WAIPAPA MARAE TRUSTEES - OPERATING MANUAL FOR MARAE TRUSTEES AND MARAE COMMITTEE - Waipapa Marae Kawhia
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WAIPAPA MARAE TRUSTEES
OPERATING MANUAL FOR
MARAE TRUSTEES
AND
MARAE COMMITTEE
2019
CONTENTS
Marae Charter 02-19
Marae Policies and Marae Booking Form 20-37
Marae Financial Management Systems 38-41
Marae Committee Operations 42-47
Marae Maintenance Plan 48-50
Project Management 51-53
Marae Development Programmes for Whānau 54
Marae Representation 55-59
(Nomination Forms and Proxy Voting Forms)
28 September 2019
2
WAIPAPA MARAE
TRUSTEES
MARAE CHARTER
WAIPAPA MARAE
KĀWHIA
28 September 2019
3 CONTENTS BACKGROUND ............................................................................................................................... 4 Charter Document.............................................................................................................................. 4 1. Name .......................................................................................................................................................... 5 2. Beneficiaries ............................................................................................................................................ 5 3. Address for Service ............................................................................................................................... 5 4. Legislation ................................................................................................................................................ 5 5. Objects of the Trust ............................................................................................................................... 6 6. Functions and Powers of Responsible Trustees ........................................................................... 6 7. Dispute Resolution Process................................................................................................................. 7 8. Use of Marae Funds and Investments.............................................................................................. 7 9. Requirements of Marae Trustees ...................................................................................................... 9 10. Process for Nominating and Selecting Trustees ........................................................................... 9 11. Trustee Led Meetings ........................................................................................................................ 10 12. Trustees Executive .............................................................................................................................. 11 13. Conflict of Interest .............................................................................................................................. 14 14. Marae Committee................................................................................................................................ 14 15. Process for Nominating and Selecting the Marae Committee .............................................. 14 16. Duties of the Marae Committee ..................................................................................................... 16 19. General Meetings – Trustees ........................................................................................................... 17 20. Rights of Beneficiaries at General Meetings .............................................................................. 18 21. Chairperson's Vote.............................................................................................................................. 19 22. Mode of Voting ................................................................................................................................... 19 23. Removal of Responsible Trustees.................................................................................................. 19 24. Election of Marae Representatives to other Bodies ................................................................. 19 25. Alterations to the Charter ................................................................................................................. 19
4
WAIPAPA MARAE CHARTER
(Manaaki Tangata)
BACKGROUND
A. The Māori freehold land known as Pt Kāwhia 02 Section 4 block is set aside as a
Māori Reservation for the purpose of a marae for the use of Ngāti Hikairo. Gazetted
in the New Zealand Gazette No 1950 page 587 dated 18th May 1950, the reservation
is more commonly known as WAIPAPA MARAE. As stipulated pursuant to Section
338 (17) of Te Ture Whenua Māori Act 1993:
"All Maori Reservations set apart under the corresponding provisions of any former
Act and subsisting at the commencement of this Act shall be deemed to be Maori
Reservations made under this section".
B. Pursuant to Section 338(7) of Te Ture Whenua Māori Act 1993, the Māori Land
Court, Hamilton vested the Māori Reservation in Trustees as evidenced by the copy
of the Māori Land Court Order/s attached hereto, herein called Responsible Trustees,
Trustees or Trustee Body, in trust to hold and administer the same for the benefit of
the Ngāti Hikairo iwi/hapū/whānau.
C. The Trustees and beneficiaries of the reservation have reached agreement as to the
terms of a Charter under which the powers and responsibilities of the Trustees are
recorded for the effective and efficient administration of WAIPAPA MARAE.
NOW THEREFORE IT IS RECORDED AS FOLLOWS:-
Charter Document
Notwithstanding Clause 5 hereunder, this document shall be the Charter of
WAIPAPA MARAE and sets out in Clauses 1- 25, the functions and responsibilities
of the marae Trustees, further providing guidelines for any sub-committees and
beneficiaries of the reservation. The Charter will be available for inspection either
electronically or in hard copy on request to the Secretary of the Trustees. It is to be
read alongside the agreed policies and procedures set out in the current Operating
Manual of Waipapa Marae.5 1. Name The name of the Reservation shall be commonly known as the WAIPAPA MARAE TRUST 2. Beneficiaries The members of the Ngāti Hikairo iwi/hapū/whānau together with all their descendants who are registered on the authorised beneficiary roll of Waipapa Marae, shall be recognised as the beneficiaries of the WAIPAPA MARAE TRUST. The spouses and partners of Ngāti Hikairo beneficiaries shall be welcomed alongside beneficiaries. They may participate in the activities of the marae as valued whānau members. They have speaking rights but not the voting rights of beneficiaries. 3. Address for Service The physical address for proceedings and service concerning WAIPAPA MARAE TRUST is: 5491 State Highway 31, Kāwhia 3843 All postal mail should be forwarded to: The Secretary Waipapa Marae P O Box 91 Kāwhia 4. Legislation The rights and responsibilities of the Marae Trustees and the Reservation beneficiaries shall at all times be subject to the provisions of Te Ture Whenua Māori Act 1993 and any subsequent amendments, the Māori Reservations Regulations 1994, any order issued by the Māori Land Court in relation to the operation of the reservation and to the general law of New Zealand.
6
5. Objects of the Trust
The objects of the Trust shall be to administer and preserve WAIPAPA MARAE for
the benefit of the beneficiaries and to apply any income received in relation to the
marae, for the purposes of promoting health, environmental sustainability, social,
cultural and economic welfare, education and vocational training and general
advancement in the life of the beneficiaries.
6. Functions and Powers of Responsible Trustees
The Marae shall be administered by Trustees who have been duly elected by
beneficiaries at an Annual General Meeting and subsequently ratified by order of the
Māori Land Court. They will hold office in accordance with the following provisions:
(a) To hold and administer the land and all monies derived therefrom within the
limitations of the provisions provided herein.
(b) To manage the hireage of any facilities situated on the land. The following
activities on the reservation shall require prior written authorisation of the
Trustees:
(i) The use of any building, facility, property or service of the marae,
(ii) The promoting or holding of any hui, meeting or other large gathering of
persons within the marae (including sports, competition or concert events).
(c) Nothing in subclause (b) requires the prior written authorisation of the Trustees
to be obtained in relation to the conduct of a tangihanga or the Waipapa Marae
Poukai.
