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AGM Information September 2008
Special Meeting for Neck Owners after AGM
2008
The Trustees have called for a meeting on Paterson Survey District Block XVI
Section 22 The Landing Reserve to discuss the future of this Reserve. This
meeting is open to all Neck section owners from Sections 1 to 21 and includes
sections 11, 16a, 16b which are outside the Rakiura Maori Land Trust
administration. The meeting will follow the RMLT AGM on Rakiura on Sunday 28th
September at 2.00pm in the Community Centre Stewart Island. Ferry transport to
the meeting is available from Bluff for a cost of $20.00 per person however you
must complete form below and follow the instructions on this form. The following
link will provide information on this meeting.
Special
Meeting for Neck Owners on Landing Reserve Section 22
2008 AGM information
Meeting Outcomes
Meeting Details
Ferry Transport to AGM
AGM 2008 Formal
Information and Participation
AGM 2008 General Business Items
Trustee Nominations
Voting Options to
Consider
Pre-AGM Formal Information and Participation
Pre-AGM Forms for
Completion
Meeting Outcomes
The Rakiura Maori Lands trust meeting was held on Sunday 28th September
2008 on Rakiura. The meeting was completed successfully thanks to the support
of "Beneficial Owners" who participated. The Trustees would like to thank
all Owners who participated to make this meeting successful. The following
is a summary of key outcomes of this meeting.
The Neck Management Strategy (Adopted) -
The Management strategy developed by the Trustees to implement the Vision
adopted for "The Neck" at 2007 AGM was adopted by the
meeting. A copy of this is available from this link
The Neck Management Strategy
Trust Deed Rule Changes (Adopted)
- The meeting supported the changes proposed by the Trustees relating to
updated "Objectives" "Powers" and "Trustees". These changes will be put
before the Maori Land Court in due course for consideration and approval
before they our Trust Deed can be altered. Details of the changes can be
found in these documents.
Trustees (Elected) - The
meeting endorsed the appointment of three Trustees, Suzanne Spencer, Richard
Manning and Phillip Smith who had been the only nominations for the three
vacancies.
Appointment of Upoko - The Trustees confirmed the appointment of
Phillip Smith as the Upoko of the Trust following the adoption of the Rule
Change to provide for an Upoko.
Annual General
Meeting Information for 2008
Information on this years 2008
Annual General Meeting is now starting to become available. The pre-notification
of the meeting has now been completed and the request for Agenda Items for the
AGM from Owners is now closed on 6th August 2008. Equally request for
nominations for available positions of Trustee have also closed on 6th August
2008. Formal Notice of meeting for this years AGM on Rakiura will be given
shortly along with the meeting Agenda and all associated AGM material.
Meeting
Details
Every year the Rakiura Maori Land Trust holds an
Annual General Meeting for its beneficial owners the following information
relates to this years AGM.
AGM Date:
28th September 2008
AGM Venue:
Stewart Island Community Centre, Rakiura.
Time: 11.00am to 1.00pm
AGM 2008 Formal Information and Participation.
The Trustees did not receive any valid requests for Agenda items for this
years AGM so the Agenda has now been set for this years meeting. The
following meeting documents and information are now being made available to
all beneficial owners to allow them to
prepare and participate in this years meeting.
Please note that forms for
Appointment of Alternate, Appointment of Proxy, Nomination of Whānua
Spokesperson, Postal voting, must be received by the Trust as directed on the form by 12.00
noon on Thursday 25th September 2008.
AGM 2008 General Business Items
The following is information on the General Business Items
at this years AGM.
The Trustees Recommendations: The following
documentation provides the recommendations from the Trustees on the General
Business items that will be considered by this years AGM.
The Neck Strategy: This item relates to Neck Owners
only. This Item is being presented following the adoption of the Vision
for "The Neck" at last years AGM. The trustees have now developed a
management strategy to implement the vision of "The Neck" which the Trustees
will be asking the Beneficial owners of "The Neck" to endorse at this years
meeting. The management strategy document is provided below for you to read
and consider.
Rule Changes: This item relates to all beneficial
owners. The Trustees are proposing rules at
this years AGM to continue the process of tidying up our Trust Order to enable
the Trust to better administrate the affairs of the Trust. The changes are
as follows,
Obligations: The Trustees are proposing to
put in place a rule to ensure current and future Trustees maintain and
develop an appropriate Governance Policy to govern the activities of the
Trust.
Whānau Trust Voting: The Trustees are
proposing to put in place a rule that clarifies the voting rights of a
Whānau Trust at meetings and proceedings of the Trust. The Trustees are
recommending that a Whānau Trust has one vote the same number votes any
share of land had prior to being vested with a Trust.
