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PORT NICHOLSON BLOCKSETTLEMENT TRUST

PORT NICHOLSON BLOCKSETTLEMENT TRUST

2013 Candidate Handbook

Contents

Mihi 3

Introduction 3

Governance Details and Terms of Office 3

Election Details 4

Voting Method 4

Chief Returning Officer 4

Enrolment Requirements 4

Eligibility of Trustees 5

Election Timetable 6

Key Dates 6

Nominations 7

Key Dates 7

Nomination Papers 7

Lodgement of Nomination Papers 7

Processes After The Close of Nominations 8

Candidate Profile Statements 9

Candidate Profiles 9

Candidate Profile Statements 9

Queries 9

Suggested Format for Candidate Profile Statement 10

Campaigning and Vote Processing 11

Campaigning 11

Electoral Rolls 11

Vote Processing 11

Remuneration and Board Meetings 12

Trustees’ Remuneration 12

Trustees’ Expenses 12

Board Meetings 12

When Do New Elected Trustees Come Into Office 12

Cover photo by: RENARDFX

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PORT NICHOLSON BLOCKSETTLEMENT TRUST

Taranaki Whānui, whakaraupō aiNgā hekenga iho o ngā kaimārō i ngauaE te niho tako o TahurangiE iri ana ki te TitoheaParatī kau atu te puna koropupūE huri koroiroi ana te papa moana o TaraikaHei orotahi, kia kotahi tonu te manawa e

Introduction

This booklet outlines information which may be of interest to you as a candidate in the 2013 Port Nicholson Block Settlement Trust (PNBST) Election of Trustees.

It has been prepared as a guide to assist possible candidates and others interested in election issues with general information on the election.

Candidates or other persons requiring more detailed information should contact the Chief Returning Officer, Anthony Morton or the Trust Manager, Aroha Thorpe.

Governance Details and Terms of OfficePNBST is governed by eleven Trustees.

The Trust Deed stipulates that the objective for the effective governance of PNBST is best achieved by the rotation of approximately half of the trustees every 18 months.

This year six trustees must retire by rotation but are eligible to stand for re-election if they wish. Trustees elected under this rotation shall then hold office for a term of three years until the 2016 AGM in August/September.

All registered and verified adult members can stand as candidates and vote in the PNBST election, however Trustees cannot be employees of PNBST.

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Election Details

Voting MethodIn the event an election is required the election of Trustees will be carried out by postal, internet and ballot box voting using the First Past the Post (FPP) voting method. Candidate names will be listed in alphabetical order on the voting documents, i.e. voting paper, candidate profile booklet and e-voting site.

Chief Returning OfficerThe Trust has appointed Anthony Morton from electionz.com as the Chief Returning Officer.

Anthony has appointed Warwick Lampp from electionz.com as the Deputy Returning Officer.

electionz.com, an elections management company based in Christchurch. electionz.com has been conducting elections in New Zealand since 2000, including numerous polls and elections for Maori Trust Boards. This appointment means that electionz.com will be handling most of the administrative matters pertaining to the election from their Christchurch office.

The role of the Chief Returning Officer (CRO) is to conduct the election in accordance with the Trust Deed, as well as in accordance with standard election management practices.

Subject to the Trust Deed the CRO has complete and final control over how the election is carried out.

The CRO is responsible for all staff, systems, resources, policies, procedures and actions to ensure that the democratic process is carried out with utmost integrity, security and fairness for all parties.

Queries regarding the actions or performance of the CRO for the Port Nicholson Block Settlement Trust should be directed to Aroha Thorpe, Trust Manager, phone 04 472 3872.

The elections are being conducted by postal, internet and ballot box voting with election day being Saturday 31 August 2013.

For further information please phone the Chief Returning Officer, Anthony Morton on the free phone Election Hotline:

0508 666 886

Enrolment RequirementsAnyone who is 18 years old or over and who holds the appropriate whakapapa is entitled to enrol on the register. If an election is required, voting papers will be sent to all those members whose names appear on the register as at 5pm on Friday 21 June 2013.

Enrolment forms are available from the PNBST office by phoning 04 472 3872 or 0800 767 8642, or visiting the PNBST website, www.pnbst.maori.nz. Each application requires the member to provide full name, physical address, postal address, and whakapapa details.

PNBST has the jurisdiction to determine whether any person applying for inclusion on the Port Nicholson Block Settlement Trust register is qualified, in accordance with the requirements of the Trust Deed.

It is the responsibility of each adult member of PNBST to have their name, date of birth and correct postal address included on the Register.

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PORT NICHOLSON BLOCKSETTLEMENT TRUST

Eligibility of TrusteesCandidates need to be aware of the following restrictions listed under clause 12.1 of the Second Schedule of the Trust Deed.

