ConCOVE Board
Meeting Minutes
________________________________________________________________________________________________
DATE & TIME:
10.30am, Wednesday 20th January 2021
LOCATION:
Rm TP110, TechPark, Manukau and virtual y via TEAMS
ATTENDEES:
Graham Burke (Co-Chair), Phil Hokianga (Co-Chair), Paul Hol ings (MIT Host Rep),
Craig West, Pamela Bel , Heather MacKay, David Fabish, Nick Clayton, Amos Kamo
(Board Members), Carlene Creighton (ConCOVE Project Manager).
IN ATTENDANCE:
Martin Carrol (MIT EGM Academic & Provost)
APOLOGIES:
Simon Bilton.
ACTIONS TABLE: 20.01.2021
#
TASK
OWNER
DUE DATE
STATUS
2
Consider ‘re-naming’ the Diversity project ‘Opportunity’ or
Simon
1 Feb 2021
In progress
‘Potential’
20 Book a senior TEC representative to present at a Board
Graham
31 Jan 2021
In progress
meeting to explain how ConCOVE fits into the RoVE picture
21 Create a ‘Data Dashboard’ and include this in the Director’s
Carlene
31 Jan 2021
In progress
monthly report
23 Investigate if the MIT Marae could ‘gift’ ConCOVE a name
Simon
31 Jan 2021
In progress
26 Book a facilitator to lead the Vision/Mission workshop at
Simon
15 Jan 2021
In progress
next Board meeting
28 Secure permission from the 91 ConCOVE Members that
Simon
1 March
In progress
joined prior to 20.11.20 to have their names on website
2021
29 Al Board Members to sign off the Charter document
Board
10 Feb 2021 Not yet
Members
commenced
30 Sign the MoU between ConCOVE and MIT
Graham, 31 Jan 2021
GB & PH
Phil &
signed; MC
Martin
to sign
Carrol
33 Produce an FAQ sheet for Board Members and staff to refer Carlene
31 Jan 2021
In progress
to when discussing ConCOVE
34 Correct typo’s in the Charter that Nick identified
Carlene
31 Jan 2021
Not yet
commenced
35 Have press release ready for mid-late February release –
Carlene
10 Feb 2021 In progress
introduce Board Members, New Pasifika Board Member and
Director
36 Produce a 2021 reporting schedule that includes TEC, Te
Carlene
10 Feb 2021 In progress
Pukenga and MIT
& Martin
37 Produce a ‘Plan on a Page’ of key milestones (Directorate,
Carlene
10 Feb 2021 In progress
Board and Project) for 2021
38 Prepare and deliver a quick preso to Board Members on
Simon
10 Feb 2021 Not yet
what MIT services are included in the MoU/Host Agreement
commenced
39 Secure a decision from TEC on funding tranche timing to
Martin
10 Feb 2021 In progress
enable project planning
40 Add an explanation on each of the projects to the FAQ doc
Carlene
31 Jan 2021
Not yet
commenced
41 Get quotes on Diligent and Board Pro programmes
Simon
10 Feb 2021 Not yet
commenced
42 Create a Sharepoint site for the Board
Simon
27 Jan 2021
Not yet
commenced
43 Ask Te Pukenga which Board papers programme they use
Martin
10 Feb 2021 Not yet
and if there is a ‘national deal’
commenced
44 Agreement to use the title ‘Project Lead’ vs ‘Project
Al
10 Feb 2021 Not yet
Manager’ going forward
commenced
45 a)Consolidate the risks on the Risk Register by ‘category’, b) Carlene
10 Feb 2021 Not yet
remove ‘Closed’ items, c) include ‘Review the Risk Register’
commenced
on every Board Meeting agenda and d) add a column
‘Acceptable Level of Risk to the Board’
AGENDA
Karakia
Given by Phil
Administration
Apologies
Simon Bilton
Register of Interests
None
Minutes of last meeting
Confirmed by Heather Mackay and Pamela Bel
Correspondence
n/a
Reporting
Interim Director’s Monthly Report – December 2020
a. Finances
nothing to update
b. Activity
included in report
i. PR – Announcement regarding Board & Director to be ready to go out mid-late Feb
i . Reporting – prepare schedule for 2021 that includes TEC, NZIST and MIT
i i. Produce Plan on a Page including project milestones
iv. PM role descriptions and project timing can be determined fol owing TEC funding
timing decision and vision/mission workshop
v. Must have funding timing decision from TEC before next Board meeting on the 10th
Feb
vi. In addition to the FAQ sheet for ConCOVE, included FAQ’s for each project
c. Recruitment
included in report
d. Projects
nothing to update
General Business
Paul’s new role
o Paul has been appointed the General Manager of the Hawkes Bay-based Food & Fibre CoVE
o He remains a ConCOVE Board Member as the MIT Host until the end of Feb
o He sees both CoVE’s working col aboratively together and complementing each other with
construction focussed on the domestic market and food & fibre focussed on the export
market
o The Food & Fibre CoVE has 3 focus areas: attract & retain, viable & sustainable products
and innovation & opportunities
o They have structured their CoVE differently to ConCOVE – as an Incorporated Society
Appointment of Director
o Down to 2 final candidates who are to be interviewed again by the panel
o Expect offer to be made, contract signed and Director in place by mid Feb
Risk Register
o Reviewed thoroughly
o Consolidate risks by theme, remove ‘closed’, include as regular agenda item
Board Members’ payments process
o Simon has provided email update
Miscel aneous
o Pamela is happy to be the vision/mission contact person
o Correct typo’s in Charter doc
o Share with the Board which MIT services are included in the MoU
o Get quotes on Diligent and Board Pro
o Set up Sharepoint for the Board
o Use the title ‘Project Lead’ rather than ‘Project Manager’ going forward
o Provide the Board with ‘key messages’ for stakeholder engagement fol owing each Board
meeting
Karakia
Given by Phil
