Agenda of Ngāti Whātua Ōrākei Reserves Board

Ngāti Whātua Ōrākei Reserves Board

REGISTER OF INTERESTS

NAME	POSITION	TYPE OF BUSINESS	ORGANISATION	DATE JOINED
MAIHI, Wyllis	Member	PRIVATE	MAORI & PACIFIC TRADE FORUM	2017
	Member	PUBLIC	NWO RESERVES BOARD	2018
ROYAL, Marama Jacquiline	Chair	PRIVATE	NGĀTI WHĀTUA ŌRĀKEI TRUSTEE LIMITED	2011
	Trustee	IWI/HAPU	RANGINUI No. 12 TRUST	2003
	Member	PUBLIC	AUCKLAND POLICE TAUMATA	2008
	Member	PUBLIC	COMMUNITY ADVISORY BOARD – DRUG AND ALCOHOL COURT	2015
	Member	PUBLIC	JUSTICE OF THE PEACE ASSOCIATION	2002
	Chair	PUBLIC	NWO RESERVES BOARD	2018
	Chair	PUBLIC	SKY CITY COMMUNITY TRUST BOARD	2020

All Councillor and Local Board Members declarations of interest are available on the Auckland Council website https://www.aucklandcouncil.govt.nz/about-auckland-council/how-auckland-council-works/elected-members-remuneration-declarations-interest/Pages/elected-members-declarations-search.aspx

No.	Title	Page
a ⇩	Minutes of the Ngāti Whātua Ōrākei Reserves Board meeting held on Monday, 30 November 2020	9

Ngāti Whātua Ōrākei Reserves Board

22 February 2021

Operations Report

File No.: CP2021/01157

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 at Whenua Rangatira and Pourewa.

Whakarāpopototanga matua

Executive summary

2. Refer to Operations Reports: Pourewa (Attachment A), Whenua Rangatira (Attachment B), Kaitiaki Services (Attachment C).

3. Pourewa Nursery Official Opening in early March.

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) note the operations update and reports

· Pourewa Operations

· Whenua Rangatira Operations

· Kaitiaki Service Operations

Operational Update

Pourewa

4. The December 2020 and January 2021 report attached includes an update on maintenance and ecology, biodiversity, volunteers, and staffing.

5. Official Opening of the Pourewa Nursery is scheduled to take place on Friday, 05 March 2021. Ngāti Whātua Ōrākei will conduct a Dawn Ceremony at 6am followed by an Official Opening Ceremony at 10am.

Whenua Rangatira

6. The December 2020 and January 2021 report includes an update on maintenance and ecology, professional development and other projects that Ōkahu Rākau are participating in.

Kaitiaki Service

7. The report includes an update on community activity, engagement, health and safety, feedback and any needed improvements/ upgrades to equipment and service levels.

Access Way

8. A temporary access way beside Ōrākei Marae is underway. This is consistent and supports the kaupapa of the Ōrākei Visual Framework, in relation to Tomokanga and access way.

9. Refer to the below extract from the Ōrākei Visual Framework with access road highlighted.

10. This project has been approved under operational delegation.

Health & Safety

11. No incidents to report.

12. Work is being undertaken to develop a group wide risk register. This will be consistent with industry best practices and standards.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Pourewa Operations	19
b ⇩	Whenua Rangatira	27
c ⇩	Kaitiaki Services	35

Ngā kaihaina

Signatories

Author

Tom Irvine – Technical Officer

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Ōrākei Trust

Nicholas Turoa – Te Kaiwhakahaere Tūpuna Maunga

Ngāti Whātua Ōrākei Reserves Board

22 February 2021

Project Reports

File No.: CP2021/01151

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 Combined Reserve Management Plan, Urupā, Whenua Rangatira Wifi, Pourewa Activations and America’s Cup 36 (AC36) Activations.

Whakarāpopototanga matua

Executive summary

2. Refer to Project Reports: Combined Reserve Management Plan (Attachment A), Urupā (Attachment B), Whenua Rangatira Wifi (Attachment C), Pourewa Activations (Attachment D) and AC36 Activations (Attachment E).

