Minutes of Meeting of the Advisory Trustees of the 
PACIFIC DEVELOPMENT AND CONSERVATION TRUST 
Held online  
on Wednesday 1 July 2020 commencing at 1.10pm 
PRESENT 
Jannitta Pilisi (Acting Chairperson) 
Barbara Hayden 
Sai Lealea (from 1.30pm due to technical difficulties) 
Ruth Sio-Lokam 
Kim Wright 
IN ATTENDANCE 
Joe Grace – Manager Regional Services, Lottery and Trusts 
Joanne Becker – Advisor, Lottery and Trusts 
 Rosie 
Henley 
- 
Interpreter 
Wenda Walton – Interpreter 
Lynne Dowling – Advisor, Lottery and Trusts 
Prior to the beginning of the meeting those present agreed that Jannitta Pilisi would be the 
Acting Chairperson for the purpose of this meeting. 
1.
Welcome and apologies
The meeting was opened by Jannitta Pilisi with a prayer.
The two new Advisory Trustees were welcomed and all those present at the meeting
introduced themselves. Kim’s experience as a former Foundation North trustee and
Ruth’s accounting experience were noted with enthusiasm.
Apologies were received from Brenda Wraight.
2.
Confirmation of previous minutes
The minutes of the Pacific Development and Conservation Trust (Trust) meeting held
on 25 November 2019 were confirmed as a true and accurate record.
Barbara Hayden/Jannitta Pilisi 
3.
Matters Arising
There were no matters arising from the minutes of the previous meeting.
4.
Accountability reports received – separate spreadsheet

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One of the longer-serving Advisory Trustees explained the purpose of the 
Accountability Reports. The Advisory Trustees noted the accountability reports 
received and those not yet due.  
One of the Advisory Trustees asked if there had been any negative feedback form 
groups declined at the last meeting. Joanne said there had not been any negative 
feedback but several groups had contacted her for further clarification of the decision 
reason and that had been provided. 
The Advisory Trustees commented on one grant where numerous attempts to contact 
the group had been unsuccessful and asked what the next steps were. Joanne Becker 
and Joe Grace explained the Department of Internal Affairs process for grant write-
offs. It was suggested by the Advisory Trustees that a Pacific Head of Mission may be 
in a position to provide some project feedback. 
ACTION: Sai Lealea to contact the appropriate Solomon Islands Pacific Head of Mission 
for feedback on the progress of the Ngwaelalida Water Tank Project. 
5.
Funds available for distribution
The Advisory Trustees noted that $155,497 unspent from the previous financial year
(2019/2020) was carried over to the new financial year (2020/2021) which starts
today. That $155,497 was due to be allocated at the meeting scheduled to happen in
March 2020 but was postponed due to COVID-19.
This $155,497 has been added to the normal allocation of $250,000 that would have
been available for the allocation meetings in 2020/2021.
This means that this year there are technically three allocation meetings.
6.
Declarations of Conflicts of interest
There were no declared conflicts of interest.
7.
2019/20 PDCT second funding round requests
The Advisory Trustees considered 45 applications for funding. Of the 45 applications,
10 applications were recommended for funding totalling $160,424 and 35 applications
were recommended for decline. The Advisory Trustees’ recommendations and
comments are set out in the Recommendation Schedule, attached as an Appendix to
these minutes.
8.
Date of next meeting – before 25 November 2020
The date of the next meeting would be confirmed by early October 2019 following the
appointment of another Advisory Trustee. However, those present confirmed they
would likely be available to meet on Friday 6 November 2020.

---

9.
General Business
At 3.00pm two former Advisory Trustees, Peter Kiely and Bevan Killick joined the
meeting so they could be farewelled by those Advisory Trustees present at the
meeting. The former Advisory Trustees welcomed the new Trustees, spoke of the
good work done by the Trust and thanked staff. Current Trustees praised the
leadership of the former Chairperson and Bevan’s specialist accounting knowledge.
The Secretariat flagged these items for discussion at this meeting.
a. Online system
b. Future meetings
The future meetings issue was discussed earlier in the meeting. 
Joe Grace explained that, due to former Advisory Trustees’ frequent travel to places 
with poor, unstable or very expensive internet connections PDCT has been using work-
arounds instead of the full functionality of the online system.  
He wondered whether the Advisory Trustees would like, after training, to utilise all the 
features of the online grants and customer management system. The Advisory 
Trustees agreed to this, with the proviso that the current work-around would still be 
an option if required. Joe agreed and advised that DIA staff would be in touch to set 
up training later in the year. 
ACTION: DIA Staff to train Advisory Trustees to use the review features of the grants 
and customer management system before the November 2020 meeting.  
The meeting concluded at 5.10pm after participants were thanks for their contributions and 
a karakia from Jannitta. 
Chair: _____________________________ 
Date:_______________ 

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APPENDIX 1

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---

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---

of 
 
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---

 
 
