I hereby give notice that an ordinary meeting of the Ngāti Whātua Ōrākei Reserves Board will be held on:
Date: Time: Meeting Room: Venue:
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Monday, 10 February 2020 3.00pm Ōrākei
Marae |
Ngāti Whātua Ōrākei Reserves Board
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Member Marama Royal |
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Deputy Chairperson |
Cr Desley Simpson, JP |
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Members |
Member Renata Blair |
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Cr Linda Cooper, JP |
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Member Wyllis Maihi |
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Member Scott Milne |
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(Quorum 3 members)
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Maea Petherick Kaitohutohu Mana Whakahaere Matua / Senior Governance Advisor
5 February 2020
Contact Telephone: (09) 890 8136 Email: maea.petherick@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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Whakatau – Karakia/mihi
1 Apologies 5
2 Declaration of Interest 5
3 Confirmation of Minutes 5
4 Extraordinary Business 5
5 Minutes of the Ngāti Whātua Ōrākei Reserves Board meeting, 5 August 2019 7
6 Health and Safety Policy 15
7 Operations Report 23
8 Contract Report 27
9 Events 39
10 Concessions 43
11 Waitangi Day 2020 53
12 Audited Annual Performance Report for the year ended 30 June 2019 for Ngāti Whātua Ōrākei Reserves Board 55
13 Quarterly financial update and year-end forecast 79
14 Annual plan for 2020/2021 financial year and 10-year budget update 83
15 Ngāti Whātua Ōrākei Reserves Board 2020 meeting dates 99
Whakakwātea
At the close of the agenda no apologies had been received.
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.
That the Ngāti Whātua Ōrākei Reserves Board: a) confirm the ordinary minutes of its meeting, held on Monday, 5 August 2019, as a true and correct record.
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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.”
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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Minutes of the Ngāti Whātua Ōrākei Reserves Board meeting, 5 August 2019
File No.: CP2020/00742
Te take mō te pūrongo
Purpose of the report
1. As per the Board’s request, attaching a copy of the minutes of the Ngāti Whātua Ōrākei Reserves Board meeting, held on Monday, 5 August 2019 – Attachment A.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) note the minutes of the Ngāti Whātua Ōrākei Reserves Board meeting held on Tuesday, 5 August 2019.
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Attachments
No. |
Title |
Page |
a⇩ |
Minutes of the Ngati Whatua Orakei Reserves Board meeting, 5 August 2019 |
9 |
Ngā kaihaina
Signatories
Author |
Andrew Gray - Kaitohutohu Mana Whakahaere / Governance Advisor |
Authoriser |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00553
Te take mō te pūrongo
Purpose of the report
1. To present a draft Health and Safety Policy for the Ngāti Whātua Ōrākei Reserves Board (Reserves Board) to consider and adopt.
Whakarāpopototanga matua
Executive summary
2. Since the adoption of the Health and Safety at Work Act 2015 (Act) the Ngāti Whātua Ōrākei Reserves Board (reserves board) have received advice in respect to their obligations, received regular updates from reporting staff in respect to management of incidents and risks and carried out site walk overs.
3. The attached draft Health and Safety Policy for the reserves board provides a policy framework for the reserves board to consider and adopt. It summarises key obligation in the Act and reasonable and practicable actions that member of the reserves board and officers of the reserves board will commit to in order to look after the safety and wellbeing of workers and manuhiri.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) adopt the Ngāti Whātua Ōrākei Reserves Board Health and Safety Policy as provided in Attachment A of the agenda report. b) note the commitment to periodic review of the Health and Safety Policy on a three-yearly basis.
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Horopaki
Context
4. Since the adoption of the Health and Safety at Work Act 2015 the Ngāti Whātua Ōrākei Reserves Board (reserves board) have received a briefing from Auckland Council on the Act and its implications for the board and have been receiving regular updates from reporting staff in respect to management of incidents and risks.
5. A comprehensive risk assessment and communication plan was formally presented and received at the November 2016 reserves board meeting. This has been kept up to date and is presented annually at site visits with the reserves board.