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) note the project update reports

· Combined Reserve Management Plan

· Urupā

· Whenua Rangatira Wifi

· Pourewa Activations

· America’s Cup 36 Activations

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Combined Reserve Management Plan	41
b ⇩	Urupā	45
c ⇩	Whenua Rangatira Wifi	53
d ⇩	Pourewa Activations	57
e ⇩	AC36 Activations	69

Ngā kaihaina

Signatories

Authors

Kirsty Hill – Project Manager, Ngāti Whātua Ōrākei

Tom Irvine – Technical Officer, Ngāti Whātua Ōrākei

Jamie Sinclair – Chief Executive Ngāti Whātua Ōrākei Trust

Lisa Davis – Project Manager, Ngāti Whātua Ōrākei

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Ōrākei Trust

Nicholas Turoa – Te Kaiwhakahaere Tūpuna Maunga

PROJECT NAME:	Urupā
PROJECT MANAGER:	Monique Pihema (Ngāti Whātua Ōrākei)
TOTAL BUDGET:	$50k
TO DATE COST:	$
AS AT DATE:	January 2021
Prepared by:	Jamie Sinclair
Authorised by:	Nicholas Turoa
Date:	12 February 2021

1.1 Highlights and Progress

· Key legal steps identified to enable an urupā to be sited at the Whenua Rangatira

· Positive engagement with Taumata Executive and Urupā Working Group

· Taumata preferred site noted in Appendix A

· Engagement with designer underway to begin the process of considering elements of the urupā and how they can be represented/conceptualised

1.2 Objectives/Deliverables Achieved

· Legislative amendment process flowchart (Appendix B)

1.3 Objectives/Deliverables Not Achieved

· Increase stakeholder engagement – project introduction to whānau

1.4 Plan Schedule for Next 2 Months

· Increase stakeholder engagement - project introduction to whānau

· Conceptualise urupā site

· Project information whānau hui

· Auckland Council Legal Team to review legislative amendment process flowchart

1.5 Plan Changes

· N/A

1.6 Performance

1.6.1 Overall

1.6.2 Specific Indicators

Project Indicator	Current Status	Previous Status
Schedule.
Financial.
Resources.
Issues.
Risk.
Changes.

1.7 Issues and Risks

Number	Date Raised	Issue or Risk item	Owner	Due date	Completed
R01	April-20	Stakeholder/community interest and potential opposition could slow down the project.	JS
R02	April-20	Regulatory/legal considerations associated with developing an Urupa on Reserve land.	JS
R03	October-20	Geotech physical testing at Pourewa requires resource consent due to historical heritage overlay of the area and could slow down the project.	LD
R04	October-20	Competing Taumata interests could slow down the progress with increasing stakeholder and whānau engagement and development of a Ngāti Whātua Ōrākei whānau long term urupā plan. Due to the sensitivity of the project, the Taumata Kaumātua request patience to ensure we find the right solution for future generations.	LD

1.8 Cost and Revenue

Planned to Date	Actual to Date	Estimate at Completion
$20k	$k	$50k

Appendix A

Taumata Preferred Site

A picture containing indoor, green

Description automatically generated

Appendix B

END OF DOCUMENT

PROJECT NAME:	Whenua Rangatira WiFi Project
PROJECT MANAGER:	Tom Irvine (Whai Maia)
TOTAL BUDGET:	$30,000
TO DATE COST:	$26,343
AS AT DATE:	12 February 2021
Prepared by:	Tom Irvine
Authorised by:	Jamie Sinclair / Nick Turoa
Date:	12 February 2021

1.1 Highlights and Progress

· This project will enable a WiFi mesh and also Security Cameras in the vicinity of Michael Joseph Savage Memorial.

· At the June 2020 NWORB hui the board approved the CAPEX spend and confirmed we needed Landowner approval from the Orakei Local Board.

· The Wifi will allow public benefit for internet access and will enable visitor access to information about the immediate location or broader Tamaki Makaurau. The addition of security cameras will enable us to monitor appropriate areas of the Whenua.

· The Wifi Mesh can be modified or extended (line of site) to other areas of the Whenua Rangatira (subject to an available power source).

· In September 2020, the Orakei Local Board (the landowner) requested a formal letter from the NWORB. This request was passed onto Nick Turoa.

