Generated on: 2024-09-19 14:55:54
CONFIRMED MINUTES
REA BOARD MEETING 21 AUGUST 2024
At the
REA Board Meeting - September 2024 on
19 Sept 2024 these minutes were
confirmed with the following changes:
One minor amendment was requested to 1.5.
Name:
Real Estate Authority
Date:
Wednesday, 21 August 2024
Time:
9:00 am to 2:45 pm (NZST)
Location:
REA Office , REA Office (Teams option)
Board Members: Denese Bates KC (Chair), Brooke Loader, Latham Lockwood, Liz Nidd, Mele
Wendt, Tony Stack, Vern Walsh, Shirley McLeod
Attendees:
Belinda Moffat, Victor Eng, Andrew Bulled, Josh Doherty, Marie Snell, Katie
Solomon, Saara Fourie, Michael Morrison
Guests/Notes:
1.
Opening Meeting
1.1
Board in Committee
Issues for discussion with the Chief Executive were agreed.
1.2
Board and CE alone time
Papers and issues identified by Board were discussed with the Chief Executive. Actions were
agreed.
5) P & C Committee to seek Board member views on CE performance - see detail
below
People and Capability Committee to seek Board member views on CE
performance ahead of next review, and before finalising the 2023/24 CE Review
outcome.
Due Date:
31 Aug 2024
Owner:
23) Strategy Session Content
Include consideration of Māori and Pacific Peoples homeownership rates, and
wider housing strategy (and REA’s role within this context) in the end of year
Strategy Session.
Due Date:
3 Dec 2024
Owner:
Belinda Moffat
Powered by
BoardPro
1
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
1.3
Karakia
The Senior Leadership Team (SLT) joined at 10.15am and the meeting was opened with a
Karakia.
was welcomed to the meeting (in capacity as acting General Counsel)
with introductions.
1.4
Confirmation of Agenda
The agenda was adjusted, noting
is unwell and the Board Governance session
was deferred to September. There were no additional agenda items.
It was noted that
will be departing the meeting early to fly to Christchurch to
prepare for Conversations with REA.
7) Reschedule Governance Assessment review to September Board meeting
Reschedule Governance Assessment review to September Board meeting
Due Date:
19 Sept 2024
Owner:
Belinda Moffat
1.5
Interests Register
declared that one of the CAC members recommended for appointment worked
for
, whom also employ
.
does not know the candidate
personally but the
affiliation was noted. The Board discussed the potential
conflict and agreed that
be recused from the meeting when the candidate’s
appointment to the CAC panel is considered.
1.6
Confirm Minutes
REA Board Meeting - 19 June 2024 19 Jun 2024, the minutes were confirmed as presented.
Minutes and resolution were approved.
2.
Actions from Previous Meetings
2.1
Action Item List
Due Date
Action Title
Owner
19 Jun 2024
Status: Completed on 15 Aug 2024
19 Jun 2024
2) Seek advice on GST on Board fees.
Belinda Moffat
Status: Completed on 15 Jul 2024
20 Jun 2024
3) Insurance declarations from the Board and SLT
Status: Completed on 15 Aug 2024
30 Jun 2024
1) Submit signed BDO proposal back to the auditors.
Status: Completed on 22 Aug 2024
21 Aug 2024
6) Review of handling of
Belinda Moffat
Status: Completed on 15 Aug 2024
21 Aug 2024
2) Code of Conduct
Belinda Moffat
Status: In Progress
21 Aug 2024
8) Develop principles-based guidance on the use of AI in real estate. Belinda Moffat
Status: Completed on 15 Aug 2024
Powered by
BoardPro
2
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
Due Date
Action Title
Owner
21 Aug 2024
9) 2024/25 Tactical Plan for Communications and Engagement
Strategy
Status: Completed on 15 Aug 2024
21 Aug 2024
11) Look into Easy Read and MSD’s service for translating more
accessible resources.
Status: Completed on 15 Aug 2024
21 Aug 2024
12) CE to work with the Board Chair and
on the
Belinda Moffat
Board Governance Programme.
Status: Completed on 15 Aug 2024
21 Aug 2024
14) CE and Chair to write to the Minister on Board appointments and Belinda Moffat
succession.
