I hereby give notice that an ordinary
meeting of the Pukekiwiriki Paa Joint Management Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 25
September 2019
11.00am
Papakura
Local Board Chambers
Level 1
Papakura Service Centre
35 Coles Crescent
Papakura
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Pukekiwiriki Paa Joint Management
Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Karen Wilson
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Te Akitai Waiohua
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Deputy Chairperson
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Brent Catchpole
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Papakura Local Board
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Members
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Member Gavin Anderson
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Ngati Whanaunga
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Member Felicity Auva'a
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Papakura Local Board
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Member Hon. George Hawkins, QSO
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Papakura Local Board
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Member Gabriel Kirkwood
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Ngai Tai ki Tamaki Trust
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Member Bill McEntee
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Papakura Local Board
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Member Ted Ngataki
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Ngati Tamaoho
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Member Martin Te Moni
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Ngāti Whanaunga
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Member Edith Tuhimata
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Ngati Te Ata Waiohua
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Member Michael Turner
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Papakura Local Board
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Member Katrina Winn
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Papakura Local Board
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(Quorum 6 members)
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Paula Brooke
Democracy Advisor
23 September 2019
Contact Telephone: (09) 295 1331
Email: Paula.Brooke@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Pukekiwiriki
Paa Joint Management Committee
Terms of Reference
Members
Papakura Local
Board:
Brent
Catchpole (Chairperson)
Felicity
Auva’a (Deputy Chairperson)
Bill
McEntee
Hon.
George Hawkins
Michael
Turner
Katrina
Winn
Iwi Representatives:
Te Akitai Waiohua Karen
Wilson
Ngāi Tai ki Tāmaki Gabriel
Kirkwood
Ngāti Tamaoho Ted
Ngataki
Ngāti Te Ata Edith
Tuhimata
Ngāti Whanaunga Gavin
Anderson
Alternate members:
Ngāti Tamaoho
Ngāti Te Ata Willy
Brown
Te Akitai Waiohua David
Wilson
Ngāti Whanaunga Martin
Te Moni
Ngāi Tai ki Tāmaki
Where an iwi
representative cannot attend a meeting, the alternate member for that iwi
representative may attend the meeting on behalf of that iwi representative.
Background:
The Pukekiwiriki
Paa Reserve Joint Management Plan (“the Plan”) was prepared by
the former Papakura District Council and Te Roopu Kaitiaki o Papakura and
contains long-term objectives and detailed implementation actions for the
effective management of Pukekiwiriki Paa.
The Plan was
adopted by Papakura District Council on 11 May 2010 following a public process
which began in June 2008. The Plan was approved pursuant to the
provisions of section 41(1) of the Reserves Act 1977 and to a delegation from
the Minister of Conservation.
One of the
Plan’s objectives is to ensure that mana whenua and council work together
in partnership to manage the reserve. To give effect to this objective
and implement the Plan, Papakura Local Board has established the Pukekiwiriki
Paa Joint Management Committee, comprising representatives of the local board
and mana whenua. The local board has delegated
its Reserves Act powers and responsibilities for the Pukekiwiriki Paa reserve
management to the joint management committee.
Purpose:
To implement the
visions, principles, goals and objectives outlined in the Plan whilst
recognising the integrity and policies of each party, and working together in
the spirit of partnership. To exercise delegated powers under the Reserves Act
1977.
Goal:
To co-manage the
Pukekiwiriki Paa Reserve according to the vision, principles and objectives of
the Plan, in accordance with the Reserves Act 1977.
Chairperson and deputy chairperson:
The committee will appoint the chairperson
and the deputy chairperson at the first meeting. The term of the chairperson
and deputy chairperson will be up to one year, or until a new chairperson and
the deputy chairperson is appointed (whichever is longer).
Decision making:
The committee will
aspire to make all decisions by consensus.
Quorum:
Three iwi representatives (or alternates)
and three local board representatives.
Meeting Frequency:
Meetings of the committee will be held twice
a year unless otherwise resolved by the committee.
The committee will agree upon a meeting
schedule at its first meeting.
Funding:
Auckland Council will be responsible for
funding the implementation of the Reserve Management Plan and resourcing the
committee to give effect to its decisions. Papakura Local Board will make
annual provision for ongoing implementation, maintenance and management of the
reserve within the capital and operating budgets allocated to local parks
services.
Responsibilities:
The Pukekiwiriki Paa
Joint Management Committee has responsibility for the administration and
management of the Pukekiwiriki Paa Historic Reserve, as outlined in the
Pukekiwiriki Paa Reserve Management Plan/Ta Mahere Whakahaere o Pukekiwiriki.
