NGTI TURA, NGTI TE NGKAUHAP TRUST

Annual General Meeting Pack

Tarukenga Marae
TeNgakau-Hinetai

01December 2012 10:00AM

TABLE OF CONTENTS
Page 3 4 5 6 7-13 Details Notice of the Annual General Meeting 2012 Election of Trustees - process Agenda of the Annual General Meeting 2012 Nomination form for proposed Trustee Minutes from the previous Annual General meeting held on 26November 2011 Enrolment FormNgti Tura, Ngti Te Ngkau Beneficiaries Register

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NOTE: The Chairmans report, Annual Plan, Audited accounts and financial report will be available on the day of the meeting.

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NOTICE OF THE ANNUAL GENERAL MEETING

NGATI TURA NGATI TE NGAKAU HAPU TRUST ANNUAL GENERAL MEETING

Notice is hereby given that the SIXTH AGM will be held atTarukengaMarae Saturday, 01thDecember 2012 10.00am
AGENDA

1. Apologies 2. Receive and approve the 2011 AGM minutes 3. Election of twoHapu Trust Trustees 4. Receipt of Annual Reports and Accounts 5. Appointment of Auditor

Wariki Mackie Cora Stenning retire by rotation and are available for reelection, re- nomination is not required Nominations close 5.00pm Friday 16th November 2012 Send nominations to the Returning officer PO Box190 Ngongotaha3041 Turatengakau.trust@gmail.com uratengakau.wikispaces.com Enquiries ph. 0220776088 Takarei Te Tamaki Chairman

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ELECTION OF TRUSTEES
Is held in accordance with the provisions of the Ngti Tura, Ngti Te Ngkau Hap Deed of Trust constituted at a General Meeting of Ngti Tura, Ngti Te Ngkau Hap held at Parawai Marae on 29th day of October 2006 and duly signed by the inaugural trustees on the 26th day of November 2006. Nominations for three (2) Trustees Wariki Mackie and Cora Stenning are available for re-election as per the Trust Deed. ation. Nominations for beneficiaries to fill these vacancies must be made in writing on the nomination form available and shall be signed by three parties: 1. the nominator 2. the seconder 3. the candidate. The nomination and registration forms are included in this AGM pack Enquiries phone: 0220776088 turatengakau.trust@gmail.com. http;//turatengakau.wikispaces.com Nomination forms must be completed and posted to The Returning officer P.O Box190 NGONGOTAHA 3041 No later than 5:00pm Friday 16thNovember 2012. Eligibility to hold office of Trustee To be eligible to hold office as a Trustee, a nominee must be registered on the Ngti Tura, Ngti Te Ngkau Beneficiary Register this register is held by the Hapu Trust Please note you are to be a registered descendant to be a nominee to be a nominatorto be a seconder If you are registered on the Te Pmautanga o Te Arawa Beneficiary Register. The nominee must not be precluded from holding office under the terms of the Deed of Trust, Schedule 1 and Clause 5.1 Closing of Ngti Tura, Ngti Te Ngkau Beneficiary Register The Beneficiary Register will close for the purpose of this Annual General meeting at 5:00pm onMonday the 16thNovember 2012 Voting Every election will be by way of ballot of Adult Registered Beneficiaries with votes to be cast at the Annual General meeting on the Election Voting forms provided Postal voting and, or proxy voting is not permitted. Each Adult Registered Beneficiary present at the Annual General Meeting is entitled to cast only one vote per nominee and only one vote per vacant position

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AGENDA OF THE ANNUAL GENERAL MEETING

The Annual General Meeting of beneficiaries will be held as follows: Date: Venue: Time: 10:00am to 1:00pm Saturday, 01st Dcember 2012 Tarukenga Marae Ngongotaha

BUSINESS OF THE DAY

Distribute reports Distribute Nominees Curriculum vitae Karakia timatanga Mihi Receive and approve the minutes from the Inaugural General Meeting held 26th November 2011 Reports for consideration and approval: Chairpersons report 2012 Financial report 2012 Annual Objectives 2012-2013 Trustees presentations Appoint an Auditor for the next Financial year Election process explained Introduce Returning officer(s) and scrutineers Voting process - Choosing the right people Who is entitled to vote? One vote only per candidate Vote for candidates Valid and an Invalid vote Voting forms to beneficiaries Nominees leave the room Each Nominee returns one at a time and speaks for up to 5 minutes on their skills and experience for this role. Questions from the floor. He or she will then return to the Whare kai All Nominees return Voting commences Outcome of the vote - written declaration Karakia whakamutunga

