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Notice of Special General Meeting
Waipapa Marae Trust

Per the Waipapa Marae Charter (November 2020)

Te Kaupapa o te Hui / Purpose of the Meeting:

The Trustees of the pā (Waipapa Marae Trust) invite you to a Special General Meeting (SGM) to consider and vote on a resolution to amend the Marae Charter.

The proposed change will support the Marae Committee to appoint a Treasurer and manage a bank account for day-to-day pā business. The Committee will report to whānau and the Trust on a regular basis. The resolution is below.

This hui is held under the Charter of Waipapa Marae. Following the SGM, the Annual General Meeting for Rūnanga o Ngāti Hikairo is planned. This timing allows whānau to attend both kaupapa in one trip.

Te Mōtini / Resolution:

To amend the Waipapa Marae Charter to authorise the Marae Committee to appoint a Treasurer and manage a Committee bank account.

Moved: [To be confirmed]
Seconded: [To be confirmed]

Proposed Charter Amendments:

• Under ‘Marae Committee – Duties’ (Page 12):
  (7) To operate a dedicated Marae Committee bank account for the purpose of day-to-day operations, subject to reporting to whānau and the Waipapa Marae Trust.
• Under ‘Marae Committee – Executive’ (Page 12):

• Treasurer:

  • Oversee the Marae Committee’s finances.
  • Prepare and manage an annual budget submitted to whānau and the Trust for approval.
  • Maintain full and accurate financial records.
  • Report to the Trust quarterly, or as required, on income, expenditure, and account balances.
  • Operate a Committee bank account for operational costs, requiring two signatories, one of whom must be a Trustee.
  • Ensure all financial activity complies with relevant legislation, Trust policies, and audit processes.
    
    
• Under ‘Delegation to a Subcommittee’ (Page 9):
  The Trust may delegate financial authority to the Marae Committee, provided that the Committee:
  • Has an approved annual budget.
  • Submits quarterly reports to the Trust, or more frequently if required.
  • Operates within the Trust’s financial policies.
  • Complies with annual audit requirements.

• The Waipapa Marae Trust retains responsibility for all financial matters relating to Waipapa Marae. Subcommittees, including the Marae Committee, may be delegated financial authority, but must report and remain accountable to the whānau and the Trust at all times. Delegated financial powers may be reviewed, amended, or revoked at the discretion of the Trust.

Tō Tātou Ara Pōti / Our Voting Process:

All whānau are encouraged to attend and vote. The resolution will be decided by a show of hands unless otherwise resolved at the meeting. A quorum must be present as per the Charter.

Proxy Voting:

Proxy voting is allowed for this hui. A beneficiary may appoint another beneficiary to vote on their behalf using the official proxy form. Completed forms must be received by the Secretary of the Trust no later than 5 clear days before the SGM. Forms received late will be invalid.

Contact Us:

For more information or to request a proxy form, please email: trustees@waipapa.info

Te Kawenata / The Charter:

You can view the full Waipapa Marae Charter here: View the Charter