(d) To be kaitiaki of the marae and all its facilities.
(e) To be conveyors of marae protocol, kawa and tikanga along with other
kaumātua.
(f) In the case of any conflict or dispute within the reservation, Trustees will follow
the dispute resolution process set out in Clause 7.7
7. Dispute Resolution Process
(a) Any dispute between, among or by whānau, or between whānau and the trust, or
a trustee, that relates to the operations of Waipapa Marae will be determined in
accordance with the dispute resolution process set out below.
(b) When a dispute occurs, the disputing parties will give written notice of the
dispute to the Trustees specifying:
the matters in dispute;
the nature of any claims or allegations made, and
the action sought to resolve the issue in dispute.
(c) The Trustees will set up a working party consisting of three Trustees to consider
the dispute. No Trustee will be involved in a working party if they are named in
the dispute.
(d) The Working Party will operate in good faith, act without prejudice to any party
in the dispute and use reasonable means to achieve a resolution of the dispute
within the kawa and tikanga of Ngāti Hikairo.
(e) They Working Party may hold meetings with those affected who will be
expected to attend with whānau support if required.
(f) If the matter is not resolved within 60 days from when it is first reported, it
should then be referred to mediation before skilled, independent Māori
mediators. Any costs associated with the mediation process shall be met from
the Marae Trustee funds.
(g) If the matter still has not been resolved to either parties satisfaction, it shall then
be referred to the Māori Land Court for a full and final decision which shall be
binding on all parties to the dispute.
(h) If the dispute is with the Trustees as a group, the matter should be referred to
mediation before skilled independent Māori mediators.
8. Use of Marae Funds and Investments
(a) Trustees will maintain any real or personal property of the Marae for improved
facilities and enhancement of services.8
(b) Trustees may acquire by purchase, hire, lease, or otherwise any further real or
personal property or business of whatsoever kind provided that it is for the
benefit of the Marae.
(c) Trustees may assist any charity or charitable purpose for the enhancement of the
marae.
(d) Trustees may engage in, prosecute, defend, and otherwise take any legal action
or proceedings on behalf of the Marae and for that purpose to expend such
monies to employ solicitors, counsel and other advisors as the Marae may think
necessary. Furthermore, the Trustees are expected to utilise this provision in
cases of misappropriation on the Marae unless traditional procedures are
applied.
(e) Trustees may apply, join and affiliate with any person or other organisation for
the benefit of the Marae providing this affiliation is endorsed at an Annual
General Meeting or at a Special General Meeting of beneficiaries.
(f) Trustees may apply for and acquire any licences, permits or orders necessary for
the operation of the Marae.
(g) Trustees may open and operate any bank accounts as necessary for the functions
of the Marae.
(h) Trustees will manage, control, maintain, hire or lease any real or personal
property of the Marae provided that there shall be no power to sell or dispose of
the land or part thereof, such powers are subject to restrictions on alienation
imposed under Section 338 of Te Ture Whenua Māori Act 1993 i.e:
*Section 338 (12) "The trustees in whom any Maori reservation is vested may, with
the consent of the Court, grant a lease or occupation licence of the reservation or any
part of it for any term not exceeding 14 years, upon and subject to such terms and
conditions as the Court thinks fit".
*Section 338 (13) "The revenue derived from any such lease or occupation licence
shall be expended by the trustees as the Court directs".
*Section 338 (14) "Any lease granted pursuant to subsection (12) of this section for
the purposes of education or health may, notwithstanding anything in that subsection,9
be for a term exceeding 7 years and may confer on the lessee or licensee a right of
renewal for one or more terms".
(i) Trustees may borrow or raise money by any means and upon such conditions as
the Trustees may think fit providing no illegal activities are taking place with
affiliation to the reservation. The Trustees are to endorse and oversee all fund-
raising for the Marae prior to commencement, ensuring that ventures are
operating upon consent (permit) of the proper authorities.
9. Requirements of Marae Trustees
(a) The Trustee Body shall consist of up to a maximum of 9 Trustees. Each person
should demonstrate that they are honest and diligent and have a track record of
acting in good faith.
(b) The following qualities may or may not reside in all Trustees. However they
must be present in at least 1 Trustee as follows:
(i) A person of standing on the Marae, knowledgeable in matters of kawa and
tikanga;
(ii) A person with such financial, administrative, commercial skills,
technological, legal or other skills.
(c) A Trustee shall hold office from the date of appointment by way of Order of the
Māori Land Court and shall not be recognised as such until the Order is
pronounced. Refer to the Maori Land Court for the process of managing the
notification of incoming and outgoing Trustees.
(d) The term of office for a Trustee shall be 3 years after which time a Trustee will
retire. Retiring Trustees may be nominated again if they so wish.
(e) At each AGM there will be three vacancies declared and so three Trustees will
retire at each AGM. This is to ensure that the Trustee body is refreshed on an
ongoing basis.
10. Process for Nominating and Selecting Trustees
(a) Any person is eligible to be nominated for the position of Trustee provided they
are:
beneficiaries of Waipapa Marae;
over the age of 18 years;10
have no mental disability;
have never been declared bankrupt;
have not been convicted of a crime of dishonesty or a crime carrying a
sentence of more than 6 months of imprisonment, and
are in good standing.
(b) An approved nomination form is to be signed and witnessed by both nominator
and the person being nominated.
(c) Forms must be received by the Secretary seven (7) clear days prior to the
meeting where the election is to take place. Nominations will not be received
on the day of the hui.
(d) All nominations must be approved by the hui prior to the election.
(e) On the day of the election, nominees will be invited to speak to their
nomination. They may provide up to one page of supporting information for
hui participants.
(f) The method of voting to be used for Trustee elections shall be a show of hands.
(g) Beneficiaries may vote in Trustee elections only if they are registered on the
authorised beneficiary roll of Waipapa Marae.
11. Trustee Led Meetings
(a) The Marae Trustees shall hold at least 3 face to face meetings with beneficiaries
each year and the Secretary will notify such meetings in terms of clause 12(f)
and 12(g). In addition, the Trustees may hold Trustee Committee meetings by
conference call as and when necessary in order to progress marae business. The
quorum for Trustee Committee Meetings shall be 50% plus 1 of the currently
appointed Trustees. The quorum for AGMs and SGMs is covered in Clause
19(a) and Clause 19(e).
