Agenda of Pukekiwiriki Paa Joint Management Committee

I hereby give notice that an ordinary meeting of the Pukekiwiriki Paa Joint Management Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 9 December 2020

11.00am

Papakura Local Board Chambers
Level 1
Papakura Service Centre
35 Coles Crescent
Papakura

Pukekiwiriki Paa Joint Management Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Karen Wilson
Deputy Chairperson	Brent Catchpole
Members	Member Felicity Auva'a
	Member George Hawkins
	Member Gabriel Kirkwood
	Member Keven Mealamu
	Member Ted Ngataki
	Member Jan Robinson
	Member Sue Smurthwaite
	Member Martin Te Moni
	Member Edith Tuhimata

(Quorum 6 members)

Paula Brooke

Democracy Advisor

3 December 2020

Contact Telephone: (09) 295 1331

Email: Paula.Brooke@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

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 Pukekiwiriki Paa Joint Management Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 11 December 2019, including the confidential section, as a true and correct record.

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.”

Pukekiwiriki Paa Joint Management Committee

09 December 2020

Operational Update for Pukekiwiriki Pā

File No.: CP2020/18554

Te take mō te pūrongo

Purpose of the report

1. To update the Joint Committee on Operations at Puke kiwiriki

Whakarāpopototanga matua

Executive summary

General maintenance

2. Full facility contract (CityCare) continues as per schedule. Rua areas have a noticeable re-emergence of blackberry. The contractor has been asked to look at preventative control of this pest plant.

3. Community Facilities (CF) have been asked to install signs advising visitors to take care near the steep edges of the pā, two suggested locations are at the road entrance and at the top of the stairs (within the construction footprint) onto the upper pā area.

Ecological restoration

4. As part of routine management, a Senior Ecologist inspected the site in mid-November to look at the upper Pā area and the issues related to continued pest plant establishment – specifically gorse on the flatter areas and the steeper sides of the pā.

5. The ecological contract is focused on high value ecological areas and specifically a schedule of pest and pest plant control to be undertaken in these areas. Pukekiwiriki Pā is considered a high-value area from an ecological perspective because of the mature native flora area below the upper pā. Work on pest plant infestation beyond the high value area is not managed through this contract.

6. A review of the contract is underway to clarify the schedule of maintenance specifically related to weed control. It may be there is a gap in this aspect of the maintenance schedule, if this is the case then a variation within the maintenance schedule will be prepared.

7. The steep edges of the pā are a challenge and the Senior Ecologist has had experience with weed control in these sorts of areas, he will investigate options for weed control and revegetation with native species for the co-management committee to consider.

Visitation

8. It is noticeable that the reserve is being visited more often now with the improvements to the entrance track and the beautiful stair approach to the upper pā area. It was pleasing to see that the entrance, paths, stairs and upper pā area were clear of litter.

Ngā tūtohunga

Recommendation/s

That the Pukekiwiriki Paa Joint Management Committee:

a) note the November 2020 update on operations.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Greg Lowe - Parks and Places Specialist (Parks Services)

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Local Area Manager Franklin, Manurewa, Papakura

Pukekiwiriki Paa Joint Management Committee

09 December 2020

Pukekiwiriki Pā Health and Safety and Cultural induction project

File No.: CP2020/18555

Te take mō te pūrongo

Purpose of the report

1. To provide an update on the Heath and Safety Framework and Cultural induction project.

Whakarāpopototanga matua

Executive summary

2. An update was provided to the Joint Committee at the September 30 Hui on the Health and Safety Framework and Cultural Induction Project. This work had started in 2019 and officers presented a draft framework document to the joint committee in February.

3. As a consequence of the initial COVID 19 response, this project was put on hold due to uncertainty of funding availability due to the unforeseen expenses to Auckland Council as a result of the Alert Level 4 responses.

4. Since initiating the project there has been some changes in staff and contractors. The pause has also provided an opportunity to review the project to consider how best to deliver the project.

5. As a result of this review management are recommending that the project is best split into two clear streams of work;

· Develop a health and safety policy to ensure that legislative requirements are met and

to ensure the physical safety of officers, workers and manuhiri to the Paa site.

