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. |
||
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 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: |
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 |