Status: Completed on 15 Aug 2024
21 Aug 2024
15) Disclosure CPD topic
Status: Completed on 15 Aug 2024
21 Aug 2024
16) Sale & Purchase Agreement CPD Topic
Status: Completed on 15 Aug 2024
21 Aug 2024
17) Add reasons for topic to each scope (noting that it was missing
from some of the topics)
Status: Completed on 15 Aug 2024
21 Aug 2024
18) Move RST report (including CIP reporting) and SEP agenda
Belinda Moffat
items higher on future Board agendas
Status: Completed on 15 Aug 2024
21 Aug 2024
3) Report back to the Board in August with focus areas and proposed
actions from HYS Survey results
Status: Completed on 11 Sept 2024
30 Sept 2024
11) Māori Engagement Framework - Board Marae Visit
Belinda Moffat
Status: In Progress
31 Oct 2024
17) Engagement with Māori Housing entity -
Belinda Moffat
Status: In Progress
31 Oct 2024
18) Translate the Complaints Guide to Samoan.
Status: Completed on 17 Sept 2024
3 Dec 2024
22) Consider inviting a housing specialist
to
Belinda Moffat
speak to the Board.
Status: Not Started
4 Dec 2024
24) Review of Offshore Regulatory Settings
Status: On Hold
The actions were taken as read and the Board had no comments or questions relating to the
actions.
3.
Chief Executive's Report
3.1
CE Report
The report was taken as read and the following matters were discussed:
· The CE provided a verbal update on a complaint
and steps being
taken by REA to address the complaint, including the management of ongoing frequent
email correspondence from the complainant.
· The Board did not have any questions or concerns relating to health and safety matters
raised in the CE report.
· The review of the complaints management/investigation process with respect to
was noted. The Board endorsed the recommendations from
for
improvements to REA’s complaints handling system.
Powered by
BoardPro
3
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
· The Board endorsed the current internal complaints process where the CE notifies the
Board Chair and the Board about internal complaints.
· The Board noted a pending change to the IAG terms of reference to reflect that REA will
stand down any participants that are the subject of an active complaint.
· The Board noted the Government Workforce Policy Statement and that REA current
approach and policy is consistent with it.
· The Board noted a positive reduction in staff EAP usage from last month.
· The Board noted the reduction in staff turnover which is positive for REA and also a
reflection of the changing job market.
Recommendations
It was recommended that the Board:
•
Note the contents of this report.
•
Discuss the health and safety update and provide feedback on any issues arising
•
Discuss and endorse the recommendations from
•
Discuss and provide feedback on any other matters raised in this report where indicated.
Outcome: Noted, discussed and recommendations from
were endorsed.
12) Implement the recommendations made in
complaints management advice.
Implement the recommendations made in
complaints management advice.
Due Date:
24 Oct 2024
Owner:
Belinda Moffat
13) Protected Disclosures Policy to be reviewed following the recommendations
from
Protected Disclosures Policy to be reviewed to see if any changes are required
following the recommendations from
Due Date:
24 Oct 2024
Owner:
14) Engage
to conduct protected disclosures training with the
Board in October
Engage
to conduct protected disclosures training with the
Board in October.
Due Date:
24 Oct 2024
Owner:
8) Updated IAG Terms of Reference to be circulated to the Board for review and
approval
Updated IAG Terms of Reference to be circulated to the Board for review and
approval out of cycle or at next meeting.
Due Date:
19 Sept 2024
Owner:
Powered by
BoardPro
4
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
3.2
Changes to Strategic Environment
• The Board discussed REA’s role in supporting a significant sector in New Zealand’s
economy and whether we need to do more as guardians of the sector.
• The Board agreed that work underway to engage with key partners working within the
sector, such as banks and mortgage brokers, was a positive move and continuous
monitoring of sector data and insights is also of great importance to guide our direction.
• The Board supported the suggestion for an economic analysis of the financial value of the
sector that REA oversees, assessing volume and value of sales and impact on economy.
• The Board commended the CE for her engaging speech at the Property Brokers
Women in
Leadership Conference which was very well received.