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20
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20
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20
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---

 
ned 
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---

Minutes of Meeting of the Advisory Trustees of the 
PACIFIC DEVELOPMENT AND CONSERVATION TRUST 
Held at M1.01, 45 Pipitea Street, Wellington  
on Thursday 6 November 2020 commencing at 10.00am 
PRESENT 
Sai Lealea (Chair) 
Jannitta Pilisi 
 Ruth 
Sio-Lokam 
 Kim 
Wright 
 Barbara 
Hayden 
 
 Patrick 
Holmes 
Brenda Wraight (via Zoom) 
IN ATTENDANCE 
Joe Grace – Manager National Funds 
 Joanne 
Becker 
– 
Advisor 
 Linda 
Waasdorp 
– 
Funding 
Administrator 
1.
Welcome and apologies
Meeting was opened by Ruth Sio-Lokam with a prayer.
The new Advisory Trustees were welcomed and all those present at the meeting
introduced themselves.
House Keeping
Joanne advised the Advisory Trustees of emergency procedures in the case of an
earthquake or fire, and advised of where the bathrooms were.
2.
Confirmation of previous minutes
The minutes of the Pacific Development and Conservation Trust (Trust) meeting held
on 1 July 2020 were confirmed as a true and accurate record.
Barb Hayden/Jannitta Pilisi 
3.
Matters Arising
3.1 GCMS 
Trustees discussed the issues they had had in using the GCMS system.  The following 
issues were identified: 
x  Order of the applications 
 

---

x  Not been able to find the next application on the list after submitting a 
reviewed application.  This resulted in some applications not been reviewed by 
some Trust members. 
x  The preview function did not work well. 
x  Some of Brenda’s comments had been recorded against the wrong application. 
x  Difficulty of not been able to identify the application locality or region. 
The Trustees appreciated seeing a spreadsheet of members comments before the 
meeting. 
ACTION: DIA staff to enquire whether it was possible to list the applications by region 
in GCMS.   
Where groups provided a scanned version of their application with pages in separate 
files, DIA staff were asked if it was possible to combine pages so they are viewing the 
application in one file, instead of across several files.  
Sai suggested a refresher on GCMS could be organised before the next Advisory 
Trustees meeting. 
4.
Accountability reports received – separate booklet
The Trustees acknowledged the reports received, and discussed the following:
4.1    9(2)(b)(ii)
The contact for the project had not replied to a number of requests from the
Department for an update on the projects progress.  Four weeks ago contact was
made with the Solomon Islands High Commission to see if they were aware of the
project.
ACTION: DIA staff to inform the Trust as soon as a response from the Commission had
been received.
a.
9(2)(b)(ii)
A request had been received from the 9(2)(b)(ii)
.  The Trust 
approved the extension. 
Barb 
Hayden/Ruth 
Sio-Lokam 
5.
Funds available for distribution
The Advisory Trustees noted that there was $245,073 available to allocate for the
2020/21 funding rounds.
 

---

A hard copy of the Finance Report on investments was available for the Trustees to 
look at.  Janine Legarth was available to attend the meeting should any questions 
arise.   
The Trustees sought assurance that the fund investments were safe and secure.  This 
assurance was given by DIA staff. 
6.
Declarations of Conflicts of Interest
Sai Lealea and Barb Hayden identified conflicts of interest as follows:
x  Barb Hayden – PAU3 Industry Association Incorporated 
x  Sai Lealea – Pam Fergusson Charitable Trust 
7.
2020/21 PDCT first funding round requests
The Advisory Trustees considered 37 applications for funding. Of the 37 applications,
ten applications were recommended for funding totaling $122,702 and 27 applications
were recommended for decline. The Advisory Trustees’ recommendations and
comments are set out in the Recommendation Schedule, attached as an Appendix to
these minutes.
8.
Date of next meeting – before 27 May 2020
Joanne confirmed that the meeting needs to be held before 27 May 2020. The
Advisory Trustees confirmed their availability for a meeting on 6 May 2021.
Meeting concluded at 2.00pm with a prayer from Jannitta. 
Chair: _____________________________ 
Date:_______________ 
 

---

APPENDIX 1 
 

---

 
 
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---

 
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56
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57
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14
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84
21
52
21
41
21
52
21
45
Requ
ID 
20
15
20
15
20
15
20
15

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41
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27
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04
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74
21
52
21
52
21
52
21
53
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ID 
20
15
20
15
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est 
-
54
-
98
-
06
-
20
21
52
21
51
21
39
21
49
Requ
ID 
20
15
20
15
20
15
20
15

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Manawatu
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est 
-
32
-
65
-
60
21
52
21
52
21
48
Requ
ID 
20
15
20
15
20
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-
40
-
74
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13
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10
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28
21
51
21
46
21
43
21
51
21
46
Requ
ID 
20
15
20
15
20
15
20
15
20
15

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-
30
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01
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26
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02
21
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ID 
20
15
20
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72
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08
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20
15
20
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75
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21
52
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52
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37
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20
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---

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41
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20
15

