Agenda of Ngāti Whātua Ōrākei Reserves Board

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Pourewa Creek Recreational Reserve Management Plan

File No.: CP2016/15813

Purpose

1. To update the Ngāti Whātua Ōrākei Reserves Board on the recommended changes to the Pourewa Creek Recreation Reserve Draft Management Plan and seek approval of the Plan.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) approve amendments to the Pourewa Creek Recreation Reserve Draft Reserve Management Plan as proposed by the Hearing Panel.

b) adopt the amended Pourewa Creek Recreation Reserve Draft Management Plan as attached to this report.

Comments

2. The Pourewa Creek Recreational Reserve Draft Management Plan was initiated in April 2014 and initial discussions were held onsite with Ngāti Whātua Ōrākei representatives, where a site walk was conducted and features of the Pourewa Creek Recreation Reserve were discussed and recorded.

3. A draft plan was compiled following a desktop exercise and taking into account the initial feedback and ideas discussed at the site meeting. A workshop was held with the Ngāti Whātua Ōrākei Reserves Board (reserves board) on 23 October 2015 to discuss the content and development of the draft plan.

4. The board’s suggestions were incorporated into the next stage of the draft plan. Following the changes the draft plan was adopted as a pre-draft at the Ngāti Whātua Ōrākei Reserves Board meeting on 9 November 2015.

5. A Marae/Whenua and Public Open Day (combined event) was held on the 2 December 2015 from 4 to 7pm in the depot building at the end of Hapimana Street (on the Whenua Rangatira).

6. The purpose of the evening was to encourage the community to come and find out about the project – issues that had been identified, proposals, progress and to raise awareness and give an introduction to the Reserve Management Plan prior to the Public Notification Phase. Visitors were invited to make suggestions/comments if they wished. Visitors to the display were also advised that there would be a public notification phase where they would be able to make a formal submission on the plan.

7. The statutory consultation period was from 5 February to 5 April 2016, during which time the public were invited to make submissions on the plan. This was advertised in the New Zealand Herald and copies of the draft plan were made available in the St Heliers Bay and Remuera libraries.

8. 12 submissions in total were received. Details on these submissions can be found in attachment B to this report. Four submissions were received through the local library and another eight submissions were received via email to Auckland Council. The submissions were reviewed and the project team met on Thursday 21 April to discuss and agree any changes that may be required to the draft plan. Submitters were then notified and asked if they wished to be heard at a hearing.

9. Of the 12 submissions received, ten were generally in support of the draft plan and two expressed concerns. The key topics submitted included:

a) Potential for Pourewa Creek Recreation Reserve to be part of wider initiatives such as a Premiere Auckland Urban Forest experience, Orakei Basin Management Plan, in particular water quality, integration with Kepa Bush and the proposed Cycle and Walkway from Glen Innes to Tamaki Drive.

b) Weed management; align with Whenua Rangatira weed management/restoration strategies and target major weed species such as privet.

c) Any structures to be designed (and located) to be sensitive to the cultural and ecological features/heritage of the reserve.

d) The Saint Heliers Bay Pony Club and Riding for the Disabled, ability to continue to use the area.

10. A hearing was held on the 11 July 2016 to consider submissions (see hearings section below).

11. In formulating a road map for the adoption of the plan, the below table was developed outlining actions and timeframes that were agreed between Ngāti Whātua Ōrākei Whai Maia Ltd, Auckland Council and the contractors engaged to draft the plan.

Action	Indicative delivery date / completion
Reserve Management Plan Process
Draft Management Plan Development: · Client meetings, · Review of primary and secondary data, · Prepare draft sections	August – October (completed)
Draft management plan	19October 2015 (completed)
Workshop with the reserves board to review the draft management plan	23October 2015 (completed)
Reserves board revisions (if any)	30 October 2015 (completed)
Public open day	Week commencing 16November (completed)
Amendments to draft management plan and consultation preparation	Late November – December 2015 (completed)
Statutory consultation period	5 February to 5 April 2016 (completed) Note: 12 submissions were received.
Evaluate submissions and prepare hearings report, submitters to be notified	April 2016 (completed)
Hearing(s)	11July 2016 (completed)
Letters sent to submitters advising them on the outcome of the Hearing	15 July (completed)
Finalisation of draft management plan	1 August 2016
Report to the reserves board for approval of amendments and sign off of the plan	15 August 2016

12. Progress on the work carried out and updates on progress on the draft plan have been reported to the reserves board on a quarterly basis.

Hearings

13. Public submissions made on the draft plan were heard by the hearings panel on Monday 11 July 2016 in the Council Chamber of the Town Hall. No submitters or members of the public chose to attend the hearing.

14. The hearings panel discussed the main points raised in each of the written submissions received during the public notification period, and considered officer’s recommended changes to the plan in response to these submissions.

15. A summary of the 12 submissions received are listed in attachment B to this report. The following amendments to the plan were agreed by the hearing panel on 11 July:

a) Revision to Objective 3 (Cultural) Policy ii) to read as:

‘Discourage commercial advertising signage; encourage interpretive signage, which relates to the site and its surrounds. Keep all signage to a minimum and consistent with that of Whenua Rangatira.’

b) Include a new policy to Objective 3 (Cultural) – policy

‘vii) Any fencing, signage or any man-made objects should, as far as possible, be in keeping with the natural environment, and in keeping with the cultural heritage value of the site.’

c) Replace ‘Toki Taiao’ with ‘Orākei Ahikāroa’ on the following pages Contents, p/13,14, 24

d) Include the University of Auckland Engineering Students Reports in the appendices of the Draft Plan and make reference to the reports on page 15 and 17.

e) Include a new policy to Objective 2 (Environmental) – policy

‘viii) Weed and pest management shall align with ko te Pūkākī – the Ngāti Whātua Ōrākei restoration plan used on Whenua Rangatira.’

f) Update page 18 – replace ‘A new lease is currently being prepared to be finalised November 2015’ with ‘A new lease has been signed between the Pourewa Creek Trust Board c/- Development Auckland Limited (Ngati Whātua Orākei Reserves Board) and the St Heliers Bay Pony Club Incorporated. The lease has an extension date of 1 July 2015 and Final Expiry Date of 30 June 2018.’

g) Include a glossary of Māori words used throughout the Plan.

h) Include a new policy to Objective 1 (Environmental) – policy

‘v) Consideration is to be given to water quality of the wider catchment when addressing issues of water quality on the Pourewa Creek Recreation Reserve site.’

i) Revision to Objective 2 (Environmental) Policy i) to read as:

‘Continue, support and celebrate restoration works being undertaken by Ōkahu Rākau and in particular on going management of weed species in particular privet.’

j) Include a new policy to Objective 2 (Recreational) – policy

‘vi) Investigate opportunities to link the reserve to the proposed Glen Innes to Tamaki Drive shared path.’