(b) If a Trustee misses three meetings consecutively without being granted leave of
absence by the Trustees, he/she will have, in effect, vacated his/her position as a
Trustee.
(c) In the situation under Clause 11(b), the Secretary of the Marae Trustees will
write to the Trustee concerned to inform them of the situation and request a11
letter of resignation. After a resolution has been passed by a majority of
Trustees, the Secretary may file the appropriate application to the Maori Land
Court.
(d) The removal of Trustees for other reasons is covered in Clause 20.
12. Trustees Executive
Chairperson
(a) The Chairperson shall chair all Trustee meetings and the Trustee AGM. If the
Chairperson is absent, the Trustees shall appoint, from among the Trustees, an
acting Chairperson for the meeting.
(b) At the Annual General Meeting, the Chairperson shall submit:
(i) An Annual Report of the preceding 12 months covering the activities of the
Marae, drafted by the Trustee Body, for acceptance of the beneficiaries.
(ii) A proposed Annual Plan for the forthcoming 12 month period covering
proposed activities to take place at Waipapa Marae, drafted by the Trustee
Body, for acceptance by the beneficiaries.
(c) The Chairperson shall be the Marae's official spokesman on all matters
concerning the Marae in the Marae's dealings with the press or other news
media. Further details can be found in Operating Manual for Waipapa Marae
under Communications Policy.
(d) If Marae Trustee officers are temporarily unable to fulfil their obligations, the
Chairperson may appoint another Trustee in a 'relieving' capacity until the
designated officer resumes his/her duties.
(e) If a Marae Trustee officer vacates his/her position, the Chairperson may appoint
another Trustee in an 'acting' capacity until such time as the Trustees convene to
elect a replacement.
Secretary
(f) The Secretary shall call all Annual General Meetings as scheduled by the
Trustee Body, and give to beneficiaries 21 clear days notice of the time and
place of the Meeting12
by publishing, in a newspaper circulating in the district where the marae is
situated, a notice giving particulars of the time and place of the AGM and
matters under discussion;
by publishing, using relevant electronic media, a notice giving particulars
of that time and place and matters under discussion, and
by providing written notice of the same to each Trustee of the Marae (ref
Clause 14 of the Māori Reservations Regulations 1994).
(g) The Secretary shall call all Special General Meetings as otherwise scheduled by
the Trustee Body and give to beneficiaries 14 clear days notice of the time and
place of the meeting
by publishing, in a newspaper circulating in the district where the marae is
situated, a notice giving particulars of the time and place of the SGM and
matters under discussion.
by publishing, using relevant electronic media, a notice giving particulars
of that time and place and matters under discussion, and
by providing written notice of the same to each Trustee of the Marae (ref
Clause 14 of the Māori Reservations Regulations 1994).
(h) The Secretary shall call all other Trustee Committee meetings as scheduled by
the Trustee Body giving 7 clear days notice of the same to each Trustee of the
Marae in writing or by email or telephone as appropriate.
(i) The Secretary shall upon consultation from the Trustee Body, provide an
Agenda prior to the commencement of any meeting, whereby there is
reasonable opportunity for beneficiaries to view it together with relevant papers.
(j) The Secretary shall keep accurate minutes of all General Meetings and all
Trustee meetings and shall forthwith distribute copies of the minutes to each
Trustee within two/three weeks from the date the meeting took place. At the
commencement of any meeting, the Secretary shall note as read the minutes of
the previous meeting for acceptance by the meeting.
(k) The Secretary shall ensure that a list of beneficiaries and Trustees in attendance
of any meeting is compiled and attached to the respective minutes of that
meeting.13
(l) The Secretary shall receive, despatch, file and supervise all documents, records,
and communications regarding the reservation, or copies thereof, for reporting
and/or inspection at the next meeting of Trustees.
(m) The Secretary shall provide for the safekeeping of the Marae Charter,
maintaining any amendments to the same. The Secretary is required to keep an
up to date schedule listing the Marae Committee appointments, their contact
details and their term of appointment. A copy of the aforementioned Charter,
any amendments and the schedule listing the Marae Committee is to be made
available for inspection on the Marae at all reasonable times.
(n) The Secretary shall file any application to the Māori Land Court or any other
relevant agency, on behalf of the Trustee Body in relation to the reservation and
shall act as applicant ensuring that all correspondence is strictly monitored in
accordance with Clause 12 (l) above. Application to the Maori Land Court for
ratification of Trustee appointments or removals must be lodged within 10
working days of the respective meeting or as soon as reasonably possible to
comply with this provision.
Treasurer:
(o) The Treasurer’s duties are set out below. They are to be read in conjunction
with the relevant policies and procedures set out in the Waipapa Marae
Operating Manual.
(p) The Treasurer shall be responsible to receive all monies due to the Marae and to
manage the payment of all debts contracted by the marae.
(q) All monies received by the Treasurer on behalf of the Trust shall forthwith be
paid to the credit of the Trust's bank account/s. All payments from the Trust
bank account/s shall first be approved at a meeting of Trustees. The authorised
signatories to enable drawings on the Trust bank account/s shall be the
Treasurer and up to two Trustees agreed by the Trustee Body.
(r) The Treasurer shall generally keep a full and accurate record of the financial
transactions of the Marae and shall make this available at all Trustee meetings
for reporting and/or inspection.14
(s) The Treasurer shall submit an audited set of financial accounts to the Annual
General Meeting. The accounts of the Marae shall be audited by an auditor
appointed each year at the Annual General Meeting and who shall be a member
of the New Zealand Society of Accountants.
(t) All accounts payable by the Marae shall be submitted to the Trustee Body at
Trustee meetings and shall be approved and passed for payment by the Trustees.
(u) The Treasurer shall do and perform all such other lawful duties as may usually
pertain to the office of Treasurer.
13. Conflict of Interest
Trustees are bound by the Conflict of Interest Policy for Waipapa Marae that was
approved at a Special General Meeting on 8 June 2019. It can be found in the
Operating Manual for Waipapa Marae.
14. Marae Committee
(a) The Marae Committee is a sub-committee of the Trustee Body with an
administrative function that relates to the day to day operating of the Marae.
The Marae Committee’s authority to act is delegated by the Trustees and the
Committee is accountable to the Trustees for its work.
