At the close of
the agenda no apologies had been received.
2 Declaration
of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation
of Minutes
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That the Ngāti Whātua Ōrākei Reserves Board:
a)
confirm the ordinary minutes of its meeting,
held on Monday, 22 June 2020, as a true and correct
record.
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4 Extraordinary
Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item
that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by
resolution so decides; and
(b) The presiding member
explains at the meeting, at a time when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the
discussion of the item cannot be delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an
item is not on the agenda for a meeting,-
(a) That item may be discussed
at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member explains
at the beginning of the meeting, at a time when it is open to the public, that
the item will be discussed at the meeting; but
(b) no resolution, decision or
recommendation may be made in respect of that item except to refer that item to
a subsequent meeting of the local authority for further discussion.”
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Ngāti
Whātua Ōrākei Reserves Board
10 August 2020
|
|
Operations Report
File No.: CP2020/10698
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 at Whenua Rangatira and
Pourewa.
Whakarāpopototanga matua
Executive summary
2. The
Operational Update covers the following:
· Nursery
& Ecology
· Stakeholders
& Visiting Groups
· Biodiversity
· Health
& Safety
· Kaitiaki
Report
|
Ngā tūtohunga
Recommendation/s
That the Ngāti
Whātua Ōrākei Reserves Board:
a) note
the operational updates as detailed in the agenda report
b) confirm
an official opening date for the Pourewa Nursery
c) agree
to the commencement of the revised Kaitiaki Services
d) agree
to the budgeted spend of $70,000 for the revised Kaitiaki Services for
2020/21
e) request
management prepare a service agreement to be signed by the Chair and Deputy
Chair to enable payment for the revised service
f) approve
a variation to the Maintenance Contract to cover costs for the 2020/2021
Financial Year
|
Operational update
Nursery & Ecology
3. Nursery:
Operational and planning to grow in excess of 300,00 plants.
Apporximately 3,000 cuttings have been taken at Pourewa. Visited several
nurseries to align and develop our Biosecurity protocols. Planting
started at the nursery entrance and planning a large planting day on 14 August.
4. Ecology:
Writing the nursery manual for seed collecting and site biosecurity. Developing
GIS templates for ecological mahi on the whenua. Looking to innovate using
invasive privet to grow endemic mushrooms for food under a potential Research
project with Manaaki Whenua.
5. Pest Animal Control: Eastern Songbird periodically doing checks on
traps and we will work with them to incorporate for trap lines as native bush
increases.
Stakeholders and visiting groups
6. In
partnership with AUT several volunteers visited on site during
this period.
7. We have several new
relationships including: Predator Free Devonport, Inzone, Kainga Ora, and
Conservation New Zealand.
Biodiversity
8. Bio-diveristy
monitoring: Currently setting up GIS systems for invasive
plant species, restoration areas, and pre-existing native plants across
Pourewa. Also looking into implementing quarterly tracking tunnels and
additional pest trapping.
9. Bird
monitoring: We will incorporate quarterly 5-minute bird
counts to assess trends in bird species seasonally and over many years. Also
pursuing getting Pourewa listed as a region for the Northwestern Wildlife Link.
Health and Safety
10. There have been zero lost time injuries to report. H&S awareness and
reporting will be a focus with the adoption of the BWARE reporting software.
11. Pourewa cameras need to be reactivated on site for safety and
security reasons.
12. Security and safety is paramount and we are vigilant around the
locking of entrance gates, containers for equipment.
13. The
three new full time kaimahi at Pourewa are First Aid certified.
Kaitiaki Report
14. During the COVID-19 lockdown period, the Ngāti
Whātua Ōrākei Trust supported a Kaitiaki Service that provided
security for our Marae and education for the local community on the Whenua
Rangatira and in our community.
15. The
service was professionally managed and
helped provide comfort to whanau and the community at a time when there was
heightened anxiety.
16. Given
the success of the service, Ngāti Whātua Ōrākei have agreed
to an on-going kaitiaki service that will incorporate Marae security as well as
whenua kaitiaki services for both Whenua Rangatira and Okahu.
17. The
objectives of this revised Kaitiaki Service are:
· Information/education for visitors to MJS and Okahu
· To act as visible and positive representatives of Ngati
Whatua Orakei on the whenua
· Protection of our whenua and Marae buildings
· Community support (e.g. kaumatua check-ins)
· Supplement Health and Safety measures in relation to
kaimahi and manuhiri
18. The
service will not act in any enforcement capacity. Any community/whanau issues
will be dealt with using the escalation procedure and police will be called to
address any concerns of illegal behaviour.