16. Following working through the submissions and proposing amendments to the draft plan, the hearing panel resolved to:

Present the Pourewa Creek Recreation Reserve Draft Reserve Management Plan to the Ngāti Whātua Ōrākei Reserves Board with recommended amendments and request that the Ngāti Whātua Ōrākei Reserves Board adopts the amended draft plan.

17. Following the hearing, on 15 July submitters were advised in writing of the hearing outcome and the draft plan was updated (as outlined above and attached).

Implementation

18. The reserves board, as administering body under the Reserves Act 1977, have been delegated authority to act on behalf of the Minister of Conservation and approve the final plan.

19. Following adoption, the development of a concept plan for Pourewa Creek Recreation Reserve will be initiated, which will be aligned with Management Plan objectives.

20. This concept plan stage will involve developing indicative sketch concepts which outline the key elements of the reserve management plan. These sketch concepts will be work shopped with the board and developed into a plan that reflects policies and values set out in the management plan and outline the potential layout of the Pourewa Creek Recreation Reserve.

Attachments

No.	Title	Page
a ⇨	Pourewa Creek Recreation Reserve Draft Management Plan (Under Separate Cover)
b ⇩	Summary of submissions	11

Signatories

Authors

Pippa Sommerville - Parks Liaison & Development Team Leader

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

New Zealand Flower Show - Date Change

File No.: CP2016/15887

Purpose

1. To formally advise the Ngāti Whātua Ōrākei Reserves Board of the postponement of the 2016 New Zealand Flower and Garden Show event and seek approval, in principle, for the event to occur on the Whenua Rangatira at Ōkahu Bay annually, for three years, from 2017.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) note the postponement of the 2016 New Zealand Flower and Garden Show due to lack of time to obtain the consent and successfully market the event

b) support, in principle, the New Zealand Flower and Garden Show proposal for a commercial event on the Whenua Rangatira at Ōkahu Bay to be held annually, for up to three years, commencing in November 2017 subject to:

i) revenue being returned to the Ngāti Whātua Ōrākei Reserves Board

ii) an annual review of performance, with the right to renegotiate conditions of use and revenue, based on performance, retained by the Ngāti Whātua Ōrākei Reserves Board

iii) any installation of permanent infrastructure, including electricity and water, be at the cost of the event but that the infrastructure be gifted to Ngāti Whātua Ōrākei for administration as part of the reserves board

iv) inclusion of the ‘Mauri tent’

v) a suitable traffic management plan being put in place

vi) a suitable health and safety plan being put in place

vii) a suitable waste management plan being put in place noting the zero waste policy of the Ngāti Whātua Ōrākei Reserves Board

viii) a 1+1+1 year lease being put in place, in accordance with the Reserves Act 1977, that includes but is not limited to the above points

ix) consultation with, and presentation to, the Ōrākei Local Board

c) delegate to the General Manager – Culture and Identity, Whai Maia Ltd, the authority to notify a proposed lease to the New Zealand Flower and Garden Show to hold an event at Okahu Bay in November and December 2017, 2018 and 2019, in accordance with Section 54(1)(d) of the Reserves Act 1977 and appoint a commissioner to hear any submissions on the proposed lease

d) delegate to the commissioner, appointed by the General Manager – Culture and Identity, Whai Maia Ltd, the power to hear any submissions on the proposed lease to the New Zealand Flower and Garden Show and make a recommendation on the proposed lease to the Ngāti Whātua Ōrākei Reserves Board

e) request that the General Manager – Culture and Identity, Whai Maia Ltd, report back to the November meeting with further information on traffic management, waste management and health and safety prior to the Ngāti Whātua Ōrākei Reserves Board being asked to make a decision on the proposed lease

Comments

2. At the 30 May 2016 business meeting the Ngāti Whatua Ōrākei Reserves Board received a report on the NZ Flower Show and resolved to:

b) delegate to the General Manager – Culture and Identity, Whai Maia Ltd, the authority to notify the proposed lease to the New Zealand Flower and Garden Show in accordance with Section 54(1)(d) of the Reserves Act 1977 and appoint a commissioner to hear any submissions on the proposed lease.

c) delegate to the commissioner, appointed by the General Manager – Culture and Identity, Whai Maia Ltd, the power to hear any submissions on the proposed lease to the New Zealand Flower and Garden Show and make a recommendation on the proposed lease to the August Ngāti Whātua Ōrākei Reserves Board meeting.

3. The initiation of the public hearing process was promptly started following this meeting. An Auckland Council Democracy Services Hearing Advisor supported the process by facilitating the appointment of a Commissioner and preparing for the hearing.

4. Mr Gerry Rowan was appointed as Commissioner.

5. The time required for the notification of a lease, in accordance with the Reserves Act, 1977, is a minimum of one month. Time is then needed to consider and hear (if required) any submissions. The administering body (in this case the reserves board), would then need to decide on the lease. This process takes a minimum of two months but it is more reasonable to allow 3-4 months for this process to occur.

6. The New Zealand Flower and Garden Show organisers could not conscientiously promote or sell tickets for the event until the final lease was approved (noting that this process may impose conditions and/or decline the event) which would have been very close to the opening of the event. The organisers therefore determined that the short promotional timeframe would be detrimental to the NZ Flower and Garden Show gaining momentum and asked that the event be postponed to 2017.

7. Given the learnings from the 2016 application, the applicant has requested that consideration be given to a longer term lease. If a longer term lease is considered appropriate the notification and hearings process could consider multiple years at one time. This would reduce the cost (including time) of notifying the intent to lease every year.

8. The Ngāti Whātua Ōrākei Trust have previously indicated support for this event on the basis of the long term benefits for the hapū including employment and business development opportunities (tourism). Noting this aspiration, it makes sense to plan for the longer term success of this event. However it is also recommended that caution be applied as this is a large and challenging event to run in a very busy part of Auckland and on a very culturally sensitive site i.e. there are a number of risks that will be difficult to mitigate.