CUP OF TEA

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NGATI TURA NGATI TE NGAKAU HAPU TRUST NOMINATION FORM 2012

Please return to the Returning Officer Ngti Tura, Ngti Te Ngkau Hap Trust PO BOX 190 Ngongotaha 3041 Closing 5:00pm 16th November 2012

WHANGA 1 - To be completed by the person nominating I, (full name)................................................being a registered beneficiary of the Ngti Tura, Ngti Te Ngkau Hap Trust, hereby nominate as a proposed trustee; (Candidates name): ................................................................. Date: / /2012

Signed: _____________________

WHANGA 2 - To be completed by the person seconding I, (full name)................................................being a registered beneficiary of the Ngti Tura, Ngti Te Ngkau Hap Trust, hereby second the nomination of the above candidate. Signed: _____________________ Date: / /2012

WHANGA 3 - To be completed by the Candidate I, (full name)................................................being a registered beneficiary of the Ngti Tura, Ngti Te Ngkau Hap Trust, hereby agree to my nomination as a proposed trustee. (full name): (full address): ................................................................. ................................................................. ................................................................. ................................................................. Date: / /2012
Candidate info form sent Letter declining

Signed: _____________________
Secretary only:
Date Form recd Ben Register checked Valid form

Receipt issued

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(PAGE 1)

F IFT H A N N U A L G E N E R A L M E E T I N G

Ngti Tura Ngti Te Ngkau Hap Trust Hui

Date: Saturday 26th November 2011 Venue: Parawai Marae, Ngongotaha, Rotorua Time: 10:00am to 1:00pm Karakia Mihi Trustee Roles Paika Te Tamaki o Social and Cultural Portfolio Wariki (Robert) Mackie o Enviromental Portfolio John Newton Jnr o Economic and Communication Portfolio Takarei Te Tamaki o Chairman and Te Pomutanga Hapu Trustee In Attendance As per signed attendance register Arrived late: Wariki Robert Mackie, Suzanne Awatere-Mackie (Minutes) - 10.38am Linda Rika 11.55pm Apologies: Noki Roberts, Joy Haumaha, Ena Rapata , Mohe & Shaun Potaka, Gypsy Roberts, Linda Rika (late), Kim Richards, Hine Tinklin, Lena Mackie, Mihi Fraser, Lucille & Raymond Edwards, Micheal & Keri Te Tamaki, Sonny Te Tamaki, Dinty &Te Maori Whare, Ana Piripi, Hohepa Scott, Dianne Rueben, Anthoney Hudson, Jacob, Julie, Easter Vaetoe, Billy Snr & Billy Jnr Te Tamaki, Jay Mackie, Hiva Mackie, Terssa Te Tamaki, Sherrill Flavell Motion that the apologies be accepted Moved by Takarei TeTamaki Carried by all

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Minutes from 2010 AGM meeting Saturday 20th November 2010 Takarei Te Tamaki asked all in attendance, had read and understood the 2010 AGM minutes to be Moved and Accepted. Moved by: Ron Roberts 2nd by: Geoff Rice Carried Matters Arising Takarei Te Tamaki asked for any Matters Arising to be move to General Business. Moved by: Takakrei Te Tamaki Carried by all

Election Process Takarei Te Tamaki Returning Officer

Nero Panapa is the Returning officer and his son as the scrutineer for this AGM elections. Nero Panapa explain the process of voting and choosing the right person. Who is entitled to vote and one vote only per candidate. Paika Te Tamaki and John Newton were up for re-election, they remain as Hapu Trustee for the next 3 years. Cora Stenning has been elected to replace Mark Kahu, as he has resign. Materoa Peni has resign as of last week (DATE) and we now need to nominate another Hapu Trust member to replace Materoa Peni for the next 2 years Nero Panapa explain his rolls and responsibilities as the returning officer and also his son (NAME) as the scruiteneer. Happy to have another scruteneer, nominate from the whanau, if you wish. Whanau are happy with the 1 scruteneer. What a Hapu Trust Trustee should be: o Take in information o Transparent o Commonsense o Have the time o Commitment, Dont be over committed with other things o Need to be there for the people and what is good for the people. Nero Panapa went though the rules of selecting of a Candidate shown inClauses 5.7- section 1. o There is a need to amened Clauses 5.7 section 1 (E) and (F)

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Takarei Te Tamaki explain how the nomination process will commence. o First you must be register as a member to Nominated and to be the Nominee and 2nder must also. o Only those on the register may vote. o This position is for 2 years. o Meetings are held on the 3rd week of each month. o John Newton We dont just have one meeting, we are very committed to many other meetings as well.

