1. Update - what has happened since our last meeting (contributions from all).

• Bronwyn – we have had the Local Body election – all Waihi Ward members were re-elected. The new appointment of responsibilities and committee delegations will be received on November 10th (that includes representation on the WCCC).
• NWG Projects –
  • NWG are in the final stage of drawing up specifications/plans for Stage 1 of the pit rim walkway;
  • Have removed un-favoured trees, sprayed grasses and weeds;
  • Have talked to John McIvor re poupou and marked general areas, graphics have been done to pass on to iwi;
  • Golden Legacy car park, have re-looked at design and costings;
  • Pumphouse – clearing from western end towards Pumphouse clearing weeds.
• NWG – closed pit for 2 weeks, loose wedge of rock, flaked off, remedial work next 2 weeks.
• Volumes from the pit reduced, McMahon gone have gone from 2 to 1 fleets in operation and have laid off 12 people.
• NWG have awarded multi million dollar contract to Henry Walker Eltin for Favona decline starting in about 1 month.
• Newmont Australia has a new General Manager, Paul Dowd from USA.
• Rex Dillimore – Waihi will have lost 3 factories by the end of November. Brown & Brown, Chandel Lighting, Fred Farantino Helmets – total of close to 100 employees. Also lost 2 stores - Main St Hardware store and JT Gambles. JT Gambles has been going for over 100 years.
  ÿ Sel Baker – vacated factories have already been taken by others who are expanding their businesses.
• Mark Samson reported back on a field trip to Golden Triangle near Melbourne. A mining / tourism area developed between the towns of Bendigo, Ballarat and Stawell. Mark said that it was inspiring to see what had been achieved in these areas, capitalising on their mining heritage and interactive experience opportunities. He said he saw even greater possibilities for Waihi.
  

2. Tui’s Resignation.
Tui has written to Tim and Sharon and resigned for family reasons. Tim explained that he and Sharon had tried to persuade Tui to stay and go on a leave of absence but Tui was very clear that she must resign at this time. Tui said that she could be called upon to support as required.
You as a committee asked that we pass on this message to Tui.

“Tui you have been very valuable part of the WCCC process. The WCCC thanks you for your input. The committee will miss you and acknowledges that at times it has been a challenge for you to work within the WCCC given your values and those that you represent. Tui, the committee hopes that you feel free to continue to contribute to the WCCC process as you are able and we would especially like the benefit of more of your poetry.”

It was also acknowledged that it will be hard to fill Tui’s shoes but that we need to do so to get a balanced perspective.

Tim and Sharon were asked to write to Tui and pass on the WCCC thanks for her contribution and to write to the Waihi Community Marae thanking them for their input via Tui. It was also suggested that it would be appropriate to make a verbal (personal) approach to Tui to ask if it is appropriate to request that the Marae put forward another rep.

3. Working Group process and discussions
The Working Group is comprised of Steve Moore, Ruth Ordish, Mark Samson, Tessa MacKenzie, Tui Cunningham, John McIvor, John Tregidga, Sel Baker, Adriaan van Kersen and Keith Brodie, with Chris Hale and Dennis Crequer as advisers.
The working group has met 6 times. Working Group members were asked for feedback on how it has been. The comments were:

• Steve Moore - thank goodness for the WG or we wouldn’t have got this far. The progress made in the WG would have taken much longer in the WCCC. We have become a lot closer together. Adriaan has offered to hop in the boat with us and so has John (Tregidga). Adriaan can row with one oar, John the other and Steve with the community will hold the rudder.
• Ruth Ordish – it has been very progressive. There has been growth in the way the group has worked together and we understand each other better. We have moved ahead and while it is not easy to keep everyone’s priorities uppermost, we acknowledge that all need to be heard and honoured.
• Mark Samson – good progress has been made and there are exciting times ahead!
• Tessa Mackenzie – Ruth and I are the only women and have to stand up and speak out. It is important that all aspects are heard and that there is no dominance by one over another. It has been hard work and we have been building a built strong frame of cooperation with which to move forward.
• Sel Baker – It has seemed muddled to start with but we have made good progress since.
• Adriaan van Kersen – we are making progress!
• John Tregidga – I began by wondering how long it would take us to progress. I have been impatient. There is some exciting stuff in the projects and I want to see us achieve some of them and make a difference. Tessa and Ruth you have really held your own. It has been encouraging to see us start to work as a team. We need to be in same boat and work as a unified group with the same objectives. I am encouraged but I would like to see something happen tomorrow.
• Keith Brodie – I have been concerned about how to get the process moving but we are making progress and I am hopeful that the momentum will build.
• Chris Hale – We need to identify projects that warrant further work and put “meat on” proposals. It could have happened a while ago but we have been going through the process to do this as a team.
• Dennis Crequer – I am concerned that we are losing sight of the purpose for which the group was formed by putting too much focus on the group itself.
• Tim - One of the focal points has been on preserving the essence of Waihi, making sure that the way the process unfolds ensures the essence is developed and protected.
  

