This year elections will be held to appoint seven (7) hapū members to act as Elected Trustees of the Ngāti Hinemanu, Ngāi Te Ūpokoiri me ōna Piringa Hapū Authority Trust (the “Trust”). The elections process and timetable is largely determined by the requirements set out in the Ngāti Hinemanu, Ngāi Te Ūpokoiri me ōna Piringa Hapū Authority Trust Deed (“Trust Deed”) which you can download here.

Trust Deed Schedule One: Appointment and Removal of Trustees states: “The Elected Trustees shall be elected as follows:

(a) 1 Adult Uri representing Rangatahi

(b) 1 Adult Uri representing Kaumātua

(c) 1 Adult Uri representing Ōmāhu Marae

(d) 1 Adult Uri representing Runanga Marae

(e) 1 Adult Uri representing Te Āwhina Marae

(f) 2 Adult Uri representing Hapū”

The Trust has invited the three Marae to appoint their representatives. Two hui will be held this month to elect the Rangatahi representative and the Kaumātua representative. The two Hapū representatives are elected through the postal ballot process outlined in this document and in the Trust Deed.

This Pānui provides some important information in relation to the role of the Elected Trustees, the elections process and the eligibility requirements.

If you have any additional questions or would like more information, please contact the Registrar on register@piringahapu.com.

FAQS

ELIGIBILITY

What are the eligibility requirements to be a candidate?

The eligibility requirements are outlined in Schedule One of the Trust Deed.

To be eligible as a candidate, you must be a registered adult (over 20 years old) member of the Trust. A member of the Trust is defined in the Trust Deed as someone who descends from any one of the hapū of Ngāti Hinemanu, Ngāi Te Ūpokoiri, Ngāti Mahuika and Ngāti Honomōkai and who affiliates to the Hapū; and is registered on the Trust Membership Register.

Candidates also need to meet the requirements associated with officer eligibility as outlined on the nominations form, including those in the Charities Act 2005. This includes not being an undischarged bankrupt and not having recently (within the last 7 years) been convicted of certain crimes.

Current employees may not hold the position of a trustee concurrently. Employees may be nominated and if appointed, must resign from their employed position.

ABOUT THE ROLE

Trustees carry a vital responsibility for the governance and leadership of the Trust on behalf of all uri of Ngāti Hinemanu, Ngāi Te Ūpokoiri, Ngāti Mahuika and Ngāti Honomōkai. The role is one of service and stewardship, ensuring decisions today safeguard the wellbeing of future generations.

Trustees act as the legal and administrative body of the Trust, upholding the kaupapa tuku iho, tikanga and kawa of the hapū. Their work includes setting strategic direction, overseeing finances and investments, and ensuring compliance with legal and reporting requirements. Trustees also represent the interests of uri, strengthening relationships with iwi, marae, government and community partners.

The Board is made up of up to eight members, including representatives of Kāhui Kaumātua, Pōkai Rangatahi, hapū and marae. Collectively, Trustees bring a balance of skills and perspectives. Key attributes include whakapapa affiliation, cultural competency, governance and financial literacy, leadership, communication skills, community service, and a strong commitment to the kaupapa and long-term aspirations of the hapū.

Trustees are expected to attend regular meetings, contribute constructively to decision-making, and maintain accountability to uri through AGMs, reports, and transparent engagement. All Trustees complete governance training and are supported with secretariat, legal, and professional development resources to help them fulfil their responsibilities.

Serving as a Trustee is both a privilege and a commitment: a chance to uphold the legacy of the hapū, advance its aspirations, and foster intergenerational leadership for the future.

STATUS AND MISSION OF THE TRUST

Ngāti Hinemanu,NgāiTe Ūpokoiri me ōna Piringa Hapū Authority Trust is a registered Charitable Trust with the following mission recorded in its Trust Deed:

Mā ngā hapū o Ngāti Hinemanu, Ngai Te Ūpokoiri me ōna Piringa hapū o Ngāti Mahuika and Ngāti Honomōkai, e mahi tahi, e whakakotahi aiīngā wā katoa i raro i te maru o maungarongo,kia ora ake ai tatou ki te whai tonuītō tātau tino rangatiratanga, kia whai hua mōngā whānau, ngā marae, ngā hapu me te taiao.

Skills, Attributes and Characteristics for Trustees

The Board of Te Piringa Hapū Authority Trust is expected to bring a balance of governance capability, sector expertise, and personal qualities that uphold the kaupapa of the hapū.

• Tikanga and Community Connection - Trustees must be firmly grounded in tikanga Māori and kaupapa Māori frameworks and be able to demonstrate a strong grounding in and connection to our whānau, hapū, and communities.

• Governance Skills - All Trustees must have prior governance experience, including financial literacy, strategic planning, risk management, and the ability to oversee and support the Kaiwhakahaere Matua (GM). Experience in chairing, change management, and compliance with governance training expectations is also valued.

• Sector Expertise - The Board seeks members with proven experience and networks across relevant sectors including health, social services, community housing, construction, and the environment.

• Professional Skills - Additional desirable skills include accounting, legal, HR, property, entrepreneurship, technology, fundraising, and communications. Importantly, Trustees should also bring skills in managing commercial contracts and in negotiating funding agreements with the Crown and other funding bodies. These technical strengths help ensure the Board can exercise prudent oversight across a wide range of activities.

• Personal Attributes - Effective Trustees demonstrate integrity, high emotional intelligence, listening and communication skills, and the ability to work collaboratively as team players. They should be visionary, problem-solvers, and consensus builders who can contribute constructively to Board deliberations.