3.3
Committee Updates from 23 July
Verbal updates were provided on the 23 July 2024 Audit & Risk Committee and People &
Capability Committee meetings by the Committee Chairs. Updates included:
• P&C focus areas: Staff wellbeing, turnover reduction, Leadership Development Programme
delivery for T3/4 leaders, gender pay gap, Speak Up paper, Have Your Say Survey results,
and the CE’s annual review.
• ARC focus areas: quarterly risk report, review of several policies that are now presented to
the Board for approval, and the first review of the 2023/24 Annual Report.
3.4
Break
Break for morning tea at 10.55am
4.
Board Papers for Approval or Discussion
4.1
Accountability Documents: 2023/24 Annual Report Update
This paper was taken as read and the Board was invited to provide comments or questions on
paper. The following aspects were discussed:
Annual Report
• The CE highlighted that this is an early draft and further work is required on some aspects,
including more detail about the judicial review, demonstrating fiscal prudence and savings,
and the significant input into the preparations for the Regulation of Property Management
which did not progress. The next review will also ensure that REA’s strategic impact is
clearly articulated
• Financials have been updated by $1,000.
• Initial audit feedback included the recommendation that judicial review costs be reported
above the line to ensure transparency.
The Board provided the following feedback:
• The Board recommended organising, condensing and refining the listed activities, with
more of a strategic lens demonstrating how REA has performed against our strategic
priorities and how REA’s activities made a difference to strategic outcomes.
Powered by
BoardPro
5
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
• The CE noted the annual report length has been reduced from last year but agreed there is
room for further refinement in the next iteration.
• Complaints resolution timeliness is one of REA’s key ongoing focus areas, and the ongoing
work to improve the disciplinary process could be better articulated in the narrative.
• The Annual Report should also signal future areas of focus including SEP, ongoing
improvements on complaints timeliness and fiscal sustainability.
Next steps:
• The updated draft will be circulated to the Board out of cycle before it goes to MoJ by 30
August.
• The next draft is to be presented to the Board in September in clean form. A marked-up
version will be saved in the supplemental papers folder on BoardPro containing the
changes.
• The Board will then see the final design version at the October Board meeting before
submission to the Minister.
BDO Engagement Letter
• The Board approved the Board Chair to sign the engagement letter.
ComplyWith Results
• The Board noted the areas of partial compliance and the actions of management to
address these.
Emissions Audit
• Initial findings of the audit were noted.
Recommendations
It was recommended that the Board:
a. Note the
annual report 2023/24 update and timetable
b. Recommend that the BDO engagement letter be approved and signed by the Board
Chair
c. Provide feedback on the first draft Annual Report in response to the questions raised
at paragraph 6
d. Note the ComplyWith survey results and
confirm that the Board is satisfied that the
actions of management to address the partial non-compliance matters are appropriate
e. Note the emissions audit outcome and
provide any feedback on the results.
Outcome: All recommendations were
noted, feedback was provided where requested, and the
audit engagement letter was approved to be signed by the Board Chair.
6) Circulate the updated draft annual report to the Board prior to submission to
MoJ on 30 August.
Circulate the updated draft annual report to the Board prior to submission to
MoJ on 30 August.
Due Date:
30 Aug 2024
Powered by
BoardPro
6
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
Owner:
Belinda Moffat
4) Board Chair to sign the Audit Engagement Letter and submit to BDO
Board Chair to sign the Audit Engagement Letter and submit to BDO.
Due Date:
22 Aug 2024
Owner:
4.2
Annual Research Results
This paper was taken as read and
joined the meeting for this paper. Management
highlighted the following:
• The results are overall very positive and show strong performance by REA and the sector
despite a very challenging market.
• The high levels of confidence from buyers and sellers is noted.
• The results reinforce that the REA’s strategic priorities on lifting awareness to support
consumer confidence are sound.
• The publication and communications plan in paragraph 27-28 shows the steps intended to
be taken this year.
• The Board was asked to consider the results and provide guidance on the points raised in
paragraph 29.
The Board discussed the following:
• The Board noted the results are overall very strong.
• Settled and REA websites continue to perform well in providing information to consumers
and licensees.
• The Board highlighted the strategic decisions that need to be made in terms of focusing
resources where they are needed (e.g. focus on complaints and achieving regulatory
efficiency vs. putting resources into raising consumer awareness and stakeholder
engagement).