(b) The Marae Committee shall be elected at the AGM and comprises up to 10
members with a quorum of 50% +1 of the total elected members of the
Committee including all 3 Officers.
(c) The Marae Committee shall be elected at the AGM and the election process is
set out in Clause 15.
15. Process for Nominating and Selecting the Marae Committee
(a) Any person is eligible to be nominated for the Marae Committee provided they
are:
beneficiaries of Waipapa Marae or the parents of beneficiaries
over the age of 18 years;
have no mental disability;
have never been declared bankrupt;15
have not been convicted of a crime of dishonesty or a crime carrying a
sentence of more than 6 months of imprisonment, and
are in good standing.
(d) The Marae Committee has the ability to co-opt additional assistance as required.
(e) The Marae Committee shall include the following Officer positions:
Chairperson
Secretary
Treasurer
The Chairperson of the Marae Committee will:
lead the Marae Committee team
ensure that the delegated work programme from the Marae Trustees is
achieved through the Marae Committee, and
ensure that sufficient budget is made available from the Trustees for the
Marae Committee to do its work.
The Secretary of the Marae Committee will:
manage the planning of the Marae Committee
monitor the work done, and
report in writing to the Trustees
The Treasurer of the Marae Committee will:
manage the expenditure of the Marae Committee against the budget, and
prepare written reports to the Trustees covering the financial performance of
the work completed under the delegation from the Trustees
(f) It is not a requirement for the Secretary to be a Responsible Trustee nor a
beneficiary of the Marae. Taking into consideration their official duties, it is
acceptable that individuals of expertise and ability be appointed.
(g) The Officers of the Marae Committee shall normally be elected at a Trustees
AGM along with the Marae Committee. Their term of office shall also be
determined at the AGM. A Special General Meeting may also be called for that
purpose, if necessary.16
(h) An Officer may be removed from the Marae Committee upon majority vote at a
Special General Meeting called by the Trustees for that purpose.
(i) If an Officer is removed from the Marae Committee by resolution at a Trustees
Special General Meeting, they may not be nominated as an Officer on the
Marae Committee in any future elections.
16. Duties of the Marae Committee
(a) The Marae Committee acts under a delegation from the Marae Trustees and is
accountable to the Trustees for work to be carried out on the marae.
(b) The Marae Committee is required to report monthly to the Marae Trustees on
the implementation of a work programme delegated to them by the Marae
Trustees. The work programme will outline key expectations in the areas of
Marae Events, Buildings, Land, Marae Development, Chattels Management and
Administration.
(c) If, in the Marae Committee, there are relationship issues that cannot be resolved
by Marae Committee Members, the matter will be referred to the Marae
Trustees for resolution.
17. General Duties of the Marae Committee
(a) To prepare the Marae for all hui, including but not limited to:
(i) Use by beneficiaries or members of the public of any facilities on the
Marae
(ii) Tangihanga
(iii) Poukai
(iv) School visits
(v) Inter-marae visits
(vi) Cultural exchanges
(vii) Sports festivals
(viii) Celebrations, functions and entertainment
(b) To organise catering, provisioning, cleaning, transportation and entertainment
for the Marae.17
(c) To maintain the Marae grounds and facilities ensuring that the same is kept in
clean and tidy condition.
(d) To support the implementation of the Annual Plan, Marae Development Plan
and funded initiatives on Waipapa Marae that relate to that plan.
(f) To maintain the Marae chattels and equipment in good working order.
(g) Ensure the Marae operates to current Health and Safety standards.
(h) To manage and monitor the Social and Fund-raising activities of the Marae.
(i) To perform such other functions as may be authorised/delegated upon consent
of the Trustee Body.
18. Marae Committee Meetings
The Marae Committee shall meet as often as is necessary.
19. General Meetings – Trustees
(a) Annual General Meeting:- Subject to any Order of the Māori Land Court and
notwithstanding Clause 12 (f) herein, the Trustees shall hold an Annual General
Meeting in each year of which 21 clear days notice is issued and that must be
held within two months of the end of the financial year - the financial year
being from 1 April until 31 March of the following year. The physical presence
of 9 beneficiaries entitled to vote at any General Meeting shall form a quorum.
All Responsible Trustees must be in attendance unless an apology has been
received.
(b) At the Annual General Meeting the Trustees shall provide, in accordance with
Clause 19 of the Māori Reservations Regulations 1994:
(i) Minutes of the previous AGM
(ii) An Annual Report of the preceeding 12 months
(iii) A proposed Annual Plan for the forthcoming 12 months
(iv) An audited report of financial performance for the preceeding 12 months
(v) A managed process for conducting Trustee and Marae Committee
Elections and the Election of Officers
(vi) An opportunity to discuss General Business items and resolutions18
(c) The Trustee Body shall convene on the date of the Annual General Meeting of
each year, before the start of the meeting and upon its conclusion to ensure that
administrative functions are seen to.
(d) The Trustee Body may delegate any of the above powers to any other person or
persons provided that these delegated powers are overseen by the Trustee Body
and it is further understood that the Trustee Body is held accountable for the
way delegated powers are used.
(e) Special General Meetings:- A Special General Meeting of the Marae of which
14 clear days notice shall be given shall be called as and when required by the
Trustee Body. The physical presence of 9 beneficiaries entitled to vote at any
General Meeting shall form a quorum. All Responsible Trustees must be in
attendance unless an apology has been received.
(f) No failure by the Trustee Body to notify every single beneficiary who is entitled
to receive notification of any General Meeting shall invalidate the procedures
undertaken or decisions reached at such meetings provided there has been
reasonable compliance with these provisions.
(g) Proxy voting is permitted at all general meetings using a proxy voting form that
shall be made available by the Secretary of the Trustees Committee on request.
(h) The proxy voting form appointing a proxy shall be signed and dated by the
beneficiary making the appointment and the person who will exercise the proxy
vote. Both must be beneficiaries of Waipapa Marae. The completed form must
be in the hands of the Secretary of the Marae Trustees five (5) clear days prior
to the meeting at which the proxy vote is to be used.
20. Rights of Beneficiaries at General Meetings
(a) All beneficiaries of the Marae shall be entitled to attend and speak at any
General Meeting of the Reservation.
(b) All beneficiaries who have attained the age of 18 years shall be entitled to vote
in person at any General Meeting of the Marae.
