of oiling or damage from spill operations. Where this occurs all claims should be made to Hawke’s Bay Regional Council and these costs will be reclaimed from the spiller. A draft letter of guarantee template is shown in the appendix. 9.3 Estimating spill costs Estimates of spill costs can be made to ensure that the response will remain within any financial limits, or notification and approval can be sought where the financial limits may be exceeded. A number of forms are provided in the appendix to support the estimation of potential spill costs. The Logistics Team should maintain a daily total of response costs and notify the ROSC to ensure that limits are not exceeded, or the response is transitioned to a tier 3 if deemed more appropriate. 9.4 Responder timesheets All responders must code their time to the appropriate code and maintain daily timesheets using the HBRC system. Where the responder is not from HBRC they must maintain a timesheet (template provided in the appendix) and provide this to the Logistics Team or HBRC Finance department. Appendix A Spill response cost estimate form ESTIMATE OF RESPONSE COSTS | MONITORING (Including sampling) | | | | --- | --- | --- | | Personnel hrs @ Amount | | | | | hrs | @ | | Launch hire | hrs | @ | | Aircraft hire | hrs | @ | | CLEAN UP SEA | | | | Labour | hrs @ | | | Supervision | hrs @ | | | Aircraft hire | hrs @ | | | Tug hire | hrs @ | | | Launch hire | hrs @ | | | Dispersant | ltr @ | | | Absorbent booms | mtr @ | | | FORESHORE | | | | Labour | hrs @ | | | Supervision | hrs @ | | | Degreaser | ltr @ | | | Absorbents | hrs @ | | | Plant | hrs @ | | | DISPOSAL | | | | Labour | hrs @ | | | Truck | hrs @ | | | Dump Fee | hrs @ | | | EQUIPMENT CLEAN/REPACK | | | | Labour | hrs @ | | | Degreasant | ltr @ | | | Material | | | TOTAL Appendix B Indicative response costs INDICATIVE COSTS EQUIPMENT AND LABOUR $ FLOATING PLANT Tug Pilot Boat Pilot Survey Boat (Inc Crew) (Inc Crew) (Inc Crew) per movement per hr per movement per hr per movement per hour (if required) per movement per hr 4635.00+ GST 2575.00+ GST 1545.00+ GST 380.00+ GST SHORE PLANT Forklift 4 .5t (Inc driver) Napier Port per hr 205.00+ GST Truck (Hino) (Inc driver) H. B. R.C

FAQs

How must spill response expenditures be processed?

All spill response expenditure must be made through the normal financial procedures of the Hawke’s Bay Regional Council (HBRC). Contractors and suppliers must use an HBRC order number and receive authorization from personnel with the appropriate financial delegations.

What approvals are required for expenditures above financial delegations?

The Regional On-Scene Commander has a $250,000 financial delegation. Expenditures beyond this require approval of the HBRC Chief Executive, and if costs are likely to exceed the delegation the Nation On-Scene Commander should be consulted to determine whether a Tier 3 response is more appropriate.

What information must responders and logistics teams maintain to control spill costs?

Responders must code their time to the appropriate code and maintain daily timesheets using the HBRC system; non-HBRC responders must use the provided timesheet template and submit it to the Logistics Team or HBRC Finance. The Logistics Team must maintain a daily total of response costs and notify the ROSC to ensure limits are not exceeded, or transition to Tier 3 if more appropriate.

Sep 15, 2026

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