CONCOVE BOARD MEETING MINUTES – 12 MAY 2021
NEXT MEETING: WEDNESDAY 16 JUNE 2021, 9AM – 2.30PM, MICROSOFT TEAMS
(PREVIOUSY WAS FACE TO FACE, NOW TO BE HELD ON MS TEAMS)
WELCOME AND ADMIN
ATTENDEES:
Co Chairs
Graham Burke, Phil Hokianga
Board Members
Pamela Bel , Heather MacKay, Nick Clayton, Amos Kamo, David Fabish,
Honor Columbus, Martin Carrol , Craig West
General Manager
Bharti Raniga
In Attendance
Vanessa Nash (ConCOVE Executive Assistant)
Apologies
Martin Carrol (leaving early), Pamela Bel (leaving early)
AGENDA:
Whakatau and Karakia
Given by Phil
Administration
Introductions
Al
Register of Interests
Martin Carrol - Unitec conflict of interest (Conflict of Interest Register #2)
Minutes of last meeting
Confirmed by Nick Clayton, seconded by David Fabish, with update to add Board
Project Ambassadors to the minutes.
Correspondence
None
Actions Table
Updated
Risk Register
Revised al current risks, added new risk (#27).
Board-Only Time
Occurred
Closing Karakia
Given by Phil
1. 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
Training Initiatives
1.
Tony has approximately 200 initiatives. Connecting with BRANZ and BCITO. Recommendations from
Board for Tony to connect with – MBBFP, Construction Accord, MBIE, Ruth Berry, Maori Think Tank in
Christchurch.
Finances
1.
Had low expenditure – going digital is reflected. We are in a healthy position.
2.
Hiring 1 senior researcher per project.
3.
Bumped up budget for Board and Advisory Group’s – for events.
4.
Bharti had a verbal conversation with TEC regarding financials – issues finding people – as soon as the
team is set up, we wil intensively start to spend money on projects.
5.
New invoicing dates and procedures – bi monthly, in February, April, June, August, October,
December.
Recruitment
1.
Bharti has spent 55 hours in last 6 weeks on interviews (not including pre / post interview work).
2.
Re-advertised Project Lead roles (two new interviews this week, Doug Leef interviewed but he has
multiple offers, Don accepted another role), three offers on the table for researchers, offer out for
marketing and communications.
3.
Terri-Ann wil not leave current position and move to ConCOVE, so this wil not proceed further.
4.
Bharti is hiring based on merit, not gender or ethnicity. Potential branding risk – what we may be
perceived as when we announce al male Project Leads to date (Risk Register #27).
5.
In discussions with contractors for a web developer – we need an interactive digital database.
6.
ConCOVE staff bio’s, and updated organisation chart to be sent to Board. (Action Register #91).
Stakeholder Engagement
1.
TEC has made it clear that the purpose of ConCOVE is to produce the product we are contractually
signed up for. Bharti to have quarterly discussions with TEC outside of official reporting (next official report is due
in September) – will also share key milestones, with April, we are on track with most of the items. Fell over with
the analyst roles.
2.
Te Pūkenga – ConCOVE is an important organisation to provide them guidance with the work that
they are doing at the moment – going through a challenging time trying to change and reframe organisations.
3.
Create engagement database with summary of who Bharti / Project Leads / Board are talking to,
what was discussed, their feedback. To be completed by everyone weekly. (Action Register #87). Database to be
password protected for security. (Action Register #89).
4.
Bharti has had a lot of support with people wanting to be engaged and collaborate. Nick has had
different engagement – people aren’t aware of ConCOVE. The positive engagement is with our Members, rather
than external people.
5.
Bharti has moved into South Island region with engagement – visiting Timaru, Dunedin and
Christchurch with Tony. Nick can help with Dunedin and Christchurch. Craig has strong relationships across the
country. Vanessa to let Board know dates of Bharti’s travel. Board to send connections for Bharti to meet face to
face on her travels. (Action Register #100).
6.
Bharti presentation to STCF – received well, and understood more than in the past.
Members
1.
Instructed to do this by TEC and report back on stakeholder engagement.
2.
Accepted unless email back to Vanessa. Need to be approved as per charter. Vanessa to email list to
Board every 1 – 2 weeks.