The Pukekiwiriki Paa Joint Management
Committee is responsible for the iimplementation and monitoring of the
Pukekiwiriki Paa Reserve Management Plan at a governance level. The
Committee has the decision making authority regarding allocation of the
Papakura Local Board budget for implementation of the Reserve Management Plan.
Powers may include, but are not limited to:
- Determining
the priorities for implementing the Pukekiwiriki Paa Reserve Management
Plan
- Managing the
implementation actions of the Plan
- Monitoring
the progress of implementation of the Plan
- Monitoring
the effects of implementation on the land
- Ensuring that
maintenance resources and actions are targeted to meeting the objectives
and implementation actions of the management plan
- Ensuring that
funding and resourcing for the reserve takes account of the specific and
unique needs of the reserve as set out in the management plan
- Viewing and
treating the Paa, not just as a reserve, but as a significant taonga that
requires particular care and joint expertise to manage
- Setting a
prescribed process for works to be carried out on the reserve, in
accordance with Reserves Act requirements
- Ensuring that
maintenance is carried out in accordance with the Reserve Management Plan
and that the Joint Management Committee agrees the levels of service for
maintenance on the reserve, subject to any wider council standards
- Ensuring that
maintenance regimes for the Paa are developed from the Reserve Management
Plan, subject to any wider council standards
- Ensuring that
actions identified in the Reserve Management Plan are carried out in the
manner set out in the Plan, as resources permit
- Review of the Joint Management Agreement
adopted on 28 September 2010
Note: relevant
legislation includes but is not limited to:
Local Government Act
2002
Local Government
(Auckland Council) Act 2009
Reserves Act 1977
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 Pukekiwiriki Paa Joint Management Committee:
a)
confirm the ordinary minutes of its meeting held
on Wednesday, 27 March 2019, as true and correct.
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4 Petitions
At the close of
the agenda no requests to present petitions had been received.
5 Public
Input
Standing Order
7.7 provides for Public Input. Applications to speak must be made to the
Governance Advisor, in writing, no later than one (1) clear working day
prior to the meeting and must include the subject matter. The meeting
Chairperson has the discretion to decline any application that does not meet
the requirements of Standing Orders. A maximum of thirty (30) minutes
is allocated to the period for public input with five (5) minutes
speaking time for each speaker.
At the close of
the agenda no requests for public input had been received.
6 Local
Board Input
Standing Order
6.2 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give one (1) day’s notice of their wish
to speak. The meeting Chairperson has the discretion to decline any
application that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 6.1 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 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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Pukekiwiriki
Paa Joint Management Committee
25 September
2019
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Pukekiwiriki Paa Track Re-Development Procurement Process
Approval and Draft Pukekiwiriki Paa Entrance Concept Plan
File No.: CP2019/17191
Te take mō te
pūrongo
Purpose of the report
1. To
approve the concept design for the Pukekiwiriki Paa entrance and the tendering
methodology for the Pukekiwiriki Paa walkway upgrade.
Whakarāpopototanga matua
Executive summary
2. The
preliminary design including the assessment of environmental effects (AEE) for
the walkway upgrade project (stage one) was approved by the Pukekiwiriki Paa
Joint Management Committee on 27 March 2019 (PUK/2019/4).
3. Following
this approval and review of the design by nominated iwi representatives a
resource consent, Heritage NZ Authority and building consent were lodged in August
2019.
4. Once
consent approvals are obtained, the project will be tendered based on an agreed
tendering methodology. The recommendation is that a direct appointment is made
both for the walkway and entrance upgrades. The track upgrade development plan
is provided as an attachment to this report (Attachment A to this
report)
5. Mana
whenua - lead artist, Reuben Kirkwood has been appointed to provide the concept
design for an upgraded entranceway including the stair balustrade (stage two).
6. The
preliminary concept Te Arawhata design for the stairs balustrade discussed 27
March 2019 is provided as an attachment to this report (Attachment B to this
report).
7. The
mana whenua lead artist will submit his final designs to the Joint Management
Committee 25 September 2019 meeting.
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Ngā tūtohunga
Recommendation/s
That the Pukekiwiriki Paa Joint Management Committee:
a) approve
the tendering methodology for Pukekiwiriki Paa walkway and entrance upgrades.
b) approve
the entranceway concept design detail for Pukekiwiriki Paa entrance upgrade
stage two, outlined by the mana whenua lead artist Reuben Kirkwood.
c) delegate
to either one or two members of the committee to sign off on the detailed
design for stage two entrance works.
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Horopaki
Context
8. At
the 27 March 2019 meeting of the Pukekiwiriki Paa Joint Management Committee,
the assessment for environmental effects report (AEE), stage one of the walkway
upgrade project and the Te Arawhata design concept for
the stair balustrade from Red Hill Road to the Paa site,
with conditions linked to the construction process, were approved.
