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,
We look forward to a strong attendance at our AGM.
Ngā Mihi
Susan Turner
Chair