6. All quarterly meetings include an update on any incidents.
Tātaritanga me ngā tohutohu
Analysis and advice
7. Ōkahu Rakau undertake the bulk of the day to day maintenance with a large variety of tasks and varying levels of risk and across a broad work site. A detailed risk register is managed by the Operations Manager supported by Caine O’Shea, Ngāti Whātua Ōrākei Whai Maia Ltd (Whai Maia) Health and Safety Advisor.
8. Caine O’Shea is an experienced health and safety advisor and has implemented the following for Whai Maia:
· Desktop review of current Health and Safety status within the organisation.
· BWARE Health and Safety Software purchased.
· Health and Safety Implementation plan drafted
· Review of current Health and Safety documentation conducted (hazard & risk registers, incident registers etc).
· BWARE Health and Safety Management system data entry completed (Hazard & Risk Registers, incident reports, incident investigations)
· Planning and coordination of roll out of the BWARE Health and Safety Software and responder application.
9. Ventia, Auckland Council’s maintenance contractor for many surrounding parks, provides a limited number of services on the Whenua Rangatira. Other suppliers work, from time to time, on parts of the land under the administration of the reserves board (particularly associated with project works). All suppliers are considered to be people conducting business or undertaking (PCBU) as defined in the Act and are therefore audited prior to working on site, communicated with and cooperated with in accordance with the Act.
10. Overall, reporting officers believe the management of risk and the workplace is under good stewardship and the level of oversight and reporting to the reserves board is appropriate to meet the due diligence as described in the attached draft policy.
Author – JS
Authoriser – JS/JA
Attachments
No. |
Title |
Page |
a⇩ |
Health & Safety Policy 3 Feb 2019 |
17 |
Ngā kaihaina
Signatories
Author |
Jamie Sinclair – Chief Executive Ngāti Whātua Trust |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair – Chief Executive Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00833
Te take mō te pūrongo
Purpose of the report
1. To update the Ngāti Whātua Ōrākei Reserves Board (reserves board) on the operational work carried by Whai Maia – Okahu Rakau.
Whakarāpopototanga matua
Executive summary
2. The following Operational Update covers the following:
· Operational update
· Kaitiaki Service
3. Whai Maia received approval of funding for $25,000 for the Technical Officer function from 1 July 2019 to 31 December 2019. We need to confirm funding for the period 1 January 2020 to 30 June 2020. Total annual budget is $51,316.00
4. Due to the scope and scale of the Pourewa Creek Recreation Reserve, a Park Facilities Manager, additional operational staff and / or contractors will be required manage activities, maintain and continue the ecological restoration of this site.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) note the operational updates as detailed in this report b) approve funding to Whai Maia for the Technical Officer function, for the period 1 January 2020 to 30 June 2020. Total funding $26,376.00 c) approve a variation to the Ōkahu Rakau Maintenance Contract to extend the services provided at Pourewa Creek Recreation Reserve for the period 1 January 2020 to 30 June 2020. Total additional funding $250,000 as per the revised forecast.
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Operational update
Whenua Maintenance & Ecology
5. Turf Maintenance: Challenges at the end of the year due to machine issues however back on track on returning in the new year. Ongoing training with staff regarding service specification and machine operation.
6. Ecology maintenance - Pest Weed control: Focusing on public areas, Hapimana street, MJS, Okahu Bay and Kitemoana street. Ongoing training with kaimahi regarding Native Plant and Pest weed identification. Interest from volunteers to support.
7. Pest Animal Control: Checking traps on whenua once a month as suggested by Eastern song Bird. Nov, Dec and Jan we have caught 7 rats and 4 possums. Promoting Eastern Song Bird project to residence to access traps and training. 3 new staff completed Intro - Pest animal control.
8. Parakore: We are happy with the condition of the whenua. Our kaimahi do regular daily loose litter collection. Dumpings are on rare occasions so way less than previous however the rubbish bins on Hapimana need to be reviewed.
Volunteers and visiting groups
9. We have an ongoing relationship with Sustainable Coastline Volunteers who support us on a regular basis. This year 38 SC volunteers have worked alongside us.
10. Corporate volunteers: Westpac 10 Volunteers. They also have 9 volunteers for Waitangi Day.
11. Ōkahu Rakau continues to host and research team organisations including AUT, UOA, CarbonWatch NZ.