9. Noting that the event organisers are still working through plans and need to prove that they are able to make this event work, it is recommended that the reserves board reserve the right to review the success and appropriateness of the event after the first year. It is further recommended that the applicant apply for a 1+1+1 year lease.

10. Following receipt of this application, in line with previous discussions and subject to delegation from the reserves board, staff would then notify the intention to lease the Ōkahu area to the NZ Flower and Garden Show for a period of no more than 35 days annually in November and December from 2017 to 2019. This would be on the basis of a one year lease with two consecutive one year rights of renewal that are subject to certain performance criteria. This would give the reserves board the ability to impose additional conditions (depending on the performance of the event) each year. This would provide for the annual review of revenue.

11. The challenges and benefits of holding this event at the Whenua Rangatira have been considered in two previous reports and a workshop with the reserves board. These considerations are not repeated in this report but should be applied in considering the recommendation.

12. It is noted that traffic management and health and safety were two issues raised at the last meeting that the reserves board asked for visibility of. It is therefore recommended that these issues be reported back to the reserves board prior to/or parallel with any decision on a future lease.

Implementation

13. If the recommendations are supported it is anticipated that the public notification and consent process for the proposed 2017 event will be completed in 2016 with a view to the consent being granted (or declined) at the February 2017 reserves board meeting. This will enable event organisers to promote and build the event from February to November 2017.

14. The New Zealand Flower and Garden Show will cover all costs involved in restoring the whenua and leaving it in better condition than before the event started. Work on restoring the whenua will be delivered by Ōkahu Rakau.

15. The event setup is planned to begin at the beginning of November and be packed down by mid-December. The total duration of the event will not extend beyond 35 days.

Attachments

There are no attachments for this report.

Signatories

Authors

Lisa Davis Whai Maia General Manager Tourism and Events

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Authorisers

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Events Update

File No.: CP2016/15889

Purpose

1. To update the Ngāti Whātua Ōrākei Reserves Board on the events schedule for the Whenua Rangatira for the quarter from 1 June to 1 August 2016.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) receive the Events Update report

Comments

2. The quarter has been a relatively quiet time for events on the Whenua Rangatira, with the major event held on 20 July 2016 for the Amazing Race. A schedule of other events held during the period, along with upcoming bookings until October 2016 can be found in attachment A to this report.

3. It is also important to report that the Manu Aute kite day was only partially delivered in June due to rain, however the community planting day still went ahead and 1800 plants were planted on the Whenua with approximately 130 volunteers attending.

4. The July community planting day did not go ahead due to a loss in the hapū only 3 days before the event was to be delivered (23 July). Ngāti Whātua Ōrākei Whai Maia Limited made a call to cancel the event as working the whenua would have compromised tikanga/ customary practice of treating the tangi (funeral) as tapū (sacred).

5. This was quickly communicated through various mediums including manual updates to signage strategically placed around the Whenua Rangatira, and also Social Media event and membership pages (Facebook and Neighbourly).

Attachments

No.	Title	Page
a ⇩	Permitted Events June-August 2016	19

Signatories

Authors

Pani Gleeson Toki Taiao – kaiawhina

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Celebrating 25 Years of the Ngāti Whātua Ōrākei Reserves Board: A Co-governance Story

File No.: CP2016/17146

Purpose

1. To seek approval for the video produced to celebrate 25 years of the Ngāti Whātua Ōrākei Reserves Board and agree on the future use of this video.

Executive summary

2. The Ngāti Whātua Ōrākei Reserves Board (reserves board) endorsed the production of a video to celebrate the 25^th anniversary of co-governance at its May meeting. A video has since been produced and titled “Rangatira ki te Rangatira: A Co-governance Story”. This will be shown at the August reserves board meeting for approval.

3. This video offers a powerful opportunity to tell the story to a wider audience. It is recommended that there is a celebratory event on the whenua, a range of a viewing opportunities offered to partners and distribution to educational institutions, business associations, users of the reserve land, media and other interested parties.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) endorse the video “Rangatira ki te Rangatira: A Co-governance Story”.

b) request that the video “Rangatira ki te Rangatira: A Co-governance Story” be distributed to Ngāti Whātua Trust and whanau and Auckland Council elected members and staff.

c) endorse the distribution of this video to interested educational institutions, business associations, users of the reserve land, media and other interested parties.

d) request that a small event be organised, for the beginning of summer 2016, to celebrate the 25^th anniversary of the reserves board and that this be timed to include any newly appointed members of the reserves board and be funded from existing budgets.

Comments

4. This year is the 25^th anniversary of the passing of the Ōrākei Act 1991 and the return of the Whenua Rangatira to Ngāti Whātua Ōrākei. It is also 25 years since the creation of the co-governance arrangement between Ngāti Whātua Ōrākei and Auckland Council for the governance of the Whenua Rangatira for benefit of the hapu and the general public.

5. The production of a video was authorised at the May meeting of the reserves board. Since that time 18 people have been interviewed to capture the story of Ngāti Whātua Ōrākei and, in particular, the work of the reserves board.

6. This video is slightly longer than initially envisaged due to the amount of good quality material captured. Unfortunately not everyone interviewed could be squeezed onto the video and a second, shorter video, may be produced with a focus on staff involved in this co-governance partnership to promote the stories and benefits of working in partnership.

7. After looking at the content and messages delivered by those people captured in the video the name “Rangatira ki te Rangatira: A Co-governance Story” was developed by staff.

8. This is an important video, acknowledging and honouring the co-governance model, and showing the benefits of collaboration and empowering mana whenua. Its length and gravitas is suited to thoughtful viewing. It would not suit social media.

9. It is recommended that it be distributed for viewing to Auckland Council, including elected members and staff, as well as Ngāti Whātua Ōrākei.