• Improving perceptions of the complaints process should remain a focus (CIP). There is still
work to be done in this space.
• Complaints survey results: Do people know what a good complaints system looks like e.g.
if they come out of a complaint process and the findings were not in their favour, would this
impact results? Consider explaining more about what an “independent, transparent and
fair” process looks like in future surveys.
• The importance of communication was also highlighted throughout the complaints process.
• Diverse communities: more can be done with reaching these communities. Home
ownership is down among these communities, we want to ensure that the real estate
sector and process is not a barrier, so raising awareness and providing effective consumer
information should continue to be a focus for REA.
• Stakeholder engagement: the Board supported a proposed focus on Banks, lawyers and
mortgage brokers as key players in supporting consumer knowledge, awareness and
understanding, and distributing REA consumer information.
• Social media use to reach consumers: feedback from the REINZ Ambassadors regarding
raising awareness, particularly with younger consumers, is targeting via social media
channels (e.g. videos and TikTok). REA has an active Facebook account and is trialling an
Instagram account.
• Survey design: survey content will be reviewed, including adding more about fairness and
transparency.
Powered by
BoardPro
7
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
• Licensee focus: explaining why the guides are important.
• Challenge for REA is to balance what can be done to advance consumer knowledge and
awareness, whilst also focusing on important regulatory services.
• Noted that if awareness raising is effective, that may lead to more complaints so our
system needs to be working effectively to manage increased volumes.
• Publication recommendations in paragraphs 27 and 28 were supported.
• Licensees should be encouraged to distribute guides earlier, and explain the guide when it
is given.
Recommendations
It was recommended that the Board:
a. Note the 2024 annual research results
b. Discuss the results and provide guidance to REA on the questions posed in paragraph
29.
c. Identify any aspects on which the Board seeks more information or analysis to assist in
understanding the results
d. Discuss and provide feedback on the publication proposal outlined in paragraph 27
and 28.
Outcome: The Board noted, discussed the results and provided feedback/ guidance where
specified.
21) Annual Research Results: Improvements to the Complaints Survey
Improve the complaints survey, explaining what a fair, transparent and
independent complaints system looks like.
Due Date:
20 Nov 2024
Owner:
26) Progress engagement with Lawyers, Banks and Mortgage Advisors to raise
awareness of REA
Progress engagement with Lawyers, Banks and Mortgage Advisors to raise
awareness of REA resources and REA role.
Due Date:
20 Mar 2025
Owner:
4.3
Regulatory Services, CIP Update and CAC Appointments
This paper was taken as read and management highlighted the following:
• REA is closing more low level cases than ever before with the new CIP process, and
reducing the overall time it takes to close complaints. The quality of decisions is also high
with all Registrar decision reviews dismissed so far this year.
• Complaint volumes have increased significantly with 112 in the last 3 months and this is
now the key challenge. Proposed actions to manage this unexpected volume increase is
highlighted in paragraph 19 for feedback from the Board.
The Board discussed the following matters:
Powered by
BoardPro
8
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
• Timeliness of REA communicating with a licensee that a complaint has been laid against
them. The desired process is to communicate with the licensee as soon as possible (ideally
within 5 days of acceptance of the complaint) and this is where REA is aiming to get to. In
an instance where this took longer (example given), further information had been sought
from the complainant prior to the complaint being accepted.
• A licensee is advised of a complaint against them once it is accepted by REA, or
sometimes sooner if they have been copied into the complaint by the complainant or their
lawyer.
• Where a licensee has been copied into a complaint allegation, an additional step should be
built in to communicate with the licensee acknowledging the complaint and advise the
complaint has not yet been accepted and will be assessed.
• Licensees would prefer being given a timeframe rather than waiting in limbo. Most are
happy to wait if they have indicative timing.
• Increased resources: the Board supported recruitment of two further facilitators and a
further lawyer.
• Reputational risk is high and if management feels that additional resourcing is needed to
manage complaint volumes, the Board agreed they would support this approach.
• How quickly do we need to get the resources and will this cost impact the SPE budget?
The CE has a delegation to approve a higher budget for RST resourcing, making
allowances for these additional resources provided that the overall SPE budget is not
exceeded. If cost of further resources is at risk or exceeding the SPE budget then authority
from the Board will be sought.