Takarei Te Tamaki will now take nominations. Nomination 1: o Nominator o Nominee o 2nd Nomination 2: o Nominator o Nominee o 2nd o 2nd Nomination 3: o Nominator o Nominee o 2nd

Ron Roberts Geoff Rice David Taui

Harriet Tauiwi Henry Colbert Manu Weitei (Not Register) Paika Te Tamaki

John Newton Snr Ngurene Stevens John Newton Jnr

(David Taui said in response to John Newton Jnr comment Henare is a very busy person, - David response - ahh he ripped US off, - Takarei Te Tamaki responded We dont need that sort of comments Everyone in an attendance agree)

Each Nominee will give a 5 minutes to speak on their skills and experiences for this role. Nomination 1 Geoff Rice o Thanks for nominating me, Whanau. Express how busy he is and what other committee he is involved in and already committed himself to those roles. He gave a brief outline of his experiences and roles he does have. o He wish to Decline and Withdrawal his Nomination o Moved Wariki Robert Mackie o 2nd - Leo Ricka (He is not register, this may have to be amended at the next hui)

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Nomination 2 Henry Colbert(not in attendance) Takarei Te Tamaki (on his behalf) o Henry has a weath of information, reinforcements and support. o He accepts his nomination. Nomination 3 Ngurene Stevens(not in attendance) John Newton Jnr (on her behalf) o Ngarere Stevens is a female, who has background in Banking and Finance. She has worked in the Credit Union Bank for 5 years and is now working in the District Library, taking care of artifacts, o She is very keen and says it how it is.

Voting Process There are 2 names brought forward for Nomination Henry Colbert and Ngarene Stevens. You have till the end of the meeting to case your votes. Steven (Tipene) Wilson - Process Lets deal with the process of voting first as we are missing the key points here. We need to finish the voting first and then continue. First we all need to see the 2 Names up on the screen.

Voting Process Continue Each liable member will be given a small piece of yellow paper and pen. Write down 1 name of the 2 names that are up on the board; Either their first name or surname Once written, put your vote in the black ballot box, which the returning officer will take away to count votes. We will take a break for 5 10 minutes, while we get voting papers ready. (Break : 11:38am 11:45am) Voting Process Continue All in attendance, names are checked against the register Names are called out from the attendance sheet and then checked against the register Each voter will then given a yellow voting paper and pen. Write one name only Put your voting paper in the ballot box. Returning offer will now take the ballot box and count the votes. Voting Closed at 12.10pm

Annual Reports and Accounts Chairperson Report 2011 Takarei Te Tamaki

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o Read and tabled the chairmans reprort. o Report attach to minutes Motion that the Chairperson report be accepted Moved by Takarei Te Tamaki 2nd by Steven Wilson Voting Results from Returning Officer, Nero Panapa 39 in attendance to Vote Henry (Henare) Colbert Ngarene Stevens o Total Votes 14 25 39

Congratulations to Ngarene Stevenswho is the new Ngati Tura, Ngati Te Ngakau Hapu Trust Member. Attach to the minute is Verification of the Results from the Returning Officer, Nero Panapa. Takarei Te Tamaki, Thank Nero Panapa for being the Returning Officer for today AGM Elections from the Whanau.

Ngati Tura, Ngati Te Ngakau Hapu Trustee 2011-2012; Takarei Te Tamaki (2yrs, up for rotation 2013) John Newton (3yrs, up for rotation 2014) Wariki (Robert) Mackie (1yr, up for rotation 2012) Paika Te Tamaki (3yrs, up for rotation 2014) Cora Stenning (1yr, up for rotation 2012) replace Mark Kahu Ngarere Stevens (2yrs, up for rotation 2013) replace Materoa

Annual Reports and Accounts Financial Report 2011 Takarei Te Tamaki

Motion that the Financial report be accepted Moved by Takarei Te Tamaki 2nd by Steven Wilson

Any Matters Arraising from the Financial report.

