Annual General Meeting Information for 2010

Meeting Details

AGM 2010 Formal Information and Participation

AGM 2010 General Business Items

Trustee Nominations

Voting Options to Consider

Pre-AGM Formal Information and Participation

Pre-AGM Forms for Completion

Information on this years 2010 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 14th August 2010. Equally request for nominations for available positions of Trustee have also closed on 14th August 2010. Formal Notice of meeting for this years AGM on Stewart Island was given on the 25th September 2010 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: 17th October 2010

AGM Venue:  Community Centre, Stewart Island.

Registration: 10.30pm to 12.30pm.

Meeting Time: 12.30pm to 3.00pm.

AGM 2010 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 14th October 2010.

• RMLT, Agenda for 2010 AGM
• RMLT, Standing Orders,
• RMLT, Minutes 2009 AGM

AGM 2010 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.

• RMLT, Trustees Recommendations for Agenda Items
• RMLT, General Business Items support information

General Business 10.1: Communication. The Trustees will present a report to the meeting on efforts to deal with communication problems associated with the Trust. a Copy of this report will be available once it has been presented to the meeting.

General Business 10.2: Increase in Trustees Remuneration. The Trustees seek approval from the 2010 AGM to adjust the current fees being paid to Trustees, which have not been reviewed for 5 years. See General Business supporting documentation above for further details.

General Business 10.3: Accept request for transfer of Administration of Maori Land to RMLT The Trustees seek support from the beneficial owners of the Rakiura Maori Land Trust to accept requests, to have the administration of non Rakiura Maori Land Trust land shifted formally through the Maori Land Court to the administration of the Rakiura Maori Land Trust, from the owners of other Maori Land sections on Rakiura where the Trustees believe it is appropriate for such action to occur. See General Business supporting documentation above for further details.

Election of Trustees: The Trustees of the Rakiura Maori Lands Trust have received 3 nominations for the 2 vacant positions of Trustees. The nominations are for the 2 sitting Trustees Dick Ryan and Leon Fife along with Simon Gromez. This means there will be an election for the 2 available positions. The following are the nomination forms for the positions.

Dick Ryan existing Trustee

Leon Fife existing Trustee

Simon Gromez

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.

• RMLT, Appointment of AGM Alternate
• RMLT, Appointment of AGM Proxy
• RMLT, AGM Postal Voting Form
• RMLT, Appointment Whānua Spokesperson

Pre-AGM 2010 Information and Preparation.

The following documents relate to the preparation for the Rakiura Maori Land Trust 2010 AGM to be held on Rakiura on Sunday 17th October 2010. You should read the Pre-AGM Notice of Meeting 2010, 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 2010,

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

       The Pre-AGM forms will be available on-line during the first week of July 2010

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 2010" listed below and return to the office by 4.00pm on Friday 14th August 2010.

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 2010"  listed below and return to the office by 4.00pm on Friday 14th August 2010.

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 end of August 2010.

• RMLT, Pre-AGM Notice of Meeting 2010, June 10 (Now closed)
• RMLT, Agenda Item Form for AGM 2010, June 10 (Now Closed)
• RMLT, Trustee General Information, June 10 (Now Closed)
• RMLT, Trustee Nomination Form AGM 2010, June 10 (Now Closed)

Previous AGM Information

Top of page