• Further consideration and planning is required by subgroups with a need to prioritise projects
• There is a need to start simple and look at feasibility of the options suggested under “blue skies”.
• Funding possibilities need to be considered / sought in the near future.
• Is it possible / feasible to employ a person to take charge of the next phase?
• It would be beneficial to identify areas of commonality among the various priorities of all the groups.

8. Assessment Criteria
Following discussion around the idea that it would be valuable for each group to assess and prioritise their group’s ideas, it was agreed that a consistent set of criteria would help to produce a workable and fair outcome.
Some ideas about the criteria to be applied to the projects listed included:

• Land availability
• The estimated length of time the project will take
• The immediacy of the need
• Whether it is practical / possible
• Funding availability

This list is not exhaustive and it was agreed by all that Clare Mewse should be approached and asked to draft a standard form to be used by all groups to enable them to apply the criteria and rank their projects. Tim & Sharon will then provide the form to all committee members to enable them to start the consultation process with their wider interest groups.

9. Sub Groups
We revisited the list of subgroups we created in the middle of 2003, and the names of people involved in each.

The list is:
o Heritage Eric*, Don, Norm
o Recreation/Sport Steve*
o Social Impact Collette*
o Environmental Ruth*, Kathy
o Social Development Tessa*
o Tourism Barry, Kit, Gail, Mark*
o Education Barry*, Kit, Mike Hayden
o Business/employment Bronwyn*, Rod, Clare
o Tangata whenua John*
o Waihi Community marae Tui*
o NWO Dave*, Doreen, Kathy
o HDC Mayor Basil Morrison, Keith Trembath
(The asterisk denotes the primary contact person)

10. The process from here:
After considerable discussion it was agreed that the process from here would be:

• The committee members will consult with their interest groups using the ideas table, and the criteria set out in the standard form drafted by Clare.
• The projects will then be assessed and prioritised by the subgroups and the interest groups they represent.
• The completed assessment sheet will form the basis of a presentation to the WCCC at the next meeting.
• Tim and Sharon will arrange to meet with the individual groups to assist with this process of applying the criteria and prioritising the projects.
• Tim and Sharon will then collate all standard forms and form a matrix of ideas to provide a format that is easy to digest and will identify relationships between projects of choice.

10. Formation of a Trust or other entity
It was agreed that it would be valuable to investigate the formation of some form of legal entity (e.g. a Charitable Trust or Incorporated Society) to assist with funding applications and administration of the next phases of the WCCC process. It was also suggested that the Trust might then be the body which employs a person to manage the project development and seek funding and/or investors.

Questions were raised as to:
a) The process to be used to set up the entity.
b) What the objectives/purposes would be?
c) Whether a broader membership than the current committee would be advantageous?
d) Whether it would work to have all of the WCCC as members and then nominate / elect a smaller management committee?
e) Whether the WCCC should make a recommendation to NWO and HDC who (if they accepted the recommendation) would then be responsible for setting up and funding the Trust?
f) Whether it would be helpful for individual groups to discuss the idea of an entity further in their meetings with Tim & Sharon, and make recommendations about it at the next WCCC meeting?

It was agreed that

• Collette would look out the documentation she has regarding the formation of such entities.
• Tim and Sharon will organise the provision of some information about the formation of such a group at the next WCCC meeting.
• Subgroups would be asked to generate ideas about the type of entity they would like to see set up, how it would be structured and what its goals/purposes/objectives would be as part of their consultation process with wider interest groups.
• The issue, and the ideas generated from the groups, is to form part of the agenda for the next meeting.

11. Timeframe:
a) Clare will be asked to draft a list of criteria to be used to assess the proposed ideas in the blue skies table. If Clare agrees then Tim and Sharon will provide the form containing the criteria to the committee members.
b) The primary person in each group will take the list back to their groups for discussion and prioritisation of their ideas.
c) Tim and Sharon will arrange to meet with each group to assist them to prepare a presentation/proposal to substantiate their prioritised ideas. (Each group’s ideas/preferences for a Trust or similar can be canvassed with Tim and Sharon at the individual group meetings.)
d) Each group will provide their completed document to Tim and Sharon by Monday 8th March. Tim and Sharon will then assess all documents and amalgamate the ideas into a master document.
e) Presentation of the proposals will be made at the meeting on March 15th.

12. To Do list for Tim & Sharon
a) Publish the list of primary people in each group, and their contact details.
b) Ascertain the date each group will be meeting for consultation so that this date can also be published.
c) Provide this material to Kit for the NWO Update column in the Waihi Leader in two weeks time.
d) Provide the above information plus a progress report to Mr Winters at the Waihi Leader by Thursday 5th for inclusion in next week’s edition (if agreed).
e) Put discussion of the Trust proposal on the agenda for the next meeting.
f) Publish the list of contact details

13. The next meeting will be Monday 15 March 2004 at the Salvation Army Hall at 7 pm.


Meeting closed at 9:40 pm

Tim and Sharon