Biodiversity
12. Bio-diversity monitoring: We currently have 4 Weta Condo's on the Whenua. Two are doing well with Weta living in them. This is a indication of what other life is on the whenua.
13. Bird monitoring: Noticeable changes with the amount of Manu on the whenua. Dotteral, Ruru, Heron, Putangitangi, pheasant, Pukeko and other birds returning.
14. Water monitoring: The team have been fortunate to be part of a water monitoring project on the whenua. Scheduling more mahi around this kaupapa.
15. There have been zero lost time injuries since the last report. H&S awareness and reporting has improved with the employment of Caine O’Shea, Whai Maia Health & Safety Advidor
16. Takutai Moana have cameras on site for safety and security reasons. This is reassuring for staff when working alone on site.
Maintenance work outside of scope
17. A list of outstanding works required e.g. Hapimana Street gate repairs need to be collated with priorities and timelines for repairs. A project manager should be appointed for this to ensure efficient coordination with the various parties i.e. AT, Reserves Board, Okahu Rakau etc.
Kaitiaki Report
18. The Kaitiaki Service is co-managed by the Orakei Reserves Board and Ngati Whatua Orakei Whai Maia. As technical officer, Tom Irvine manages the service, supported by the Okahu Rakau Operation Manager.
19. Our new Kaitiaki season started in October 2019 however, due to unforeseen circumstances, the service was only fully implemented in December 2019, in-time for the busy summer period.
20. We have a current team of 8 on our roster and 1 permanent part-time on morning rubbish duty, refer the below roster for February.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Author |
Thomas Irvine – Technical Officer, Ngāti Whātua |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00944
Te take mō te pūrongo
Purpose of the report
1. To update the Ngāti Whātua Ōrākei Reserves Board (Reserves Board) on the active projects underway in relation to the nursery development and management plan.
Whakarāpopototanga matua
Executive summary
2. The Pourewa Nursery Complex and Combine Management Plan are two active projects currently being managed by Ngāti Whātua Ōrākei Whai Maia. Both projects have approved Project Charters and are reporting using the standard Project Status reports.
3. Both projects are progressing well with no significant areas of concern. The Management Plan has had a slight delay in terms of the public notification timetable but this is not expected to impact the final delivery timeline.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) note the Project Status report for the following projects: i) Pourewa Nursery Complex ii) Combined Management Plan
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Attachments
No. |
Title |
Page |
a⇩ |
Project Update: Pourewa Nursery |
29 |
b⇩ |
Project Update: Combined Management Plan |
35 |
Ngā kaihaina
Signatories
Author |
Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00951
Te take mō te pūrongo
Purpose of the report
1. To present the events occurring on the whenua from 1 July 2019 to 31 January 2020.
Whakarāpopototanga matua
Executive summary
2. The Auckland Council events facilitation team receive a range of event requests for the use of the land administered by the Ngāti Whātua Ōrākei Reserves Board (Reserves Board).
3. Requests are sent to Ngāti Whātua Ōrākei (Whai Maia) for approval. The event team facilitate the initial request and give the formal approval, invoicing and tracking activity but nothing happens without the knowledge of Ngāti Whātua Ōrākei.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) receive the events report for the period 1 July 2019 to 31 January 2020.