Together, these skills and attributes ensure the Board is well equipped to provide strategic leadership, safeguard the Trust’s resources, and advance the aspirations of Te Piringa Hapū.

What do Elected Trustees need to know?

• Term of Appointment

  Trustees are appointed in accordance with the Trust Deed. The term of appointment is for three years.

• Meeting Attendance

  Trustees are expected to attend all scheduled Board meetings. If a trustee is absent from three consecutive meetings without prior approval, they may be subject to replacement.

• Decision-Making

  The Board aims to make decisions by consensus, or by majority vote if necessary. Quorum and voting procedures follow the Trust Deed.

• Annual & Special General Meetings

  Trustees are required to participate in AGMs and SGMs as outlined in the Trust Deed to ensure accountability, transparency, and uri engagement.

• Reporting & Accountability

  Trustees report collectively to uri through annual reports, AGMs, and engagement processes in line with the Trust Deed.

• Governance Training & Development

  Trustees must complete Board-organised governance training and commit to ongoing professional development. The Kawa o Te Mana Whakahaere (Board terms of reference) are reviewed every two years (or earlier if required).

• Partnership Responsibilities

  TPH is a Limited Partner in the Ngāti Hinemanu, Ngāi Te Ūpokoiri me ōna Piringa Hapū Asset Development and Investment Limited Partnership. The TPH Elected Trustees appoint the Directors of the General Partner company, which manages the partnership on behalf of the hapū.

What are the risks of being an Elected Trustee?

The office of Elected Trustee comes with certain risks. In certain situations, an Elected Trustee could be personally liable for some decisions and actions taken by the Board.

The policies and standards set by the Board will assist in understanding these risk areas and how they are being managed, however some risk will always exist. The Trust has provided Directors & Officers insurance to cover the Elected Trustees. Further information in relation to Trustee responsibilities, governance risks, and health and safety obligations can be found on the Institute of Directors website here.

What is the time commitment required?

The Board meets formally every month with meetings currently set as the second Tuesday in every month. Formal meetings last up to four hours and require pre-reading and preparation beforehand. Outside of formal meetings, Elected Trustees will be called upon to meet in relation to strategy, Board culture and to attend/represent the Trust at various events or occasions significant to the hapū.

As Elected Trustees, whānau concerns or queries are also directed to the Board at times and will require consideration and response. The workload can vary month-to-month, but it would be appropriate to ensure you have 3-4 days per month available for Elected Trustee duties. The time is more significant for the Deputy Chair and Chair of the Board who works closely with the Kaiwhakahaere Matua.

What if I live outside of Te Matau a Māui/Hawkes Bay?

We welcome applications from whānau from outside the takiwā. If you are successful, it is expected that you will be able to participate in hui and other Board activity. We will provide technology and travel support (Chair approved) to enable this participation; however, you should expect to spend time each month in the local area as most of our activities are based in and around the takiwā. Candidates must be residents of Aotearoa.

Do you get paid to be an Elected Trustee?

Other than reimbursement for approved travel, Elected Trustees are not paid for their Board time.

ELECTIONS PROCESS

Who is running the elections? Is it independent?

Doug Bradshaw of Shepherd Hensman Limited, Chartered Accountant in Hastings has been contracted as the independent Returning Officer for the Trust’s 2025 elections.

What are the key dates?

· Nominations open 25 September 2025

· Nominations close 16 October 2025

· A copy of the public notice will be published online via e-pānui and on social media.

· Voting packs will be posted to all registered adult uri (over the age of 18 years) with a valid postal address

· Voting will close at 12.00pm on 15 November 2025

· Results will be announced at the Hui a Tau (AGM) on Saturday, 29 November 2025.

Why isn’t there more time for applications by interested whānau?

The timetable for the entire elections process including nominations, voting and counting is specifically outlined in the Trust Deed as 60 days from the date of notice.

What is required for a nomination?

The nomination form in pdf format can be downloaded from the website at www.piringahapu.com. The form can be submitted either by mail or email. Requirements on the nomination form include:

· Confirmation that the nominee is a registered member of the Trust

· Each nomination form must be signed by the nominee and one nominator who must be a registered member of the Trust

· Each nominator form must include a CV, a recent photo (passport style) and a short biography (max. 300 words)

· Incomplete or incorrectly submitted nominations will not be considered.

Who is eligible to vote?

All adult registered members of the Trust over the age of 18 years are eligible to vote.

How do I ensure I get my voting pack and any notices?

All notices and voting papers will be posted to the address held on our membership register. If your address is incorrect or missing, you will not get the information needed to vote. Please update your address details via email to register@piringahapu.com.

What happens if my voting pack does not arrive?

Please contact us via email to register@piringahapu.com

OTHER INFORMATION

It is important that you or your nominee thinks carefully about the role of an Elected Trustee and considers the time commitment and legal obligations and duties associated with holding such an important and strategic role. Being an Elected Trustee can be challenging but also very rewarding. Please see below some additional resources that can viewed as part of the decision-making process:

1. Trust Deed – see here

2. 2024 Annual Report – see here

3. Ūtaina 10-Year Recovery Plan – see here

4. Charities Services – see here

5. Information and resources from the Institute of Directors website – see here

6. Download the Registration Form – see here

7. Download the Nomination Form – see here

8. Te Kawa o Te Mana Whakahaere/Trust Board Terms of Reference – see here