Kawa Whakahaere - Annual General Meeting Procedure
NZEI Te Riu Roa Annual General Meeting is the highest authority within NZEI Te Riu Roa. NZEI Te Riu Roa Annual General Meeting will be held at a time and in a format determined annually by Te Kahu Kiwi. Members will be given at least 90 clear days’ notice of the date, and format, of the NZEI Te Riu Roa Annual General Meeting.
The functions of the Annual General Meeting are to:
- receive the interest disclosure notice of Te Kahu Kiwi members.
- receive and consider the annual report from Te Kahu Kiwi
- receive and consider the report from Te Kāhui Whetū
- receive and consider the financial report including the audited financial statement.
- note the Consumer Price Index (CPI) adjustment to the subscription rates and income thresholds, and to consider if any further subscription increases are needed.
- every second year elect the members of the National Executive.
- debate and determine issues of interest to NZEI Te Riu Roa, and set policy accordingly.
- amend or repeal the Constitution.
Tikanga Whakahaere - Annual General Meeting of NZEI Te Riu Roa
Tikanga Māori, underpinned by Ngā Pou, will inform the structure and operation of any hui that includes an annual or special general meeting. During the actual annual or special general meeting, tikanga Māori will apply in conjunction with the rites of Tauiwi as specified within this Constitution.
In accordance with NZEI Te Riu Roa tikanga the Pakeke nominated by Te Reo Areare may pause proceedings when necessary to rule on matters of tikanga and the correct application of Mōku te Ao. Mōku te Ao, a Māori-first based approach, underpins the structure and philosophy of NZEI Te Riu Roa as an organisation.
In accordance with NZEI Te Riu Roa tikanga and in conjunction with the rites of Tauiwi, the nominated Chair may pause proceedings when necessary to provide guidance on meeting processes and the application of the Constitution.
In both cases it is tika for others to remain silent when one of these people rises to speak.
Whakahaere Hui - Facilitation of annual and special general meetings
Meetings of NZEI Te Riu Roa will be chaired by National President | Te Manukura, or a person nominated by Te Manuhuia. The Chair will introduce the Pakeke for the meeting.
Consulting as they deem appropriate, the Chair will provide direction on any matters of meeting procedure that are not, in the opinion of the Chair, explicitly provided for in this Constitution.
The Chair assisted by Pakeke ensures that all voices are heard, and that dialogue remains respectful, inclusive, and aligned with Ngā Pou and the values of consensus decision-making.
Te Hui - Meeting sessions
The length of time available and the way the agenda is structured will be determined by Te Manuhuia, considering the logistics of the overall hui, such as representatives departure times.
Tokomatua - Quorum and attendance procedure
A quorum for any NZEI Te Riu Roa Meeting is achieved when a significant and diverse number of registered member representatives are present, with no less than half of the total registered representatives.
If, half an hour after the start of any session, a quorum is not present, the Chairperson will postpone the session and set a time for reconvening the meeting.
Attendance will be recorded to ensure inclusivity and accountability.
Registered representatives must get the Chairperson’s leave to be absent from a session.
Tuhinga Āmiki - Record of proceedings
The National Secretary, or another designated person, will document the key outcomes and agreements reached, rather than verbatim minutes.
The draft record will be shared with all member representatives as soon as possible, allowing for collective review and amendments to ensure accuracy and reflectiveness of the shared understanding.
The final record will be endorsed by Te Kahu Kiwi with any changes limited to correcting inaccuracies.
Ngā tīnihanga ā taunakitanga, ā paihere - Proposing and evolving amendments to policy resolutions
Ideas, proposals, or concerns may be brought forward by any member representative about the resolutions and will be discussed until a shared understanding or agreement is reached.
Proposals must be framed in a way that invites constructive dialogue and consideration of diverse perspectives.
Member representatives are encouraged to work collaboratively to refine proposals rather than debating opposing positions.
If a proposal does not initially have full support, the discussion may at the discretion of the Chair continue in good faith to find common ground or modifications that align with the representatives’ shared values.
Te whakakore taunaki - Withdrawing motions and amendments
A proposal may be withdrawn or modified at any stage if the proposer acknowledges concerns raised by the representatives and seeks a more inclusive proposal.
Te tū ki te kōrero - Speaking and engagement
Member representatives are encouraged to speak in turn, guided by the Chair to ensure an equitable and respectful space for all voices.
Contributions should focus on constructive dialogue and building towards agreement.
Only under the most extreme circumstances should a member representative be excluded from speaking. Requests for clarification or questions regarding the application of tikanga or meeting process should be through the Chair.
If necessary, the Chair will guide the discussion back to the topic, ensuring all voices are valued without repetition or exclusion. Debate may be paused by:
a question regarding the application of tikanga or meeting process
expiry of the time allocated to the debate.
Te whakatau - Reaching agreement
The aim is to reach consensus. Consensus is a decision-making approach where all stakeholders contribute to a decision that, while not necessarily their first choice, is acceptable.
If there are concerns or objections, the Chair may allow for further discussion to refine the proposal.
If consensus cannot be reached, the Chair will summarise the shared perspectives and seek an approach that honours the concerns raised while allowing the group to move forward collectively.
If consensus cannot be reached, a super majority vote may be used at the discretion of the Chair.
Te pōtitanga - Super majority votes
The procedure for when a super majority vote is called for is as follows:
Any vote will be preceded by attempts to determine if a consensus can be reached. The Chair will initially call for a ‘show of hands’ vote.
If the show of hands does not clearly show a super majority, then a formal division will be called and every registered member representative present at the meeting must record a vote in a manner determined by the Chair.
Te Manuhuia will appoint two scrutineers to supervise the vote.
Once the vote has been completed, the outcome will be shared with the member representatives and the result will be shown in the minutes for the session.