Agenda of Ngāti Whātua Ōrākei Reserves Board

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

Date:

Time:

Venue:

Monday, 28 February 2022

4.50pm

This meeting will be held remotely and can be viewed on the Auckland Council website.

Ngāti Whātua Ōrākei Reserves Board

OPEN AGENDA

MEMBERSHIP

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

(Quorum 3 members)

Sophie White

Kaitohutohu Mana Whakahaere / Governance Advisor

23 February 2022

Contact Telephone: 021 836 328

Email: Sophie.r.white@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Ngāti Whātua Ōrākei Reserves Board

REGISTER OF INTERESTS

NAME	POSITION	TYPE OF BUSINESS	ORGANISATION	DATE JOINED
HAWKE, Alec	Member	PUBLIC	SPARK ARENA COMMUNITY FUND COMMITTEE	2007
	Member	PUBLIC	AUCKLAND MASTERS RUGBY LEAGUE INC.	2009
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

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, 29 November 2021, 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.”

No.	Title	Page
a ⇩	Minutes of the Ngāti Whātua Ōrākei Reserves Board meeting - Monday 29 November 2021	9

Ngāti Whātua Ōrākei Reserves Board

28 February 2022

Operations Report

File No.: CP2022/01951

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 on the whenua by Ngāti Whātua Ōrākei Whai Maiā.

Whakarāpopototanga matua

Executive summary

2. Despite the restrictions of Covid over this period, the team has continued to operate albeit not always at full capacity. This has meant some areas could not be attended too fully which has impacted on BAU routines and scheduling and seed potting. The team is committed and showing resilience in the face of these challenges to push on whilst balancing the need to always observe safe practices.

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

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

Operational Update

Whenua Maintenance & Ecology

3. Horticulture/ Vegetation:

· Limited access and staff numbers (operating a skeleton crew as a baseline) due to covid, along with weed maintenance and water irrigation issues have been problematic in the maara kai and nursery. We meet weekly to identify and resolve and mitigate these issues. Despite this, the maara continues to be planted with nutritious kai and harvests are back underway.

· Replanting has been limited due to covid and we have not been able to promote any volunteer help to achieve the quantities across the whenua.

· The last mushroom batch unfortunately became contaminated which we couldn’t understand how. We will relocate the mushroom container and portacom next to the eco-pods to ensure a more sterile environment. More privet has now been mulched for the next round of mushrooms. This will be led and undertaken again with Mushroom Smith.

4. Turf:

· Covid had a small impact on Turf mows in December for Whenua Rangatira and Okahu Bay but with the change to the covid protection framework, mows are being carried out as per the frequency plan.

· No reported damage to assets.

· Regular maintenance checks are undertaken on machinery and parts are replaced as necessary due to wear and tear.

· Vegetative edges are under constant review and maintained through weed eating and using steel edging. Ōrākei Domain pathway leading to the playground has been identified as a hazard.

5. Ecological Restoration – Weed, Plant and Pest Control:

· Hand released planted areas around Takutai Moana depot on the Whenua Rangatira.

· Carried on with weed control at Pourewa. Removal of Honeysuckle, Privet and Mothvine has continued around the nursery area.

· Garden work weed control and general tidy up of Kupe St North reserve.

· Edging and hand weeding of new footpath on Whenua Rangatira was completed.

· Currently hand releasing last year’s Community planting areas on Pourewa.

· The team are coordinating this year’s Moth Plant project with Eviroschools.

· Honey continues to be harvested.

6. Ecological Restoration – Pest Animal Control:

· Weekly trap line checks continue and periodically in collaboration with Eastern Songbird.

· Low numbers of pests captured is encouraging however regular monitoring is key to tracking potential changes in population. Based upon the last ink card monitoring done by Pou Whenua and Eastern Songbird shows that pests still remain an issue on both Whenua Rangatira and Pourewa.

7. Parakore:

· Composting initiatives are an ongoing process and procedure for Pourewa and NWO, the Comet composter is continuing to produce small quantities of compost for use in the Maara kai, and is running exceptionally well at present, the machine was filled prior to the Xmas break and produced 400kg of compost for use when we returned on the 10^th of January, currently the machine is processing green waste from the Maara kai, the machine has been taking 50 -100kg of green waste per day which has been consistent so far this year. Next month looking to increase the yield to over 500kg.

· We recently signed a $100,000 contract with MFE. and the outcomes include conducting surveys and workshops with whanau, as well as conducting an assessment across the Ngāti Whātua Ōrākei group, allowing us to expand the kaupapa across whenua.

8. Landscaping:

· Sales St. blessing occurred on 10/12/21. Weekly maintenance has begun.