9. The
resolutions read as follows:
a) approve
the assessment of environmental effects for the Pukekiwiriki Paa walkway
upgrade, subject to incorporating changes from mana whenua, and delegate to the
Chair and Member Edith Tuhimata to confirm these changes.
b) approve
Te Arawhata in principle, being the walkway balustrade concept, noting that
this needs to be integrated into the entrance design works.
c) request
staff to directly appoint a mana whenua lead artist for an upgraded entranceway
to Pukekiwiriki Paa.
10. In
discussion with the Chair, Edith Tuhimata was delegated the authority to
approve any further amendments of the detailed design, construction methodology
and the AEE. Some minor changes to the AEE were amended with the approval of
Pukekiwiriki Paa Joint Management Committee member Edith Tuhimata.
11. A
site visit was undertaken 30 May 2019 that included Alastair Jamieson
(Biodiversity Team Manager - Regional) and Edith Tuhimata who reviewed the
effects on the Outstanding Natural Feature Overlay and construction methodology
prior to lodgement of the AEE.
12. The
sentry pou in the original walkway concept design was removed from Stage 1 of
the walkway upgrade work to minimise impact of the site following discussion
with Edith Tuhimata, 25 June 2019. Reuben Kirkwood will now incorporate the pou
in stage 2 of the project which is the entranceway work.
13. The
stage one resource consent and building consent were lodged on 29 July 2019 and
21 August 2019 respectively.
14. A
pre-application meeting was held with Heritage NZ on 7 August 2019 with Edith
Tuhimata, Joseph Milan (project manager) and the project archaeologists (CFG) in attendance.
15. The
Heritage NZ responses were documented and the application for Heritage NZ
Authority was lodged on 21 Aug 2019. The outcome of these consent applications
is anticipated by the end of October 2019. In the intervening period the
project manager will develop the procurement strategy.
Tātaritanga me ngā
tohutohu
Analysis and advice
Walkway upgrade
(stage one works) procurement
16. The
construction costs for the walkway upgrade are anticipated to be within the
$110,000.00 approved budget.
17. The
agreed procurement practice for a project with the value up to $300,000.00 is
that the work is directly awarded to the P-17 Full
Facilities Maintenance Contractor (FFM).
18. In
the case of this project, given the site is of high significance to Māori,
the project delivery team is working hard to identify options for Māori
economic outcomes/Māori employment as well as to ensure the best
protection and respect for the cultural features.
19. Procurement
for this value of work is normally delegated but, in this case, we are seeking
committee direction to provide oversight of decisions that will potentially
deliver enhances outcomes for Māori.
20. Two
procurement options are outlined below that align with council’s
procurement policy; these require contractors to be health and safety
pre-qualified and they must be subcontracted to the (FFM)
Panel.
21. Option one for procurement is direct appointment of a contractor who
has experience working in areas of cultural significance. RAM Contracting
Ltd are the preferred contractor for this project. They have been used by
council through Southern Initiative social procurement
projects and have proven experience working with Māori specifically within
sites of significant heritage value.
22. Option two for procurement is a closed tender with weighted
attributes. Contractors are invited to tender through this process with a key
requirement being experience working in culturally significant areas. There are two recommended contractors who have track upgrade work
experience working in culturally significant areas. Both contractors are
prequalified with the council; RAM Contracting Ltd and Walkway Solution and
Outdoor Construction Ltd.
23. The preferred procurement option approved by the Pukekiwiriki Paa Joint Management Committee
will require final authorisation by council’s procurement team.
Waharoa entrance concept development
24. At
the 27 March 2019 meeting the Pukekiwiriki Paa Joint Management Committee
provided direction to the project manager on key points to consider with this
project:
- the cultural message to be reflected in the design
- scale and feel of the feature (scope)
- an appropriate design for this culturally important entranceway.
25. Reuben
Kirkwood, mana whenua lead artist has been commissioned to develop the concept
plan for stage two of the walkway upgrade, the entrance to Pukekoiwiriki Paa.
26. The
design guidelines provided were:
- The entrance will reflect the significance of the site but also be
cognisant of the remote nature and smaller scale of the publicly accessible
pā area.
- The entrance should not give the impression of a destination which
has significant capacity.
- Draft concept design will reflect the approved cultural value
assessment.
- Seating can be explored to provide respite for those who require a
place to sit following the climb to the paa site.
- Explore options that allows for integration of a pou.
27. The
draft entranceway concept design will be presented for discussion and approval,
subject to any requested changes.
28. Following
concept design approval, the entrance project will progress to engineering and
consenting work, following a similar process as in Stage one of the walkway
upgrade.
29. It
is recommended that the committee nominate an iwi representative to work with
the project manager during the detailed design and consenting stage for the
entrance.
