CONCOVE BOARD MEETING MINUTES – 15 DECEMBER 2021
NEXT MEETING: WEDNESDAY 26 JANUARY 2022, 9AM – 12PM, MS TEAMS
WELCOME AND ADMIN ATTENDEES: Co-Chairs
Graham Burke
Board Members
Martin Carroll, Pam Bell, Amos Kamo, Honor Columbus, David Fabish
Interim General Manager
Pip Schollum-Manase
In Attendance
Vanessa Nash (ConCOVE Executive Assistant), Mani Saini (Project Lead –
Disruption) – for the Directors Report only
Apologies
Craig West, Nick Clayton, Phil Hokianga, Heather Stonyer left at 9.30am.
AGENDA:
Karakia
Given by Amos Kamo.
Administration Register of Interests
No new interests noted at meeting – David Fabish emailed new interest - Building
and Construction Training Fund Board. No longer on BCITO Board.
Minutes of last meeting
Correction – CRM system, bespoke wasn’t decided on, it was an idea. Updated.
Pam Bell passed, Honor Columbus seconded.
Correspondence
Nil
Actions Table
Updated
Risk Register
Taken as read in Board pack. Did not update.
Board-Only Time
Occurred
Closing Karakia
Given by Amos Kamo.
1. Board Only Time
Held 9.00 – 9.45am.
2. Introduction
Welcome to Pip, introductions from the Board and Pip.
Research methodologies – Honor to share ideas on how to appropriately connect with Pasifika people.
(Action Register #156).
3. General Manager’s Monthly Report
a.
Finances
included in report
b.
Activity
included in report
c.
Recruitment
included in report
d.
Projects
included in report
Pip and Martin to work on Covid Risk assessment for ConCOVE – not staff or workplace (covered by MIT
Covid Policies) – around people that are offsite, Board Members coming on site, stakeholder hui, Advisory
Groups etc. At the moment, if a Board Member wants to come on site, need a My Vaccine pass, mask etc
(Action Register #152).
Project areas – would be useful to state problem upfront in Board Report, currently getting a list of action
items / work in progress, hard to comment or provide valuable feedback. For every project, restate
problem we are trying to solve each time. Any time you are reporting against ‘something’, we need that
‘something’ written up first. (Note – the ConCOVE Team has been advised).
Graham to arrange a meeting with Mark Williams and Mani. (Action Register #153).
ConCOVE to take advantage of Construction Accord Workforce Research Forum, minutes circulating –
someone from ConCOVE to be part of this.
Relationships with other ROVE entities were discussed, it was agreed we need to set up MoU’s with WDC
(underway), and the RSLG’s. (Action Register #154).
Noted there are monthly meetings between Te Pukenga, the Co-Chairs and host. Agreed an MoU not
needed.
Ecosystem map – discussion around requirements for map which includes other current projects and how
they relate to ConCOVE. Want visual mapping – Pam will share examples. (Action Register #155).
Graham noted he is grateful for effort that the team and Project Leads have done to carry on with work in
what has been a very tough few months.
Mani – team are currently mapping out key deliverables and actions in first quarter of 2022, putting on a
timeline.
4. Action Register
Action Register – updated.
Is there a risk of appointing a new project lead in the near future? Discussion around possible risks.
Do a refreshed skills matrix of the ConCOVE team, and find a recruit that fills the gaps. (Action Register
#157).
Academic Director wasn’t budgeted into forecast, a new forecast needs to be done before filling all
vacancies. Diversity, opportunity to outsource. (Action Register #158).
Discussion around possible organisation restructure.
Researchers currently reporting to Project Leads change to directly reporting to Director.
Need to mitigate risks of business continuity.
Pip to provide opinion on whether it’s best to change or leave as is, talk to Carolyn what the
change process would look like. (Action Register #159).
5. Risk Register
Risk register – did not update. Leave until January when we have more of the Board in the meeting.
New Risk added - that it may take some time to get a Director. (Risk Register #29).
On agenda – add ‘FOR REVIEW” on risk register.
6. General Business
Waiting on TEC Template for Annual Report. (Note – received 15.12.21).
Future Board Meetings all set around Board dates.
Performance review of Board (self-review due in January 2022).
Vanessa to send 2022 Board work programme to the Board.
Advisory Groups –
Discussion regarding two new applications received following other members moving organisations.
Need a transparent process for filling vacancies – send out to all members advising positions
available, not just accepting CV’s for those who are ‘in the know’.
We appoint people, not organisations.
Vanessa to send email to new applicants, thanking them for application, that we will keep on file,
should we seek additional members for advisory groups we will let you know.
Not looking to expand groups at the moment, need to sort out current groups first.
New ConCOVE members –
Dani Mao – approved.
Doug Sutton – Vanessa to check that he has applied for correct CoVE – Food and Fibre? (Note – yes he
has, has been emailed to Board for decision).
Other general business –
Did we resolve issue of member who complained? Never came back to us, never been taken off the list.
Action item to work out process of how we vet / complaints process. (Action Register #127).
Board Pack future changes –
Add previous minutes only, not previous registers.
Action register – add date of updates.
On agenda – add ‘FOR REVIEW” on risk register.
7. Closing
Graham wished everyone a happy and result holiday season. Welcome again to Pip, thank you for setting
in, much appreciated. See you all in January, thank you for all your efforts this year.
Thank you to Graham, Phil and Martin for all efforts this year, have gone well above and beyond.