10. It is also a powerful opportunity to tell the story to a broad audience. Approval is sought to release this video to a wide audience including:

· users of the Whenua Rangatira and Pourewa Creek Recreation Reserve

· business associations

· neighbours

· schools i.e. for NZ History, Maori Studies and Social Studies

· the public via publication on the Auckland Council and Whai Maia websites (with a teaser promotion on social media)

11. Although the video is a fitting recognition of the 25^th anniversary of the reserves board it does not embrace the tikanga of kanohi ki te kanohi (face to face) relationships. Noting that there is a change in membership of the reserves board, a new video to show and an anniversary to celebrate it is recommended that a small event be organised, for the beginning of summer 2016. This would be timed to include any newly appointed members of the board and funded from existing budgets

Attachments

There are no attachments for this report.

Signatories

Authors	Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua
Authorisers	Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Health and Safety on the Whenua Rangatira and Pourewa Creek Recreation Reserve

File No.: CP2016/17332

Purpose

1. To seek feedback on steps to improve health and safety reporting and compliance with the Health and Safety at Work Act 2015.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) review and approve the proposed actions as set out on Table One of this report intended to improve and provide visibility of the health and safety framework in compliance with the Health and Safety Act 2015.

Background

2. At a workshop prior to the Ngāti Whātua Ōrākei Reserves Board (reserves board) meeting on 30 May 2016, an update was provided on the Health and Safety at Work Act 2015 (Act). The presentation included:

· A comparison between Health and Safety in Employment Act 1992 and current Act and summary of what has changed;

· a description of the new “roles” under the Act;

· a summary of the duties held by duty holders under the Act (i.e. person conducting a business or undertaking; officers; workers and other persons);

· the six key aspects of officer due diligence.

Health & Safety at Work Act 2015

3. The purpose of the Act is to provide for a balanced framework to secure the health and safety of workers and workplaces. Regard must be had to the principle that workers and other persons should be given the highest level of protection against harm to their health, safety and welfare.

4. Key relevant aspects or provisions of the Act include:

· a workplace: includes anywhere that the Reserves Board’s work is carried out or customarily carried out, which includes the Reserves Board themselves;

· duty holders: are defined in the Act and their specific duties identified;

· a “PCBU” (Person Conducting a Business or Undertaking): the reserves board is a PCBU and has a primary duty of care to ensure so far as reasonably practicable the health and safety of workers and that the health and safety of other persons is not put at risk by the reserves board business;

· officers: members of the reserves board are also “officers” under the Act and officers, as individuals, have a due diligence duty.

5. Proposed actions to comply with the Act are set out on Table One attached to this report. Health and safety has always been at the forefront of operational practice however the attached actions are intended to improve and provide visibility of the health and safety framework to the reserves board and, in so doing, ensure compliance with the Health and Safety Act 2015.

Attachments

No.	Title	Page
a ⇩	Table One - Health and safety actions and processes	25

Signatories

Authors

Pippa Sommerville - Parks Advisor - Orakei

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Okahu Catchment Ecological Restoration Plan Update

File No.: CP2016/16985

Purpose

1. To update the Ngāti Whātua Ōrākei Reserves Board of the Ōkahu Catchment Ecological Restoration Plan.

Executive summary

2. The Ōkahu Catchment Ecological Restoration Plan (ŌCERP) has been defined by Ngati Whātua Ōrākei to implement their intentions to restore the mauri of Ōkahumatamoemoe (Ōkahu Bay).

3. This report updates the reserves board on progress on ŌCERP work-streams over the past quarter, provides information and background on the grooming of Okahu Bay and recommends the board support ŌCERP staff and endorse the implementation of hand-grooming at the bay.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) receive the Ōkahu Catchment Ecological Restoration Plan Update.

b) endorse the direction provided by the Ngati Whātua Ōrākei Taumata to refuse mechanical grooming of Ōkahu Bay in accordance with the ecological vision for the area.

c) request that the Ōkahu Catchment Ecological Restoration Plan Manager investigate options and costs associated with hand grooming Ōkahu Bay and report back to a future meeting.

OCERP background and update

4. The Ōkahu Catchment Ecological Restoration Plan (ŌCERP) has been defined by Ngāti Whātua Ōrākei to implement their intentions to restore the mauri of Ōkahumatamoemoe (Ōkahu Bay). Over the past five years the hapū have identified their own ecological health indicators and they have defined the objectives that aim to restore the mauri of the bay. From this direction the management plan has been written to hold the kaitiakitanga intentions of the hapū at the centre of the decision making process.

5. The aim of the restoration plan is to promote, develop and enhance Ōkahu Bay as the public face or gateway to the Whenua Rangatira while respecting its existing cultural and spiritual value to tangata whenua and enhancing its relationship with the Waitemata.

6. The Ōkahu Catchment Ecological Restoration Plan visionary statement is:

Waters fit to swim in at all times, with thriving marine eco-systems that provide sustainable kaimoana resources to a Ngāti Whātua Ōrākei community who have strong daily presence in and on the bay as users and kaitiaki.

7. Progress has been made over the past quarter on all OCERP objectives; citizen science programmes, moorings removal from Ōkahu Bay, Phase II of the Mussel Reef restoration project, mussel shell filtration system project, sand dune restoration programme, the Ōkahu Tidal Creek Reinstatement Project and the potential for hand grooming of Ōkahu Bay.

8. An adaptive management framework has been utilised to broker strategic relationships with agencies and tertiary education providers to gain a body of research that will inform the definition of mitigation techniques, priorities and implementation projects. Recent internships have provided engineering analysis of the geological mechanisms of Pourewa which have been added to the Pourewa Management Plan proceedings.

9. Engagement with the three Ōkahu Bay catchment schools Ōrākei Primary, St Joseph’s School and St Thomas’ School to implement all citizen science monitoring programmes of ŌCERP is enabling ownership and commitment to the restoration plan that endeavors to set Orakei School up as a ‘restoration hub’.

10. An active link has been fostered with Ngāti Whātua tamariki to offer vocational pathways that offer the ability to become kaitiaki. Ōrākei School now acts as the Tuakana (leader) for the annual Shellfish Monitoring Programme in Ōkahu Bay. An annual survey has been conducted since 2007 and analysis and mapping of results are underway.

11. In 2014 Ngāti Whātua Ōrākei responded to the advanced draft Auckland Council Unitary Plan by submitting that all moorings be shifted out of Ōkahu Bay to the eastern side of Waitaramoa (Hobson Bay) of the marina - where mooring space is undersubscribed and where the environment is more open and 'flushed' than within the confines of Ōkahu Bay. In June 2016 the first boats were moved from the moorings of Ōkahu Bay, these boats were derelict. The Unitary Plan will come into effect by 2017, and will state that within 18 months of this that all boats will be moved from Ōkahu Bay.