· Landowner approval received November 2020.

1.2 Objectives/Deliverables Achieved

· Pricing and scope confirmed and proven contractor ready to proceed

· Approval by the NWORB in June 2020

· Land-owner approval received in November 2020

· Project kick off and equipment ordered in November 2020

· Installation Completed January 2021

· Camera’s and Wifi fully operational

Objectives/Deliverables Not Achieved

· N/A

1.3 Plan Schedule for Next 1-2 Months

· Confirm Wifi access requirements for public including sign in and splash page

1.4 Plan Changes

· Delay to original completion date. Originally November 2020, now January 2021

1.5 Performance

1.5.1 Overall

1.5.2 Specific Indicators

Project Indicator	Current Status	Previous Status
Schedule.
Financial.
Resources.
Issues.
Risk.
Changes.

1.6 Issues and Risks

Number	Date Raised	Issue or Risk item	Owner	Due date	Completed
R01	Aug-20	Landowner approval is not received. Scott Milne and Tom Irvine have met in July to review. In September Scott Milne has requested a formal letter from the NWORB. Nick Turoa is working on this request	Tom I / Scott M	October 2020	November 2020

1.7 Cost and Revenue

Planned to Date

Actual to Date

Estimate at Completion

$28,438 CAPEX

$513 / month OPEX

$26,343

$28,438 CAPEX,

$513 / month OPEX

1.8 Timelines

· Detailed design scope, quotation / BOM received (refer appendices)	b) June 2020
· NWORB Approval	c) June 2020
· Landowner Approval	d) Oct 2020
· Project kick off	e) Nov 2020
· Project completion	f) Jan 2021

END OF DOCUMENT

PROJECT NAME:	Pourewa Activation Projects
PROJECT MANAGER:	Andrew Taylor / Tom Irvine
TOTAL BUDGET:	Mara Kai: $500,000 FY 20/21 Mahi Toi: $250,000 FY 20/21 Access and Pathways: $250,000 FY 20/21
TO DATE COST:	Mara Kai: $311,796 Mahi Toi: $82,291 Access and Pathways: $149,342
AS AT DATE:	End January 2021
Prepared by:	Andrew Taylor/ Tom Irvine
Authorised by:	Jamie Sinclair/ Nicholas Turoa
Date:	12 February 2021

1.1 Highlights and Progress

Mara Kai:

· Construction of mara kai beds and pathways largely complete

· Irrigation system installation close to completion

· Compost machine delivered and commissioned, now operational. Canopy installed over.

· Harvested to date ~150kg kai that has been distributed to whanau, community and charities.

Mahi Toi:

· The overarching narrative, a unifying idea to establish a cohesive approach to mahi toi across Pourewa has been developed by Ngāti Whātua Ōrākei Whai Māia with whanau and hapū and with creative assistance from Haumi:

· The whakapapa is derived from the interconnectedness of wellbeing (oranga), land (whenua), and our people (tangata). This whakatauki gives intention and direction to the next phase of development at Pourewa.

“Ko te toto o te tangata he kai, ko te oranga o te tangata he whenua”

While food provides the blood in our veins, our wellbeing is drawn from the land

· Design and construction of the mara kai beds and pathways largely complete, based on the concept of the maramataka compass.

Access and Pathways:

· Pathways to and around the mara kai largely complete.

· Design complete for pathways around the mara rongoā, between the nursery and Kepa Rd

1.1.1 Objectives/Deliverables Achieved

· Projects on budget

· Whanau engagement ongoing.

· Mara kai construction largely complete.

1.1.2 Objectives/Deliverables Not Achieved

· N/A

1.1.3 Plan Schedule for Next 2 Months

· Complete construction of Mara kai including watercress pond.

· Complete irrigation installation including UV filtration.

· Commence work on construction of pathways around the future mara rongoā.

1.2 Plan Changes

· N/A

1.3 Performance

1.3.1 Overall

1.3.2 Specific Indicators

Project Indicator	Current Status	Previous Status
Schedule.
Financial.
Resources.
Issues.
Risk.
Changes.