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Attachments
No. |
Title |
Page |
a⇩ |
Events Register to 31 January |
41 |
Ngā kaihaina
Signatories
Author |
Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00869
Te take mō te pūrongo
Purpose of the report
1. To seek approval from the Ngāti Whātua Ōrākei Reserves Board for three Whenua Rangatira concession applications.
Recommendations That the Ngāti Whātua Ōrākei Reserves Board: a) approve or decline the application for Hunger Zone b) approve or decline the application for Good Addiction c) approve or decline the application for Raumati Toi |
Current Applications
2. Attached are three application for operating a concession on the Whenua Rangatira being
· Hunger Zone, August 2019
· Good Addiction, August 2019
· Raumati Toi, February 2020
3. Also attached is the concessions policy as adopted by the Ngāti Whātua Ōrākei Reserves Board (reserves board) on 10 August 2015. Further to this, in February 2018 the reserves board resolved to:
a) delegate decision making responsibility to the Technical Officer of Ngāti Whātua Ōrākei Whai Maia Ltd for amending point 2 and the map of the concessionaire guidelines and determining a minor reconfiguration of the fence line, redesign of the fence style and other ancillary landscaping matters to accommodate concessionaires in the vicinity of the tourism kiosk
b) request that the future fence design should continue to act as a barrier to vehicles while being visually unobtrusive and providing for easy/barrier free pedestrian access onto the Whenua Rangatira
c) note that the nature of the concessionaire area and concessionaire activity is temporal and can be readily changed in the future as greater clarity on the development of tourism activity on the Whenua Rangatira is gained through the master planning process
4. Since that time the tourism kiosk has been decommissioned and so the attached policy remains as adopted in 2015 however the intent to modify this policy in 2018 remains relevant. In particular, it sought to create an area for concessions that is on the Whenua Rangatira (rather than in that part of the road corridor which is governed by the Ōrākei Local Board) and creates a tourism hub.
5. At the time of writing this report management were completing assessment of these applications and this will be circulated under separate cover.
Attachments
No. |
Title |
Page |
a⇩ |
Concession application - Good Addiction |
45 |
b⇩ |
Concession application - Hunger Zone |
47 |
c⇩ |
Concession application - Raumati Toi |
49 |
Ngā kaihaina
Signatories
Author |
Tom Irvine, Technical Officer, Ngāti Whātua |
Authoriser |
Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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File No.: CP2020/00807
Te take mō te pūrongo
Purpose of the report
1. To update the Ngāti Whātua Ōrākei Reserves Board (reserves board) on plans for the Waitangi Day event and seek retrospective approval for the funding of the mauri tent.
Whakarāpopototanga matua
Executive summary
2. The report provides a brief synopsis of the Waitangi Day:
· Plans to date
· Sponsors / Partners
· Event Report
3. The reserves board has traditionally funded the mauri tent as this tent focussed on the history of the whenua and the Bastion Point occupation. Ensuring this kind of narrative is told is an important part of the role of the reserves board and it is therefore fitting that this funded from the reserves board events budget
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) receive this report b) retrospectively approve funding of $5,000 for the mauri tent used to interpret the history of the Whenua Rangatira noting that this is in line with the budget and previous years funding. |
Plans to date
4. In partnership with Auckland Council, Ngāti Whātua Ōrākei will commemorate the 180th anniversary of the signing of the Treaty of Waitangi, with Waitangi Day ki Ōkahu 2020.
· Date: Thursday 6th February 2020
· Location: Ōkahu Bay, Tamaki Drive, Auckland
· Time: The event starts at 10am and concludes at 3pm
5. Event is alcohol, smoke and drug free, and will be monitored closely by our security team and local policing units.
6. Para kore / zero waste event with volunteers supporting Whai Maia staff.
Sponsors / Partners
7. Sponsors: Auckland Council, NIB Health Insurance, Mai FM
8. Kai Vendors: Funtime Catering plus several Whanau Stalls
9. Other Partners: Hauora Village including, Smilecare, Dilworth Hearing, Breastscreen Aotearoa plus 12 more
10. Community stalls: Mauri Tent, Orakei Local Board, CB Civil/Healthy Waters and Watercare
Event Report
11. Post event report to follow. A verbal update can be provided at the 10 February meeting.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Author |
Tom Irvine, Technical Officer, Ngāti Whātua |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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Audited Annual Performance Report for the year ended 30 June 2019 for Ngāti Whātua Ōrākei Reserves Board
File No.: CP2020/00521
Te take mō te pūrongo / Purpose of the report
1. To provide Ngāti Whātua Ōrākei Reserves Board with:
· the letter of representation for external auditor RSM Hayes
· the audited financial performance report for year ended 30 June 2019.