(c) The spouses and partners of Ngāti Hikairo beneficiaries shall have speaking
rights but not voting rights.19
21. Chairperson's Vote
At all official meetings of the Marae, whether General or Trustee meetings, the
Chairperson, whose ruling shall be final, shall have, in the event of equality of voting,
a casting vote.
22. Mode of Voting
The mode of voting at all meetings of the Marae shall be by show of hands and the
declaration of the Chairperson that any resolution has been carried shall be deemed
conclusive evidence of that fact. In the event of a dispute about the result of the vote,
a poll may be called for and this shall be undertaken if agreed to by resolution.
23. Removal of Responsible Trustees
Notwithstanding Clause 11(b), a Trustee may be removed from office if the
Beneficiaries of the Marae and the Māori Land Court are satisfied that due to a lack of
competence, being declared bankrupt after taking office or having been convicted of a
criminal offence since taking office, the Trustee is incapable of carrying out their
duties satisfactorily.
24. Election of Marae Representatives to other Bodies
The Trustees will ensure that any election for Marae representatives on other bodies,
e.g. to administer Raupatu Settlement grants, will be conducted in accordance with
the rules of those bodies.
25. Alterations to the Charter
(a) The provisions of this Charter may be altered, amended or rescinded when
considered and agreed at a General Meeting of the Marae called for such a
purpose. Refer to Marae Operating Manual for further details.
(b) If the Marae agrees to changes to the Charter, the amended document is lodged
with the Māori Land Court with the minutes of the meeting called for that
purpose.
28 September 201920 MARAE POLICIES AND MARAE BOOKING FORM Communications Policy Conflict of Interest Policy Marae Bookings - Policy and Booking Form Chattels Policy
21
WAIPAPA MARAE TRUSTEES
COMMUNICATIONS POLICY
Kaupapa: To be the conduit of all information affecting Waipapa Marae to the
whānau of Ngāti Hikairo.
1. Ko te pūtake -
The Trustees of Waipapa Marae appreciate the importance of keeping our
whānau informed about what is happening at the marae. This is not only a legal
responsibility but a core principle to ensure transparency and fairness in order to
promote kinship, whānautanga and Ngāti Hikairotanga ki uta, kia tai.
2. Ko ngā whāinga -
Pānui from Waipapa Marae Trustees and Waipapa Marae Committee
Information from ngā rōpū whaipaanga (stakeholders - see schedule below)
3. Mā wai ēnei pānui me ēnei karere?
Beneficiaries of Waipapa Marae
Members of Ngāti Hikairo
4. Ko ngā ara tūhonohono -
Public Notice via the Waikato Times & Waitomo News for Waipapa Marae
General Meetings in accord with Waipapa Marae Charter
All relevant information files for Waipapa Marae General Meetings will be
available on the official Waipapa website and Marae Facebook Page.
Social media posts of all marae notices, events and activites
Official livestreaming of our Waipapa General Meetings on our Waipapa
Marae Facebook page
As stated in clause 11(a) the Waipapa Marae Charter, The Marae Trustees
shall hold at least 3 face to face meetings with beneficiaries each year and
the Secretary will notify such meetings in terms of clause 12(f) and 12(g) of
the Charter. In addition, the Trustees may hold Trustee Committee
meetings by conference call as and when necessary in order to progress
marae business.22
Official posts on the Ngāti Hikairo website once the refresh is completed
(Please note we will be using the Kawhia Facebook Page and whānau Face
Book pages as required until the official Waipapa Marae Facebook Page is
launched.)
5. Kei i a wai te mana whakahaere?
The Waipapa Marae Trustees and Marae Committee are to have administrative
control of this activity confirmed by Waipapa Marae Trustees
6. Ko te arotake
Waipapa Marae Trustees will review this plan on an annual basis.
Pānui include the following
General meeting notices from the Waipapa Marae Trustees.
Sale notices for marae equipment and chattels and service requests/tenders
from the Waipapa Marae Committee. The sale of marae chattels will be a
tender process/closing date at the discretion of the marae committee.
Whoever offers the best deal will be awarded the tender at the discretion of
the Waipapa Marae Committee and/or Waipapa Marae Trustees.
Marae led wānanga, activities and events.
Rōpū Whaipaanga led wānanga, activities and events.
Whānau led wānanga, activities and events.
Rārangi Ingoa o ngā Rōpū Whaipaanga
Te Rūnanganui o Ngāti Hikairo Inc.
Te Whakakitenga o Waikato Incorporated
Maniapoto Māori Trust Board
Waikato Maniapoto Māori Land Court
Te Tumu Paeroa
Ōtorohanga District Council
Kāwhia Community Board
Ngā Marae Tōpu
Ngā Wāhine Toko i te ora ki Kāwhia moana
Tainui Kāwhia Incorporation23
Te Papa o Karewa Trust
Hikairo Trust
Kaupapa here mō ngā pouaka whakaata, (television), ngā reo irirangi, (radio),
ngā niu pepa (print media) me te pae pāpāho pāpori (social media)
RATIONALE
To ensure all engagement with media (newspapers, radio, television, social
media) is aligned to the values and principles of rangatiratanga, kotahitanga,
manaakitanga, aroha o tētehi ki tētehi, te wairua me te mauri o te marae o
Waipapa.
PURPOSE
To provide guidelines on the engagement and interaction with media and the
use of social media.
PROCEDURES
1. Beneficiaries are actively encouraged to utilise the media with discretion
and ensure the mana and public reputation of the marae remains intact at
all times.
2. Any approach to the media should be via the Communication Manager or
Trustees Chair. All media releases are to be signed off by the Trustees
Chair.
3. Marae beneficiaries are encouraged to recognise and understand the
benefits of a positive public marae profile.
4. Only the Trustees Chair may comment on sensitive issues.
RESPONSIBILITIES
Communication Manager:
1. To encourage marae kaimahi to put forward good news stories that may
potentially be shared with the media.
2. To actively engage with local media and provide media releases as
required.24
3. To make Trustees Chair aware of any potential media issues.
4. To obtain sign off from the Trustees Chair on all media releases prior to
being distributed to media.
5. The Communication Manager will have sound media experience.
6. In the event of their being no Communication Manager, the
responsibilities will be executed by the Trustees Chair.
Kaimahi & marae beneficiaries:
1. To ensure any positive media opportunities are shared with the
Communication Manager.