ConCOVE Board Action Register
Item
Person
Due Date
Status (In progress
Responsible
or Closed)
76 Offer roles for Project Leads.
Pip & Tony
Ongoing
In progress
Update – Three project leads have started. Still looking
for Entry Project Lead and Diversity. Job descriptions
waiting to go out.
Update - recruitment for Career Progression and Diversity
under way. Ads out in Seek, interviews have begun.
Update 15.12.21 - have obtained a list of all applicants
from People & Culture, meeting tomorrow to discuss if
anyone is appropriate, or whether we go back to market.
Board Member to be on selection panel.
77 Offer roles for Researchers.
Pip & Tony
Ongoing
In progress
Update – Four researchers have started. Looking for
Diversity.
Update - Diversity Researcher advertisement is out,
interviews have commenced.
Update 15.12.21 - have obtained a list of all applicants
from People & Culture, meeting tomorrow to discuss if
anyone is appropriate, or whether we go back to market.
88 Marketing person to work on grassroots level
Dom
30-Nov-21
In progress
engagement.
Update - stakeholder engagement plan draft has been
reviewed with Board Members. Bharti working on
Version 2 now.
Update 15.12.21 - leave in progress.
103 Map out when we feed back into WDC's so we can
Bharti
Ongoing
In progress
communicate how we plan to translate research into
action (feedback loop / flow chart). Stakeholder
engagement piece - how and when.
Update - will follow after Phil and Graham meet. Update
13/10 - have met. Don’t see need to have WDC on our
Board. 3 tiered understanding – Bharti doing a MoU. Will
need to run past TEC (funding condition was to have a
WDC person on our Board). Had meeting with DCE from
Te Pukenga about how to engage – very positive. Making
progress.
Update - Bharti has engaged with WDC CEO and Executive
Team. WDC and ConCOVE will now work in collaboration
with projects. Bharti and Phillip are setting out strategy
for engagement. Second meeting planned for early
December to be organised by Phillip.
Update 15.12.21 - have had meeting - Graham to follow
up with Kara. Expectation to get it to WDC before
Christmas.
119 Update ecosystem and get statements about how the
Dom
TBC
In progress
system works. Update - waiting for WDC update on how
to engage.
121 Amos to connect Teresa with Ngai Tahu.
Amos / Bharti /
15-Dec-21
In progress
Update - introductions with Iwi are being done when
Phil
personal connections, need a plan for connecting with Iwi,
working with Maori Advisory Group. Amos, Phil, Craig can
come back to us on this to give advice and direction and
come back to Bharti. ConCOVE to write iwi engagement
strategy and put together in a wider national plan.
Update - Bharti to work with Phil to create Iwi
engagement strategy. Draft due 15 December 2021.
Update 15.12.21 - Amos to connect with Honor. Take this
out and make it a Teresa item.
122 Project leads to get closer with Board Member project
Project Leads
17-Nov-21
In progress
champions regarding strategies and objectives with
projects.
Update - broaden now, invite the Board to have a debrief
on focus areas. Bharti to come back and present the flow
of how we intend to do this going forward.
Update - Documents sent to Board October 2021. Bharti
to present at next Board meeting.
Update 15.12.21 - in progress.
127 Create a criteria for decision making for ConCOVE
Bharti
15-Nov-21 In progress
Members. Bharti to contact other organisations about
their criteria as a benchmark.
Update - 15.12.21 - in progress.
138 Meeting with Kim Ulberg re Covid project. To be framed Bharti, Phil,
15-Dec-21
In progress
up and sent to Board prior.
Graham
Update - request sent to TEC for meeting to discuss this
topic.
Update - 15.12.21 - meeting arranged for 26 January
2021.
148 Offer Cultural Competency Training to Board Members
Bharti
Ongoing
In progress
and Advisory Groups, if they wish to attend
Update - has been offered to ConCOVE Staff, Board, and
the Maori and Women's Advisory Groups to date. Will
schedule another session in 2022.
Update 15.12.21 - offer next year. Arrange Pasifika
cultural training.
149 Bharti to provide new financial reporting format. Graham Bharti, Graham, 10-Nov-21
In progress
and other Board Members to assist with creating new
Phil
format.
Update - new format being worked on by finance, will be
presented prior to next Board Meeting.
150 Investigate a CRM system for ConCOVE
Bharti
17-Dec-21
In progress
Bharti to take feedback on Stakeholder Engagement Plan, Bharti
15-Dec-21
In progress
Quality Management Plan and Research Methodologies
paper to the team and come back to Board.
Update 15.12.21 - look through Bharti's emails following
last Board meeting for this feedback.
151
152 Pip and Martin to work on Covid Risk assessment for
Pip, Martin
26-Jan-21
In progress
ConCOVE
153 Graham to connect Mark Williams & Mani Saini
Graham
26-Jan-21
In progress
154 Graham to arrange MoU with RSLG
Graham
26-Jan-21
In progress
Create visual map of project landscapes / overlapping
Project Leads
26-Jan-21
In progress
155 projects
156 Honor to share ideas on how to appropriately connect
Honor
26-Jan-21
In progress
with Pasifika
Create a refreshed skills matrix of the ConCOVE team
Pip, ConCOVE
26-Jan-21
In progress
157
Team
158 Reforecast budget to allow for Deputy Director - Academic Pip
26-Jan-21
In progress
Pip to provide opinion whether its best to change current Pip, Martin
26-Jan-21
In progress
reporting structure or leave as is, talk to Carolyn what the
change process would look like. Martin to consult with
159 staff.