Ngā tūtohunga / Recommendations That the Ngāti Whātua Ōrākei Reserves Board: a) delegate authority to the Chair and Deputy Chair to sign the letter of representation for external auditor RSM Hayes for the year ended 30 June 2019 (Attachment A of the agenda report) b) delegate authority to the Chair and Deputy Chair to adopt and sign the audited financial performance report for the year ended 30 June 2019 (Attachment B of the agenda report) c) approve the distribution of a copy of the audited financial performance report to the trustee of the reserves board and to Auckland Council. |
Audit of annual financial performance
2. The financial statements of Ngāti Whātua Ōrākei Reserves Board (reserves board) are the responsibility of the reserves board. The reserves board members are made up of equal representation from Ngāti Whātua Ōrākei and Auckland Council. In this regard, the reserves board is responsible for:
· ensuring that it keeps accounting records which at any time disclose with reasonable accuracy the financial position of its operations
· establishing and maintaining an internal control structure
· preparing financial statements which present fairly, in all material respects, the reserves board’s financial position and performance
· ensuring the reserves board complies with laws and regulations applicable to its activities and safeguarding of its assets
· the audit of performance report does not relieve the reserves board of these responsibilities.
3. In accordance with the Ngāti Whātua Ōrākei Claims Settlement Act 2012, Schedule 4 clause 5(3), the financial accounts for each year must be audited by a chartered accountant. At the hui on 5 August 2019, the reserves board agreed to engage RSM Hayes as the external auditor.
Scope of audit
4. The audit opinion provides reasonable assurance to board members that the financial performance reports are free of material misstatements and comply with generally accepted accounting practice in New Zealand.
5. The procedures used to form an audit opinion include examination, on a test basis, of evidence supporting the amounts and other disclosures in the financial statements. It also includes evaluation of accounting policies and adequacy of internal control structure to gain an understanding of the accounting system as a basis for the preparation of the financial statements.
Letter of Representation
6. Attachment A is the letter of representation.
7. The reserves board is required to sign a letter of representation as a matter of standard audit practice. This letter involves the reserves board making representations to the auditor that the financial statements are materially correct and that the reserves board approved all expenditure incurred on its behalf as reflected in the financial statements.
Annual financial performance report
8. Attachment B includes annual financial performance report of the reserves board covering the period 1 July 2018 to 30 June 2019.
9. Whilst the reserves board is not a registered charity under the Charities Commission, the annual financial performance report complies with Tier 3 not-for-profit public benefit entity reporting requirements.
10. The annual performance report:
· reflects the current understanding of the reporting requirements for the reserves board under the Ngāti Whātua Ōrākei Claims Settlement Act 2012
· meets the generally accepted accounting practice in New Zealand
· is prepared independently by the Auckland Council’s Financial Control team
· includes the following
o Auditor’s opinion
o Statement of Service Performance
o Statement of Financial Performance
o Statement of Financial Position
o Statement of Cash Flows
o Statement of Accounting Policies and Notes.
Financial performance summary
11. An overview of the financial performance for the year ending 30 June 2019 is included below to assist members of the reserves board in understanding of key figures.
12. Revenue is made up of grants and other revenue. Grants is the funding received from Auckland Council to cover net operating expenses. Other revenue is made up of two streams of income:
· the set license fee for the Vodafone tower of $14,300 per annum and
· income from event fees of $1,340.
13. Total expenses at $789,270 is higher than last year mainly due consultancy work carried out by programme manager. Please refer to note 2 of annual performance report for a breakdown of expenses (attachment B).
14. Repairs and maintenance variance mainly relate to cost savings achieved through project 17 repairs and maintenance contract.
15. Sundry expenses reflect electricity credit received during the year.
16. As reported at the hui on 5 August 2019, the expenses were under budget for FY19.
Audit report
17. RSM Hayes in the audit report has cleared the following recommendations made in the past:
· Formal funding agreement with Auckland Council - Funding MOU dated 5/8/2019 satisfies the prior year recommendation
· Formal fraud policy – Fraud Policy dated 5/8/2019 satisfies the prior year recommendation.
18. RSM Hayes has stated that there will be no audit issues raised for the year ended 30 June 2019.
Final signing of all documents
19. It is proposed that the reserves board approve all recommendations and adopt the annual financial performance report for year ended 30 June 2019.
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩ |
Letter of representation for the year ended 30 June 2019 (attachment A) |
59 |
b⇩ |
Financial statements (attachment B) |
63 |
Ngā kaihaina / Signatories
Author |
Munen Prakash - Lead Financial Advisor |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
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Quarterly financial update and year-end forecast
File No.: CP2020/00673
Te take mō te pūrongo
Purpose of the report
1. To provide Ngāti Whātua Ōrākei Reserves Board (reserves board) an update on financial performance including year-end forecast for the Whenua Rangatira and Pourewa Creek Recreation Reserve.