12. In August 2014 the hapū welcomed two tons of mussels that came from Ngati Paoa and the Ōrākei Water Sports waka ama crew, alongside the Auckland University and Ōkahu Bay Landing boats laid the first stages of the mussel reef restoration beds at the call from the pūtātara (shell trumpet). Since then three further mussel drops have occurred.

13. Phase II of the restoration program is to enlist more mātauranga (traditional knowledge) by working alongside kai raranga (weavers) to provide harakeke (flax) ropes and nets to seed mussels onto the rocks of Ōkahu Bay in order to get them off the smothering impact of the sediment of the floor of the bay. Further research has been supported to investigate 3D options for mussel seeding with Massey University. These structures are to be designed and installed within the next year.

14. A collaborative relationship between Ngāti Whātua Ōrākei Reserves Board, The University of Auckland and Stormwater360 is currently defining a process of characterising the stormwater infiltration from Tamaki Drive and designing an appropriate filtration system to be implemented on the open stormwater drainage in the eastern end of Ōkahu Bay. Design of the platform to hold the filtration system is underway in order to prevent any root system damage. Further analysis of the characterisation of the flow is also underway.

15. Restoration of the native ecology of the sand dune system on Ōkahu Bay is underway; replanting the native species to further enhance the marine and terrestrial ecology whilst providing Ngati Whātua Orakei kai raranga (weavers) with a much sought after source of resource for their raranga. Propagation and field testing has started off site, wananga and sourcing of plant materials are underway.

16. Clarification of the outcomes of the Ōkahu Tidal Creek Reinstatement Project with Auckland Council in February 2016 has provided further discussion between the parties to define a ‘project team’ comprising of Ngati Whātua Orakei, Auckland Council Stormwater and Parks to work together. Initial steps to further define the impact of stormwater and wastewater separation throughout the catchment on the options defined in the project are underway.

17. In 2014 Opus were contracted to design a potential wetland treatment system on the corner of Watene Crescent and Tamaki Drive to alleviate the flooding in that area. As part of the design process it was identified that a stormwater pipe which flows under the sand of Ōkahu Bay, exiting at the high water mark, is problematic due to its blocking potential. Budgetary constraints impacted on the project and its progress was stopped. Further to this, in July 2016 a ‘sink hole’ has appeared on Ōkahu Bay at the point of exit of this very pipe creating Health & Safety concerns for the public. Instigation of a report and follow up investigation are underway with Auckland Council.

Grooming of Ōkahu Bay

18. A request from the Chairperson of the Ōrākei Local Board was received in October 2015 regarding the possibility of mechanical grooming of Ōkahu Bay as is the practice on Mission Bay. The request was taken to the Ngāti Whātua Ōrākei taumata who declined the request as mechanical grooming ‘sweeps’ the beach of all detritus which has significant impact on the ecological functioning of the bay; all seaweed, invertebrates, food source for birds, fish eggs, organic matter.

19. A query to Auckland Council to initiate a ‘hand grooming’ process is underway. For longevity of this request to be upheld it is proposed that the reserves board endorse the refusal to implement mechanical grooming of Ōkahu Bay in accordance with the ecological vision of OCERP and the Taumata, and support the investigation into hand grooming of the beach.

20. A reply to the request for mechanical grooming of Ōkahu Bay was provided to the Ōrākei Local Board to decline this process and opt for a hand grooming process in its place.

Implementation

21. If the Reserves Board endorse the proposal to implement hand grooming instead of mechanical grooming at Ōkahu Bay, the ŌCERP manager will follow up with the Community Facilities department on the feasibility and budget implications for carrying out this work, noting that due to a budget shortfall in operational expenditure the funding for this may need to be advocated for through the Long Term Plan or volunteer options investigated.

Attachments

There are no attachments for this report.

Signatories

Authors

Richelle Kahui-McConnell - Toi Tu, Whai Maia Ltd

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Atkin Avenue Stream Naturalisation Update

File No.: CP2016/15890

Purpose

1. To update the Ngāti Whātua Ōrākei Reserves Board on the Atkin Avenue Stream Naturalisation Project.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) receive the Atkin Avenue Naturalisation Project update.

Comments

2. The Atkin Avenue daylighting project was commissioned by the Ngāti Whātua Ōrākei Reserves Board (reserves board) in 2013.

3. The initial design, planning and engineering services has been carried out by Morphum Environmental, and the project is being jointly managed by Whai Maia Ltd and Auckland Council. Four zones of works were suggested;

· Zone A: Daylight culverts, create focal stream mouth pool, and re-grade and remediate banks

· Zone B: Cascading tributary connections across Whenua Rangatira to the day lighted channel

· Zone C: Formalise and naturalise existing channel

· Zone D: Redirect small storm flows from SW manhole to level spreader

4. Due to budgetary constraints only Zone A and D were identified as potential projects to invest capital into.

5. Despite this a formal request from residents at 7C and 7D Atkin Avenue was submitted to Whai Maia Ltd, the Ōrākei Local Board and Auckland Council to extend works naturalising the eastern side of the stream. They requested that additional work be completed to reduce erosion and scouring on the eastern bank.

6. After some consideration Auckland Council agreed to provide budget for these works i.e. to replace the existing retaining wall on the eastern bank next to 7C and 7D Atkin Avenue and put in some rock work and planting to reduce erosion of this bank.

7. In March 2016 Auckland Council Stormwater Unit formally received the revised engineers estimate for works of $98,465.00 for the Atkin Ave naturalisation project and agreed to contribute a $55,585.00 from the Auckland Council stormwater budget to complement the reserves board budget.

8. The agreement to include additional work into scope was a result of advocacy from the three neighbors on Atkin Avenue to the local board members. The local board also promoted the neighbors cause.

9. The tender process was completed alongside the lodging for application for the amendment to the resource consent.

10. Auckland Council, on behalf of Ngāti Whātua Ōrākei Reserves Board, had to lodge a section 127 amendment to the existing consent to cover this extension of the proposed works. Consequently, additional engineering, consent fees and planning costs were incurred.

