I hereby give notice that an ordinary meeting of the Ngāti Whātua Ōrākei Reserves Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

20 April 2020

4.00pm

Ōrākei Marae
Conference Call

 

Ngāti Whātua Ōrākei Reserves Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Marama  Royal

 

Deputy Chairperson

Cr Desley Simpson, JP

 

Members

IMSB Member Renata Blair

 

 

Cr Linda Cooper, JP

 

 

Member Wyllis  Maihi

 

 

Member Scott Milne

 

 

(Quorum 3 members)

 

 

 

Andrew Gray

Kaitohutohu Mana Whakahaere / Governance Advisor

 

15 April 2020

 

Contact Telephone: (09) 977 1735

Email: andrew.gray@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

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,
10 February 2020                                                                                                          
7

6          Ngāti Whātua Ōrākei Reserves Board
Register of Interests                                                                                                   
17

7          Delegations                                                                                                                   21

8          Operations Report                                                                                                       59

9          Project Reports                                                                                                            63

10        Quarter 3 financial update as at 31 March 2020                                                       77  

 Whakakwātea

 


1          Apologies

 

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 Ngāti Whātua Ōrākei Reserves Board:

a)         confirm the ordinary minutes of its meeting, held on Monday, 10 February 2020, including the confidential section, as a true and correct record.

 

 

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.”

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Minutes of the Ngāti Whātua Ōrākei Reserves Board meeting,
10 February 2020

File No.: CP2020/04545

 

  

 

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, 10 February 2020 Attachment A.

 

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a)      note the minutes of the Ngāti Whātua Ōrākei Reserves Board meeting held on Monday, 10 February 2020.

 

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Minutes of the Ngati Whatua Orakei Reserves Board meeting, 10 February 2020

9

      

Ngā kaihaina

Signatories

Author

Andrew Gray - Kaitohutohu Mana Whakahaere / Governance Advisor

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 


 


 


 


 


 


 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Ngāti Whātua Ōrākei Reserves Board
Register of Interests

File No.: CP2020/04607

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide and updated Ngāti Whātua Ōrākei Reserves Board Register of Interests (Attachment A).

Whakarāpopototanga matua

Executive summary

2.       An updated version of the Ngāti Whātua Ōrākei Reserves Board Register of Interests is provided as Attachment A of this report.

 

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a)      note the Ngāti Whātua Ōrākei Reserves Board Register of Interests (Attachment A of the agenda report).

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Ngāti Whātua Ōrākei Reserves Board Register of Interests

19

     

Ngā kaihaina

Signatories

Author

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Delegations

File No.: CP2020/04643

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       The purpose of this paper is to set out the amendments the Reserves Board requested at its February workshop hui to the Board’s Relationship Principles, Terms of Reference, and Authorisations for the Reserves Board to discuss and approve

Whakarāpopototanga matua

Executive summary

2.       An amended version of the Reserves Board’s original 2015 Delegations Policy was tabled at the Reserves Board’s February workshop hui for discussion. The amended version was retitled “Relationship Principles, Terms of Reference, and Authorisations” and included a number of amendments including the move from the concept of “delegations” to one of “authorisations”.

3.       The Reserves Board requested a number of additional amendments be made to the Relationship Principles, Terms of Reference and Authorisations for discussion at the Reserves Board’s April hui.

 

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a)      approve the amended Relationship Principles, Terms of Reference, and Authorisations for adoption as set out in attachment A of the agenda report and subject to the further amendments agreed at the Reserves Board hui.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Relationship Principles, Terms of Reference and Authorisations

23

     

Ngā kaihaina

Signatories

Author

Natasha Strong – General Counsel Ngāti Whātua Trust

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Operations Report

File No.: CP2020/04618

 

  

 

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 out by Whai Maia  - Okahu Rakau.

Whakarāpopototanga matua

Executive summary

2.       The following Operational Update covers the following:

·    Operational update

·    Kaitiaki Service

3.       Covid-19 Business support

 

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a)      note the operational updates as detailed in the agenda report.

b)      approve funding to Ngāti Whātua Ōrākei Whai Maia Ltd for Covid-19 Business Continuity Support for the 4-week, level 4 lock-down period to the value of $50,916.80

 

 

Operational update

Whenua Maintenance & Ecology

4.       Turf Maintenance: new tractor purchased.  No current challenges.  Ongoing training for Kaimahi on Machine Operation and Tool maintenance.

5.       Ecology maintenance – Pest Weed control: focus continues in public areas, Hapimana Street, MJS, Okahu Bay and Kitemoana Street.  Ongoing training continues with kaimahi regarding pest weed identification and removal.  We are participating in community conversation, involving schools and residents around Moth Plant removal and disposal.  Five main pest weeds are: Moth vine, Honey suckle, Pampus, Wattle, Wolly nightshade and Ginger.  Methodology of composting on site reduces the regeneration of the weed however enriches the soil.

6.       Pest Animal Control:  huge increase in our mahi within our pest animal control.  We have gone from monthly to weekly trapping with the support from Eastern Songbird volunteers.  Hopefully we will be able to have some accurate data on our progress for the next quarter.  Po9urewa is also being used by the community for Pest trap hand outs and training.  Staff were scheduled to complete the DoC pest animal control training in March, however due to Covid-19 all training was cancelled and rescheduled for next year.


