At the close of
the agenda no apologies had been received.
2 Declaration
of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation
of Minutes
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That the Ngāti Whātua Ōrākei Reserves Board:
a)
confirm the ordinary minutes of its meeting,
held on Monday, 3 December 2018, as a true and
correct record.
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4 Extraordinary
Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item
that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by
resolution so decides; and
(b) The presiding member
explains at the meeting, at a time when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the
discussion of the item cannot be delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an
item is not on the agenda for a meeting,-
(a) That item may be discussed
at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution, decision or
recommendation may be made in respect of that item except to refer that item to
a subsequent meeting of the local authority for further discussion.”
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Ngāti
Whātua Ōrākei Reserves Board
18 February
2019
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Quarterly report and general update
File No.: CP2019/00730
Te take mō te pūrongo / Purpose of the report
1. To
update the Ngāti Whātua Ōrākei Reserves Board (reserves
board) on the operational and capital work programmes for the Whenua Rangatira
and Pourewa Creek Recreation Reserve.
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Ngā tūtohunga / Recommendation/s
That the Ngāti
Whātua Ōrākei Reserves Board:
a) approve
the reforecast of $3,233,200 into the middle years of the Ngāti
Whātua Ōrākei Financial Plan 2018-29, as shown in attachment A
of the agenda report.
b) note:
the reforecast is driven by a number of capital projects being delayed due to
their dependency on the endorsement of the Ōrākei Visual Framework
and the review of the Whenua Rangatira and Pourewa Creek Recreation Reserve
Management Plans.
c) delegate
to the Chair and Deputy Chair the authority to approve the detailed scope of
signage works on Pourewa (following the completion of a wayfinding report).
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Financial summary
2. An
overview of the operational and capital expenditure for the financial year to
date (up to the end of second quarter) is included in the table at the end of
this section.
3. Revenue
received is on target while operational expenditure continues to be behind
plan. This is primarily due to the additional budget provision allocated
to new maintenance works on Pourewa Creek Recreational Reserve starting later
than planned and taking some time to gear up.
4. Ōkahu Rakau have commenced a maintenance programme on
Pourewa and they are currently working with Council staff to
agree the next priorities to vary into the maintanance contract. Despite
this a forecast maintenance underspend is expected at year end.
5. In addition to maintenance, there are forecast operational
underspends at year end in governance and operational costs, management
planning, celebrations, brand and research. The year end operational
forecast is currently under review as there are a number of workstreams that
are currently in a state of change. Notwithstanding this we are expecting
about $250,000 favourable operating expenditure at year end. This will,
in part, offset the costs identified in point six below.
6. In
December 2018 delegation was given to the Chief Executive of the Ngāti Whātua Ōrākei Trust and
Kaiwhakahaere Te Waka Tai-ranga-whenua to recruit a programme manager for the
reserves board, within available budget. At the time of writing this
report a contract programme manager is about to be appointed and will be funded
from the forecast operational underspend in 2018/19. As directed by the
reserves board the programme manager is being charged with scoping all elements
of the reserves board10-year work programme, contracting resource and driving
outcomes. They will also be responsible for recruiting the long term
resources needed to continue to drive the overall work programme. As a
contract programme manager they will draw on the resources and support needed
from their parent company. The forecast budget for this work is $150,000.
7. Capital
works are behind plan. The Ōkahu Bay Recreational Facilities are now
complete and the Atkin Ave water quality project is well underway. Both
wayfinding and roading/pathway projects are in early planning stages. At
the December 2018 meeting the reserves board discussed the need to get
endorsement of the Ōrākei Visual Framework and follow this with a
review of the management plan before other elements of the capital works
programme can be progressed. As such it is recommended that the
reforecast capital budget, shown in attachment one, be endorsed.
Work
programme overview
8. Below
is an overview of forecast projects with an indication of their progress
against agreed milestones. Further commentary on many of these is
provided later in the report.