3.
On radar to increase membership – marketing person will be responsible for this, and all regular
communication. Strategy required for members – KPI’s for membership numbers. Grow audience,
engagement plan to be built. Periodically revisit it. Would like companies, not just individuals – to
collaborate.
4.
Encourage people we talk with to become a Member.
5.
All new Member applications approved by Board (Decision Register #32).
Projects
1.
Diversity Project may be adjusted after meeting with Diversity Worx. (Action Register #90). Board to
let Bharti know ASAP if they hear of any other organisations doing anything similar to what we are
doing. (Action Register #98). (Board Project Champions - Honor Columbus, Pamela Bell, Graham
Burke, Heather MacKay, Craig West).
Marketing
1.
Need a comms strategy that Board agrees to and uses – PowerPoint presentation that can be
presented by the Board when meeting people – regularly updated. Will be finished and sent out once
descriptions and our story, who we are, FAQ’s, engagement chart are sorted. (Action Register #92)
Events
1.
Once confirmed dates, send calendar invites to Board. (Action Register #93). Board Members
expected to attend their local event, and to attend the first event in Auckland (now that June Board
Meeting has been shifted from in person, to on MS Teams).
2.
Board to get people interested in events, nominate speakers from your contacts, or yourself. (Action
Register #94)
3.
Move Auckland event date (from Monday 7th June – Queens Birthday) – to Friday 11th June, and
Wellington event to avoid school holidays. (Action Register #95)
4.
How to run event, topics etc discussed.
5.
Vanessa to create schedule of all events, timings, locations and send to Board. (Action Register #101)
2. General Business
1.
Introductions – all Board Members updated the group on their activities.
2.
Marketing – positive feedback regarding social media engagement and newsletter. Need to update
website so that it says immediately who / what ConCOVE is (Action Register #86). Need to tighten up
our scope (Action Register #85). Visibility – getting out with social media. Looked at analytics.
3.
Board Pack – Some Board Members were disappointed at the Board Pack being distributed late.
Discussion held that this was due to large amounts of recruitment / interviews taking place. Steps
are in place to avoid this in the future. General Manager’s Report to have a couple of bullet points
with explanations, what is needed from Board. Action and Decision Register numbers to be added to
minutes.
4.
Board Meetings – June Board Meeting has been moved from in person, to on MS Teams (9am –
2.30pm, Wednesday 16th June) to allow Board Members to travel to the Auckland Event on Friday,
11th June, 1-4pm. Board Members to delete Board Meeting invites from Bharti, and just keep
Vanessa’s invites (Action Register #102).
5.
Diversity Project Overlap – Potential overlap with Diversity Worx / Construction Accord project.
(Risk Register #23). Meeting taking place Friday 14 May. (Board Project Champions - Honor
Columbus, Pamela Bell, Graham Burke, Heather MacKay, Craig West).
6.
Ecosystem Diagram – feedback given, Bharti and Graham to work on updating it. (Action Register
#40).
7.
Tumu Group proposal – email sent to Phil from Grant Roberts from MSD. Discussed. Outside of our
scope – we aren’t in a position to give advice as we haven’t done any research yet.
8.
Tony Atina (Career Progression Project Lead) presentation – Tony officially welcomed by Phil,
introduced by Bharti, before Tony gave an introduction on himself, and his project update. Vanessa
to send Board Tony’s contact details, and the Board’s contact details to Tony. (Action Register #99).
(Board Project Champions - Graham Burke, Heather MacKay, Craig West).
3. Advisory Group Update
1.
Maori Advisory Group
Group members approved. (Decision Register #30).
2.
Pasifika Advisory Group
Honor had trouble finding Pasifika Advisory Group Members. Low on Women, and tradies, need
more geographical background. Barrier of employers not supporting the time commitment.
Group members approved, apart from Mark - discussion held regarding his background. Graham to
do further investigation and report back to Board. (Decision Register #33), (Action Register #96).
3.
Women’s Advisory Group
Group members approved. (Decision Register #26).
Meeting held – two hours of intense discussion. Discussed examples of initiatives raised. Have great
nuggets that will form initiatives for our project. In process of selecting the chair. Minutes sent to
Board – let Bharti know if you have any concerns about the direction. (Action Register #97).