4. The “Working Group” :
As a WCC Committee you have received copies of the minutes of the Working Group meetings. It is acknowledged that it would have been easier to receive those on a meeting by meeting basis rather than in a bunch at after meeting 5.
The WG was tasked with looking into an appropriate formation of the entity, and with getting the projects assessed. A brief summary of the two tasks was given as follows:

Entity:
The Working Group has wrestled with the question of the shape of the entity and there is still work to do, however the following steps have been taken:

• The WG produced a summary of possible “Purposes/Objects” of Entity
• The WG has drafted a matrix – outlining in functional terms what the entity needs to be able to do.
• The Matrix and the Objects are now to be provided to a number of advisers to ask them to advise the WG regarding the need for and appropriate form of the proposed entity.
• The WG will then consult with the WCCC who will make the decision as to the need for an entity and what form it should take.
• Don Lockwood asked if we need to produce an annual prospectus if we create a Trust. It was thought not but Tim agreed to check out the reporting requirements in relation to any entity as part of the process of getting advice.
  

Review of Proposals:
The WG has worked on the premise that it needs to contract a sufficiently qualified consultant to assess the projects. The WG has then:

• Looked at what expertise and insight it would need from a consultant and what the consultant would need to do to provide the answers required.
• Terms of reference were drafted into a request for proposals. The process was advertised and 11 expressions of interest have been received.
• Proposals are due to be submitted to the WG by 12 November 2004.
• The WG is to assess the proposals at its meetings on the 19th and 29th of November and are to make their recommendation regarding a suitable contractor to WCCC on 29 November 2004.
  

In general discussion about the process concern was raised that:

• the timeline for the assessment to be conducted is too short because of the Christmas break. All agreed that it is important that the quality of what is produced is not compromised by too tight a time frame. It was agreed that the completion date can be negotiated with the successful contractor.
• Proposals may require a higher budget, some estimated, on the basis of the request for proposal, that it might be as much as $60,000 to $80,000. It was agreed that the issue of cost and the scope of the contract will need to be considered by the WG when it reviews the proposals.
  

Feedback from WCCC
The feedback in relation to the progress made by the WG was very positive with one comment made that it has done more than was expected.

5. Meeting Fee:
The Working Group had discussed, and decided to put to the WCCC, the idea of a meeting fee for the WG members who are not being paid to attend the WG meetings. The proposal was for a payment of $40/meeting per unpaid member. Based on attendances to date the cost would be approximately $800 with the prospect of a further $400-$500 for meetings to come to get to the next stage. The WCCC was asked what it thought about such a move:

Discussion:

Comments made were:

• I fully endorse the idea (Homer).
• Yes in principle but we need to make sure we have enough funding.
• Some concern was expressed re whittling down the current funds.
• Agreement that the WG people should be reimbursed, but that it may be more prudent to adopt the business principle of making money first before any “wages” get paid.
• Agree with it as an interim measure to get things off the ground.
• Will need more money but further down the line.
• Need entity before applying for funding, it’s a chicken/egg scenario.
• Kevin – 6 meetings in 5 weeks is over and above normal. Paying a gratuity signals that the WG is doing the job in a proper and professional way.
• Mike – support meeting fee, we need to be careful that we are not accused of double dipping.
• Karen – I don’t know the background, but people give their time as volunteers to lots of other things, it’s good to give something back.

Decision:
After discussion there was a unanimous decision that the WCCC is in favour of meeting fee of $40.00 / meeting for those on the WG who don’t get paid in another way to attend. It was also agreed that general caution was necessary to ensure that the funds weren’t too depleted and that if the funds fell short of the amount necessary to do the job, the WG has to take up the challenge of finding more.

6. Advertising costs:
A request for expressions of interest in contracting to assess the WCCC projects was advertised in NZ Herald (x2), BOP Times (x2), Waikato Times (x2), Hauraki Herald (x1) and Waihi Leader (x1). The total cost of the advertising is approx $1,800.

Decision:
You as WCCC were unanimously in favour of advertising being paid out of the available fund.