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Project
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Next
milestone/est completion date
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Status
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Atkin
Ave stream enhancement
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Work has commended and is due to be
complete at the end of March 2019
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|
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Concessions
area review
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The policy review is complete however
the “on the ground” work is on hold subject to the visual
framework being formally endorsed
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Kaitiaki
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The kaitiaki service is present on the
Whenua Rangatira with a new mobile base providing visual identity and
supplies
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|
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Nursery
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Consent granted.
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Kohimaramara
Pou
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Project complete. Installed
January 2019
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Recreation
facilities Ōkahu
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Project complete. Installed
December 2018 ready for use this summer
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Masterplan
(Ōrākei Visual Framework)
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Draft complete - subject to endorsement
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Wharewaka
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Detailed planning put on hold subject to
consideration as part of visual framework
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Capital project update
Atkin
Avenue naturalization works
9. This
project was approved several years ago. The project scope involves the
management of erosion adjacent to residential neighbours and daylighting and
improving parts of the stream running along the boundary of the Whenua
Rangatira and Atkin Ave. Following scope changes, funding challenges and
weather delays the project is now well underway. The project team will be
working into late March to complete the project.
Atkin Ave stream upgrade
works January 2019
Nursery
10. The resource
consent was granted in January 2019 for the Nursery. Staff are now
working on the next phase of project planning and will provide a more
comprehensive update at the May meeting.
Kohimaramara
Pou
11. The
Kohimaramara Pou has been successfully installed beside Takutai Moana (the
depot) – see images below. An unveiling is being arranged.
Signage
and wayfinding
12. Work has been
commissioned on a wayfinding plan that will identify and recommend the nature,
scale, number and overall scope of signage proposed on Pourewa Creek Recreation
Reserve. Delegation is sought for approval to sign off the scope of
signage works on Pourewa (following the completion of this report). This
will enable signage to be commissioned as soon as possible.
Recreation
Facilities at Ōkahu Bay
13. The BBQ and
picnic table at Ōkahu Bay were installed in December ready for the busy
summer months.
14. The work was
intended to improve the opportunities for gatherings, particularly whanau, as
the existing BBQ is very popular and often occupied. The new BBQ and
picnic table are on the eastern side of the Ōkahu Bay. See pictures
below:
Operational update
Kaitiaki
Service 2018/19
15. The Ngāti Whātua Ōrākei Mana Whenua Kaitiaki
Service has been successfully operating over the summer period. After
experiencing some initial administrative delays the service has established
itself very quickly and has settled into the landscape and environment
seamlessly. Neil Maihi reports that the high profile Kaitiaki hub has
“been like a magnet for our manuhiri and public to engage with our
Kaitiaki”.
16. Neil advises
that the feedback from the public and regular tour operators has been extremely
positive. The operators have repeatedly expressed their appreciation that
there is a formal presence and measures in place to monitor and manage the
range of issues on the Whenua Rangatira. The biggest and most repeated comment
is that the public love the litter free cleanliness of the area (thanks to our
Kaitiaki and Ōkahu Rakau facilities management team).
17. The Kaitiaki
have engaged and established a working relationship with some of the groups
where there have previously been some issues and have managed to negotiate and
maintain a very minimal presence or impact from these activities.
18. The
“boy racer” groups have, until recently, been cooperating however
there was one serious incident in early February that has had an impact on the
public and tourist operators. This incident occurred outside of Kaitiaki hours
but is being followed up.
19. Kaitiaki
staff are currently working from 0700 until 1600 in the weekends and public
holidays. They have observed patterns and waves of visitor numbers with
families moving onto the beach and reserve areas later on in the day (tides
dictate activity) and often crowds are saying beyond the Kaitiaki finish
time.
20. Neil Maihi
has been returning to the beach and whenua after hours taking photos of the
mass of visitors still on the reserve and beach up until 9pm. It is
recommended that hours are extended in the future to ensure coverage until most
visitors leave (to be considered in a future report to the reserves board).