11. The increase in the scope of physical works added approximately 35 meters of additional stream bank works to the original 55 meters, increasing the scheduled works substantially. This also increased the extent of stream bed protection. Working within a stream bed requires greater than normal costs to meet the environmental protection measures that are required of the consent holder. The contractor had to price these costs into his work.

12. In terms of pricing the physical works a request for quote was sourced from three contractors as per Auckland Council’s procurement requirements.

13. Three prices submitted were:

· $173,731

· $183,919

· $320,000 (rejected)

14. After evaluating the submitted prices, one was rejected as it was very high and the project team entered into negotiation with the two remaining contractors, facilitating site meetings with both to review methodology, consent compliance and site access and establishment costs. After agreeing on some alternative methodology we asked the contractors to review and resubmit there quotes. Some cost savings were achieved, the revised quotes are;

· $144,731

· $161,603

15. These prices reflect the scale of work, the material costs, complexity of the site, consent conditions, site access, and the current conditions in the Auckland construction market for civil construction projects.

16. It is useful to note that the submitted prices by the contractors likely reflect the true cost to undertake the stabilisation and naturalisation of the section of the Atkin Ave Stream.

17. Any further reworking of the design will result in increased engineer’s costs, possible planning consequences, and delays to the project.

18. The project has not increased in scope other than the additional work to the true right bank, which was promoted by the local residents and supported, in principle, by the Ōrākei Local Board

19. Coupled with arborist cost professional fees and consenting cost we need approximately $158,000 for the project. The current budget allocation from the reserves board is $60,000 and $55,000 is allocated from Auckland Council’s stormwater budget. There is a current budget shortfall of $45,000.

20. A request for additional funding was sent to the Ōrākei Local Board in June 2016. They asked for a report on the reasons for the budgetary shortfall. This report will be tabled with the Ōrākei Local Board in response to this request.

Implementation

21. This is still subject to funding. As previously confirmed by the reserves board no further budget can be provided by reserves board and funding will continue to be sought from the other sources for the completion of this project.

Attachments

There are no attachments for this report.

Signatories

Authors

Richelle Kahui-McConnell - Toi Tu, Whai Maia Ltd

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Technical Officer Report

File No.: CP2016/15884

Purpose

1. To provide an update on current and future programs of work associated with the development of the Whenua Rangatira (Whenua) and Pourewa Creek Recreation Reserve.

Executive summary

2. The Technical Officer report is designed to increase the accountability of the Technical Officer role and ensure that this role is upheld to the standards required of the Officer.

3. This report contains recommendations and items for discussion by the Ngāti Whātua Ōrakei (NWŌ) Reserves Board and an update on the capital works projects and expenditure for the quarter.

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) receive the Technical Officer report

Financial summary

CAPEX Budget Summary	2016 Budget	2016 actual

Atkin Ave day lighting	$69,000	$21,000
Wharewaka	$30,000
Signage	$6,000	$3,500
Interpretative Signage	$6,000
Pou	$200,000*
Ōkāhu recreation facilities	$31,000
Total developments	$311,000	$24,500

Renewals	$173,250	$165,000

Total capex budget	$484,250
Total capital budget spend		$189,500
Balance carried forward		$294,750

*an additional $69,000 transferred to Whai Maia in June 2015 for stage one which is still in progress

Comments

Atkin Ave daylighting

4. The Atkin Ave project is the subject of a separate report in this agenda.

Wharewaka

5. The Reserves Board passed the motion to allocate budget to the development of a Whare Waka, a structure on the Whenua Rangatira to house the Waka Mahuhu-O-Te-Rangi, waka taua, and for the waka tawhito that brought our ancestors to these shores.

6. The waka is in a current state of disrepair with a significant amount of rot. A summary from previous discussions from Kaumatua, The Trust Board and the Taumata is that the cost of repair is too great, a budget required to replace the waka has been discussed.

7. The project was discussed with the Taumata o Orakei in May 2016 and June 2016. Discussion included the query around the purpose of the structure given the current state of the Waka. There is a desire to have a functioning Waka to develop and strengthen NWO Waka culture.

8. There are risks that the allocated budget, for the consultation and undertaking of a feasibility study, may not be utilised within the financial year. Limitations in achieving the development of a Whare Waka include the requirement for the structure to sit within the bounds of the Whenua Rangatira to warrant the Reserves Board expenditure.

9. The Waka currently sits within the footprint of the Marae.

10. There is currently budget that could fund the scoping of a Waka culture project that serves an educational purpose (meeting the requirements of the Whenua Rangatira Management Plan). In response to whanau consultation, the vision could include the design and build of a waka and waka shelter. This may require additional budget from external or internal sources.

11. The existing capability within NWŌ needs to be considered. The capacity to design, construct and deliver this Waka project needs to be assessed. The scoping exercise may determine that capacity needs to be sought and grown amongst whanau. This capacity building could include the sourcing of a partnership or funding to up-skill whanau in the art of waka building and carving. Acknowledging there is knowledge and expertise within the hapū o Ngāti Whātua. There is also the opportunity to Wananga and seek expertise outside the iwi.

12. The next steps are to re-assess the purpose, budget, scope and timeframes of the Whare Waka project. This will be reported back to the next meeting of the NWŌ Reserves Board where a decision can be made in respect to timing for expenditure of the capital works budget.

Signage and interpretation

13. Signage at Ōkāhu Bay was amended to include some symbols that communicate the activities that are encouraged and those which are discouraged. Some additional signage was also installed in locations where kaitiaki have come across antisocial behaviour issues in their guardianship and security duties in the summer.

14. Interpretative signage for the Whenua is now being scoped and planned for the Whenua in FY16/17.

15. The sign work for Ōkāhu Bay including the no parking and the additional signs up around the marae and at the end of Kepa Road have been installed. They address the Kaitiaki concerns with antisocial behaviour at Ōkāhu Bay. Images of these installations follow:

Pou Project

16. Whai Maia Limited received funding of $60,000 from the Reserves Board in July 2015 for the Pou project. The creation of the Kohimarama pou is to signify the rock formation that once stood close by to Takaparawhau - Whenua Rangatira area (where the current Akarana Yacht Club now stands). A pou to commemorate this rock formation and its importance to the Waitemata Harbour as a beacon to vessels will help revisit the waka stories of the area and to enhance the current waka culture. Ngāti Whātua has a deep understanding of the area and the rocks’ significance and has been at the forefront of waka culture during the past 30 years. This pou will serve to solidify that culture and understanding.