1.4 Issues and Risks

Number	Date Raised	Issue or Risk item	Owner	Due date	Completed
1	Sept 2020	Whanau Communication: Prior to any work being undertaken, proposals for the garden communicated to the Ngāti Whātua Ōrākei whanau to promote understanding and support. Dane and Wyllis have been progressing engagement with kaumātua and whanau with open days at Pourewa.	Dane Tumahai	October 2020	October 2020
2	Sept 2020	Ground Conditions: There garden is to be constructed on the area of land that received excavated material from the nursery site construction. This fill site may settle over time and in addition the nature of the steep slopes at Pourewa mean that gradual ongoing ground movement / creep over time is likely. The gardens are designed and constructed so that any localised areas of settlement can be readily maintained and will not be detrimental to the gardens as a whole.	Rob Small	November 2020	November 2020
3	Sept 2020	Rock Supply: Free supply of rock from CRL Link Alliance work at Maungawhau may not be adequate to provide all that is required for the project. Alternative sources of local volcanic rock have been sourced.	Tom Irvine	November 2020	November 2020
4	Oct 2020	Shallow Pond: Potential risk of drowning in the shallow watercress pond proposed to be built on the edge of the mara kai. Considered that fencing not required - there are many unfenced ponds and waterways in Domains and Reserves around Auckland.	Tom Irvine	December 2020	Pond construction complete March 2021.

1.5 Cost and Revenue

	Planned to Date	Actual to Date	Estimate at Completion	Budget at Completion
Mara Kai	$300,000	$311,796	$501,750	$500,000
Pathways	$150,000	$149,342	$248,845	$250,000
Mahi Toi	$100,000	$82,291	$250,000	$250,000

1.6 Project Milestones

Milestone	Completion Date	Status
Māra Kai
Approve Project Plan – approval to proceed	End September 2020	complete
Commence construction plant beds	October 2020	complete
Plant first vegetable plants	October 2020	complete
Complete first phase construction	March 2021	On programme

Pathways
Approve Project Plan – approval to proceed	October 2020	complete
Commence construction Māra Kai pathways	October 2020	complete
Complete construction Māra Kai pathways	December 2020	95% complete
Confirm Design Māra Rongoā pathways	December 2020	complete
Commence construction Māra Rongoā pathways	March 2021
Complete construction Māra Rongoā pathways	June 2021

1.7 Original Budget

Mara Kai
		A	Drainage	22,000
		B	Planting beds	225,000
		C	Irrigation	60,000
		D	Composting	70,000
		E	Storage & Accom	30,000
		F	Fencing	15,000
		G	Services	28,000
		H	Equipment	25,000
		I	Professional – Survey, management, etc.	25,000
			TOTAL	500,000

Mahi Toi
	A		Professional Design and Advice to develop narratives	$50,000
	B		Procurement and installation of mahi toi	$200,000
			TOTAL	250,000

Pathways and Access
	A		Māra Kai pathways	100,000
	B		Māra Rongoā pathways	120,000
	C		Professional – Design, Survey, management, etc.	30,000
			TOTAL	250,000

1.8 Project Layout

1.9 Recent site images

END OF DOCUMENT

PROJECT NAME:	AC36 Activation Project
PROJECT MANAGER:	Lisa Davis
TOTAL BUDGET:	$100,000
TO DATE COST:	$
AS AT DATE:	12 February 2021
Prepared by:	Lisa Davis
Authorised by:	Nick Turoa / Jamie Sinclair
Date:	12 February 2021

1.1 Highlights and Progress

· Kia Kotahi Race Days on Takaparawhau Key Dates confirmed:

o 20-21 February – Prada Cup Finals (under review due to current COVID19 cases in the community)

o 6-7 March – America’s Cup Race 1-4

o 13-14 March – America’s Cup 9-12

· Press release issued (Appendix A)

· Marketing activity commenced

· Sign and Photo-ops confirmed

· Okahu Rakau confirmed for Parakore

· Sustainable Coastlines included

· Activation programme underway

1.2 Objectives/Deliverables Achieved

· Marketing plan finalised

· Activation plan finalised

· Design for event collateral finalised (Appendix B)

1.3 Objectives/Deliverables Not Achieved

· Plan for Hapimana St closure in final stages with supplier

1.4 Plan Schedule for Next Month

· Finalise Summernova agreement

· Continue to deliver marketing plan

· Finalise scope for Carving Symposium

· Progress activation programme

1.5 Plan Changes

· Due to the current COVID19 community cases we are assessing the cancelation of the 20^th and 21^st of February 2021. At this stage the March dates will continue as planned but will be reviewed depending on the current COVID19 level. Of upmost importance is the safety of our staff, crew and the community.

