2020 Nov F2F Meeting

Date of Meeting: 
Thursday, November 26, 2020



Date:   Nov 26-27-28     Meeting type: F2F 

Present:  Clare, Dave, Donna, Leo, Lillee

Apologies:   -    Start time: 10am Nov 26    Finishtime: 6pm Nov 28



Item 

Discussion and decision (if any)

Who’s doing it?

Status

Current accountant Lynn reviews accounts to be ready for review by march 2021 and be paid for their work

 

Clare

passed

If this accounts review costs more than $1000 it is to be brought back to the council.

 

clare

passed

Discussion: Hosting a treaty workshop at the annual hui

It couldn’t be the PiNZ council to host it because to host is an involved process and at the Hui we are busy.

Partnering with a dedicated workshop provider to bring treaty workshops with the PiNZ perspectives, how to incorporate it into design.

These providers who run national tours could be affiliated and promoted by PiNZ.

Important that the presence of te tiriti work is felt and not tokenistic.

   

Discussion: actively engaging in social media about upholding te tiriti and anti bigotted culture. 

     

Move shine from Bank acc, add dave to bank acc

Current people on the acc, Clare, James, Shine.
James has stayed on there because he is always available to be the second signatory.
What’s the point of having a double signatory if James isn’t actually on council?
It’s highly recommended to have double signatory and the second person needs to be reliably contactable by an hour and a half.

   

James and shine to be taken off bank acc, dave and lillee added

   

passed

Proposal: prefer trello as the preferred communication platform.

Saying “only use” a particular channel of communication is limiting. 

 

passed

Proposal:
Put forward an amended version of the constitutional changes (that were proposed in the 2020 PINZ AGM through loomio) in a special general meeting to be debated. The decision will be made through loomio and will be passed with an 80% majority.

   

passed

Proposal: pass the proposal (voted on in the 2020AGM online through loomio) regarding a minimum councillor term of 2 years.

   

passed

Proposal: pass the proposed PiNZ name change to Permaculture Aotearoa (PA)(voted on in the 2020 AGM online through Loomio) 

   

NOT passed

Saturday 28th

-----------------------------

   



Below are the circled titles fleshed out into tasks & asigned. 

 

Objective

Task/Project

Important

Urgent

People

Timeframe

Develop and maintain a financially robust economic model (1)

Finish and file Annual Accounts, to a level that could be Audited

X

X

Clare

By March

Connecting CiviCRM, WindCave and Accounting System

X

 

Clare, Lillee, Pete

 

Diversify income streams

X

X

Donna, Lillee, Clare

 

Develop earlier economic brainstorming and evolve economic strategy - including reciprocity of people doing PiNZ mahi

X

X

Clare, Dave

 

Create Budget - Dec/Jan/Feb/March

X

X

Clare, Dave

 

Ensure security for Credit Card data

X

X

Clare

 

Find new Treasurer

X

 

Clare

 

Find Accountant for review

X

X

Clare

DONE: Bizworx

Change Financial Year dates

       

Uphold Te Tiriti (1)

Partner with (local) organisations on Te Tiriti presence at Hui

X

X

Leo, Dave, (Lillee)

 

Partner with organisations on delivery of Te Tiriti workshops around the country

X

 

Donna, Leo

 

Partner with organisations on delivery of Te Tiriti workshops for PC educators and practitioners around the country

X

 

Donna, Leo

 

 

X

X

Clare, Lillee

 

Engaging more Māori on PiNZ Council, and within PiNZ as a whole

X

 

Donna, Dave

By April

Organise annual Te Tiriti wananga for Council

X

X

Leo, All

 

Content for website & FB etc about Permaculture, decolonisation, storytelling, indigenous roots, diversity, Te Tiriti

X

X

Donna, Dave, Lillee

 

Support tangata whenua (1)

Generate kaupapa Māori website content, and have a specific Kaupapa Māori Permaculture page on the website

X

X

Donna

 

Enabling Māori-led projects through letters of endorsement

X

 

Dave

 

The expectation is that Annual Hui content is 50% kaupapa Māori

X

X

Lillee

 

Help celebrate, upskill and support iwitanga (tribal diversity)

X

 

Donna

 

An expectation that 50% of PiNZ-distributed funding goes to kaupapa Māori initiatives

X

 

Dave, All 

 

Maintain effective Membership Administration (1)

Articulate and publish perks of different Memberships

X

X

Lillee, Clare

 

Finalise Membership Structure, and implement on website

X

X

Lillee, Clare

 

Launch new Membership Structure at Hui 

X

X

Lillee, Clare, Donna

 

Create Welcome Package - including te reo paragraphs within welcome letters

X

X

Lillee, Donna

 

Find Membership Secretary

   

Donna

Done!

Ensure Membership Database is fully functional and all letters/renewals etc being sent/completed

X

X

Donna, Lillee, Peter

 

Synch Website Strategy with FB Strategy

X

X

Donna

 

Introduce Donna to CiviCRM

   

Lillee

 

Coordinate Annual Permaculture Hui (1)

Ensure local team is formed and active

X

X

Lillee, Dave

 

Support local team budgeting

X

X

Clare, Lillee

 

Explore and budget for online infrastructure to support online hui

X

X

Lillee

 

Hui presence on website/social media/advertising

X

X

Lillee

 

Hui Liaison

X

X

Lillee

 

Hui De-brief

X

X

Lillee

 

PiNZ obligated sessions planned into hui schedule

X

X

All

 

Ensure safety/security/consent around any shared content from the Hui

X

X

Lillee

 

Prepare for Hui pōwhiri and poroporoake 

   

All

 

Internal Systems/

Organisational Model

Clean up GoogleDrive - delete, amalgamate, make easier to navigate

X

 

Leo

 

Clean up Trello 

X

X

Lillee

 

Refined Minuting system + upload to website

   

Leo

 

Refined Agenda setting + scheduled reminders/notifications/

readings

X

X

Clare, Donna

 

Determine outcome of AGM decisions

X

X

All

This hui

Council meeting schedule draft  of 2021 meetings

   

All

Before next Hui

Create sub-committee structure, forming process and reporting process

X

 

Dave

 

Integrate Trello as preferred communication platform, and other comms platforms as appropriate



Flesh out Online Platforms Guide

X

X

All

Friday session

Clean up PiNZ Gmails

   

Leo, Clare

 

Find and follow up on Organisational Map

   

(Dave)

 

Finish Bioregional Contact list and map, and support collaboration between Bioregional Contacts

X

X

Donna, Lillee

 

Find Bioregional & Stakeholder Coordinator

X

X

Donna, Leo

Done!

Look at role staggering and maximum term

X

 

Dave

By next Hui

Develop decision making amendment for SGM 

X

X

Dave

ASAP

Communicate with members about AGM decisions

X

X

Dave

ASAP

Marketing & Communications

Develop comms plan

X

X

Donna, Lillee, Clare

Friday session, within next few months