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Geoff Rice - Concerns o Why isnt the financial displayed up on the screen, so everyone can see them and it would also been good to put the financial report in the AGM pack. Because, most of us cant follow what you are saying in terms of finance and how the putia is spent. o Why do we have 5 accounts? o These reports need to be clear and visual, so we the whanau can see and understand. Takarei Te Tamaki Reponsed o We have 5 accounts and they are; o 1 Cheque Account to pay bills o 2 Savings Account o 3 3 Term Investment Account Leo Ricka Parawai Marae o Development of Parawai Marae Why wont you give us the putia to finish our Marae (Parawai)? Takarei Te Tamaki Parawai Marae o Quotes and Guarantees were not forth coming, that is why the application was decline from us the Hapu Trustee. o It was work in progress. o I would like to move to General Business. All agreed

(Concerns across the floor of how the Hapu Trustee are cold and voice emotions that the Hapu Trust should hand over the putia. In Response, Takarei Te Tamaki I am not here to argue, we as the Hapu Trustee, have to go through certain process, before we can give any putia out. I am going to leave it at that, so we can move on. Thank you for your concern.) Motion that we Maintain our Current Auditor, Allen Jeffs. Moved by Ron Roberts 2nd by Geoff rice Parawai Marae Womens Committee Takarei Te Tamaki o Parawai Marae Womens Committee have forward a proposal for funding. We have not yet written a proposal for funding as yet. o They have started fundraising ie; Housie on a Sunday. So come along and support. o Parawai Marae Womens Committee Strategic Plan have been received and table.

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Concerns Steven Wilson - Process o I do not like to stay in a meeting, where there is going to be no process in place as to going forward. We should not be here to argue, we should be here to take our people forward. o I have never been to an AGM where there is General Business. (Steven then convert into Te Reo Maori for Kaumatua, Kuia and Whanau to understand how we should be moving forward without debating and getting no where if processes are to be put in place.) o How do we deal with it, before we go into General Business? o There needs to be a process. o How do we address it? o We should only have one speaker to speak to the issue o And one speaker to address the issue. All agreed

Cora Stenning New Trustee Portfilo Table o I am here about the people and looking forward to be working with the Hapu Trust members. o I will leave my CV here for any whanau to take and have a look, any questions do come and see me after this hui.

General Business Leo Rika Parawai Marae o Work in process concerning Parawai Marae. o Parawai Marae Whanau and Working Committee have put in their proposals and a development programme to the Parawai Marae Trustee, who have put the proposal on the ground to the Hapu Trustee. o Tarakenga Marae had their work done on the roof, where Parawai put in their proposal in and never been funded for the work to go ahead. And now our Whare Tipuna roof is holding up by nails. o What power does the Hapu Trustee have and why hasnt the funding, to do the work on our Marae, have not been given to us? Takarei Te Tamaki Parawai Marae o There was no intention of the issue, because of unforeseen circumstances we had to stop the work that was in process on Parawai Marae roof. o 7 months later we received the development plans from the working committee after the work had startedon the Parawai Marae roof. o Documentations A letter was sent to the Parawai Marae Trustee and Working Committee of why it was declined and out lining recommendations.

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Steven Wilson - Process o Issue of the Marae, relationships between Parawai Marae Trustee and the Hapu Trust is a concern. o Parawai Marae renovations is a concern, because of the current state. o I see no progress moving forward and the Parawai Marae Trustee need to work with the Hapu Trustee, which means a clear understanding of the Powers of the Trust Deed. Takarei Te Tamaki - Process o The Hapu Trustee have to be transparent, accountable and responsible of how the putia is spent, for the best interest of our Marae. Steven Wilson Moving Forward o Moving forward is to create a space for all parties concerns, to have a clear understanding and; o Secondly, to come together and determineclear guidelines of how the Trust is run and how the Hapu Trust works. o We need a process to be put in place, and the understanding of clear guidelines of what should happen in due process. o We have a hui, where there is a person who will facilitate and who has no interest of each concerned parties. Takarei Te Tamaki Moving Forward o Tipene, would you like to work with a group and with a Facilitor. And be able to co-ordinate this korero or issue being raised. o As we need a process? And this could be away forward. Steven (Tipene) Wilson Agreed All agreed Mark Kahu Church Taui street o Koro Taui, gifted the land, which the Church sits on, the land belongs to us the tribe, but the Church belongs to the Catholic Church. o The Church building has been there for at least 100 years o The Catholic church would now like to sell the building through public tender. o There are 2 or 3 parties that are intrested in the buying the building. o The land belongs to us, but the building belongs to the Church. o We would like the building to stay, as it has been there for 100 years and Koro Taui is also buried there. John Newton Jnr Economic and Property Portfolio o Church o The Hapu trust property portfolio have had three hui with Father Mark of the Catholic Church,RE: Building sale/land return. o Mark Kahu Oasis church currently occupy the Church building.