Whakarāpopototanga matua
Executive summary
2. December year to date operational expenditure is under budget by about $374,000 mainly due to project works and response repairs and maintenance.
3. The year-end operational expenditure forecast is about $279,000 below budget due to delays in progressing project works and savings in response repairs and maintenance.
4. Capex expenditure is forecast to be about $461,000 below budget and the details are shown in the table below.
5. It is recommended that the reserves board seek for these underspend funds to be carried forward to support the future growth and capital works on Pourewa Creek Recreation Reserve as well as supporting the development of the combined management plan.
Recommendations That the Ngāti Whātua Ōrākei Reserves Board: a) note this report b) request Auckland Council to carry forward the 2019/2020 unspent operational and capital budget at year end into the 2020/2021 budget to support growth aspirations at Pourewa Creek Recreation Reserve and delivery of the joint management plan
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Financial update
6. An overview of the operational and capital expenditure for the financial year to date is included in the table below.
7. Revenue from Vodafone is expected to be received before in the end of next quarter. The operational expenditure continues to be behind budget and this is primarily due to the additional budget provision allocated to nursery and increased staff presence on Pourewa starting later than planned and the slight delay in progressing the management plan.
8. It is estimated that there will be operational expenditure underspend of about $279,000. It is recommended that underspend funds be carried forward into next financial year for the management plan and maintenance at Pourewa Creek Recreation Reserve.
9. Great progress is being made on capital works projects including the entrance way and nursery complex development at Pourewa Creek.
Attachments
There are no attachments for this report.
Ngā kaihaina
Signatories
Author |
Munen Prakash - Lead Financial Advisor |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
|
Annual plan for 2020/2021 financial year and 10-year budget update
File No.: CP2020/00787
Te take mō te pūrongo
Purpose of the report
1. To provide Ngāti Whātua Ōrākei Reserves Board (reserves board) an update on annual plan for 2020/21 and indicative timeframe for the next 10-year budget (LTP) process.
Whakarāpopototanga matua
Executive summary
2. During this year several financial matters will be brought to the reserves board for decision making as outlined in this report. A lot of this discussion will focus on the current Ngāti Whātua Ōrākei Reserves Board 10-year budget, 2018-2028, which is attached to this report (attachment A). This was adopted in August 2018 and then the forecast timing of capital expenditure was altered by resolution of the board in 2019 and included in the financial plan.
3. Management have reviewed the total annual budget for 2020/21 and think this is sufficient for current forecast works and therefore do not feel that there is a need for a revised funding agreement with Council through the annual plan process.
4. The reserves board has the opportunity, between now and end of November this year, to review the current long-term budget and extend to the year 2031. Following this review process the opportunity exists for the reserves board to seek confirmation of funding or revised funding from Auckland Council for the 2021-2031 period as part of the development of the council’s Long Term Plan (LTP) 2021-2031. The current Funding Memorandum of Understanding (MOU) has guidelines associated with this process and is attached to this report for information purposes (attachment B).
5. At the time of writing this report the LTP timeline for 2021-2031 was still in development and subject to Governing Body approval.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) confirm the 2020/2021 annual budget, as provided in the Auckland Council’s Long Term Plan and reflected in the Ngāti Whātua Ōrākei Reserves Board 10-year budget per Attachment A of the agenda report, is sufficient for the 2020/2021 proposed reserves board work programme. b) note the need to review the current long-term plan and prepare a submission to the Auckland Council’s Long Term Plan for 2021-2031 by November 2020. |
Discussion
6. Over the course of 2020 a number of financial matters will be bought to the reserves board for decision making. Most of these steps are outlined in the Funding MOU as detailed in attachment B. At a high level the matters to be considered by the reserves board over 2020 are:
· Adopt the audited annual accounts
· Confirm the year end forecast position for 2019-2020 and advise Auckland Council accordingly
· Review the forecast budget for 2020-2021 financial year and determine if the annual amount anticipated through the Auckland Council’s Long Term Plan needs to be varied through the Annual Plan process
· Review the long-term budget for the reserves board by 30 November and submitt the funding required from Auckland Council to the Governing Body for consideration.
