AGM – 5 June 2021

ANNUAL GENERAL MEETING PĀNUI

hui a tau

Click here for AGM Panui – including, agenda, Zoom links, proxy and nomination forms

Te Rūnanganui o Ngāti Hikairo Executive Committee are notifying hapū, marae and whānau of Ngāti  Hikairo pursuant to section 7 (c) of the Constitution that the next Annual General Meeting will be held  on 5 June 2021 at Te Ara Hou Village Auditorium, 100 Morrinsville Road, Hamilton from 10:00am to  3:00pm. The attached pānui (link above) summarises the Annual General meeting requirements in one place for whānau  to consider prior to attending the AGM hui. In summary, these are as follows: 

AGM Attendance 

There will be an opportunity for whānau to attend in person or by zoom. If you are attending the  AGM via zoom, then we request that you register using the online registration form and we will issue  you with a unique identifier number for voting purposes. We will also have a meeting structure that  will allow whānau on zoom the opportunity to fully participate in the hui. The zoom link is  https://us02web.zoom.us/j/8137818606.  

Online Registration 

If you and your whānau can register prior to attending the AGM, then this will assist with registration  on the day. Please copy or click this link to complete the online form:  https://www.surveymonkey.com/r/79TQDWC. If you and the whānau have completed the online  registration form you will only need to check in as you arrive on the day. If you and the whanau are  unable to register online, then you can still register on the day.  

Membership Fee 

Under section 9 (e) of the constitution, all whanau are required to be financial members. However, the previous Te Runanganui o Ngati Hikairo Executive Committees have not required members to pay a membership fee which has therefore established ‘customary practice’ that may have altered the rules. There have been no  constitutional changes approved at previous Annual General Meetings on this rule. We are seeking legal advice  on the status of this rule within our current constitution. We are therefore advising whanau of this issue and  the potential implications. If the legal advice indicates each person is required to be a financial member, then  we have set this fee at $1 per member. We will advise you of the outcome and whether you will be required to  pay the membership fee. In the new constitution we are proposing that this requirement is deleted, and that  membership is only based on whakapapa to Ngati Hikairo. However, at present the current constitution sets  out the legal rules and we must comply with these rules.

AGM Notice 

The formal Annual General Meeting notice is enclosed. The notice includes an Agenda and election  forms for: 

  • Office Holders of the Executive Committee which refers to Chair, Secretary and Treasurer. 
  • Executive Committee Members.  
  • Proxy Forms, in which a whānau member not attending the AGM hui is able to provide their  vote to another whanau member using this proxy form.  

Nominations and proxy forms must be received by the Secretary no later than 7 days before the  Annual General Meeting. 

Annual Report and Financial Accounts 

Te Rūnanganui o Ngāti Hikairo is finalising the Annual Report and Financial Accounts for the financial  years of 2017/2018, 2018/2019, and 2019/2020. The previous AGM minutes will also be provided at  the same time. These will be provided 14 days prior to the Annual General Meeting on the Te  Rūnanganui o Ngāti Hikairo website.  

Revised Constitution 

Te Rūnanganui o Ngāti Hikairo have reviewed and developed a revised constitution. This is also being  finalised and will be available 14 days prior to the Annual General Meeting. We will also make  available the current constitution so you can compare both documents.  

Strategic Discussion 

We are asking whanau to consider three questions for a strategic discussion on our future. In the  current constitution our tupuna developed our aspirations, vision and aims. So, we ask you consider  this information and if you can respond to the following questions: 

  • What are your personal aspirations for Ngāti Hikairo? 
  • What would these aspirations look like to you in 50 years? 
  • To achieve these aspirations, what do you consider the priorities should be for Te Rūnanganui  o Ngāti Hikairo over the next 5 years? 

We have created an online form for you complete – please click or copy the link and provide your  responses https://www.surveymonkey.com/r/73SYV38. We would request this information is  provided by 4 June 2021 and we will provide a summary of whānau responses. This is optional but it  would help us with your views on our future and form the basis of our discussion at the AGM hui.  

Key Event  Dates

  • Formal Notice of Annual General Meeting  –  8 May 2021
  • Previous AGM Minutes, Annual Report, Financials and Revised  Constitution Released to whanau – 22 May 2021
  • Nominations for Office Holder and Executive Committee Members  to be provided to Secretary – 29 May 2021
  • Proxy Voting Forms to be provided to Secretary  – 29 May 2021
  • Online Registration Form Completed  – 4 June 2021
  • Membership Fee payable by ZOOM attendees – 4 June 2021
  • Membership Fee payable by in person attendees – 5 June 2021

If you have any queries, please do not hesitate to contact Pipi Barton, Secretary, or Susan Turner, Chair,

ngatihikairoiwi@gmail.com

We look forward to a strong attendance at our AGM.  

Ngā Mihi 

Susan Turner 

Chair

WORD DOCUMENTS:

Proxy-form (Word doc.)

Committee-Nomination-Form (Word doc.)

Chair, Secretary, Treasurer Nomination Form (Word doc.)