Hongoeka Marae Incorporated Society Minutes
Meeting: Marae Committee
Date: 21 November 2022
Time: 7:00pm
Location: Hongoeka Marae
1. Karakia: Moana
2. Mihimihi: Maikara
3. Present: Charlotte Orzecki, Linda Hall-Thorpe, Moana Parata, Raewyn Klenner, Maikara Thorpe, Fiona McKnight, Sandra McGill, Hunia Williams, Donna Jensen
4. Apologies: Michelle Gunson, Trevor Kale, Roere Wendy Thomas, Maureen Robinson,
5. Kaupapa:
· Raewyn:
AGM is being held on 9-11 December 2022 at Whakatu Marae.
Itinerary for AGM to be emailed.
Annual report is out on-line so have a look.
Two new staff members in Comms team.
Offices close 24th December and re-open 9th January 2023
6. Amendments to Minutes of Meeting 17 October 2022:
· Inward Correspondence: 30.9.22 email from Jenny Ngarimu... spelling of Anahura to be corrected to Anahera.
7. Minutes from last meeting are passed with recorded amendment. Moved: Linda Seconded: Hunia
Maikara: Thanked Raewyn for coming to us and providing updates. Raewyn left the meeting.
With Raewyn leaving the hui, there is no quorum
8. Matters Arising:
· Whanau hui for upcoming building work, design and planning did not proceed due to Tania Smith’s tangi. Committee members had a “walk through” with Sandra and the hui is not deemed necessary now
· Website – Hongoeka register. Fiona advised members area and calendar for events has been loaded as have some previous Minutes.
· Satellite discussions with Tony Cutting – Maikara said tony has no problems with his set up. Discussion had where it costs about $1,000 to set up and $160/month fees. Fiona to further investigate. Donna to send Fiona current whanau email list.
· New bank signatories – Donna & Moana have to attend in person at Kiwibank. They will do so prior to 1st December when TPK funds are to be deposited. This led to a lengthy discussion on a separate bank account being held for the TPK funds being received for the Wharekai refurbishment. This discussion resulted in a motion being presented by Linda. MOTION: That a separate project bank account be set up for the repairs and alterations. This separate account will be independent from our main Marae bank account but using the same signatories.
Sandra wants it recorded she does not agree with the Motion.
As there was no quorum this Motion is to be sent to whanau for response.
· Pews – Linda – this is ongoing
· Caterers – to be deferred. Discussion was had. With the Te Wai catering and invoice provided to Te Papa, Te Papa will pay for kai and accommodation. If the relationship with Te Papa is ongoing we need to have a fixed arrangement with them relating to what they will pay us for.
· Shelving for mattresses & Pillows – Trevor – deferred
· Sean re tents – deferred
· Agreement signing update – Agreement has been signed. Sandra to send Donna fully signed copy for records
· Mauri Ora risk assessment – Linda provided those present with Mauri Ora health and safety programme. To be attached to the Minutes. Lengthy discussion was held with the members present
· Charlotte has been busy with Tangis and will start her weaving now in the new year.
9. Correspondence:
1. Inward Correspondence:
· 17.10.22 email from Jo Fagan advising site visit
· 17.10.22 email from Michelle Gunson advising she has Marae sound system
· 24.10.22 email from Sandra McGill re GST payment 1 April-30 September
· 25.10.22 email from Denise Warren enclosing flyer for 5 November CD day
· 26.10.22 email from Jo Fagan advising not met community environment funding looking at alternative funding
· 30.10.22 email from Fiona McKnight re website query for minutes
· 31.10.22 email from Aunty Pat Grace updating email addresses for Rick Crozier & Ursula
· 31.10.22 email from Tony Cutting re committee members for website
· 1.11.22 email from Wiremu, Patrick & Kohai for panui re peace day festival
· 4.11.22 email acknowledgement from Tony Cutting
· 21.11.22 email from Raylene Bishop. Runanga have formed a relationship with Nuku Ora (formerly Sport Wellington). They have funding to be distributed to the community. There is funding for both marae being allocated $7,747.40 for sporting equipment. Discussion was had on this funding and those present felt kayaks, lifejackets paddles would be suitable. ACTION: to panui out
· 21.11.22 Sandra received text from Kohai wanting to rent the Rongoa room at $400/month. Lengthy discussion had on this and those present felt all our spaces should not be locked off and kept open to be available for all whanau. Those present felt this should be under our Policy & Procedures
ACTION: to be deferred for further discussion.