19. The
operating model includes daily service provided at the Marae with 2 kaimahi on
each 8-hour shift. Roving patrols over the whenua/Okahu during the day and also
on the whenua during the weekends (7-hour shifts Saturday and Sunday for 2
kaimahi plus allowance for a supervisor). There will also be an overnight
shift, based at the Marae, but also supporting the community.
20. The
service will be offered every day of the year. We have established a pool of
whanau who have agreements with the Trust to operate as kaimahi. The team will
be managed by Neil Maihi and overseen by the Orakei Marae Manager in
coordination with the Trust CEO. Each member of the kaitaki team has a schedule
of training and accreditations underway.
21. The
bulk of the service cost will be borne by the Ngāti Whātua
Ōrākei Trust. The Ngāti Whātua Ōrākei Reserves
Board has budgeted $70k for this service as it relates to the Kaitiaki Services
for the whenua. This budget includes $20k for the cost of a support vehicle.
22. From the next Reserves Board meeting, a report will be provided for
this new service, including community activity, engagement, health and safety,
feedback and any needed improvements / upgrades to equipment or service levels.
Service manager Neil Maihi will also be available to provide an in-person
update as required.
23. It
is recommended that the Reserves Board:
a) agree
to the commencement of the revised Kaitiaki Services for the Whenua Rangatira
and Okahu;
b) agree
the budgeted spend for the revised Kaitiaki Service;
c) request
Management prepare a service agreement to be signed by the Chair and Deputy to
enable payment for the revised service
Maintenance Contract Variation
24. On
22 June the Ngāti Whātua Ōrakei Reserves
Board approved a maintenance budget
of $950k as part of its Annual Operational Plan. This figure recognises
an increase in cost for the operation at Pourewa and running the new nursery.
25. The
contract value of $950k ensures the planned and scheduled work at Pourewa and
Whenua Rangatira, as per the operations plan, can be carried out.
26. The contract expires in 2021 and a new agreement will be put in
place based on the recently approved financial Memorandum of Understanding.
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, Auckland Council
|
|
Ngāti
Whātua Ōrākei Reserves Board
10 August 2020
|
|
Financial update as at 30 June 2020
File No.: CP2020/10367
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 year ended 30 June 2020.
Whakarāpopototanga matua
Executive summary
2. For
the financial year ended 30 June 2020, operational expenditure was under budget
by about $474k mainly due to project works and repairs
and maintenance.
3. Capex
expenditure for the financial year was $523k below budget. About $1.9m was
spent on the new Pourewa nursery complex this financial year and it is a great
achievement that will benefit the community in future.
4. Any
noted previously any underspend budget will be carried forward. This will
be subject to the budget deferral, to assist Auckland Council due to COVID-19,
as approved by the reserves board at the hui on 22 June.
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Ngā tūtohunga
Recommendations
That the Ngāti
Whātua Ōrākei Reserves Board:
a) receive
the financial report for the year ended 30 June 2020, noting that the final
numbers may be adjusted subject to annual audit
b) acknowledge
the audit engagement letter from Moore Markhams, signed by the Chair on
behalf of the reserves board (Attachment A of the agenda report).
|
Financial update
5. An
overview of the operational and capital expenditure for the financial year is
included in the table below.
6. The
operational expenditure was behind budget. This is primarily due to the
additional budget provision allocated to nursery for increased staff presence
on Pourewa starting later than planned and the slight delay in progressing the
management plan.
7. Great
achievement for the financial year relating to capital works projects including
the entrance way and nursery complex development at Pourewa Creek. This project
involved many years of planning and it is really exciting to see it finally
completed and how it will benefit the community going forward.
8. The
underspend in capital budget is primarily driven due to delays in agreeing the
scope of future works linked to later than expected adoption of the
Ōrākei Visual Framework and no significant capital renewals during
the year.
9. Any
underspend budget will be carried forward. This will be subject to the budget
deferral, to assist Auckland Council due to COVID-19, as approved by the
reserves board at the hui on 22 June.
10. Note that the
final numbers in the financial report may be adjusted subject to the annual
audit of financial statements. Any adjustments will be reported back to the
reserves board. The engagement letter for the annual audit from new auditors
Moore Markhams is attached.
Ngā tāpirihanga
Attachments
|
No.
|
Title
|
Page
|
|
a⇩
|
Audit Engagement Letter
|
47
|
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, Auckland Council
|