4.
General
Our channels are targeting professionals – we want grassroots level. Marketing person to work on
this. (Action Register #88)
Advisory Group Meetings held online.
4. Project Descriptions
1.
Discussion held. Descriptions accepted, with following changes - Diversity – swap second sentence to
be first sentence. Sustainability – change to Kaupapa Maori.
2.
To be reviewed annually.
ConCOVE Board Action Register
Item
Person
Due Date
Status (In progress
Responsible
or Closed)
23 Investigate if the MIT Marae could ‘gift’ ConCOVE a name Bharti
14-Apr-21
In progress
Update – In progress, Wiremu is translating our proverb,
and will use this to choose a name
51 Design a visual representing the ConCOVE ‘eco-system’
Bharti / Graham / 19-Mar-21
In progress
and include this on the ConCOVE website
Vanessa
Update – First draft has received feedback, Graham /
Bharti / Vanessa to work on it
57 Logo – can we add under Construction and Infrastructure Bharti
30-Apr-21
In progress
‘Vocational Excellence’? If we are gifted a Māori name,
that can be incorporated as well. Wait until marketing
specialist starts to act on this.
Update – Waiting on the Maori name, and then will
update the logo.
76 Offer roles for Project Leads.
Bharti
30-Apr-21
In progress
Update – Tony has started, Mani starts shortly. Third
offer going out, still doing interviews.
77 Contract offers for Researchers.
Bharti
12-May-21
In progress
Update – Two offers verbally accepted, another interview
today.
84 If Board has any contacts for training initiatives /
Board / Project
12-May-21
In progress
information sharing let us know.
Leads
Update - no one responded. Project Leads to get in touch.
85 Tighten up our scope
Board / Bharti
31-May-21
In progress
87 Create a database of contacts and engagement - to be
Vanessa / Board 17-May-21
Closed
updated weekly by Project Leaders, GM, Board
Members
88 Marketing person to work on grassroots level engagement Dom
21-Jun-21
In progress
90 Adjust Diversity Project scope after meeting with Diversity Bharti
31-May-21
In progress
Worx
91 ConCOVE staff bio’s, and updated organisation chart to be Vanessa
4-Jun-21
In progress
sent to Board.
92 Comms strategy that Board agrees to and uses –
Dom
4-Jun-21
In progress
PowerPoint presentation with desciptions
Need a comms strategy that Board agrees to and uses –
PowerPoint presentation that can be presented by the
Board when meeting people – regularly updated. Will be
finished and sent out once descriptions and our story,
who we are, FAQ’s, engagement chart are sorted.
93 Calendar invites to Board for regional events
Vanessa
31-May-21
In progress
93 Board to get people interested in events, nominate
Board
11-Jun-21
In progress
speakers from your contacts, or yourself.
94 Board to get people interested in events, nominate
Board
1-Jun-21
In progress
speakers from your contacts, or yourself.
95 Move Auckland event date (from Monday 7th June –
Vanessa
17-May-21
Closed
Queens Birthday) – to Friday 11th June, and Wellington
event to avoid school holidays.
96 Pasifika Group - Mark – Graham to do further
Graham
20-May-21
In progress
investigation, and report back to Board.
97 Women's Advisory Group Minutes - let Bharti know if you Board
21-May-21
In progress
have any concerns about the direction.
98 Board to let Bharti know if they hear of any similar
Board
31-May-21
In progress
projects happening
99 Vanessa to send Board Tony’s contact details, and the
Vanessa
17-May-21
Closed
Board’s contact details to Tony.
100 Vanessa to let Board know dates of Bharti’s travel. Board Vanessa
21-May-21
In progress
to send connections for Bharti to meet face to face on her
travels.