2. To make the Communication Manager aware of any potential media issues.
Waipapa Marae Social Media Policy
1. Waipapa Marae mandates beneficiaries to freely disclose their affiliation with the
marae granted that disclaimers are set freeing the marae from any intellectual
investment in the post. Marae beneficiaries who associate themselves with
Waipapa Marae when posting must clearly brand their online posts as personal
and purely their own. Waipapa Marae should not be held liable for any
repercussions that beneficiaries’ content may generate.
2. Content pertaining to sensitive marae information should not be shared to the
outside online community. Unless endorsed by the Waipapa Marae Trustees,
divulging information about marae financial and legal matters is prohibited.
3. Proper copyright and reference laws should be observed by beneficiaries when
posting online. In addition, New Zealand defamation laws must be observed by
beneficiaries when posting online at all times. Posting defamatory, derogatory,
or inflammatory content is against the law. Posting hate speech, threats of
violence, harassment, or racial slurs on social media may also violate the
law. Dishonorable content such as racial, ethnic, sexual, religious, and physical
disability slurs is not tolerated under New Zealand’s Human Rights laws.
4. Waipapa Marae reserves the right to edit or amend any misleading or inaccurate
content depicted in blog posts. The marae also reserves the right to delete blog
posts that violate the standards of behaviour set out in this policy.25
5. Some subjects can invite a flame war. Be careful discussing things where
emotions run high (e.g. politics and religion) and show respect for others’
opinions.
6. If you #!%#@# up? Correct it immediately and be clear about what you’ve done
to fix it. Contact the marae Communication Manager if it’s a real doozy.
7. Principles of integrity, professionalism, privacy and impartiality should be
observed by beneficiaries when posting online.
8. The authenticity of what beneficiaries post concerning the marae is important to
our collective integrity and marae brand. Cross-check your facts and get it right
before you post.
9. Kia tūpato, kaua rawa e takahia te mauri, te wairua rānei o te tangata kei tūpono
noa!
Related Legislation
Privacy Act
Copyright & Reference Laws
Defamation Legislation
Law on Human Rights 28 September 201926
WAIPAPA MARAE TRUSTEES
CONFLICT OF INTEREST POLICY
1. PURPOSE
To ensure that Trustees of Waipapa Marae do not engage in activities which would
conflict with their ability to carry out their responsibilities as Trustees.
2. DEFINITION
A conflict of interest arises where a Trustee has an interest which conflicts (or might
conflict, or might be perceived to conflict) with the interests of the Marae. The key
question to ask when considering whether an interest might create conflict is:
Does the interest create an incentive for the Trustee to act in a way, which may not be
in the best interests of Waipapa Marae?
If the answer is ‘yes’, a conflict of interest exists. The existence of the incentive is
sufficient to create a conflict. Whether or not the appointee would actually act on the
incentive is irrelevant.
3. TYPES OF CONFLICTS OF INTEREST
A conflict of interest may take a number of forms. It may be financial or nonfinancial.
It may be direct or indirect. It may be professional or family related. A conflict of
interest may arise from:
• Directorships or other employment;
• Interests in business enterprises or professional practices;
• Share ownership;
• Beneficial interests in trusts;
• Existing professional or personal associations with Waipapa Marae, or with
other professional bodies;
• Professional associations or relationships with other organisations;
• Personal associations with other groups or organisations; or
• Family relationships.
A conflict of interest may be more perceived than actual. Perception is a very
important factor as marae processes must be fair and ethical, and must be very clearly
seen to be so.
Members who perceive there may be a conflict are to advise the Trustees Chairperson
or Secretary immediately.27
4. PROCESS
4.1 Trustees
It is the responsibility of Trustees to readily and promptly disclose:
• All actual or potential conflicts to the Trustees committee, describing in detail
the nature of the conflict;
• Where a member is unsure of whether or not a conflict exists, they are to
discuss matters with the Trustee Chairperson or Secretary in the first instance
who may then refer the matter to the full committee for discussion.
• If a matter is raised in the course of a committee meeting in which a member
has an interest, the member should declare to the meeting that they have an
interest in the matter before the matter is discussed. The declaration should be
recorded in the minutes of the meeting.
4.2 Trustee Committee Process
Where a Trustee discloses an actual or potential conflict to the Committee:
• The disclosure should be recorded in the minutes of the next Trustee
Committee Meeting;
• The disclosure (if not already disclosed) should be entered into the separate
Trustee Interests Register (see clause 6.4 below);
• The Committee needs to ensure that the Trustee interested in the transaction
does not take part in a decision/vote of the Trustee Committee on a transaction
nor form a quorum, or take part in deliberations;
• Trustees need to consider the extent of the Committee member’s abstention to
ensure procedurally fair process/probity of decision making process;
• The Trustees Committee needs to ensure that the Committee member
interested in the transaction does not take part in policy/strategy formation and
the lead up process to the transaction, including receiving confidential/insider
information regarding the transaction, unless the Trustee Committee majority,
hearing the circumstances of the particular case, votes, contrary to this general
policy.
4.3 Minimising Conflicts of Interest
In addition to the above, the Trustee Committee will adopt processes which aim to
identify and minimize potential conflicts of interests by:
• Having a regular agenda item to ascertain at Trustee Committee meetings
whether any member has a potential conflict related to any specific agenda
item;28
• Recording of any potential conflict of interest in the Trustee Committee
minutes and the process by which it will be managed;
• Maintaining a Conflict of Interest register. The Register should include
information that will help the Trustee Committee, when considering matters,
to determine if any Trustees have a conflict of interest that needs to be
managed in that matter. The Trustee Secretary will maintain a register
containing the following information in relation to each Trustee:
• The member’s name and the name of the member’s spouse or partner;
• A description of any companies or partnerships in which the member
or his or her spouse/partner have an interest;
• A description of the business that the member and his or her
spouse/partner engage in (if applicable). For example, the member may
own a business from which the Marae buys all its supplies.
The Trustee Secretary should update its register as often as it considers it
needs to keep the register accurate – every 6-12 months.
28 September 201929
WAIPAPA MARAE TRUSTEES
MARAE BOOKING POLICY AND BOOKING FORM
POLICY
1. All booking forms must be signed and returned to the Waipapa Marae Booking
Administrator ensuring all the relevant information has been provided.
2. All bookings require a copy of your proposed programme to be attached to the
original booking form.