Waharoa entrance (stage two works) procurement
30. Procurement
options available for physical works are:
Option one – Direct appointment
- Obtain a price from RAM Contracting Ltd who are approved by the FFM
panel. RAM Contracting Ltd have key attributes which are desirable for this
project, specifically working with Māori/Pasifika and experience working
within sites of culturally significance.
- Mana whenua and council would collaborate with RAM Contracting Ltd
on their construction methodology and cultural monitoring aspects.
Option two – Closed tender with
weighted attributes
- Tender evaluation will be based on a two-envelope weighted
attributes process covering price attributes and non-price attributes.
Non-price attributes are expected to be evaluated using the following criteria
with allocated weighting:
· Health and Safety – pass/fail
· Price attribute weighting – 40%
· Non-Price attributes – 60%; (methodology 30%, track
record/relevant experience 20% and management/resources 10%).
- Vision statement for Pukekiwiriki Paa Management along with a
context focussed in understanding the importance of cultural sites of
significance will be incorporated into the attribute sheet. Tender
specifications will include the requirement for mana whenua to undertake
cultural monitoring during the construction period.
- It is intended to develop the draft attribute sheet with mana whenua
before commencing the tendering process.
- Evaluation panel; two mana whenua representatives will be invited to
participate in the evaluation panel process to review specifically the
non-price attributes.
- Mana whenua’s input into this evaluation process will ensure
that the evaluation panel, when considering the non-price attributes, fully
assess cultural elements of the design and works methodology.
31. Community
Facilities consider direct appointment as the preferred option for procurement.
If this was supported by the committee it is recommended that RAM Contracting
Ltd be asked to price the proposed work on the basis that they are an
experienced contractor who is part FFM panel. This appointment will enable
council and mana whenua to work directly with a single qualified contractor to
ensure suitable construction methodology with a focus on the key cultural
outcomes. This option will also provide time savings linked to the
procurement process.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and
views
32. The
track and entranceway project upgrades are being managed by Community
Facilities with input from the Parks, Sports and Recreation, Infrastructure and
Environmental Services and Heritage departments. All groups are comfortable
with the proposed designs, which are considered to be fit for purpose and
appropriate for this site of cultural and amenity significance.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board
views
33. The
Pukekiwiriki Paa Joint Management Committee has been established to address
site development and maintenance issues in a co-governance partnership between
the local board and mana whenua.
34. The
proposed works will provide improved access for all visitors to the site plus
improved interpretation and amenity that reflect the site’s heritage and
cultural significance. These site improvements will make the visitor experience
more rewarding, fulfilling and enjoyable.
Tauākī whakaaweawe
Māori
Māori impact statement
35. The
Pukekiwiriki Paa Joint Management Committee is a co-governance entity with five
mana whenua actively participating in the governance of the site. Through this
committee these five mana whenua representatives guide Council to protect the
rich Māori values of this culturally significant landscape and uphold the
mana of iwi that have association with the paa.
36. Given
the unique nature of the management committee and the high values of the paa
site Council staff have been careful to ensure that the committee is directly
involved, through workshops, site visits and reports, in all aspects of this
project and have been able to carefully consider detailed options about any
proposed changes to the management of the development site. The project is
therefore led by mana whenua in partnership with council to ensure the
aspirations of mana whenua are upheld.
Ngā ritenga
ā-pūtea
Financial implications
37. It
is anticipated that the pricing for the delivery of stage one works (walkway
upgrade) will reflect the available approved funding of $110,000.
38. The
stage two development which includes the design and construction of the
entranceway into Pukekiwiriki Paa Reserve is estimated to cost $135,000.00
including a contingency.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
39. The
overarching risks identified in this report are associated with ensuring
design, procurement and construction are aligned with mana whenua values.
The joint management structure is set up to ensure that mana whenua values and
concerns are reflected in the design and construction methodology and the
delivery of maintenance works at the site.
Ngā koringa ā-muri
Next steps
40. Following
approval of the procurement process and obtaining necessary consent approvals
tendering can commence on the walkway upgrade. Updates will be provided
to the committee before works commence on the track and cultural monitoring
will be agreed at that time.
41. Following
the approval by the committee for the final mana whenua lead artist concept
plan for stage two the consenting and procurement process for the development
of the Pukekiwiriki Paa entranceway will be initiated.
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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Track development plan - stage 1
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13
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b⇩
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Te Arawhata balustrade design- stage
2
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15
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Ngā kaihaina
Signatories
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Author
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Greg Lowe - Parks and Places
Specialist (Parks Services)
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Authorisers
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Mace Ward - General Manager Parks,
Sports and Recreation
Jane Aickin - Kaiwhakahaere Te Waka
Tai-ranga-whenua
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