· Develop the cultural induction and cultural safety framework as a companion policy to

the Health and Safety Policy.

6. There are two main rationale for the split. The first is that Auckland Council is considered a PCBU (a person conducting a business or undertaking) and Joint Committee members are considered Officers of Auckland Council and therefore have responsibilities under the Health and Safety at Work Act 2015 (the Act). To meet its obligations under the Act, it is important to have appropriate policy in place.

7. The Cultural Safety and Induction Framework is an important piece of work and requires further mana whenua input. A draft framework has been presented to the committee but there is still some more work required to complete this aspect of the project.

Health and Safety Policy

8. At the August 2016 hui, the Joint Committee was presented with information on their health and safety obligations under the act. As above, Auckland Council is a PCBU and members of the Joint Committee are considered officers. Figure i. below sets out the roles and responsibilities

Figure i. Roles and responsibilities.

9. Auckland Council as a PCBU has a primary duty of care to ensure so far as reasonably practicable the health and safety of workers, and that the health and safety of other persons is not put at risk by the PCBU’s business.

10. Officers have a responsibility to exercise due diligence to ensure that the council complies with its duties and obligations. Due diligence includes taking reasonable steps to:

· acquire, and keep up to date, knowledge of work health and safety matters

· understand the nature of relevant operations and associated hazards and risks

· ensure there are appropriate resources and processes to eliminate or minimise risks to health and safety

· ensure there are appropriate processes for receiving and considering information

· ensure the implementation of processes for complying with duties or obligations

· verify the provision and use of resources and processes

11. Attachment A is a draft Health and Safety Policy that has been developed for the consideration of the Joint Committee. Attachment B is a Risk Register that sets out current known risks at site.

12. As part of this policy, Auckland Council staff will provide regular updates to the Joint Committee regarding changes to the risk register, any incidents at site and subsequent actions of staff to remedy any issues.

Cultural induction Framework

13. Attachment C is the draft Cultural Induction Framework that has been developed by Edith Tuhimata and a consultant Siani Walker. Further input is required from Mana Whenua to gauge their level of comfort with the draft framework and any amendments or refinements that may be required.

14. At the hui held February, options were presented to the committee for developing appropriate materials as appendix documents to the cultural framework. These included:

· A cultural induction document

· An onsite induction process for staff; and

· Information brochures, site maps and signs to help inform manuhiri of the significance

of the site.

15. Further feedback is required from the Joint Committee before progressing with the development of this documentation.

Timeframes

16. If the joint committee wishes to continue with the development of the above documentation, Management consider the timeframe below is appropriate.

Dates	Milestone	Notes
February 2021	Mana Whenua hui	Hui to review the draft Cultural Induction Framework and identify any further research requirements for the cultural induction material
February – April 2021	Research and drafting	Staff will work with mana whenua to research appropriate material for the information brochures and site maps
May 2021	Draft materials presented to the joint committee for their consideration
June 2021	Final version presented to the joint committee for adoption

Ngā Tūraru ki te Kaupapa

Project Risks

17. The table below outlines identified risks that may impede progress of the project and suggested actions to mitigate these risks.

Risk to project	Current status	Mitigative action required
The project exceeds its budget
Mana Whenua have not had the opportunity to provide appropriate input		Auckland Council staff will work with Mana Whenua to review the current documentation and schedule appropriate hui as and when required.
Timeframes will not be met		If we are to complete this project by the end of the financial year then there is a tight schedule. Auckland Council staff will provide regular reports on progress to the Joint Committee and provide any updates on timeframes if there is risk of not being able to meet the end of financial year deadline.