· Wynard Quarter maintenance schedule has been completed.

· Quay St. maintenance continues on a weekly basis. For the month of January and February, we are contracted to water all garden beds three days a week which proves to be challenging due to competing maintenance priorities. We're currently adding an additional staff member to landscape on Mondays, Wednesdays, and Fridays to assist with the increased workload.

· Te Wananga maintenance of all gardens continues.

Volunteers and Visiting Groups

9. Volunteers: are on hold due to the current state of the Covid protection framework. We will reassess the situation as the situation changes, with the primary goal of ensuring the safety of our kaimahi and volunteers.

10. PD Workers: Mutual agreement to place on hold.

Biodiversity

11. Bio-diversity monitoring: Pou Whenua recommends re-evaluating this to determine what the goal of this objective is relative to NWO.

12. Bird monitoring: Bird monitoring is done in conjunction with Council and is conducted annually in May.

13. Water monitoring: Mussel restoration is lead primarily by Toi Taiao. A karakia was conducted to inform the wider community that during the laying of the mussel spat, Okahu Bay was off limits. Exploring water options with Ngā Kaitiaki Hapori o Pourewa for Pourewa creek with a focus on water quality and fish species, e.g. whitebait, tuna and patiki.

Health and Safety

14. No new incidents to report

15. Watercress Fence remains in place to manage the health and safety risk as initially identified by the Boards health and safety representative from Impact. Please refer to the Maara project report for further details.

Maintenance Work Outside of Scope

16. TVC garden maintenance occurred.

17. We have been asked to assist Whai Rawa with mowing services since several of their contractors have been impacted by COVID. Although this is a slight increase on what we normally deliver we have been able to accommodate with current staffing levels.

18. Ngāti Whātua Ōrākei have made two rental properties available to assist whānau with isolation needs as part of our COVID plan. We have been maintaining these two homes and will continue to do so as needed.

Whenua Maintenance Visual Audit

19. At the board hui held on 29 November 2021, Approval was given to trial a grant process for delivering maintenance on the whenua. This replaces a contract that was previously signed in 2016.

20. As part of the grant, regular audits by Auckland Council staff must take place to ensure the high standard of maintenance work continues as it had under the Full Facilities Maintenance Contract. The first audit was originally scheduled for Monday 21 February. Unfortunately, the audit was postponed as a key member of the team had to isolate after displaying symptoms of COVID 19 and undertaking a COVID 19 test. The audit will occur once that member has been cleared to return to work. It is intended that audit results will be provided to the board.

Omicron Action Plan

21. Covid-19 Policy Development and Implementation: A COVID policy is being finalized between the Ngāti Whātua Ōrākei Trust, Whai Maiā and the Marae. The policy is due out early March. This will outline employer and employee obligations.

22. Continuity and Contingency Plan in case of an Omicron out-break in the workplace: The Whenua Covid and Health and Safety Plan documents how Toi Taiao and its workers will keep safe during the Covid-19 pandemic across the Government covid protection framework. The plan details the risks at each level and mitigation action by Toi Taiao to ensure continuity of work. Toi Whenua will manage at risk staff with tailored safety plans.

Kaitiaki Service

23. Ngāti Whātua Ōrākei has objected to event proposals for significant public-facing events where comprehensive health and safety plans are not provided or are not satisfactory. The position is to ensure the safety of the Papakainga, the wider community, and help support the Government’s plans to keep communities safe.

24. The Covid-19 response is well managed and in line with the Ngāti Whātua Ōrākei response plan.

25. In January, sewage overflow at Okahu Bay caused by a blockage in Reihana Street was disturbing for the community. Mr Maihi, at the assistance of Mr Sinclair (Watercare), was able to action response within an hour of notification. Acknowledgements to both Mr Maihi and Mr Sinclair for their support in this matter. Mr Maihi did a superb job monitoring and informing various stakeholders of the sewage overflow in the bay.

26. The contract for a new self-sufficient unit has been signed off and will be complete by mid-April. The Kaitiaki Hub has been cleverly engineered and will become a permanent fixture on the Marae grounds.

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Kaitiaki Operations Report	21

Ngā kaihaina

Signatories

Authors

Dane Tumahai – Toi Whenua Manager, Ngāti Whātua Ōrākei Whai Maiā

Neil Maihi – Kaitiaki Service Manager, Ngāti Whātua Ōrākei Trust

Authorisers

Lisa Davis – Acting Chief Executive, Ngāti Whātua Ōrākei Trust

Nick Turoa – Kaiwhakahaere Te Waka Tai-ranga-whenua, Auckland Council

Ngāti Whātua Ōrākei Reserves Board

28 February 2022

Projects Report

File No.: CP2022/01953

Te take mō te pūrongo

Purpose of the report

1. To update the Ngāti Whātua Ōrākei Reserves Board on the active projects underway concerning the Combined Reserve Management Plan, Urupā, Pourewa Pathways and Pourewa Māra Kai.

Whakarāpopototanga matua

Executive summary

2. One submission on the Draft Combined Reserve Management Plan is received. There has been minimal face to face stakeholder engagement due to the current Covid-19 circumstances.

3. Planning for the Hearings Panel is underway, and management looks to explore online options to accommodate those who may not be able to attend a scheduled hearing in person.

4. The first geotechnical consolidated report on the ongoing ground investigations is received. As a result, areas that are likely to be less suitable have become more apparent.

5. Management will identify critical milestones and forecast the budget to progress the Urupā project in 2022.

6. Pourewa Pathways project progresses well with management identifying the likelihood of delivering greater length pathways than anticipated in the approved project plan.

7. The Māra Kai project is progressing. Substantial kai harvests continue to be delivered. In addition, the design of the watercress pond and pond fencing is underway.

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) note the project update reports

· Combined Reserve Management Plan

· Urupā

· Pourewa Pathways

· Pourewa Māra Kai

Ngā tāpirihanga

Attachments

No.	Title	Page
a ⇩	Combined Reserve Management Plan	27
b ⇩	Urupā	31
c ⇩	Pourewa Pathways	35
d ⇩	Pourewa Māra Kai	41

Ngā kaihaina

Signatories

Authors

Kirsty Hill – Project Manager, Ngāti Whātua Ōrākei Whai Maia

Dane Tumahai – Pourewa Manager, Ngāti Whātua Ōrākei Whai Maia

Lisa Davis – Acting Chief Executive Ngāti Whātua Ōrākei Trust

Authorisers

Lisa Davis – Acting Chief Executive Ngāti Whātua Ōrākei Trust

Nick Turoa – Kaiwhakahaere Te Waka Tai-ranga-whenua, Auckland Council

Ngāti Whātua Ōrākei Reserves Board

28 February 2022

Financial Update as at 31 January 2022

File No.: CP2022/01777

Te take mō te pūrongo

Purpose of the report

1. To provide Ngāti Whātua Ōrākei Reserves Board (reserves board) an update on financial performance as at 31 January 2022.

Whakarāpopototanga matua

Executive summary

2. Net operating expenditure as at end of January was $219k lower than budget, mainly due to timing of some expenses as shown in the finance summary table below. Funding agreements for the nursery staff and management support totaling $351.5k were approved and fully paid in September. Payment of $75k for Kaitiaki services was made in November.

3. It should be noted that January maintenance cost is not yet shown in the numbers as this will form part of the $500k payment to be made in February to cover for January-June maintenance costs. The maintenance cost paid for the first half (July-December) was $509k. Total maintenance budget is $1.01m.

4. There is no wifi or events costs to report giving a favourable YTD January variance of $71k.

5. Management plan costs is $59.5k favourable and yet to be invoiced as work is still in progress.

6. Unallocated budget from carryforwards is about $209k and is available to be allocated to any unbudgeted operating expenditure pending required approval.

7. Nursery income is not reflected in the numbers yet as management are still working on the correct legal framework for this stream of income. There were no events income recorded as Auckland was in lockdown due to Covid-19 and currently under red alert level due to Omicron.

8. There was no capital expenditure as at end of January.

Ngā tūtohunga

Recommendation/s

That the Ngāti Whātua Ōrākei Reserves Board:

a) receive the financial report as at 31 January 2022.

Financial update

9. An overview of the operational and capital expenditure as at 31 January 2022 is included in table below.

Ngā tāpirihanga

Attachments

There are no attachments for this report.

Ngā kaihaina

Signatories

Author

Munen Prakash - Lead Financial Advisor

Authorisers

Lisa Davis – Acting Chief Executive Ngāti Whātua Ōrākei Trust

Nick Turoa – Kaiwhakahaere Te Waka Tai-ranga-whenua, Auckland Council

Ngāti Whātua Ōrākei Reserves Board

28 February 2022

Audited Annual Performance Report for the year ending 30 June 2021

File No.: CP2022/01967

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 2021

· draft audit report.

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 ending 30 June 2021 (Attachment A)

b) delegate authority to the Chair and Deputy Chair to adopt and sign the audited financial performance report for the year ending 30 June 2021 (Attachment B)

c) note that draft audit report (Attachment C)

d) approve the distribution of a copy of the audited financial performance report to the Ngāti Whātua Ōrākei Trust as 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 for a three year term.

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 2020 to 30 June 2021.

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