Waipapa Marae Trust Annual General Meeting 2023
by Waipapa Marae Trustees
Tena Tatou e te whanau o Waipapa Marae.
Notice is hereby given that the Annual General Meeting of the Waipapa Marae Trust, Kaawhia, will be held on the Marae in Taku Hiahia on Saturday 18 Feb 2023 commencing at 10 a.m. Registrations will commence at 8.30am. A register will also be available on the day to record your attendance and there will also be a register for apologies.
This AGM covers two (2) financial years 1 April 2020 to 31 March 2021 and 1 April 2021 to 31 March 2022. The last AGM on the Marae was in November 2019. On 14 November 2020, we met in Hamilton as our Marae was closed because of COVID and remained off limits while Stage #1 of the construction programme in Taku Hiahia was underway.
AGENDA
ORDINARY RESOLUTIONS
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Opening Karakia / Mihi Whakatau
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Apologies
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Schedule of Proxy Holders
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Confirmation of Minutes of previous AGM held November 2020.
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Confirmation of Minutes of Special General Meeting – August 2022
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Chairman’s Report
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Financial Statements 2020 / 2021 and 2021 / 2022
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Appointment of Auditor
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Waipapa Marae Whakakitenga Representatives Report
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Election of Marae Trustees & Marae Committee members
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General Business
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Closing Karakia
SPECIAL RESOLUTIONS
The Marae Trust submits the following Special Resolutions for consideration at this AGM.
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That at the Trust’s discretion, meetings (including Annual and Special General Meetings) may be convened by way of a virtual platform; any such meeting shall employ appropriate technology to facilitate participation by Marae whanau/beneficiaries remotely who shall retain the same rights as those members who attend the meeting in person.
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That the Marae Charter is amended so that beneficiaries can exercise their right to vote at any general meeting via appropriate and secure technology.
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That membership of the Marae Trust is set at six (6) Trustees; all of whom must be a beneficiary of the Marae.
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That at least one (1) of the elected Trustees is resident in Kaawhia to represent the interests of hau kaainga.
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That the annual rotation of Trustees is amended so that two (2) Trustees will retire each year of their three ((3) year term in office. Retiring Trustees may stand for re-election.
ELECTIONS
Marae Trustees
The Trust Charter states that members of the Trust are to be no more than nine (9) Trustees. You will recall at the November 2020 AGM, only five (5) beneficiaries were nominated, and all were duly elected as Trustees.
For this AGM, the Trust has determined its membership is set at six (6).
The Charter further states there will be an annual rotation whereby three (3) current Trustees will retire at this AGM but are eligible for re-election.
Marae Committee
The Charter notes the Marae Committee will comprise up to nine (9) members who are not necessarily beneficiaries.
Currently, there are only four active members on the Committee. As we move towards reopening the Marae now that Stage #1 of the building programme has been completed, it will be important to have a strong active Marae Committee on board supported by a committed Marae Trust.
Therefore, we are seeking nominations for five (5) new Marae Committee members.
PLEASE NOTE THE CHAIRMAN MAY ALTER THE ORDER OF BUSINESS.
SUPPLEMENTARY INFORMATION
Catering
Marae whānau attending the AGM are asked to bring a plate for a shared kai after the hui.
Attendance Via Zoom
Whanau members unable to attend may join the AGM via Zoom to view and listen to proceedings. Unfortunately, the Marae is unable to enable “virtual attendee” active participation in AGM proceedings at this time. The Zoom connection details are:
https://us02web.zoom.us/j/84823805156?pwd=YWdpMnlWdHYzMFVIM3VNdWpDMzlXQT09
Meeting ID: 848 2380 5156
Passcode: 468454
Election Nomination Forms & Closure Date
Nominations for the Marae Committee and Marae Trust close at 10:00 am on 11 Feb 2023. Please follow the instructions on the forms to ensure they are submitted on time.
Proxy Vote Forms & Closure Date
All proxy forms must be received by the Trust by 10:00 am on 13 Feb 2023. Forms received after the close-off date and time will not be accepted.
The Marae Trustee and Marae Committee election forms and the Proxy Vote form are attached to this AGM Paanui. They are also posted as separate attachments under the pull-down window for OUR AGMS to facilitate the printing of each individual document. The audit report is also posted under OUR AGMS.
General Business
To save time, Marae beneficiaries are encouraged to indicate via email, if they wish to raise a specific kaupapa at the AGM. If you have anything you wish to raise, please advise (a) what the kaupapa is about and (b) who will be speaking to it. The Chair will provide time for you during this part of the meeting to have your say.
No reira e te whānau, nau mai haere mai ki te hui-a-tau o tā mātou marae
Paimarire!
WT TAI
Secretary
Waipapa Marae Trust
2023 VOTING FORMS
Please download the forms as needed below.
WAIPAPA MARAE, KAWHIA
MARAE COMMITTEE NOMINATION FORM
Download Form
Please email the signed completed form to: waipapamaraetrust@gmail.com no later than
10:00 am Saturday, 11 February 2023; being seven (7) clear days before the AGM is held on
18 February 2023. Thank you for agreeing to awhi and tautoko our marae.
Kei te mihi e te whanaunga 😊
WAIPAPA MARAE, KAWHIA
TRUSTEE NOMINATION FORM
Download Form
Please email the signed completed form to: waipapamaraetrust@gmail.com no later than
10:00 am Saturday, 11 February 2023; being seven (7) clear days before the AGM is held on
18 February 2023. Thank you for agreeing to awhi and tautoko our marae.
Kei te mihi e te whanaunga 😊
WAIPAPA MARAE, KAWHIA
2023 ANNUAL GENERAL MEETING PROXY VOTE FORM
Download Form
Please email the signed completed form to: waipapamaraetrust@gmail.com no later than
10:00 am Monday, 13 February 2023; i.e. five (5) clear days before the AGM is held on
18 February 2023.
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