Ngā tūtohunga

Recommendation/s

That the Pukekiwiriki Paa Joint Management Committee:

a) adopt the Health and Safety Policy

b) provide feedback on the Cultural Induction Framework and options for developing appendix documents

c) note the timeframes for the project.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Pukekiwiriki Pa Health Safety Policy Statement	13
b ⇩	Risk Register	17
c ⇩	draft Cultural Induction Framework	23

Ngā kaihaina

Signatories

Author

Nick Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Local Area Manager Franklin, Manurewa, Papakura

Pukekiwiriki Paa Joint Management Committee

09 December 2020

Pukekiwiriki Pā Waharoa Project

File No.: CP2020/18654

Te take mō te pūrongo

Purpose of the report

1. To inform on progress on the Waharoa Project.

Whakarāpopototanga matua

Executive summary

2. Installation of a Waharoa is the second phase of recent capital project to create better access to Pukekiwiriki Pā. The first phase was the development of a staircase that protected cultural and geological values at site and created better access to the pa site for mana whenua and manuhiri.

3. At the last workshop hui held on Wednesday 30 September, it was reported that Mana Whenua members met after the blessing of the new staircase and discussed concepts for the Waharoa.

4. At that workshop hui, Ted Ngātaki also presented a series of concept drawings to the joint committee. The concept proposed utilising a stone medium for the amo (carved bargeboard support), and a carved wood medium for the maihi (bargeboards). The concept also proposed that the waharoa would celebrate the maunga, leaving a gap where traditionally a koruru (carved head) would be, leaving a clear sightline to the tihi (summit) where the pa site is. Ted has agreed to carve the maihi and will work with a specialist stone carver for the amo. The specialist stone carver has not yet been identified.

5. Auckland Council Staff have met and discussed the project. A project manager has been assigned to oversee the design, consenting and construction elements of the project. There is a total budget of $150k for the project. At this stage it is proposed to have all designs complete and resource consents and other permits approved before 30 June 2021. Physical works will be carried out in the new financial year. The proposed timetable for the project is outlined below.

Angawā

Timeframes

6. The table below outlines the proposed timeframes for this project. Note that this table does not factor in opportunities to report back to the board on progress. Operations will report on progress at the subsequent Joint Committee Hui.

7. The table also does not factor in opportunities for Mana Whenua to come together to discuss the detailed design or any tikanga requirements. Feedback will be sought from mana whenua for opportune times to meet and discuss progress on these matters.

Dates	Milestone	Notes
Late February – Early March 2021	Finalise concept plan	This will include discussions with Auckland Transport for Carpark reconfiguration
March 2021	Archaeologist Surveying
March 2021	Indicative pricing schedule confirmed
April – To Late May	Detailed Design confirmed
June	Review of final plans and safety in design
Late June/ Early July	Submission of necessary consents and Heritage Authority	If there is no ground penetration required for the carved stone amo, resource consents or a Heritage Authority may not be required. This will be confirmed in the detailed design phase
June – August	Procurement for carvings and physical work
August	Commencement of off site works (carvings)	Closer to the date the project team will work with mana whenua to ensure appropriate tikanga are carried out before work commences
October	Commencement of works at site	Note the project will take 4-5 weeks for completion
November	Opening Event	Closer to completion of the project, the project team will work with the joint committee to identify a date to unveil the waharoa

Ngā Tūraru ki te Kaupapa

Project Risks

8. The table below outlines identified risks that may impede progress of the project and suggested actions to mitigate these risks.

Risk to Project	Current Status	Mitigative action required
The project exceeds its budget		Indicative pricing schedule to be confirmed in March
Resources/ Contractors/ Carvers availability		Early sourcing of appropriate stone and wood will be factored into the project. A carver has already been identified for the maihi. The project team will work with Mana Whenua to identify appropriate carver to support the carving of the stone carved elements.
Appropriate tikanga is not followed		Regular meetings with Mana Whenua will be scheduled to ensure that appropriate processes are followed
Resource Consenting or permitting issues		Archaeological survey will indicated appropriate processes required to avoid, remedy or mitigate any issues with the project.
Timeframes will not be met		Regular reporting will occur back to the joint committee on progress with the project. The chair of the Joint Committee will also be regularly updated.

Ngā tūtohunga

Recommendation/s

That the Pukekiwiriki Paa Joint Management Committee:

a) note the Waharoa project report and suggested timeframes.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Nick Turoa - Kaiwhakahaere Te Waka Tai-ranga-whenua

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Carol McKenzie-Rex - Local Area Manager Franklin, Manurewa, Papakura