 

 

7.       Parakore:  nothing new to report.  Kaimahi collecting loose litter daily in all areas of the Whenua. More feedback from public appreciating the tidiness of the areas.  Majority of dumped rubbish is mainly on Hapimana Street and MJS encampments.  We also collect a lot of rubbish next to the MJS rubbish bins.  Prefer the rubbish to be removed.

8.       Citizen Science:  every quarter Okahu Rakau and Sustainable Coastlines volunteers do a Parakore Audit of Okahu Bay.  We collect every little bit of rubbish within a certain area each quarter and do an audit.  We have done this for three quarters and have found that the amount of rubbish found has decreased.

Volunteers and visiting groups

9.       We continue to work alongside the following groups:

·    Sustainable Coastline Volunteers who support us on a regular basis

·    Eastern Songbird

·    Research teams: AUT, UOA, and Carbon Watch NZ

·    Corporate groups

Biodiversity

10.     Bio-Diversity monitoring:  ongoing monitoring of the 4 Weta Condo’s on the Whenua.  This is an indication of what other life is on the Whenua.

11.     Bird monitoring:  ongoing monitoring of Manu on the Whenau.  We started putting out water containers due to the long hot days and no rain.  We have had several Magpies which we have started trapping as they are territorial and chase other birds away.

12.     Water monitoring:  the team are currently not so involved due to other mahi commitments however it is beneficial for Kaimahi to learn or be exposed to this Kaupapa in the very near future as all our kaitiaki  mahi Whenua ki te Moana, Moana ki te Whenua.

Health and Safety

13.     There have been zero lost time injuries since the last report. H&S awareness and reporting has improved with the adoption of the BWARE reporting software.

14.     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

15.     A list of outstanding works required for Hapimana Street 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.

·    Road gate

·    Chain fence

·    White fence

·    Uneven road and pathways

·    Bollards and locks

·    Sink hole

·    Sink hole

 

 

A list of outstanding works required for Kitemoana Street and Tamaki Drive

·    Fencing

·    Bollards

·    Park pathways

·    Seating

·    Lighting for the stairs

Kaitiaki Report

16.     Our 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.  Current cost YTD is $30,139 for OPEX (Annual Budget $77,240) and NIL CAPEX spend YTD (Annual Budget $50,000).

17.     Even with a reduced presence at times, we are still able to provide a very positive service by use of “utilities buggy” to move between the upper and lower areas of the Whenua Rangatira.

18.     We have a current team of eight on our roster and one permanent part-time on morning rubbish duty.  We will continue to operate a skeleton crew all year round.

Covid-19 Business Continuity Support

19.     Since the Covid-19, Level 4 lock-down period started, and due to the government regulations our Okahu Rakau Kaimahi have not been able to do their regular mahi.

20.     We have continued to provide necessary daily maintenance work on the Whenua via our Operations Manager and Team Lead (from the same bubble).

21.     Whai Maia have made the commitment to pay all our staff during Covid-19, Level 4 lock-down period, to provide reassurance to our staff and to ensure business continuity through staff availability when we area bel to return to the fulfil the Contract.  Total cost for Whenua Rangatira permanent staff for the 4 weeks = $50,916.80.  We are asking that the Reserves Board support the continuity of this contract and the kaimahi involved by funding the staff cost for the 4-week lock-down period.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.    

Ngā kaihaina

Signatories

Author

Tom Irvine, Technical Officer, Ngāti Whātua

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Project Reports

File No.: CP2020/04609

 

  

 

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.       Refer to Project Reports (Attachment A) for update.

 

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a)      note the project update report.

 

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Project Reports

65

     

Ngā kaihaina

Signatories

Author

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 


 


 


 


 


 


 


 


 


 


 


Ngāti Whātua Ōrākei Reserves Board

20 April 2020

 

 

Quarter 3 financial update as at 31 March 2020

File No.: CP2020/04575

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide Ngāti Whātua Ōrākei Reserves Board (reserves board) an update on financial performance for the quarter ending 31 March 2020.

Whakarāpopototanga matua

Executive summary

2.       March year to date operational expenditure is under budget by about $565,000 mainly due to project works and repairs and maintenance

3.       To achieve the year-end operational expenditure forecast we must spend about $650,000 in the last quarter which seems highly unlikely due to Covid-19 lockdown.  It should be noted that Auckland Council is financially impacted by the lockdown and is mitigating it by reducing costs where possible.

4.       Capex expenditure is forecast to be about $461,000 below budget and remains unchanged at the time of writing this report. 

 

 

Ngā tūtohunga

Recommendation

That the Ngāti Whātua Ōrākei Reserves Board:

a)      receive the quarterly financial report.

 

 

 


 

 

Financial update

5.       An overview of the operational and capital expenditure for the financial year to date is included in the table below.


 

 

6.       Revenue from Vodafone was received this 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. 

7.       Good progress is being made on capital works projects including the entrance way and nursery complex development at Pourewa Creek. 

8.       The underspend in capital budget is primarily driven due to delays in agreeing the scope of

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Munen Prakash - Lead Financial Advisor

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Trust

Nicholas Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua