Agenda of Te Poari o Kaipātiki ki Kaipara

Te Poari o Kaipātiki ki Kaipara

Agenda – Friday, 28 March 2025

Minutes

15 November 2024

Te Poari o Kaipātiki ki Kaipara

OPEN MINUTES

Minutes of a meeting of the Te Poari o Kaipātiki ki Kaipara held by video-conference due to Covid-19 restrictions on Friday, 15 November 2024 at 10.05am.

MEMBERSHIP

Chairperson	Tamaki Mercer	Ngā Maunga Whakahii o Kaipara
Deputy Chairperson	Guy Wishart From 10.09am, Item 4	Auckland Council (Rodney Local Board)
Members	Brent Bailey	Auckland Council (Rodney Local Board)
	Cr Greg Sayers	Auckland Council (Governing Body)
	Jane Sherard	Ngā Maunga Whakahii o Kaipara

IN ATTENDANCE

Dominic Wilson - Te Tauihu Waka Tairanga Whenua / Co-Governance Manager

Tracey-Lee Repia - Te Ama Waka Tairanga Whenua / Co-Governance Operations & Capital Works Manager

Challen Wilson - Te Pututara Waka Tairanga Whenua / Co-Governance Communication and Engagement Manager

Waimarie Povey-Nicolls - Kaiwhakahaere Hotaka Kaipatiki

Munen Prakash – Lead Financial Advisor

Sandeep Sandhu – Facilities Coordinator

Stevie Bracken – Resilio Studio

Elliot Richmond – Resilio Studio

Cori Barkle - Director Rice Speir limited, lawyers

Mihimihi / Karakia

Dominic Wilson opened the meeting with a karakia.

1 Apologies

There were no apologies.

2 Declaration of Interest

There were no declarations of interest.

3 Confirmation of Minutes

MOVED by Auckland Council (Rodney Local Board) B Bailey, seconded by Ngā Maunga Whakahii o Kaipara T Mercer:

That the Te Poari o Kaipātiki ki Kaipara:

a) whakaū / confirm the minutes of its meeting, held on Friday, 30 August 2024, including the confidential section, as a true and correct record of proceedings.

CARRIED

4	Annual budget
	Auckland Council (Rodney Local Board) G Wishart entered the meeting at 10.09am.
	MOVED by Ngā Maunga Whakahii o Kaipara J Sherard, seconded by Auckland Council (Rodney Local Board) B Bailey: That the Te Poari o Kaipātiki ki Kaipara: a) approve the draft 2025/26 annual plan (Attachment A). CARRIED
	MOVED by Ngā Maunga Whakahii o Kaipara J Sherard, seconded by Auckland Council (Govering Body) G Sayers: That the Te Poari o Kaipātiki ki Kaipara: b) delegate authority to the Chair and Deputy Chair to sign the FY24 Audited Accounts on behalf of Te Poari o Kaipatiki ki Kaipara. CARRIED

9	Signage
	Stevie Bracken and Elliot Richmond, Resilio Studio were in attendance.
	MOVED by Ngā Maunga Whakahii o Kaipara J Sherard, seconded by Auckland Council (Rodney Local Board) B Bailey: That the Te Poari o Kaipātiki ki Kaipara: a) note the Kaipātiki Reserve signage report CARRIED
	MOVED by Ngā Maunga Whakahii o Kaipara J Sherard, seconded by Auckland Council (Rodney Local Board) B Bailey: That the Te Poari o Kaipātiki ki Kaipara: b) approve the final Kaipātiki reserve signage designs, with amendments as discussed. CARRIED

Financial report as of 30 September 2024

MOVED by Auckland Council (Govering Body) G Sayers, seconded by Auckland Council (Rodney Local Board) B Bailey:

That the Te Poari o Kaipātiki ki Kaipara:

a) receive the financial report as of 30 September 2024

b) approve expenditure of $150,022 incurred in quarter one for ecological restoration maintenance and pest control from the 2024/25 operational budget.

CARRIED

Operational report as of 30 September 2021

MOVED by Auckland Council (Govering Body) G Sayers, seconded by Ngā Maunga Whakahii o Kaipara T Mercer:

That the Te Poari o Kaipātiki ki Kaipara:

a) note the Q1 operational report 1 July to 30 September 2024.

CARRIED

Operational Update

Note: changes were made to the original motion, adding a new clause b), with the agreement of the meeting.

MOVED by Ngā Maunga Whakahii o Kaipara J Sherard, seconded by Auckland Council (Rodney Local Board) B Bailey:

That the Te Poari o Kaipātiki ki Kaipara:

a) note the operational update report.

b) request that management work with the operational staff of Ngā Maunga Whakahii o Kaipara Development Trust to carry out the Movie in the Park activation.

CARRIED

The meeting adjourned at 12.12pm and reconvened at 12.32pm.

8	Capital works
	Note: changes were made to the original motion, adding a new clause c), with the agreement of the meeting.
	MOVED by Auckland Council (Rodney Local Board) G Wishart, seconded by Auckland Council (Govering Body) G Sayers: That the Te Poari o Kaipātiki ki Kaipara: a) approve the budget of $125k for the planning & design of Kaipātiki phase 2 development. CARRIED
	MOVED by Auckland Council (Rodney Local Board) B Bailey, seconded by Auckland Council (Rodney Local Board) G Wishart: That the Te Poari o Kaipātiki ki Kaipara: b) approve the budget of $50k for the remediation of the Kaipātiki main car park area. CARRIED
	MOVED by Ngā Maunga Whakahii o Kaipara T Mercer, seconded by Auckland Council (Rodney Local Board) G Wishart: That the Te Poari o Kaipātiki ki Kaipara: c) request that the korero regarding the execution of the carvings for the Kaipātiki phase 2 development, be taken out to iwi for recommendation of potential candidates and be reported back to the board. CARRIED

Item - 9. Signage – was taken after Item – 4. Annual budget.

Communications Strategy

MOVED by Auckland Council (Govering Body) G Sayers, seconded by Auckland Council (Rodney Local Board) G Wishart:

That the Te Poari o Kaipātiki ki Kaipara:

a) adopt the Communications Strategy for Te Poari o Kaipātiki ki Kaipara (Attachment A).

b) approve the marketing, promotions, and digital advertising spend for FY 2024-2025 of up to $10,000.

CARRIED

2025 hui schedule

Note: changes were made to the original motion, with the agreement of the meeting.

MOVED by Auckland Council (Rodney Local Board) B Bailey, seconded by Ngā Maunga Whakahii o Kaipara T Mercer:

That the Te Poari o Kaipātiki ki Kaipara:

a) set the following hui dates for 2025:

· 28 March

· 23 May

· 25 July 2025

· 19 September 2025

· 3 October 2025

CARRIED

Health and Safety Hikoi

MOVED by Auckland Council (Rodney Local Board) B Bailey, seconded by Auckland Council (Govering Body) G Sayers:

That the Te Poari o Kaipātiki ki Kaipara:

a) undertake a hikoi to review the health and safety of Kaipātiki.

CARRIED

13 Te Mōtini ā-Tukanga hei Kaupare i te Marea | Procedural motion to exclude the public

MOVED by Auckland Council (Rodney Local Board) B Bailey, seconded by Auckland Council (Govering Body) G Sayers:

That the Te Poari o Kaipātiki ki Kaipara:

a) whakaae / agree to exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 CONFIDENTIAL: Parakai Springs Complex Ltd (PSCL) lease

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

In particular, the report contains information in relation to a third party commercial lease.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

1.39pm The public was excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

2.59pm The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	CONFIDENTIAL: Parakai Springs Complex Ltd (PSCL) lease
	Note: changes were made to the original motion, with the agreement of the meeting.
	MOVED by Auckland Council (Govering Body) G Sayers, seconded by Auckland Council (Rodney Local Board) G Wishart: That the Te Poari o Kaipātiki ki Kaipara: Restatement b) confirm that the agenda report and decisions remain confidential.

Closing Karakia – Dominic Wilson closed the meeting with a karakia.

The meeting closed at 2.59pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Poari o Kaipātiki ki Kaipara HELD ON

DATE:.........................................................................

CHAIRPERSON:.......................................................

Te Poari o Kaipātiki ki Kaipara

Agenda – Friday, 28 March 2025

Item 4

Q2 Operational Report

Te take mō te pūrongo / Purpose of the report

1. To consider the operational report for the period of 1 October 2024 to 31 December 2024.

Ngā tūtohunga / Recommendation

That the Te Poari o Kaipātiki ki Kaipara:

a) note the Q1 operational report 1 October to 31 December 2024.

Tātaritanga me ngā tohutohu / Analysis and advice

Activations/Events

2. In November 2024 Movie in Kaipātiki ‘Elemental’ previewed, with over 150 locals in attendance for the event. Management received positive feedback on the Community pages for this event. Management ran a second movie in the park in March 2025.

Recreation Aotearoa

3. Waimarie Povey-Nicholls and Jane Sherard attended this event on behalf of Te Poari o Kaipātiki. A presentation of Kaipātiki was shared with conference participants, who learned more about co-governance ‘mahi ngatahi’ treaty partnership in action.

Kaipātiki Campground Update

4. Two new tiny homes Te Kopua & Te Tino were launched in December 2024.

i. Te Kopua performed well during this period with most days booked in December 2024, maximizing on the Christmas booking period.

ii. Te Tino experienced booking difficulties during this period. Performance of product performed better in 2025.

iii. Mahana tracking moderately during this period, although bookings have decreased compared to July-Dec 2023.

5. Pukoro bach performed moderately well, although bookings compared to July-Dec 2023 were down.

6. The self-contained sites performing well with an increase in bookings compared to July-Dec 2023.

7. Total night combined campground bookings from July-Dec 2024 are 215 compared to 258 for the same period in 2023.

Issues & mitigations:

· Bookings for new products slow to trial and errors with booking system failures.

· Two tiny homes launched varied in readiness, requiring one to perform better than the other during this period. Management have learned from this and have strategies in place to ensure testing is done regularly with bookings and working in with the council’s booking team to sort out the issues.

· Marketing launch requiring more vigor, good news stories of products has been good, but a focus on target markets of Aucklanders and domestic travelers on a constant rotation is required. Management will be looking to grow marketing strategies to include domestic travelers within Aotearoa and updating the Kaipātiki marketing plan for Te Poari to review.

· Management will also investigate multiple product booking options and how to enable this with the current Auckland council booking system and information provided to visitors who want to book a combination of products simultaneously.

· The customer journey is important, so providing for ease of booking and access to Kaipātiki products will be part of the marketing plan.

Product	Date	Total nights booked	Bookings compared to the previous quarter
Self-Contained (14 sites)	July to Dec	105 nights	Performing well during this period
Mahana Tiny home	July to Dec	35 nights	Performing moderately during this period
Te Tino	July to Dec	0 nights	Opened in December - testing
Te Kopua	July to Dec	21 nights	Opened in December – performing well during this period
Pukoro Bach	July-Sep	75 Nights	Performing moderately during this period

Maintenance

8. In this period, maintenance service levels have been readjusted to include all the new developed spaces in the reserve.

9. Green scene contractors were engaged to provide specialist care for new amenity planting on site, they have provided good care of the planting, and we are pleased with the outcome.

Health & Safety

10. No Health & Safety issues noted in this period.

11. Management logs all incidents in the council’s health & safety system done safe and put the incident for Kaipātiki’s risk/incident register.

Ngā kaihaina / Signatories

Author	Tracey-Lee Repia - Co-Governance Operations & Capital Works Manager
Authoriser	Dominic Wilson - Head of Co-governance

Te Poari o Kaipātiki ki Kaipara

Agenda – Friday, 28 March 2025

Item 6

Audited Annual Performance Report for the year ended 30 June 2024 for Te Poari o Kaipātiki ki Kaipara

Te take mō te pūrongo / Purpose of the report

1. To consider:

· the letter of representation for external auditor Moore Markhams

· the audited financial performance report for year ended 30 June 2024

· the final audit report to the board for the year ended 30 June 2024.

Ngā tūtohunga / Recommendation

That the Te Poari o Kaipātiki ki Kaipara:

a) note the letter of representation for external auditor Moore Markhams for the year ending 30 June 2024 (Attachment A)

b) note the financial performance report for year ended 30 June 2024 (Attachment B)

c) note the unmodified final audit report for FY24 (Attachment C)

d) approve the distribution of a copy of the audited financial performance report to Ngā Maunga Whakahii o Kaipara Development Trust and Auckland Council.

Tātaritanga me ngā tohutohu / Analysis and advice

Audit of Annual financial performance

2. The financial statements of Te Poari o Kaipātiki ki Kaipara (Te Poari) are the responsibility of Te Poari. Te Poari 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, Te Poari’s financial position and performance

· ensuring Te Poari complies with laws and regulations applicable to its activities and safeguarding of its assets.

3. The audit of performance report does not relieve Te Poari of these responsibilities.

4. In accordance with the Ngāti Whātua o Kaipara Claims Settlement Act 2013, Schedule 2 clause 9, Te Poari is a public entity and therefore subject to audit under the Public Audit Act 2001. At the hui on 30 August 2024, Te Poari agreed to appoint Moore Markhams as auditors for the 2024, 2025 and 2026 financial years.

Scope of Audit

5. The audit opinion provides reasonable assurance to Te Poari members that the financial performance reports are free of material misstatements and comply with generally accepted accounting practice in New Zealand.

6. 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

7. Attachment A includes the letter of representation.

8. Te Poari is required to sign a letter of representation as a matter of standard audit practice. This letter involves Te Poari making representations to the auditor that the financial statements are materially correct and that Te Poari approved all expenditure incurred on its behalf as reflected in the financial statements.

Annual financial performance report

9. Attachment B is the annual financial performance report of Te Poari covering the period 1 July 2023 to 30 June 2024.

10. The annual performance report:

· reflects the current understanding of the reporting requirements for Te Poari under the Ngāti Whātua o Kaipara Claims Settlement Act 2013.

· meets the generally accepted accounting practice in New Zealand.

· is prepared independently by the Auckland Council’s Financial Control team.

· includes the following:

o Auditor’s opinion

o Statement of Service Performance

o Statement of Financial Performance

o Statement of Financial Position

o Statement of Cash Flows

o Statement of Accounting Policies and Notes.

Audit report

11. The final audit report to board for the year ended 30 June 2024 (Attachment C) is attached to this paper. It is a clean and unmodified audit report.

Final signing of all documents

12. It is proposed that Te Poari approve all recommendations and adopt the annual financial performance report for year ending 30 June 2024.

Ngā tāpirihanga / Attachments

a ⇩	Letter of Representation for year ending 30 June 2024
b ⇩	Annual financial performance report
c ⇩	Final audit report to board

Ngā kaihaina / Signatories

Author	Munen Prakash - Lead Financial Advisor
Authoriser	Dominic Wilson - Head of Co-governance

Programme	Status	Comment
Heritage project		Heritage project has been delayed due to availability of members
Halo Project		60% The project is underway and tracking well
Campground/Reserve Signage & wayfinding		80% complete – progressing
Wifi Project – Planning & Design		50% delivered, feasibility complete
Capital works – Kaipātiki Phase 2 development Design concept		40% design concept underway, consultants have been engaged to input

Key

· Green - on track

· Orange - there are some new risks or delays, but it is expected that these can still be rectified to deliver on-time.

· Red - the programme is behind plan and needs to be reviewed or re-forecast.

NB: This programme is ongoing throughout the year; Management will update on progress accordingly.

Events & Activations

Movie in Kaipātiki

3. Friday, 21 March 2025, we hosted our second Movie in Kaipātiki. The evening featured:

· An outdoor screening of Raya and the last dragon. Raya and the Last Dragon takes us on an exciting, epic journey to the fantasy world of Kumandra, where humans and dragons lived together long ago in harmony. But when an evil force threatened the land, the dragons sacrificed themselves to save humanity.

· Coffee, sweet treats, nachos and hot foods trucks provided food for the evening; many whanau brought their own food as well.

· The team provided support for the local community during the evening.

· The Chair, Tamaki Mercer, attended.

Anzac Day

4. Anzac Day commemorations will once again be held in Kaipātiki, the management team are working alongside the RSA to hold another dawn ceremony within the reserve. Staff will be onsite to support the community for this event and volunteer for the dawn ceremony. Te Poari members are welcome to attend, the annual wreath organized by Te Poari members will be prepared for the Chair and members to lay down on the morning.

Halo Project

5. The Halo Project team has successfully launched and is progressing well, a verbal update will be provided to Te Poari.

Kaipātiki Campground

6. Bookings for the campground are tracking reasonably well within this period, we have seen a significant increase of our self-contained campers visiting Kaipātiki from December 2024 to March 2025.

7. The tiny homes are performing reasonably well with the two new Tiny homes launched late last year. There has been an uptake of visitor numbers experiencing these products in the New year and we are learning more about what visitors are enjoying about their stay and what we can work on to improve their visitor experience. We note, most weekends are booked for visitors.

8. Pukoro Bach is performing reasonably well and continues to be booked regularly.

9. Self-contained sites (SCS) bookings have increased and during the summer period have become quite popular to visitors and groups.

10. Management will be looking to improve campground sales and the marketing plan for the Kaipātiki Campground in Q4 to enhance bookings over the school holidays and with a focus on domestic travelers outside of Auckland to boost revenue sales.

11. Noting currently, we dove-tail off the Auckland Council marketing strategy for bookable sites & accommodation. This strategy aims at providing booking opportunity for rate payers and focuses the marketing effort to target visitors within the Auckland region. Whilst we see weekend bookings, the mid-week bookings are few. The team will focus on the key areas in the new marketing plan:

· Key Focus: How to increase overall mid-week bookings for Kaipātiki Campground.

· New and improved marketing campaign with the motor home association and other affiliate websites re-engaged and revamped.

· Strategies to boost visitor numbers from within Auckland region and domestic travelers, looking to visit Auckland during off peak and on peak holiday seasons.

· Re-explore the target market, with a focus on leisure and recreational travelers, families, couples and over 60’s retirees.

· Glamping as a potential summer offering, investigating feasibility and business case.

Tree Maintenance

12. Management have been approached by Auckland council’s specialist arborist team who are undertaking regional park tree maintenance. Attached to this report is a memo outlining the various trees that require discussion with Te Poari.

Ecological restoration

13. A team from 2 degrees has approached Kaipātiki looking for opportunities to do some planting in the area as part of a team building exercise. The team are looking at infill planting required in the campground area of native flaxes and small amenity plants. The natural delineation of inner reserve and outside road reserve without building fences seems far more practical and in line with Te Poari’s desired management plan outcomes to restore natural features within Kaipātiki reserve.

Health & Safety

14. No Health & Safety issues to report.

Maintenance

15. Management will be doing annual regular flushing off all the drains out site to remove any debris in preparation for winter.

16. There will be focus on the new planting within the Kaipātiki development being included into the maintenance contract with Green by Nature.

17. Mowing will continue to be undertaken by Native Tree services Ltd.

Issues arising

18. No issues arising.

Next steps

19. Management will:

· Work alongside the RSA for the Anzac Day event

· Prepare an updated marketing plan for Kaipātiki Campground

· Explore the feasibility of Glamping products for the Campground

· Work alongside the Auckland council arborist specialists for the trees identified requiring action, with a focus on safety first for visitors.

· Progress the volunteer planting day with the 2 degrees team

· Progress planting maintenance contract variation for gardening and landscaping with Green by Nature contractors.

Ngā tāpirihanga / Attachments

a⇩	Proposal Memo: Upcoming arboricultural response work at Kaipatiki Recreation Reserve

Ngā kaihaina / Signatories

Author	Tracey-Lee Repia - Co-Governance Operations & Capital Works Manager
Authoriser	Dominic Wilson - Head of Co-governance

Programme	Status	Comment
Ecological restoration		90% Complete – in maintenance period
Tiny home bookings		100% complete, products launched
Activation & Events – Movies in the Park		100% two Movies in Kaipātiki delivered
Maintenance Update – Winter preparation		Preparation for winter maintenance, drain flushing
Procurement		Ongoing – new local & mana whenua suppliers