3. A finalised copy of your programme must be provided to the Waipapa Marae
Booking Administrator 7 days prior to the commencement of your hui
4. Additional booking information must be provided if requested by the Waipapa
Marae Booking Administrator in order for your booking to be confirmed.
5. Pricing of your hui will be provided by the Booking Administrator once all the
relevant information has been provided and confirmed.
6. 25% non-refundable bond is required to secure your booking once confirmed.
7. Final payment is required 7 days prior to the commencement of your hui.
8. In the event that a significant event is required at Waipapa Marae during the
dates of your confirmed booking, the Waipapa Marae Booking Administrator
will contact you as soon as possible. If cancellation is needed, a full refund of
your bond will be provided.
9. In the event that a tangihanga at Waipapa Marae occurs during your hui, you
will be informed immediately by the Waipapa Marae Booking Administrator.
Tangihanga are a cultural priority for the marae and will take precedence but
this is a rare occurrence. If cancellation is needed a full refund of your bond
will be provided.
10. Waipapa Marae manages all media on and around the marae. If media coverage
is required any time during your hui including mediums such as video cameras,
photographers, news reporters, radio, television and/or print, livestreaming
marae images onto social media such as Facebook, Instagram or Twitter, you
must make this information available prior to confirming your booking.
11. If need be, Waipapa Marae reserves the right to decline any media requests at
any time prior to and during your hui.
12. Food or beverages are to be consumed in the wharekai only, Te Maru o
Hikairo. No food or beverages are to be consumed in the wharenui or anywhere
outside on the marae.
13. No alcohol is to be consumed or brought onto the marae at any time of your hui.
14. Waipapa is drug and alcohol free. Any person found with drugs or alcohol on
the marae will be removed immediately.
15. Waipapa Marae is auahi kore, which means smoke free. Please ensure your
programme includes information pertaining to auahi kore. Smoking must be
conducted outside marae grounds with discretion.
16. Waipapa Marae is parakore which means zero waste. We ask that your
programme include information pertaining to parakore so that we can ensure the
appropriate disposal of waste is achieved.
17. Your organisation is liable for any marae damages or losses that occur to marae
property during your hui.30
18. Your organisation is responsible for the security of any valuables brought to the
marae during your hui.
19. No goods or services are to be sold on marae grounds at any time.
20. Parking – No parking on the marae ātea, the area in front of wharenui and
wharekai. Parking is also prohibited in the area at the back of the wharekai
looking out onto the Kāwhia harbour. Vehicles can drop off kai and pick up
rubbish but must be removed immediately after drop off and pick up and parked
in the parking area behind Ngā Taiwhakarongorua. Our sewerage infrastructure
runs right through this area. AS A RESULT, PARKING IS NO LONGER
PERMITTED IN THIS AREA.
21. TEA TOWELS - The washing machine and drier in the kitchen are to be used
for TEA TOWELS ONLY.
22. LAUNDRY – Please note, we do not provide laundry facilities at Waipapa
Marae. Please take your personal laundry home to wash.
23. Do not dry your towels out in public view. Please use discretion.
24. Do not use the washing machine or dryer to wash your clothes. If anyone
breaks this rule you’ll be removed from the marae on the grounds of commiting
an offensive cultural breach of our Ngāti Hikairo tikanga. Please uphold and
respect this tikanga about health + hygiene. We do not wash our personal items
in the kitchen where food is prepared.
25. Dirty nappies + personal hygiene- please show respect by removing these items
from the marae yourself. This is not the responsibility of the marae staff. We
do not have the facilities at Waipapa Marae to deal with this. We are a rural
marae who respects parakore principles.
26. We ask all school groups to supply your own tea towels, sheets and pillow slips.
27. We ask all Ngāti Hikairo whānau groups who are using the wharenui only to
supply your own sheets and pillow slips also. If you have access to hire the
dining room and kitchen, Te Maru o Hikairo, we will provide your bed linen.
However, in the event you are not hiring any of the facilities but if you have
been given access to the sleeping facilities the day before a tribal event like the
poukai, please supply your own bed linen.
28. Poukai – if you’re given access to sleeping and kai facilities, the access will not
extend more than a day either side of the poukai, 12 March each year unless
stipulated by the Marae Trustees.
29. For family events such as weddings, birthdays you will hire facilities on a day
by day basis.
30. For tangihanga, the koha covers the period of the tangi which includes one day
after the burial day to clean up all marae facilities and exit the marae as you
found it. While we give precedence to tangi please be aware we hire out the
marae for all sorts of events. In this regard we appreciate co-operation with the
whānau pani to exit the marae no more than a day after the burial day.
31. Hurakohatu – for unveilings, the marae is available for hire on the day only.
However, if whānau pani wish to hire the marae for a longer period, you may
hire the marae at normal rates.
28 September 201931
WAIPAPA MARAE BOOKING FORM
In order for Waipapa Marae to confirm your booking, please ensure you answer all
questions and provide the relevant information needed. Failure to do so may result in
other organisations/whanau booking ahead of you.
SECTION 1 – CONTACT INFORMATION
Name of Organisation/Group: Please enter your organisation/group here.
Purpose Of Hui: Please state the purpose of your hui.
Contact Person: Please enter Contact Name here.
Contact Phone Number: Please enter Phone Number here.
Contact Email Address: Please enter email address here.
Physical Address: Please enter physical address here.
Postal Address: Please enter postal address here.
SECTION 2 – ARRIVAL INFORMATION
Arrival Date: Choose a date. Arrival Time: Choose a time.
Departure Date: Choose a date. Departure Time: Choose a time.
Powhiri Time: Choose a time. Powhiri Numbers: Enter powhiri
numbers here.
SECTION 3 – VENUE REQUIREMENTS
☐ Te Maru o Hikairo - Dining and Conference for over 100 pp
Approx No.
☐ Te Maru o Hikairo Dining and Conference for less than 100pp
Approx No.
☐ Taku Hiahia Conference Venue Only Required
Approx No.
☐ Taku Hiahia Sleeping Venue Only Required
Approx No.
☐ Ngā Tai Sleeping Venue Only
Approx No.
☐ Marae Tour Only Approx No.32
SECTION 4 – DISABILITY SUPPORT REQUIREMENTS.
Support Needed: N/A
SECTION 5 – CATERING REQUIREMENTS.
Day 1 Catering Breakfast Morning Lunch Afternoon Dinner Supper
# Tea Tea
Choose Choose a Choose a Choose Choose a Choose Choose
date. time. time. a time. time. a time. a time.