101 Vanessa to create schedule of all events, timings, locations Vanessa
21-May-21
In progress
and send to Board
102 Board Members to delete Board Meeting invites from
Board
21-May-21
In progress
Bharti, and just keep Vanessa’s invites
ConCOVE Board Decision Register
25 Charter document approved and passed
9-Apr-21
Board group email
26 Women's Advisory Group - 12 members selected, group formed
16-Apr-21
Board group email
27 ConCOVE Member accepted - Paul Merson
16-Apr-21
Board group email
28 ConCOVE Member accepted - Doug Leef
29-Apr-21
Board group email
29 ConCOVE Members accepted - Andrew Cowan, Jacqui Neilson, Bruce
5-May-21
Board group email
Whittaker, Mike Grumbal
30 Maori Advisory Group - 10 members selected, group formed
5-May-21
Board group email
31 Proverb agreed on - "The role of the skil ed (pūkenga) wayfinder is to know the 5-May-21
Board group email
start, envision the destination and chart the journey."
32 ConCOVE Members accepted - Simon Carrol , Harp Davenport, Isaac Liava'a,
12-May-21 Board meeting
Kieren, Matthew Fiso, Sadegh Aliakbarlou, Teresa Poli
33 Pasifika Advisory Group - 7 members approved, yet to make a decision
12-May-21 Board meeting
regarding Mark.
Name of CoVE:
ConCOVE
Name of Lea
M d
IT TEO:
Report:
ConCOVE Risk Register
Date:
12.5.21
Description of
Risk Management
Potential cause(s) of
Level of Risk
risk
Level of Risk
Approach
the risk
Consequences Likelihood
Level of Risk
(post Risk
Person
Risk
No. ["Risk of …
Risk Type
acceptable to
[What is being done
Timeframe
[What could cause the (Currently)
(Currently)
(Currently)
Management
Responsible
Status
resulting in ……
Board
to manage the
risk to occur?]
action)
"]
risk?]
Reduce -
Acknowledge
Risk of Board
The wording of the
there could be
Member
initial Board Member
this perception
appointments
application
and address this
General
being seen as
notification, outlining
in the stakeholder
Manager,
biased,
the Board's diversity
3
Reputational
Moderate
Possible
Low
Low
comms by
Medium
31-Dec-21 Co-Chairs,
Open
resulting in a
requirements
promoting Board
Board
poor initial
Appointment of
Members' skills
Members
perception of
Board members with
and backgrounds.
the organisation
'light' industry/skills
Nat engagement:
by stakeholders
background
ensure 'story' is
straight
Risk of
inadequate
Project Lead
resource to
Operational
Delay in recruitment
General
6
Moderate
Possible
Medium
Medium
Medium
28-Feb-21
Open
undertake
Capability
process
Manager
required work
in March/April
2021
Reduce - a) Task
Risk of
Board Members to
stakeholders
engage with
not being
stakeholders, b)
engaged,
Poor awareness of
Board Co-
implement the
resulting in
ConCOVE in
chairs,
Stkhldr
poor
construction and
Board
8
Reputational
Major
Likely
Low
High
Engmt/Comms
Medium
Open
Open
participation in
education sectors
Members,
Plan. Need
ConCOVE
Low interest in
General
descriptions of
projects and
ConCOVE's mandate
Manager
projects, FAQ's,
poor support of
talking points,
ConCOVE in
how we fit in with
general
WDC etc urgently
Accept - remote
working, central
database.
Risk of another
Everyone working
COVID-19
really well
lockdown,
transitioning in
resulting in
and out of office,
difficulties for
General
working from
the General
Operational
Community
Almost
Manager
9
Minor
Low
High
home. Board
Low
Ongoing
Open
Managerate and Capability
transmission
Certain
Board Co-
Meetings online.
Board to work
Chairs
We haven’t been
together in-
doing national
person, and
consultations to
with the
date – this will
stakeholders.
test the way we
work, and this
risk.
Reduce - Board,
General
Managerate, PM's
and Advisory
Groups being
provided very
clear verbal and
written
information on the
scope of
ConCOVE's
Risk that scope
mandate and
of ConCOVE's
each of the
mandate
projects
Co-Chairs,
creeps,
Operational
General
resulting in un-
Major
Likely
Medium
High
Schedule updates
Low
Ongoing
Open
Capability
with these groups
Manager,
focussed work
to remind them of
MIT Host
and
the original scope
compromised
to.
outcomes
minimise/correct
Board not being clear
deviation. Plan
on scope
forward to do a
General Managerate
six monthly scope
not being clear on
check.
scope
Service vs project
Project Managers not
lead – mitigate
being clear on scope
with being
Advisory Groups not
transparent with
16
being clear on scope
Board.