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o River o The inside curve of the Ngongotaha stream which is potentially affecting the stability of Parawai whenua. o Currently discussing responsibilities on stabalising this land with Rotorua District Council and EBOP Eastern Bay Of Plenty Regional council o Land o Railway Land land opposite the marae currently used by the railway trust belongs to Ngati Tura Ngati Te Ngakau, potentially can be lost completely if we do not act more intensely on securing ownership by whatever means. Organizations are on our land, and they are making application for the land. o The railway corridor has been secured with a thirty year lease for tourism. o Ngati Tura Ngati Te Ngakau continue to keep the pressure on the Rotorua District council around tangata whenua rights. o Raukawa/Ngati Whakaue Currently going through Wai settlement Paiaka and myself have attended hui between these two Iwi at Tamatekapua September 2011. Raukawa confirms that their boundry is the Te Whaiti Kuranui line which is just before the Fitzgerald Glade. o This would focus our attention with Ngati Whakauae on lands from Te Whaiti Kuranui down to and around Ngongotaha and from Ngati Kearoa through to Ngati Rangiwewehi.. o o o o o o o o Hauora Building 172 Ngongotaha Road, Ngongotaha, Rotorua Land is under the Ngati Tura Ngati Te Ngakau Lands Trust Building ownership is being investigated Claims It is difficult to work with issues. Claim Issues...?? Submission The 2010 District plan this rotates around every ten years it allows our tribe to formally note our future direction and entitlements with in the council plan with the help of brother Tipene Wilson Ngati Tura Ngati te Ngakau is the only Te Arawa tribe to submit a submission We now have a say. Submission date; July 2012. Commerical Bank Managers Met with ASB business to discuss what they offer if we were to change our bank following discussions Mortgages for housing to built on multiple owned land (Maori Land) What do they offer for business support. They have a personal financial advisor to assist and guide Iwi/hapu on the following,Investment,commercial loans,rural farming and land profitability.

o o o o o o

Steven Wilson o This is very clear that the Hapu Trustee have been busy. It is hard. o This AGM has the hold accounts to their performances, such as attend activities that is a process of an Annual Plan o Clear polities, where in trust of money

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o A firm Funding Polities, which should be explain and hui about. Where the Annual Plan and Polities are put in place. o Either this should be done by Communication ie; email (its cheaper), on line and holding Trustee workshops, which I would be happy to run Paika Te Tamaki o Land (Name) o Property claim wrong o Does anyone know is there any urupa or have any information about whats on this piece of land. Takarei Te Tamaki o Te Tangata Programme o Vision o Assets hold o Process is happening, to enrich o Unit Infrastructure o Affiliate Development o Kotahitanga Project o Go into Iwi to create, working projects o Key Focus o Strategic Focus Areas o Nation moving forwards. Karakia Whakamutunga Ron Roberts - 1.27pm Written Reports tabled o o o o Chairmans Report 2011 Voting Results 2011 Cora Stenning Profile Financial Report 2011

Recommendations Clauses 5.7 section 1 (E) and (F) be amended. Financial Report, needs to be clear and visual and put in AGM Pack. A Proposal to be done for Funding. Processes to be addressed How, and a way forward. Steven Wilson is to Co-ordinate with a group and a facilitor to address issues. o Trustee workshop Steven Wilson is happy to run. o o o o o

Next AGM meeting: DATE TBC Next Trustee meeting: 21st December 2011, TBC

Confirmed as a true and correct record. ________________________________ Chairman