Day 2 Catering Breakfast Morning Lunch Afternoon Dinner Supper
# Tea Tea
Choose a Choose a Choose Choose a Choose Choose
time. time. a time. time. a time. a time.
Day 3 Catering Breakfast Morning Lunch Afternoon Dinner Supper
# Tea Tea
Choose a Choose a Choose Choose a Choose Choose a
time. time. a time. time. a time. time.
SECTION 6 – FOOD ALLERGIES REQUIREMENTS
Gluten Dairy Meat Free Nut Free Egg Seafood Tomato Berry
Free Free Free Free Free Free
Please Please Please Please Please Please state Please Please
state # state # state # state # state # # state # state #
SECTION 7 – OTHER HUI REQUIREMENTS
Sound Data Show White Board Electronic Monitor
Required? Required? Required? Required?
SECTION 8 – MEDIA REQUIREMENTS
Waipapa Marae have a media process relating to what media can do on the marae. Please ensure you provide all
relevant media information regarding your hui.
Television News Photographers Documentary/Journalists
Media Reporters
No No No No
Additional media information:33
SECTION 9 –BOOKING AGREEMENT
On behalf of the booking organisation, I have read and understand the terms and
conditions of this booking. I agree that all information relating to the booking has
been provided.
Signed: Date:
Please note the person who signs this booking agreement accepts that he/she
including all gender identities has ultimate responsibility to ensure the terms and
conditions of use of Waipapa Marae are upheld. We expect that you will treat
our tribal marae with care and respect. It’s the only one we’ve got to share with
you.
INDIVIDUAL HIRE COSTS:
Wharekai hire $600 per day (provide your own meals)
(With meals provided see cost of meals below)
Wharenui hire 1 - Taku Hiahia $350 per day
Wharenui hire 2 – Ngā Tai $200 per day
Accommodation only $50/person/day for groups less than 50
(Provide your own kai + linen. No kai on
the marae)
Marae Hire Combos
Wharekai and wharenui 1 $800 per day (provide your own meals)
Wharekai & Wharenui 1 + 2 $1,000 per day
(Provide your own meal)
(Marae to provide bed linen)
With meals provided. Costs per person per meal below
Marae Meal Costs:
B/fast $15
Morning tea $7
Lunch $15
Afternoon tea $7
Dinner $25
Hākari (if needed) $35 (starting rate for hākari but depends
on what you want on the table)
Bond
A bond of $800 will be charged out with all hire fees for the wharekai and wharenui
to pay for all breakages. If there aren’t any, we will refund the entire bond of $800.
In the event there are breakages we will deduct the cost of breakages from the bond
and return the surplus amount plus an invoice as proof of payment.
28 September 201934
WAIPAPA MARAE TRUSTEES
CHATTELS POLICY
The chattels of Waipapa Marae belong to the marae and shall be maintained and
preserved for the use of beneficiaries.
The marae Committee shall manage the use of marae chattels on a day-by-day basis
and when they are surplus to requirements or have outlived their usefuless, they shall
be disposed of openly by the Marae Committee who will notify beneficiaries of their
availability for sale or distribution. See Communications Policy for the details of this
process.
Chattels for Waipapa Marae 2018 – 2019 (current as at 12 March 2019)
Snow chairs stacking black 300 Melamine rectangle platter white 12
37x21cm
Resoi folding tables 2430mmW x755mmD 33
Melamine rectangle platters white 12
Table trolleys 4 40x27cm
Libby panelled tumblers 355ml 204 Melamine plates round white 38cm 12
Trolleys 3 tier 810x410x930mmH 6 Melamine platters round white 47cm 12
Leader shelving 4tier 900x455x1880mmH 2 Melamine platters rectangle 40x27cm 12
Tonon 4 tier shelving 920x600x1700mmH 1 Melamine platters rectangle white 12
45x30x7cm
Tonon 4 tier shelving 1820x600 1700mmH 1
Melamine swirl deep plates black 12
Tonon plastic corner kits 300mm 4 36.6cm
Oven mitts 6 Melamine bowls rectangle white 12
35x25x7cm
Scourers stainless steel 3
Melamine platters rectangle 53x32cm 4
Stone sharpening combination 2
Serving spoons slotted 275mm 6
Trust totes & lids 75L grey 8
Serving spoons slotted 375mm 6
Chopping boards blue 495mmx350mm 6
Serving spoons solid 275mm 6
Chopping boards brown 495mm x350mm 6
Serving spoons solid 375mm 6
Magnetic knife holders 2
Measuring spoons stainless steel 4 2
Magnetic knife holders 330mm 2 piece set
Whisks piano sealed 350mm 6 Ladles one piece 177ml 6oz 635 Whisks piano sealed 450mm 6 Ladles 354mm 10 Whisks piano sealed scoop 2.8L 6 Scoops 2.8L 3 Frypans black iron 300mm 2 Potato mashers 300mm 2 Frypans black iron 400mm 2 Wooden paddles beech 600mm 2 Food pans 100mm black 8 Egg slicers & wedges 3 Food pans 200mm clear 12 Accolade plates pizza 32cm 24 Steam pans 150mm 12 Accolade bowls cereal /salad 15cm 300 Steam pans 65mm 12 Essential coffee mugs 300ml 300 Fixed hooks 160mm 3 Oblong pie dishes enamel 28cm 120 Plastic tumblers 168 Snack trays black plastic 406x295mm 80 Coffee mugs 300ml 300 Toasters x4 4 Jugs bristo glass 168 Blender 1 Egg beaters 2 Salad spinner 1 Potato mashers 8 Bay marie 5 Long forks 5 Maori design bowls 54 Soup Ladles 14 Large serving water jugs 7 Spatulas 7 Long clear plastic jugs 12 Egg slices 11 Lids for jugs 16 Cheese graters 4 Copper bowls small 60 Tongs 18 Small silver bowls 159 Wooden paddles 2 Small glass bowls grape design 33 Cheese slices 4 Small wooden bowls 21 Short & Long serving spoons 52 Small plastic bowls yellow 21 Chip scoops 4 Square plastic containers 14 Chinese spoons large 2 Medium silver bowls 32 Potato peelers 34 Jars with handles 18 Tea spoons 111 Small glass bowls flowers 29 Table knives 354 Brown small bowls 27
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