---

Minutes of Meeting of the Advisory Trustees of the 
PACIFIC DEVELOPMENT AND CONSERVATION TRUST 
Held at 45 Pipitea Street, Wellington  
on Thursday 6 May 2021 commencing at 10.00am 
 
 
Date and time of meeting  10.00am, 6 May 2021 
Location 
45 Pipitea Street, Wellington 
Attendees 
Sai Lealea, Jannitta Pilisi, Ruth Sio-Lokam, Kim Wright, 
Barbara Hayden, Patrick Holmes, Brenda Wraight 
 
Joanne Becker (Community Advisor) and Connor 
Taumoepeau (Funding Administrator) 
Apologies 
Joe Grace (Manager National Funds) 
Chair 
Sai Lealea 
 
1.  
Welcome and apologies 
1.1  Ruth welcomed the group and opened the meeting with a Karakia.  
 
House Keeping 
Joanne advised the Advisory Trustees of the emergency procedures, where the 
bathrooms are located and a reminder to scan the COVID QR codes. 
 
2. 
Approval of minutes 
2.1  The minutes of the Pacific Development and Conservation Trust meeting held on 
6 November 2020 were confirmed as a true and accurate record. 
Moved: Brenda Wraight    Seconded: 
Kim Wright 
 
3. 
Matters Arising 
3.1  GCMS 
The Trustees advised they had no issues with GCMS this time around.  
3.2  Ngwaelalida Community Group  
Joanne advised she has continued to try making contact however has heard of no 
response. There is an option to go through the process of recovering the money back. 
This is a last resort though.  Joanne has however tried contacting the water tanker 
suppliers and hopefully will have a reply soon.   

---

3.3  Fund Amount 
The Advisory Trustees commented on the possibility of extending the $250,000 fund 
allocation as there are large number of requests. The Trustees noted the hardship 
through COVID-19 and environmental changes as reasons to increasing the fund 
amount.  
 
Action: DIA Staff to contact Finance in extending the fund and to provide update at 
the next meeting. 
  
4. 
Accountability reports received 
The Trustees acknowledged the reports received and that there were four overdue 
reports and discussed the following: 
4.1  9(2)(b)(ii)
 
Joanne and the Advisory Trustees commented they are aware of the overdue report 
and are actively following up on this. 
4.2  9(2)(b)(ii)
 
The Advisory Trustees commented on the fact the recent extension for this 
organization was meant to be the last one.  The Secretariat is not concerned and is in 
regular contact with the group, and states a report is likely to be submitted soon. 
4.3  Criteria in extension requests 
The Advisory Trustees commented on the providing criteria for extension requests 
and would find this useful.  Joanne explained that these are considered on a case by 
case basis but that DIA can check whether other trusts have fixed criteria in place. 
 
ACTION: DIA Staff to check with other Trust funds for criteria used in extension 
requests.  
 
5. 
Funds available for distribution 
5.1  The Advisory Trustees noted that the Trust has a total of $122,371 available for 
allocation. 
 
6. 
Declarations of conflicts of interest 
6.1  The Trustees identified there were no conflicts of interest. 
 
7. 
2020/21 PDCT third funding round requests 
7.1  The Advisory Trustees considered 37 applications for funding. Of the 37 
applications, 12 applications were recommended for funding totalling $122,364 and 
25 applications were recommended for decline. The Advisory Trustees’ 
recommendations and comments are set out in the Recommendation Schedule, 
attached as an Appendix to these minutes. 

---

8. 
Date of next meeting 
8.1  The Trustees commented that a date of the next meeting will be discussed in 
due course as some Trustees terms are coming to an end soon.  
 
The Meeting concluded with a Karakia at 1PM. 
 
Summary of action points 
Item   Action 
Date raised  Owner 
Due date 
1.   
Fund amount check with 
6/05/2021 
Joanne 
 
Finance to increase. 
2.   
Criteria for extension requests.  
6/05/2021 
Joanne 
 
 
 
 
 
 
 
 
 

---

APPENDIX 1  
 

---

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76
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21
71
21
71
Request ID
20
16
 
 
20
16
 
 
PDCT
 

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-
12
-
88
-
95
-
13
21
71
21
44
21
71
21
72
Request ID
20
16
20
16
20
16
20
16

---

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-
20
-
84
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82
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43
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70
21
57
21
71
21
88
21
62
21
58
Request ID
20
16
20
16
20
16
20
16
20
16

---

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-
17
-
62
-
58
21
37
21
73
21
65
Request ID
20
15
20
16
20
16

---

e 
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-
04
-
21
-
68
-
20
21
70
21
73
21
75
21
73
Request ID
20
16
20
16
20
16
20
16

---

y 
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43
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20
16
20
16
20
16
20
16
20
15

---

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72
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66
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20
16
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90
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26
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60
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68
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73
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20
16
20
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-
72
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09
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24
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48
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71
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65
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64
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63
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20
16
20
16
20
16
20
16
 
 
 
 

---

 
 
 
 
 
 
 
 
 

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Document Outline

• July 2020_Redacted
• Nov 2020_Redacted
• May 2021_Redacted

---