17. Some historic korero for this area was collected from Ngāti Whātua elder and leader Matua Grant Hawke in October 2015. His korero spoke of the connection iwi have to the land and sea and can also be used to speak about kaitiakitanga (guardianship) of the whenua and the moana.

18. An Expression of Interest (EOI) was circulated to carvers. Concepts were presented to the Kaumatua whanau for approval. Carvers and the project team have been given a historic briefing by Matua Grant Hawke around the name Kohimarama (Kohikohimaramara).

19. Whai Maia Limited contract has been signed by the carver.

20. Site visit with kaumatua to be confirmed and pou site identified.

21. Site visit with kaumatua to be confirmed and exact pou site to be identified. Discussions to date of location have been broadly about what area of the Whenua to position the pou.

22. The Pou will be carved at the Ōrākei Marae carving shed. Timeframe is estimated at mid to end of October.

23. This initial pou project leads into a larger pou project with a $200,000 budget. This will enhance and grow the visual narrative on the Whenua Rangatira.

24. A workshop item on this will be conducted at the November Reserves Board meeting post consultation with the Ngāti Whātua Trust/Taumata to give direction on priorities for signage and interpretation including the Ko te Pukaki restoration project, mussel restoration in Okahu Bay, the history of the Papakaianga, Pourewa Creek and the story of the Pou.

Ōkāhu Recreation Facilities

25. The planning for the installation of a barbeque at Ōkāhu Bay is progressing, and it is anticipated that the barbeque will be installed this summer.

Renewals

26. Renewals work has been carried out on the playground at Ōkāhu Bay as there was some concern about the safety and compliance of the play areas. All of the safety surfacing (including around the flying fox) has been replaced, and the junior module has been refurbished to make it compliant.

27. The waka house also has a new slide added and the thatched roofing on both structures has been replaced. Mei Hill from Ngati Whatua Ōrākei has been working on stencilled cut outs that will be installed around the entrance to the slide. The work is now largely complete and the playground was reopened at the beginning of August.

Attachments

There are no attachments for this report.

Signatories

Authors	Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd
Authorisers	Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Ngāti Whātua Ōrākei Reserves Board

22 August 2016

Operational Expenditure Update

File No.: CP2016/15835

Purpose

1. To update the Ngāti Whātua Ōrākei Reserves Board (reserves board) on the year-end financial position (2015/16 Financial Year), and associated operational work programmes, for the Whenua Rangatira and Pourewa Creek Recreation Reserve.

Recommendations

That the Ngāti Whātua Ōrākei Reserves Board:

a) retrospectively approve the awarding of a contract for maintenance services to Ōkahu Rākau, a business unit of Ngāti Whātua Ōrākei Whai Maia Ltd, for the period 01 July 2016 to 30 June 2019 at an total annual contract value of $476,363 noting that there is provision for annual cost price index adjustment and an option of one extension of two years.

b) delegate to Paeurangi Te Waka Tai-ranga-whenua and Kaiurungi / General Manager Orākei Ahikāroa the authority to approve any change to play, toilet, waste, security and tree maintenance services on the Whenua Rangatira and Pourewa Creek Recreation Reserve providing those works do not significantly change the service levels currently provided and are within existing budgets.

Financial Overview

Comments

Financial year end position

2. The year-end financial position, as shown above, is an operating budget overspend of $65,000. This is due to unforecast operating costs that have come about due to changes in the way in which contract costs are allocated. This has resulted in costs that previously reported to Auckland Council general maintenance budgets now pointing at the Ngāti Whātua Ōrākei Reserves Board (reserves board). These are all legitimate costs for work undertaken on the Whenua but were not all previously covered by reserves board budgets.

3. Auckland Council staff are currently compiling a revised picture of true operating costs, now that these additional expenses are visible/pointing to the right area, and will work with the Reserves Board to amend the operating budget for future years.

4. As Auckland Council manages the budget on behalf of the reserves board the costs overrun for financial year 2016 are being offset by savings in the wider Auckland Council budget.

Maintenance

5. Maintenance works on the Whenua Rangatira and Pourewa Creek Recreation Reserve (Whenua and Pourewa) moved into a more transactional form for the new financial year beginning 1 July 2016. This has been challenging for the Ōkahu Rākau maintenance team as they navigate from a 1/12 monthly payment to one that reconciles payment with work complete. This has put significant pressure on Ngāti Whātua Ōrākei Whai Maia Ltd to develop a system that maps Auckland Council contract management controls with the systems and tools used by Ōkahu Rākau.

6. Maintenance, monitoring and weeding work has been carried out monthly and fortnightly in the following areas:

· Along the Pourewa boundary, clearance of tree weeds stream system

· Tuff crater forest / St Josephs. Privet was removed in this area as well

· Removal of weeds from Cliff base Hapimana to Tai Hara Paki Gully.

· Intense hand release work in Te Ngahere (Forest near the Hapimana Red Depot)

7. Ecological work has been ongoing over the past three months, including pest and weed control. This work has included:

· Weeding work has included removal of ginger, honeysuckle, privet, tradescantia (ramnus) and wooly nightshade at the bottom of Kitemoana Street and on the Atkin Ave boundary.

· On-going privet, boneseed and tradescanthia (ramnus) removal at the bottom of Hapimana Ave up to the Barracks/Gun emplacements. This work continues along the cliff face.

· Environmental monitoring has been ongoing for pests and lichen establishment, and the Waicare testing program has been ongoing. This work has predominantly been in Te Ngahere and further up the Cliff along from Hapimana Avenue. The lichen translocation piece is a Global first.

8. In the Manuhiri and volunteer’s space, relationship building with Ernst Young, Spark, Sustainable coastlines and Selwyn College assisted with some work around the Marae on the Whenua Rangatira.

9. Upcoming volunteer events are the Rotary Club and RSM Group on 19 August, which involves corporate volunteers preparing the whenua for the Planting day on 20 August.

Searchlight emplacement work

10. A meeting was held with Vector to discuss burying the cables that are hanging over the searchlight on the whenua. Approval was given to Vector from Ngāti Whātua Ōrākei Whai Maia Ltd, in accordance with delegations, for the cable to be buried in a way that causes the least disturbance to the whenua and will not impact on the tree roots. Vector has advised that they need to renew their consent to bury the cables. This process is now underway, and Vector will undertake the work once the consent is approved.

