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
|
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
11 December
2019
|
|
Election
of a Chairperson and Deputy Chairperson for the Pukekiwiriki Paa Joint
Management Committee
File No.: CP2019/20681
Te take mō te
pūrongo
Purpose of the report
1. To
appoint a Chairperson and Deputy Chairperson of the Pukekiwiriki Paa Joint
Management Committee.
Whakarāpopototanga matua
Executive summary
2. After
the 2019 local body elections, a new Papakura Local Board is now in place. It
is now appropriate that the chair and deputy be reviewed for the joint
management committee as per the Terms of Reference.
3. The
Pukekiwiriki Paa Joint Management Committee was established on 30 April 2014,
from a Papakura Local Board decision on 29 January 2014 to establish the joint
committee and to delegate the local boards Reserves Act powers and
responsibilities for Pukekiwiriki Paa Historic Reserve:
4. A
Chairperson and Deputy Chairperson was duly elected at the 30 April 2014
Pukekiwiriki Paa Joint Management Committee meeting.
5. The
Terms of Reference for the committee was also adopted at the 30 April 2014
Papakura Local Board meeting (see resolution b) above).
The Terms of
Reference state:
‘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)”.
6. In
accordance with Schedule 7, clause 21(5)(b) of the Local Government Act 2002,
the Local Board Advisor, Local Board Services
on behalf of the Chief Executive, will call for nominations for the Chairperson
of the Pukekiwiriki Paa Joint Management Committee.
7. The
Pukekiwiriki Paa Joint Management Committee must elect a member to the
Chairperson and Deputy Chairperson position in accordance with Schedule 7,
Clause 25 of the Act, noting that no member has a casting vote.
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Ngā tūtohunga
Recommendation/s
That the Pukekiwiriki Paa
Joint Management Committee:
a) elect
a Chairperson and a Deputy Chairperson of the Pukekiwiriki Paa Joint
Management Committee.
|
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
|
Author
|
Paula Brooke - Democracy Advisor
|
|
Authoriser
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Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua
|
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Pukekiwiriki Paa
Joint Management Committee
11 December
2019
|
|
Pukekiwiriki Paa Track Re-Development
Procurement Process Approval and Draft Pukekiwiriki Paa Entrance Concept
Plan
File No.: CP2019/20657
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.
|
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
general 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). In this case the P-17 contractor for the Southern
Region is Citycare. However, there are exceptions to this procurement rule that
allows direct appointment of outside contractors for reasons like specialised
services/social procurement where the P-17 suppliers cannot do or to enable
better outcomes.
18. In
the case of this project, given the site is of high significance to Māori,
the project delivery team has worked hard to identify options for Māori
economic outcomes/Māori employment as well as to ensure the best
protection and respect for the cultural features. This was done by going
through the He Waka Eke Noa, a sustainable procurement supply chain
facilitator, to seek Māori suppliers who can deliver this project who have
required track record.
19. Decisions
around 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 enhanced outcomes for Māori.
20. Two
procurement options were considered:
a. Direct appointment of a contractor who has experience working in
areas of cultural significance. A preferred contractor has been
identified for this project. They are part of the He Waka Eke Noa supplier
pool, are a Māori business who have proven experience building tracks and working with sites of
significant heritage value.
b. 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.
21. 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
22. 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.
23. 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.
24. 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.
25. The
draft entranceway concept design will be presented for discussion and approval,
subject to any requested changes.
26. 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.
27. 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
28. Procurement
options are the same as is outlined above for the walkway which is:
·
Option one – Direct appointment
·
Option two – Closed tender with weighted attributes.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and
views
29. 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
30. 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.
31. 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
32. 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.
33. 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
34. It
is anticipated that the pricing for the delivery of stage one works (walkway
upgrade) will reflect the available approved funding of $110,000.
35. 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
36. 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
37. 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.
38. 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
|
|
a⇩ 
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Track development plan - stage 1
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21
|
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b⇩ 
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Te Arawhata balustrade design- stage
2
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23
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Ngā kaihaina
Signatories
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Author
|
Greg Lowe - Parks and Places
Specialist (Parks Services)
|
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Authorisers
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Jane Aickin - Kaiwhakahaere Te Waka
Tai-ranga-whenua
Mace Ward - General Manager Parks,
Sports and Recreation
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