7. As context for all of these financial matters the current Ngāti Whātua Ōrākei Reserves Board 10-year budget, 2018-2028, is attached to this report (attachment A). This was adopted by the reserves board in August 2018. The forecast timing of capital expenditure was altered by resolution of the reserves board in 2019 and the 10-year budget was updated accordingly.
8. In respect to the first two financial matters to be considered, the annual accounts and the forecast position for 2019-2020, these are the subject of a separate report on this agenda.
Annual Plan 2020-2021
9. In relation to reviewing the budget for 2020-2021, management have completed a review and have found there is sufficient budget for all forecast works and therefore do not feel that there is a need for a revised funding agreement with Council as part of the 2020-2021 annual plan process.
10. The current budget for 2020/2021 includes sufficient provision for much greater levels of maintenance and operation on Pourewa Creek Recreation Reserve, funding for activation/manakitanga as part of Matatini and Americas Cup 2021 (which are both to be hosted on the Whenua Rangatira), improved access and signage and improved support for the reserves board in addition to continuation of all current activities. The forecast does not currently include provision for a Whare Waka to house Mahuhu o te Rangi (which is the subject of a separate report on this agenda).
LTP 2021-2031
11. The LTP is Auckland Council’s 10-year budget and work programme, which sets out the funding and implementation of strategic priorities to deliver on the Auckland Plan. The LTP will include council’s proposed levels of service and activities and their costs; financial information, policies and fees; local board information and agreements; and council’s infrastructure strategy.
12. The LTP 2018-28 includes provision to fund the proposed activities of the reserves board as detailed in the reserves board 10-year budget shown in attachment A.
13. Between now and November there is opportunity to discuss and workshop the reserves board 10-year budget to ensure there is an appropriate mix of operating and capital expenditure to achieve the vision as outlined in the Ōrākei Visual Framework and as is reasonable to achieve over this 10-year window. This can then be submitted to council for funding consideration.
14. There is will opportunity to discuss the LTP with the Mayor and Governing Body. The timing of this will be advised later once the Governing Body has agreed the timelines.
Attachments
No. |
Title |
Page |
a⇩ |
Ngati Whātua Ōrākei Reserves Board 10-year budget for 2018-2028 |
87 |
b⇩ |
Ngāti Whātua Ōrākei Reserves Board - Funding MOU |
89 |
Ngā kaihaina
Signatories
Author |
Munen Prakash - Lead Financial Advisor |
Authorisers |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua Jamie Sinclair, Chief Executive, Ngāti Whātua Trust |
Ngāti Whātua Ōrākei Reserves Board 10 February 2020 |
|
Ngāti Whātua Ōrākei Reserves Board 2020 meeting dates
File No.: CP2020/00580
Te take mō te pūrongo
Purpose of the report
1. Provide options for future meeting dates for the Ngāti Whātua Ōrākei Reserves Board (Reserves Board).
Whakarāpopototanga matua
Executive summary
2. The work programme for the Reserves Board is significant and a draft work programme has been established. Refer attached.
3. Reserves Board meetings should be set well in advance to ensure we are able to plan around decision making and reporting.
Recommendation/s That the Ngāti Whātua Ōrākei Reserves Board: a) consider the following dates for the remaining meetings for the 2020 calendar year: i) Monday, 27 April 2020, 5pm, Orākei Marae, Orākei ii) Monday, 22 June 2020, 5pm, Orākei Marae, Orākei iii) Monday, 10 August 2020, 5pm, Orākei Marae, Orākei iv) Monday, 19 October 2020, 5pm, Orākei Marae, Orākei v) Monday, 7 December 2020, 5pm, Orākei Marae, Orākei
|
Ngā tāpirihanga / Attachments
No. |
Title |
Page |
a⇩ |
Reserves Board draft work programme |
101 |
Ngā kaihaina / Signatories
Author |
Andrew Gray - Kaitohutohu Mana Whakahaere / Governance Advisor |
Authoriser |
Jane Aickin - Kaiwhakahaere Te Waka Tai-ranga-whenua |