11. Once the cables are buried, further work clearing vegetation around the searchlight can take place, and work restoring and painting the structure can begin. Shutters are being designed for the entrance to the searchlights which once attached will stop people from dumping rubbish inside them.

Apple Gum tree removal on Kitemoana Street

12. The cost overrun for the FY16 year means there is no surplus operating budget at year end to carry forward. At the last meeting of the reserves board it was anticipated that the funds set aside for the removal of the apple gum trees, which was funded from the backdated revenue from the Pony Club, would be able to be carried forward so this work could be completed in the new financial year. Given this situation the cost overrun is beyond the reserve board’s control, and has affected the ability for the removal of the apple gums, Auckland Council staff are looking at options for council’s tree maintenance contractor to be able to do some of this work from wider response maintenance budgets i.e. non-reserves board budgets. Given the cost of the project it may not be possible to do the full removal and if this is the case any remaining work would need to be forecast as part of budget reforecasts through the annual plan.

13. Resource consent has been granted for the removal of the apple gum trees. Offers of service are being sought from contractors to carry out the work, including mana whenua suppliers. It is possible (as noted above) that this work may have to be carried out in stages and contractors providing offers of service will be asked to be cognisant of this when tendering for this work.

14. Planting season is from April to August, so any work undertaken removing trees that cannot be completed before the end of August may be delayed until April 2017 so that mitigation planting work can be undertaken in the planting season.

Application for a concession on Hapimana Street

15. Mr Lenard Phillips has enquired about being issued a license to sell ice cream and coffee near to the toilet block at the end of Hapimana Street on the whenua. Mr Phillips would like to locate his trailer on the area highlighted on the image below.

16. Mr Phillips has been sent the principles and guidelines adopted by the reserves board for consideration of a concession application to trade on the Whenua Rangatira. He has provided information on his proposal and responded positively to the criteria in a way that will enable staff to advance his application.

17. Mr Phillips is currently working on getting his trailer and paper work up to date so that his application can be considered and processed by the street trading team. A license for selling ice cream for the area is currently held by Mr Whippy. Should Mr Phillips be approved a license to sell ice cream the Mr Whippy license will not be renewed.

Maintenance contract changes

18. The maintenance of the Whenua and Pourewa is currently carried out by a range of contractors. These are:

· Ōkahu Rākau – all green works including mowing, ecological restoration and gardening

· City Parks Services – waste management, toilet cleaning and playground maintenance

· Downer Ltd – building maintenance (toilet and Takutai Moana/depot)

· First Security – gate management (predominantly managing event access)

· Asplundh – tree management

19. Changes to these contracts have recently occurred and will continue to occur over the next year. Delegations for approving changes rest with the reserves board. Staff have only have delegated power to:

· “commit the Reserves Board to financial transactions (or projects consisting of multiple transactions) relating to goods, services, real estate, gifts, grants, guarantees, indemnities and the disposal of assets up to $25,000 (excepting where there is a separate decision to spend authorised by the reserves board which may be higher and will be exercised by relevant officers). This power includes authority to terminate such transactions or to vary them so long as the new total does not exceed $25,000.

- the financial delegation applies when the delegate is carrying out a delegated

responsibility, duty or power;

- the expenditure must be included in the Reserves Board budget;

- a summary of transactions must be reported to the reserves board at the next

meeting”

20. A new contract has recently been awarded to Ōkahu Rākau, a business unit of Ngāti Whātua Ōrākei Whai Maia Ltd, maintenance services on the Whenua and Pourewa, for the period 01 July 2016 to 30 June 2019 at an total annual contract value of $476,363. The contract value will be reviewed annually in line with the cost price index. There is an option of one extension of two years.

21. This contract continues the practice and intent of the contract previously awarded to Ōkahu Rākau in 2010. Given this contract did not change the service levels or financial commitments of the reserves board specific approval of the reserves board was not sought. However, in hind sight and noting the above delegations, it is recommended that the reserves board retrospectively approve this contract.

22. The remaining contracts are due to expire or conclude their first contract period in June 2017 and there is a project underway to review the procurement of all the services currently included in these contracts. Principles and objectives for this review include:

· Reducing duplication of effort

· Future-proof contracts to provide flexibility to deal with growth and change

· Making Auckland Council’s size work

· Community & stakeholder satisfaction

· Be more output driven to provide consistent delivery of service

· Provide value for money

23. It is proposed that all of the services currently delivered by City Park Services, Downer and First Security on the Whenua and Pourewa will bundled into a new full facilities contract. The only thing that won’t be included is arboricultural work/tree services. Tree services will continue to be provided by another contract. In reality the tree services provided on the Whenua and Pourewa are very low and staff generally request response maintenance work on trees as required.

24. Ōkahu Rākau have briefly considered the scope of services in this newly bundled contract as it relates to the Whenua and Pourewa and identified that both security services and waste management are areas that they may be able to look at providing maintenance services for in the future. They have also confirmed that play, building and toilet maintenance services are specialised services that are best managed through the services procured by Auckland Council. However, the litter and security services are not something Ōkahu Rākau has the capacity to start forthwith and it is not clear if the economy of scale might affect the cost to the reserves board if there was a change in service provider in this space. If and when it is appropriate for Ōkāhu Rākau to pick up these services in the future this can occur by way of contract variation and therefore a decision does not have to be made to align with the contract review process detailed above.

25. It is unlikely that the combined value of this work will fall within the delegation to staff. However given the careful thinking noted above and the security of the bulk of the work already sitting with Ōkahu Rākau/mana whenua it is recommended that delegation be given to staff to approve new contract specifications and costs for work on the Whenua and Pourewa. This delegation is requested on the basis that works are within approved budgets and it does not significantly change the service levels currently provided.

Attachments

There are no attachments for this report.

Signatories

Authors

Pippa Sommerville - Parks Liaison & Development Team Leader

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Te Aroha Morehu – Kaiurungi/General Manager - Orākei Ahikāroa, Whai Maia Ltd

Chairperson	Mr Grant Hawke
Deputy Chairperson	Cr Cameron Brewer
Members	Mr Renata Blair
	Cr Linda Cooper, JP
	Ms Sharon Hawke
	Mr Kit Parkinson