12.1 Notwithstanding the foregoing rules of this Schedule, a Trustee shall cease to hold office if he or she:

a) retires from office by giving written notice to the Trust;

b) completes his or her term of office and is not re-elected;

c) refuses to act;

d) is absent without leave from 3 consecutive ordinary meetings of the Trustees without good reason or without the permission of the Chairperson;

e) becomes physically or mentally incapacitated to the extent that he or she is unable to perform the duties of a Trustee;

f) becomes bankrupt or makes any composition or arrangement with his or her creditors;

g) is convicted of an indictable offence;

h) becomes an employee of the Trust; or

i) is subject to a property order or personal order under the Protection of Personal and Property Rights Act 1988.

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Election Timetable

Key Dates

ELECTION DAY: SATURDAY 31 AUGUST 2013

Vacancies: Six (6) positions on the PNBST

30 May 2013 (Thursday)

First public notice calling for nominations placed in major regional newspapers, and individual notices mailed to all registered Trust members (Dominion Post, Taranaki Daily News, NZ Herald, Marlborough Express)

Nominations Open

12 June 2013 (Wednesday)

Second public notice calling for nominations placed in major regional newspapers (Dominion Post, Taranaki Daily News, NZ Herald, Marlborough Express)

21 June 2013 (Friday)

Nominations close 12 noon, candidates advised to PNBST

Iwi Register (Electoral Roll) Closes at 5pm

PNBST to list confirmed candidates on website as soon as possible

22 June 2013 to 1 August 2013

Voting documents prepared and printed

2 August 2013 (Friday)

Mail Lodgement Day - Voting papers lodged with NZ Post

Voting opens at midnight

31 August 2013 (Saturday)

Election Day and PNBST AGM at Pipitea Marae

Postal and internet voting closes at noon

Voting at the meeting available until close of meeting

3 September 2013 (Tuesday)

Votes counted, official result produced

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PORT NICHOLSON BLOCKSETTLEMENT TRUST

Nominations

Nomination PapersEach nomination must be made on the official nomination paper. Nomination papers are available from the Chief Returning Officer, Anthony Morton, electionz.com Ltd:

Free Phone: 0508 666 886

Fax: 03 377 1474

Email: nominations@electionz.com

Post: PO Box 3138, Christchurch 8140

Nomination Forms are also available from the Trust office, phone 04 472 3872 or 0800 767 8642, or from the Trust’s website www.pnbst.maori.nz.

Lodgement of Nomination PapersNominations close at 12 noon on Friday 21 June 2013.

• NominationpapersmustbereceivedinthehandsoftheChiefReturningOfficer,Anthony Morton, at the offices of electionz.com, Level 1, 506 Wairakei Rd, Christchurch no later than the above time and date.

• NominationpaperscanbefaxedtotheChiefReturningOfficeron03 377 1474 or emailed to nominations@electionz.com.

• Oncelodged,nominationpapersarecheckedtoensurethatthecandidateandnominators are on the Register.

• Thecandidateprofilestatementmust be submitted at the same time as the nomination paper. A photo must also be submitted. The nomination paper will not be accepted if the candidate profile statement is not submitted with it. (See page 9 for further details on the format of candidate profile statements).

Please do not leave lodging your nomination to the last minute.

• Thelodgementofnominationpapersshouldnotbelefttothelastminute.Shouldanomination paper be lodged late on the morning nominations close, and be incorrectly completed or refer to an ineligible nominator, there may be insufficient time to correct the situation and the Nomination Paper could be invalidated.

• IMPORTANTNOTE-TheChiefReturningOfficerdoesNOTrecommendcandidatespost their completed nomination forms in the first instance. Once faxed or emailed, the originals can then be posted to: The Chief Returning Officer, Port Nicholson Block Settlement Trust, PO Box 3138 Christchurch.

• NominationPaperscanalsobelodgedattheTrustOffice,Level1,TeRaukura,TaranakiWharf, Wellington before 12 noon on Friday 21 June 2013.

• Email,orphoneconfirmationofanacceptednominationwillbegiventoeachcandidateas soon as the nomination paper is verified.

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Processes After The Close of NominationsOnce nominations have closed, a list of all candidates will be provided to the Trust, for publication on the Trust’s website, www.pnbst.maori.nz and will be emailed to those candidates who have supplied an email address.

If an election is required, candidate names will appear alphabetically on the voting documents, with Surname first, followed by their Christian names.

Voting papers will be distributed to registered members on Friday 2 August 2013.

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PORT NICHOLSON BLOCKSETTLEMENT TRUST

Candidate Profile Statements

Candidate ProfilesPNBST requires candidate profiles to be provided by each candidate with the nomination form. These are collated by the Chief Returning Officer and in the event that an election is required, will be forwarded to registered members in a candidate profile booklet with the voting papers.