Upoko:
The Trustees are proposing to
put in place a rule that provides the ability for the Trust to put in
place an Upoko for the Trust. We have previously appointed a
kaumātua but we believe the position is more accurately that of an Upoko
in addition there was no formal way for this type of position to exist
therefore the rule change is designed to provide for that.
The Changes have been drafted by
the Trusts Solicitor Cran Bull. The proposed rule changes are
contained in the following documents,
Election of Trustees:
The Trustees of the Rakiura Maori Lands Trust having only received 3 nominations
for the 3 vacant positions of Trustees. The nominations are for the 2 sitting
Trustees Phillip Smith and Richard Manning and Suzanne Spencer who filled a
causal vacancy during the year. Given there is only 3 nominations for 3
positions there is no requirement for an election but the Trustees of the
Rakiura Maori Land Trust ask you to confirm the appointment of the 3 above
mention nominations to the Maori Land Court for a term of 3 years as provided
under the rules of the Trust Order
Voting Options to Consider
Voting in person: By attending the meeting you are able to participate
fully in all aspects of the meeting including the opportunity to hear all
viewpoints before you make any final decision. This option allows you to fully
participate in the Governance process.
Appointment of alternate: If you can not attend you can appoint an
alternative person to represent you. This person can participate in the meeting
on your behalf as if you were there yourself. They vote and speak on your behalf
however an alternative can only represent one person at the meeting and therefore
if they
are already an owner then they must choose whether they represent you or
themselves but not both.
Appointment of proxy: If you can not attend you can also appoint a proxy
to vote on your behalf. The proxy is either the chairperson of the meeting or
another person eligible to participate in the meeting. You proxy has the right
to include your vote in the same direction that they themselves cast their vote.
You do not provide your proxy with speaking rights on your behalf but simply allow
them to add your vote to theirs.
Note: That with both alternate
and proxy voting you have no control over your representative if they change
their mind at the meeting and decide to vote in a direction that you have not
approved. The arrangement between the proxy/alternate and the owner they are
representing is outside the scope of the meeting and you will be bound by the
decisions of the meeting as if you were there.
Postal Voting: The Trustees will allocate opportunities for you
to complete a postal vote on the key issues determined by the Trustees. You must
complete your vote on the approved form prior to the meeting and send it back to
the Trust as indicated. Under this opportunity your vote on each of the issues
available will be added to the other forms of voting once the vote has been
taken and not before this point. You have no speaking rights at the meeting and
any comments written on the forms will not be read out.
Whānua Spokesperson: If you have put your land into a Whānua
Trust we ask you to complete a form to determine who is representing and
speaking for the Trust to avoid any confusion on the day of the meeting. A form
is available for this and available from the meeting documents above.
AGM Day Transport to Island: The
Trustees have organized Ferry transport to the island on the day of the AGM
Sunday 28th September 2008. This offer is also open to those owners from
"The Neck" sections heading to there meeting regarding the Landing Reserve
Section 22 at "The Neck". The cost of the Transport will be $20.00 but you
must complete the following form and return it to the office with payment in
full to take advantage of this option. You can not get this directly from
the Ferry Office or on the day by just turning up. You must fill in the form
as requested.
RMLT,
Registration
form for Ferry to AGM meeting
Pre-AGM 2008 Information and
Preparation.
The following documents relate to
the preparation for the Rakiura Maori Land Trust 2008 AGM to be held on Rakiura on Sunday
28th
September 2008. You should read the Pre-AGM Notice of Meeting 2008, which is
listed below and contains the official notification provided to all Beneficial
Owners.
Pre-AGM Notice:
(Now Available) Beneficial Owners should
read this notice that outlines details for this year's AGM. This document can be
viewed by clicking the following link
Pre-AGM Notice of Meeting 2008,
Trustee
Nomination If your intending to
accept a nomination as Trustee,
then you should read this document it will be helpful to you. The the following
link to get this document,
Trustee Information
,(Nominations Now
Closed)
Pre-AGM Forms For Completion
Owners Agenda Items for
AGM: If Beneficial Owners wish to put any business
forward for the AGM to consider you must complete an "Agenda Item Form for AGM
2008" listed below and return to the office by 4.00pm on Wednesday 6th August
2008.
Nominations for Trustee
Positions: If Beneficial Owners you wish to
nominate someone to stand as a Trustee for the Rakiura Maori Land Trust you
should complete a "Trustee Nomination Form AGM 2008" listed below and
return to the office by 4.00pm on Wednesday 6th August 2008.
If you have any further questions
regarding the AGM please feel free to contact our Office at any time. A final
mail out with formal Agenda and voting papers for the AGM will be mailed to
owners towards the middle of August 2008.
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Rakiura Maori Land Trust, Rakiura (Stewart Island) New Zealand.
