2. Selection of the assessment Contractor
a) Ruth Ordish gave the meeting a summary of the progress of the Working Group in relation to the selection of the contractor to assess the proposals:

• The Working Group received applications from 5 contractors.
• As explained at the last meeting on the 29th of November, the WG reduced that down to 2 contenders.
• Out of those 2 the WG has selected the contractor which is a partnership of Martin Thomas and John Jackman from Hamilton.
• There was one significant point of difference between the two contenders. We looked at both contractors’ abilities. Both had the ability to assess hard data such as economic parameters – economic, infrastructure, regulations. The WG then looked at their ability to assess the soft data or “intangibles” – community values, impacts, and lifestyle. Thomas and Jackman were able to provide this via an accepted process called AHP (Analytical Hierarchical Process) which gathers all the relevant information and rates it via a comparative process.
• Thomas/Jackman provide a reporting process by way of website so everyone can see what is happening right from the beginning of the assessment.
• Ruth’s understanding of the other advantages of the system used by the contractor is that this method will be able to be further utilised by the WCCC in the future.
• The Working Group has asked for a broad brush approach to the overall assessment process in which they will collate the existing information and identify the critical success factors.
• There will be 2 workshops run by Martin and John. The first will look to capture and balance the community values and crystallise the community vision looking at the sustainability of Waihi. They will then construct portfolios – with targets, obtain costings/estimates/timing and provide realistic analyses of the projects.
• The 2nd workshop will focus on group assessment of the projects and specific outcomes. As a result, preferred portfolios will be categorised and prioritised with WCCC having final opportunity for prioritisation.
• The Working Group made the decision to offer the contract to Martin Thomas and John Jackman for a fee of $22,000.
• The funds available to the WCCC for this part of the process amount to $16,605.18. It was agreed that the current shortfall between the funds available and the $22,000 offered will be met by HDC and NWG.
  

b) Details re the next stage in the assessment process.

• Jackman and Thomas have advised that the first step will be a meeting with all WCCC members. They need a meeting of 4 hours duration. The WG has asked that the process start immediately rather than next year. Starting next year would mean a delay of one month.
• John and Martin are available next Wednesday 22 December 2004.
• In discussions we asked if people were available on either Wednesday morning or Wednesday evening.
• The evening time slot was preferred by some and the morning by others. Morning – 12, Evening – 11.
• Cllr Mike Hayden made some further phone calls and checked with others that were not present in the meeting. Kevin Corney said he could attend on Wednesday morning, Tui Cunningham prefers to meet in the morning but could do the evening meeting. Doreen McLeod would prefer the morning but could do the evening. Rex Dillimore can do the evening and Homer Stubbs prefers the evening but could do the morning.
• The upshot was that 15 people favoured the morning and 13 favoured the evening.
• It was left that Tim and Sharon will check with the others not present and advise all whether it will be a morning or afternoon meeting.
• It was also agreed that the attendance at the meeting will be limited to the WCCC members or a person nominated by them if they are unable to attend in person.
  

3. The Entity
The entity decision is still a work in progress with the Working Group.
a) A summary containing the proposed purposes and rules and a matrix of practical requirements was forwarded to 4 identified agencies/persons who have the expertise to assist in the area of what structure the entity should take. Those 4 are, Mark Skinner, a Waihi Accountant; Clare Mewse of HEA, a WCCC member;, Jane Stevens, of Trust Waikato, whose job is to assist in the setting up of community agencies, and Mark Milroy, a commercial lawyer in Hamilton with experience of working with the Company’s Office.
b) The Working group is still awaiting a response from Mark Milroy. Tim and Sharon are to chase up.
c) A decision was made to defer the decision until we have input from Mark Milroy before making a decision on what to recommend to the WCCC based on the available advice.
d) Tessa added that the WG wants a framework that provides rules for a collaborative approach. She expressed concern that the issue has been dragging on too long.
e) In response to a question from Tim, Tessa confirmed that her understanding of the purpose of the entity is to:

• maintain the vision of the WCCC,
• fundraise, and
• employ a project coordinator.
  

It is understood that the entity would operate on this global basis rather than be involved in directing individual projects. When we broadened this question to the rest of the WCCC you all agreed.

4. Planning for subsequent meetings,
a) The WCCC is to meet on Wednesday 22 December 2004, to participate in a workshop with Martin Thomas and John Jackman as part of the assessment process.
Time and venue for this workshop were to be confirmed. We can now advise that this meeting is from 9.00 to 1.00 p.m. at the Golden Legacy Centre on 22 December 2004.
b) The next meeting of the WCCC will be at 7.00pm, 7 February 2005 at the Salvation Army Hall in Seddon St.
Part of the agenda for this meeting will be a focus on the shape and function of the WCCC, the Entity and the timeline for 2005. Please give some thought to how you see the function and process of the WCCC in 2005 as you prepare for this first meeting of 2005.
c) So that you can note your diaries, the following WCCC meeting will be held at 7.00pm on Monday 21 February at the Salvation Army Hall in Seddon St.

The meeting finished at 8.15 p.m.

The meeting was followed by refreshments (thanks Newmont Waihi) and a chance for an opportunity to unwind and acknowledge the work undertaken by the WCCC in 2004.
Thank you all for your huge contribution this year. We look forward to 2005 with excitement at the prospect of seeing projects developed and significant progress made.

Tim and Sharon