Candidate Profile Statements• Must not exceed 250 words in total (excluding the candidate’s name).• Should be provided electronically as a Word .doc or PDF file and formatted under the

following headings:

Suggested headings: Word limits Total word limitShort Pepeha

Maximum of 150 wordsMaximum of 250 words

Name (First names, Surname)Tribal AffiliationOccupationCurrent QualificationsPersonal InterestsCommunity InvolvementCandidate Statement Maximum of 100 words

• All word limits will be strictly enforced• Must be confined to information concerning the candidate, and the candidate’s policies

and intentions if elected to the Trust• Should be emailed to nominations@electionz.com• Must include a recent (i.e. less than one year old) photograph of the candidate only Photos should preferably be in an electronic, format (scanned as a jpg attachment on email),

but hard copy photos will be accepted and scanned at 300 dpi by the Returning Officer. Photos will be printed in black and white only but can be supplied in colour. (N.B. hard copies of photos will not be returned to candidates)

• TheEnglishorMāoritextmustbeplainblackandwhitetext,butspecialformatting(macrons, bold, italics, underlining, quote marks,) is permitted

• IfyouareunabletoprovidetheCandidateProfileStatementinthepreferredelectronicformats then print out or copy the page opposite. Fill it in (please write clearly) then mail, fax or scan and email the completed profile statement to the Chief Returning Officer or Deputy Returning Officer

QueriesAny queries regarding the elections process or the candidate profiles must be directed to the Chief Returning Officer or Deputy Returning Officer:

Anthony Morton Chief Returning Officer

Warwick Lampp Deputy Returning Officer

electionz.com Ltd Ph 0508 666 886 Fax 03 377 1474 elections@electionz.com

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Short Pepeha:

Name (First names, Surname):

Tribal Affiliation:

Occupation:

Current Qualifications:

Personal Interests:

Community involvement:

Candidate statement (max 100 words):

Suggested Format for Candidate Profile Statement - (Max 250 words)

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PORT NICHOLSON BLOCKSETTLEMENT TRUST

Campaigning and Vote Processing

Campaigning• Electioncampaigningbycandidatescancommenceatanytime.

• Noelectionmaterialcancontainanyuntruestatementdefamatoryofanycandidateandcalculated to influence the vote of any elector.

• Noelectionmaterialmaycontainanimitationvotingpaperwhichhasthenamesofthecandidates with any direction or indication as to the candidate a person should vote for, or in any way contain such direction or indication likely to influence the voter.

• VotingPapersarenot permitted to be collected from electors by candidates or persons on their behalf. Each elector is required to post or deliver his or her own voting paper to the Chief Returning Officer, or vote online.

Any acts committed by candidates that constitute criminal offences will be referred to the Police for their action.

Electoral RollsThe Electoral Roll (being the register of verified adult members of the Trust as at 21 June 2013) is not available to candidates for electioneering purposes.

Vote ProcessingThe processing of the voting papers is being carried out by electionz.com at its premises on Level 1, 506 Wairakei Rd, Christchurch. Votes can be cast:

• onlineatwww.pnbst.maori.nz;or

• byposttoTheCheifReturningOfficer,PNBST,POBox3138,Christchurch8140.

Voting closes for the online and postal voting channels at 12 noon on Saturday 31 August 2013.

Votes can also be returned to a ballet box at the AGM at the Pipitea Marae up to the close of meeting on Saturday 31 August 2013.

Voting papers will be opened, batched, checked, scanned and processed by electionz.com in the presence of the Chief Returning Officer at their Christchurch office.

It is expected that results will be available by noon on Tuesday 3 September 2013. The Chief Returning Officer will contact candidates by email with the election results as soon as possible that day.

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Remuneration and Board Meetings

Trustees’ RemunerationCurrent Level of Trustees’ Fees as approved by members at the 2012 AGM.

Chairperson $32,000 pa (before tax)

Deputy Chairperson $12,000 pa (before tax)

Trustees $9,000 (before tax)

Trustees’ ExpensesEach Trustee is entitled to be paid for all actual and reasonable travelling, accommodation and other expenses incurred by the Trustee in connection with the Trustee’s attendance at meetings or otherwise in connection with PNBST business.

Board MeetingsPNBST meetings are generally held on the first Wednesday of each month in Wellington.

Meetings will generally commence at 10am and usually finish by 3pm.

Prior to each meeting agenda papers and other relevant documentation will be circulated to the Trustees.

Trustees are also often requested to make presentations or represent PNBST at hui other than monthly Board meetings.

When Do New Elected Trustees Come Into OfficeSuccessful candidates who are elected as members of the Board take office from 3 September 2013.

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0508 666 886