1.6 Performance

Overall

Specific Indicators

Project Indicator	Current Status	Previous Status
Schedule.
Financial.
Resources.
Issues.
Risk.
Changes.

1.7 Issues and Risks

Number	Date Raised	Issue or Risk item	Owner	Due date	Completed
R1	12 February	Summernova funding is not yet confirmed. Contract issues have been escalated and agreement near ready for signing.	Lisa	17/02/2021
R2	12 February	COVID 19 cases are being monitored closely. Regular monitoring of MOH and ACE/COR event plans to review impacts on AC36 event. Currently reviewing the continuation of the 20/21 February event dates due to recent COVID19 community cases.	Lisa	Ongoing
R3	12 February	Carving Symposium is not yet confirmed. Space has been allocated in event plan awaiting confirmation on funding support.	Lisa	18/02/2021
R4	12 February	Plans for Hapimana St closure to be discussed. Transport Plan to be submitted.	Lisa	17/02/2021

1.8 Cost and Revenue

Planned to Date	Actual to Date	Estimate at Completion	Budget at Completion
$100,000	$	$100,000	$

Appendix A

Appendix B

END OF DOCUMENT

Ngāti Whātua Ōrākei Reserves Board

22 February 2021

Audited Annual Performance Report for the year ended 30 June 2020 for Ngāti Whātua Ōrākei Reserves Board

File No.: CP2021/01059

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 Moore Markhams

· the audited financial performance report for year ended 30 June 2020.

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 Moore Markhams for the year ended 30 June 2020 (Attachment A)

b) delegate authority to the Chair and Deputy Chair to adopt and sign the audited financial performance report for the year ended 30 June 2020 (Attachment B)

c) approve the distribution of a copy of the audited financial performance report to the Ngāti Whātua Ōrākei Trust, 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 22 June 2020, the reserves board agreed to engage Moore Markhams 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 2019 to 30 June 2020.

9. 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

Final signing of all documents

10. It is proposed that the reserves board approve all recommendations and adopt the annual financial performance report for year ended 30 June 2020.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Ngāti Whātua Ōrākei Reserves Board - Performance Report for the year ended 30 June 2020	85
b ⇩	Letter of representation	99

Ngā kaihaina / Signatories

Author

Munen Prakash - Lead Financial Advisor

Authorisers

Jamie Sinclair – Chief Executive Ngāti Whātua Ōrākei Trust

Nicholas Turoa – Te Kaiwhakahaere Tūpuna Maunga

Chairperson	Marama Royal
Deputy Chairperson	Cr Desley Simpson, JP
Members	Cr Linda Cooper, JP
	Member Wyllis Maihi
	Member Scott Milne

o Project team and budget established	Dec 2019
o Public notification of intention to prepare a Management Plan	March 2020
o Public submissions on suggestions for Management Plan closed	April 2020
o Hearing Panel confirmed comprising of Chairperson Marama Royal, Member Willis Maihi, Cr Linda Cooper, Member Scott Milne	Nov 2020
o Communication and Engagement Plan principles approved by the Board	Nov 2020
o Principles for compiling the draft Combined Reserve Management Plan approved by the Board	Nov 2020

o Board approve Communication and Stakeholder Engagement Plan	April 2021
o Board approve draft Reserve Management Plan	June 2021
o Publicly notify draft RMP and two month submission period	July – Aug 2021
o Implement Communication and Stakeholder Engagement Plan	July - Aug 2021
o Submissions Close	Sep 2021
o Hearings (2 days to be set aside)	Sep 2021
o Board consider Hearings Report and approve amendments to draft	Oct 2021
o Board adopt final amended plan, receive Decisions Report and resolve delegations	Dec 2021
o Seek Ministerial approval and CMP becomes operative	Feb 2022