________________________ Date

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NGATI TURA NGATI TE NGAKAU HAPU TRUST

ENROLMENT FORM BENEFICIARIES REGISTER Ko Te Arawa te Waka Ko Ngongotaha te Maunga Ko Parawai te Awa Ko Te Arawa te Iwi Ko Ngati Tura te Iwi Ko Ngati Te Ngakau te Hapu

Purpose of this Information form The Ngti Tura Ngti Te Ngkau Hap Trust (hereafter referred to as NTNT Hap Trust) was, on the 26th of November 2006, mandated to represent and to negotiate any settlements on behalf of the Ngti Tura, Ngti Te Ngkau Hap. The Hap Trust has established a register of people who affiliate to Ngti Tura, Ngti Te Ngkau Hap and we encourage all descendants to register on this form. The register referred to is called the Ngti Tura, Ngti Te Ngkau Beneficiaries Register and is held by the Ngati Tura Ngati Te Ngakau Hapu Trust. Registration allows you: To identify yourself as a Hap member To access education and charitable purposes grants that may be offered in the future To have a say Hap members, 18 years and over can vote on Hap matters To stand for election to the Hap Trust Registration allows us: To improve communications to Ngti Tura, Ngti Te Ngkau whnau whnui Update beneficiaries on the progress and development of the NTNT Trust. It is important that all whanau register including dependants 18yrs and over should complete their own registration form Please note ensure addresses are updated Should you have any queries please e-mail Ngti Tura, Ngti Te Ngkau Hapu Trust PO Box 190 Ngongotaha 3041 Phone 0220776088 E-mail: turatengakau@gmail.com Web htpp://turatengakau.com

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ENROLMENT FORM BENEFICIARIES REGISTER Please complete this form in full and return to; The Secretary Ngti Tura, Ngti Te Ngkau Hap Trust P.O Box 190, Ngongotaha 3041 WHANGA 1 - Personal information and contact details Surname: First names: Title: Mr/Mrs/Miss/Ms (Please circle) Sex: Male/Female (Please circle)

Maiden name: (if applicable) Home address: Date of Birth: Postal address: (if different from home address) Phone numbers: Work: Home:

Mobile phone:

Email: WHANGA 2 - Your children (aged 17 years or younger) FULL NAME SEX DATE OF BIRTH M/F M/F M/F M/F M/F / / / / / / / / / /

ADDRESS

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ENROLMENT FORM BENEFICIARIES REGISTER - page 3 Please indicate your Tupuna/Tpuna who is/are of Ngti Tura, Ngti Te Ngkau descent only. Please give as much information as you can, going as far back as possible. If you do not provide enough information you may be asked to complete this form again OR you may not be able to register

Great Grandfather

Grandfather

Father

Great Grandmother

Great Grandfather

Grandmother

Great Grandmother

Your Name

Great Grandfather

Grandfather

Great Grandmother

Mother

Great Grandfather

Grandmother

Great Grandmother

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ENROLMENT FORM BENEFICIARIES REGISTER - page 4 WHANGA 4 - Your rights and declaration Any information received will be held by the NTNT Hap Trust their successor and any related body You do have the right under the Privacy Act 1993 to view and correct personal information that the NTNT Hap Trust holds about you. Should you have any queries please contact the NTNT Hapu Trust chairman. I declare that the information given in this form is correct and that I am of Ngti Tura, Ngti Te Ngkau descent. For the purposes of the Privacy Act 1993, I consent to the above information and details being included as part of the Register and to be used at the discretion of the NTNT Hap Trust. If you wish your information to remain confidential, indicate by ticking here ( ). I acknowledge the above and consent to the addition of my details to the Register Signed: Office use only: ENDORSEMENT BY A KAUMTUA OF NGTI TURA, NGTI TE NGKAU HAP As kaumatua of the Ngti Tura, Ngti Te Ngkau Hap I confirm that the above named is a member of this Hap and of our Marae and therefore endorse the inclusion on to the Ngti Tura, Ngti Te Ngkau Beneficiary Register. Name: Signature: Ngati Tura Ngati Te Ngakau Hapu Trust.is an affiliate of Te Pumautanga O Te Arawa. Please note the NTNT Hapu Trust registration form does not register your details onto the Te Pumautanga O Te Arawa beneficiaries register. Date:/../. Date: /./...

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