2. Outward Correspondence:
· 18.10.22 whanau panui advising Maxine Parata passing
· 18.10.22 whanau panui forwarding email from Stan re Vodafone
· 22.10.22 whanau panui advising Tania Smith passing
· 25.10.22 whanau panui updating details for Tania Smith tangi
· 26.10.22 acknowledgement to Jo Fagan’s email
· 27.10.22 whanau panui re CD day 5th November
· 30.10.22 whanau panui re waka arrival
· 30.10.22 acknowledgement to Fiona McKnight’s email
· 3.11.22 whanau panui re peace day festival
· 3.11.22 response to Tony Cutting re committee members
· 3.11.22 whanau panui re Plimmerton station upgrade
· 6.11.22 whanau panui advising Te Waari Carkeek passing
10. Financial Report
· Financial reports distributed by Sandra. Discussion was had on the GST payment and Sandra advised that this was mostly due to the grant received of $56,350 for Luke’s area. As there was no quorum present the financial reports were unable to be approved. 24.11.22 received email Rongoa approves financials. ACTION: Financial reports approved by those present and Rongoa by email.
11. TROTR Report: Hunia advised the AGM is in December and also the Annual Report is now out and available on-line.
12. Bookings (Linda)
· Ihia cancelled his hui at the end of this month.
· Uncle Bob booked 24-31 January (after Wellington Anniversary)
· January booking Runanga for Nga Kete (maybe)
· Updated maramataka to be sent out
13. Civil Defence Sub-Committee – deferred no members present
14. Properties/Kenana refurbishment update –
· Friday 2nd December 8.30am Powhiri for builders and kaimahi
· Monday 14th November 2022 Committee members had a walk through with Sandra explaining the and the layout. The flooring in the dining room was discussed but no decision could be reached with those present. ACTION: Flooring covering to be further discussed.
· Discussion was had on the wharepaku door opening. Those present would like to change the entrance to coming off the dining room. ACTION: Discussion to be had with kaumatua.
· Sub-committee to be formed for building work design/planning/assets/ maintenance – ACTION: Work in progress
· Computers in the upstairs room are to be disposed of. ACTION: Any information held on these computers will be removed prior to disposal. Sandra to ask Aunty Pat to get Peter to remove them.
· Toanga room to be downstairs
· Toanga room is to be the office and the main upstairs room is to be set up as a hui/meeting room. We will then be able to have hui if manaheri are present.
15. Culvert Update
· Turned down for funding from the Environmental Protection fund
· Sharli-Jo investigating different avenues for funding – fish passage, planting, Regional Council.
· Met with Regional Council representative, Sarah, who confirmed we will be on the “wait list” for funding which is distributed in February. We do not need to apply for this we are on the list. We will receive plants dependent on what is available in their Nursery and we will be responsible for the initial planting and maintenance (weeding) for the next 2 years.
16. General Business
· Fiona
o A rangatahi IT programme is being trialled by Jen Thomas
· Sandra
o Distributed flyers showing Brat pan, gas cooker, movable electric hob
o Has $192,000 allocated for appliances and benches
o List of current assets to be provided prior to being stored in container
· Linda
o ETU lunch 17th December 2022 – nothing formal yet received from them
· Hunia
o Had a terrible experience with a possum getting into her room. She was asking if the possum trapping was still ongoing.
· Maikara
o Etu is struggling with keeping up with mowings and their contract maybe taken over in another way.
Mihi/Karakia whakamutunga: Moana
Meeting closed: 9.45 pm
Next meeting: 19 December 2022 at 5pm followed by a BBQ at 6pm