21. Toilet
facilities at Michael Joseph Savage (not on the Whenua Rangatira) are proving
to be deficient. One hour after the cleaning team have visited the
toilets they are in need of servicing again and the sheer numbers of visitors
verses the available facilities is disproportionate. It is recommended
that this be addressed as it is the most constant and regular complaint from
operators and visitors alike. Draft ideas for the future of this area are
due to be discussed with the whanau and community and could include increased
tourism facilities. The only short term option to address this would be
to install port-a-loos or restrict numbers. It is recommended this
insight be taken into account as the reserves board progresses the visual framework
for Ōrākei and the budget for 2019/20.
22. Overall the
season has been very successful with the brand and profile being positively
received. The Kaitiaki service has been well established in the local
community providing information and peace of mind for those regular users,
visitors and operators. The team is developing into a professional
cohesive unit and have become a part of the regular landscape. Neil
comments that “it feels so very natural to be here on the Whenua, we
thank you for you continued and ongoing support”.
Events
23. The
Waitangi Day event at Ōkahu Bay was once again the highlight of the annual
event calendar. At the time of writing the event was yet to occur and a
post event report will be provided. In line with delegations verbal
approval has been given to fund the Mauri tent which tells the story and
history of the Whenua Rangatira.
24. A
range of other event activities occurred/are due to occur over the summer as
show in attachment one.
Kaitiaki
Asset maintenance
· The Whenua Rangatira
has been very well utilised by the public this summer. We have received
complaints about the cleanliness of the toilets which has resulted in our
contractor increasing the frequency of cleaning.
· In December one of
the BBQs needed a maintenance overhaul however during this time the new BBQ was
commissioned along with the new picnic bench which eased the impact of
this. Both of these facilities have been very popular over the summer.
· The
embattlements/encampment structures on the north face of the Whenua Rangatira
land have become unsafe due to flaking and falling concrete. They have been
fenced off to restrict access and warning signs put in place to discourage
people from trying to force entry. The encampments are being assessed by
Council internal assessors to determine what works are required to make them
safe.
· New line marking has
been put in place at the top of the car-park at Hapimana Street to ensure cars
and buses know where to park. The bus companies have contacted us to thank us
for putting this marking in place and making the area safer.
· The bedding plant
display within the Michael Joseph Savage Memorial gardens has been stunning
with many compliments received about how beautiful and well maintained the area
is.
Ōkahu Rakau
· The new General Manager, Thomas Irvine, has recently been welcomed
to the Ōkahu Rakau team.
· Ōkahu Rakau staff meet with the Morphum team to support the
Atkin Ave creek works. A mihi whakatau and karakia was undertaken before work
commenced. The Ōkahu Rakau staff are visiting the site each week to get a
update and provide support where needed.
· Ōkahu Rakau staff received three thank you cards filled with
appreciation and gratitude from Qatar volunteers that recently supported work
on the whenua.
Mervyn Kerehoma
with volunteers from Qatar
· During the school holidays whanau come and completed some weeding
and participated in education sessions regarding worm farm and pest animal
control
Whānau
(tāmariki) participating in education sessions
· Ōkahu Rakau continue with bee keeping as part of ecology and
manaaki for the whenua.
Health
and Safety
25. No
incidents or near misses have been reported over the quarter.
Ngā
tāpirihanga / Attachments
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No.
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Title
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Page
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a⇩ 
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Reforecast Capital Budget
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23
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b⇩
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Events calendar
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25
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Ngā kaihaina / Signatories
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Authors
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Munen Prakash - Lead Financial Advisor
Merania Kerehoma – Manager Ōkahu
Rakau Nursery and Native Bush Care
Neil Maihi - Manager Kaitiaki Team
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Authorisers
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Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua
Jamie Sinclair – Chief Executive Officer, Ngāti
Whātua Ōrākei Trust
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