Reduce - Ensure
Risk that
Comms activity
ConCOVE is
reinforces the
seen as being
organisation's
'academic'
Industry having a
mandate and
rather than
pre-conceived idea
Reputational
Major
Possible
Low
Medium
emphasises Board
Low
1-Jan-23 General Manager
Open
'industry'
that this will be an
and staff industry
focussed,
academic exercise
credentials/
making industry
experience
engagement
Our point of
more difficult
difference is our
projects are
17
industry lead.
Reduce - Ensure
Comms activity
Risk that
reinforces the
ConCOVE is
organisation's
perceived as
nationwide
being Auckland
mandate and
or Wellington-
ConCOVE's office
schedule industry
centric,
Reputational
being physically
Minor
Possible
Low
Medium
activity across the
Low
1-Jan-23 General Manager
Open
resulting in
based in Auckland
country. Project
difficulty
ConCOVE General
leads being
securing
Managerate staff
advertised across
nationwide
being Auckland-
New Zealand.
industry
based
Bharti and Project
engagement
Alternate Board
Leads moving into
meetings based in
South Island with
18
Auckland
engagement.
Risk of not
being able to
clearly identify
potential
Learners,
Operational
No existing database avail
M a
o b
d le
erate
Possible
Low
Medium
Low
1-Jul-21 General Manager
Open
making it
Capability
difficult to
Reduce - seek
include them in
active input from
our Stakeholder
industry, schools,
engagement
19
MBIE, MSD
Reduce - Work
with MIT's data
security policy
and protocols
Deliver strong
Risk of data
training for all
security being
ConCOVE staff
compromised
Poor security
who will be
and information
protocols in place
Reputational
Major
Possible
Low
Low
working with
Low
Ongoing General Manager
Open
given on the
Poor training of staff
data. Privacy
condition of
working with data
laws updated,
anonymity is
need a policy /
released
systems /
protocols in place
(items from MIT
automatically).
20
Add password to
Reduce - Ensure
Comms activity
reinforces the
Board Co-
organisation's
ConCOVE's office
Chairs,
mandate and
Board
Reputational
being physically
Minor
Possible
Low
Medium
independence.
Low
1-Jan-23
Open
based on an MIT
Members,
MIT hosting us is
Risk of
campus; Bid led by
General
an opportunity -
ConCOVE being
MIT, MIT email
Manager
risk still exists
seen as MIT-
addresses, MIT
until ConCOVE is
21 ce
Ri n
s tr
k itchat
systems & resources
more visible.
ConCOVE
Reduce - Strong
doesn't deliver
Project milestones
project
General
the outcomes
Reputational
are missed
Moderate
Possible
Low
Medium
Low
Ongoing
Open
management and
Manager
by the dates
Stakeholder comms
strong SE comms
22 that it said it
are not kept current
Reduce - Strong
environmental
scan at the start
of each project
Strong SE with
Not doing a full
other players
General
'environmental scan'
Minor
Possible
Low
High
Low
Ongoing
Open
around possible
Manager
prior to commencing
co-design.
project
Diversity Worx
Risk of
Not engaging with
project an issue.
replicating the Operational
other players in
Meeting planned
23 work of others
Capability
collaborative manner
to discuss.
Risk that
Reduce - plan and
ConCOVE
deliver regular
Poor SE comms
Members don't
comms to
Reputational
leading to low
Moderate
Possible
Low
Medium
Low
Ongoing
General Manager
Open
feel they get
Members and
engagement
'value' out of
provide opps for
24 belonging
input
Poor understanding
Reduce - Board to
Risk that the
and/or poor
review Charter
Advisory
communication of
Operational
doc. Discussion
General
25 Groups are
the roles of the
Moderate
Possible
Low
Medium
Low
1-Jun-21
Open
Capability
booked in agenda
Manager
unclear on their
groups by the
for March Board
mandate
General Manager or
meeting
Board
Risk that we
Readvertising the
may not be
Lack of female
positions online to
General
Reputational
Moderate
Possible
Low
Medium
Low
1-Jun-21
Open
seen as diverse
applicants
interview more
Manager
27 with all male
candidates