7. Meeting Culture.
As a review of how things work in the WCCC, and what we value and need to keep thinking about in the WCCC process, you were asked what it is that is important to you about the way the WCCC works together. You said:

• Respect by listening,
• Good community input,
• People of this community working together for a common cause,
• Value facilitation as it allows a lot of processes to occur that might not otherwise happen – it creates space to contribute what we want/need to – and each of us get honoured through that process,
• Tolerance of others points of view, no acrimony through process,
• Open forum where any community member can come (we encourage them to) and have input,
• A group to preserve the essence of Waihi,
• There is a challenge of how we maintain what is good about the WCCC way with the changes that are planned,
• Should go forward; balance the essence / what is important, with development,
• The WCCC has set a precedent for other groups who have used the WCCC as a blueprint. This has enabled other groups to get up and running more easily in their process,
• Looking for a sense of unity between the different groups – it is important to be able to achieve to the full potential. There is a downside to viewing the HDC and the Community as separate groups. Part of this comes from the HDC role as a regulator and enforcer because it is the interface that most often occurs between the public and Council,
• Ongoing culture of action and not bogged down in words,
• Don made the comment that he believes that the WCCC forum is a valuable thing to retain. He said that he has noticed shy people speaking up and saying things that are valuable. It is a forum where people can speak their minds.

As you provided this feedback it was clear you had a real sense of the culture of the WCCC way of working and how valuable it was, both to you and for the continuation of progress for Waihi.

8. Public Meeting feedback.
We asked you your thoughts re the public meeting on the 4th of October 2004. You said:

• The Public got a glimpse of what’s been happening – it would be a good thing to repeat in a few months time.
• Received comments from businessmen who now appreciate that the WCCC process and resulting initiatives are for real. People are wanting to know more, it is generating interest.
• Someone said that the hardware shop would be a good site for the underground toilets.
• People were impressed with where the WCCC has got to. People are looking at something real, something to grab on to. Credit was given to Mark and Kit as producers and presenters.
• Presentation has now been made 15 times. Many of the public have seen it prior to the Public meeting.
• Small group from Bulgaria were stunned, impressed, wanted to thank the WCCC group.
• It was acknowledged that each time a meeting is held, more people get to hear about what is happening and that generating support in this way is slow but valuable.
• The WCCC agreed to hold the thought of another Public Meeting in “a few months time.”
• Tim and Sharon undertook to summarise the feedback sheets received from those who filled them out at the 4.10.04 meeting in time for the next WCCC meeting.
  

9. Proposal Booklets:
The next version of the WCCC booklet was discussed. All that is required now for version 2 to be complete is the inclusion of a brief statement about the “living nature” of the document, and the timeline. It can then be published.

• We gave you a copy of the draft timeline to review and you confirmed that it was ok.
• The suggestion was made that the facilitators draft a process description as an acknowledgement of the effort and commitment of the committee to making it happen – paragraph 12-14 lines.
• The suggestion was made that the WG consider producing a video for marketing.
  The booklet will be published on the Waihi.org Website with a linked email address. Mark Samson will initially be the contact for the email address. It was suggested that the Booklet could also be linked to other Waihi websites.
  

10. Succession (HPT, Barry, Tui).
Barry’s departure:
Barry announced that this would be his last meeting and that Kevin Corney is to succeed Barry as education rep having been unanimously elected by the Principals in the Waihi area. Barry passed on his appreciation for the work of the group (both inner and outer circle) and to Tim and Sharon.
He said that the group needs to press on, that the next stage will be feasibility planning, moving the vision to a reality. It is the job of WG to make things happen. To tick off projects, get things underway and put in the first building blocks. Barry reminded us all that outside this room there are other enthusiasts that we need to harness. Barry asked to be kept on email list.

Succession in general:
A number of people have now moved on. In chronological order Rob Martinson, Norm Schwarz (replaced by Ollie), Tuihana Cunningham, His Worship the Mayor, Basil Morrison (replaced by His Worship the Mayor, John Tregidga) and now Barry Maughan (replaced by Kevin Corney).
This raises the question about maintaining the membership of the WCCC and ensuring that we make room for the enthusiasts to carry on the good work.
You were asked (as homework) to think about how we can ensure that the succession of good members of the WCCC by appointing/ recruiting new good members of the WCCC is retained.

11. Next stage of the WCCC.
As we take another step closer to the projects proposed by the WCCC being put into action, you are asked to think about the Working Group, the Entity and shape and role of WCCC over the next 12 months. What could and should the role of each be, and how do we get there?

12. Planning for subsequent meetings.
The next meeting will be on Monday 29 November 2004 at 7.00 p.m. at the Salvation Army Hall.

Agenda:

• Deciding on the successful contractor for the assessment of projects.
• Entity.
• Succession.
• Where to from here with the WCCC?
  

Meeting closed at 9:33 pm

Tim and Sharon