• Internal vs external capability: REA seeks to build up the internal legal team and streamline
processes to improve efficiency.
• Supporting CAC decision writing. Options include decision writing support from REA legal
and/or external contractor.
• CAC recruitment and appointing the right kind of people for these roles, with rights skills
and capacity to do the work.
• Sharing efficiencies across CAC committees: CAC Chairs monthly meetings provide
opportunities to share learnings across committees.
• REA provides decision-writing training, templates and guides. The challenge is getting
CACs to utilise these and work efficiently.
• The Board supported the recommended actions in response to the higher complaint
volumes.
• Management revisit the request to MoJ to increase the number of CAC panel members
from up to 20 (as specified in the Act) to 25/30 to allow REA to stand up an additional CAC
panel. The CE advised that this has been raised with MoJ previously and would require an
update to the Act, along with a public consultation process. It will be raised again.
• Investigation process: noted that new DTI process has improved the investigation focus,
further improvements to be implemented.
CAC Appointment Recommendations
The Board considered
declaration of interest relating to one of the
recommended CAC panel appointees and excused him from the decision-making process for that
candidate.
left the room for the decision of the one appointee where a perceived
conflict of interest was identified.
Powered by
BoardPro
9
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
• The Head of Regulatory Services presented the candidates for consideration and noted
there were strong candidates this intake, with one ex-CAC Chair and an ex-REA staff
member in the shortlist.
The Board discussed the following matters:
• The Board was asked to consider a possible perceived conflict of interest regarding the
candidate that used to work for REA. Acting General Counsel advised that no real conflict
of interest exists relating to her appointment, noting a significant period of time has passed
since her employment at REA, there was no pecuniary gain to any of management or
decision-makers. It was noted that her knowledge and understanding would be of great
value to a CAC panel. The Board agreed there was no conflict of interest preventing
appointment of that candidate.
• Stand-down period for former CAC panel members: there is nothing in the Act preventing
reappointment or specifying a timeframe before they can be appointed again. REA is
operating on the basis of previous legal advice that 2.5 years is a reasonable period before
reappointment.
• The Board queried whether there are any additional candidates in reserve, should any
recommended appointees not pass their background checks or accept appointment. Seven
were shortlisted with five recommended, so there are a further two candidates that could
be considered.
• The Board approved the appointment of all five candidates, subject to the appropriate
reference checks being completed to the satisfaction of the Head of Regulatory Services.
Recommendations
It was recommended that the Board:
a.
Note the contents of this paper and provide feedback on any matters raised.
b.
Note the high complaint volumes and proposed actions to be taken in response.
c.
Approve the candidates identified in this paper for appointment to the CAC panel, subject
to the completion of reference checks to the satisfaction of the Head of Regulatory
Services.
Outcome: Noted and approved.
Lunch break at 12.55pm
9) CE to raise a proposed increase in the number of CAC appointments with MoJ
again
CE to raise a proposed increase in the number of CAC appointments with MoJ
again (noting this would require a change to the Act).
Due Date:
19 Sept 2024
Owner:
4.4
Systems Enhancement Project (SEP) Update
The paper was taken as read and the Programme Manager highlighted the following points:
•
Powered by
BoardPro
10
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
The Board did not have any questions or comments.
Recommendations
It was recommended that the Board:
a.
Note the progress update of the Systems Enhancement Project.
Outcome: Noted
4.5
Board Governance Assessment
This was deferred to the September meeting due to the facilitator being unwell.
4.6
Regulatory Tools and Responses Framework
The paper was taken as read and the Board discussed the following:
• The intention of the Regulatory Tools and Responses Framework is to provide
transparency and promote trust and accountability to licensees and the sector about REA’s
regulatory approach, and to raise awareness about the regulatory tools we have available
to give effect to our regulatory functions.
• It is intended to lift trust, confidence and understanding about our regulatory operations. It
is also designed to support consistency with our approach.
• The Board was asked to provide feedback on the Regulatory Tools and Responses
Framework and proposed next steps.
The Board discussed the following:
• Whether this should be a policy document rather than a framework. The CE advised that is
not a policy as it reflects the statutory and other regulatory tools we can use, and is not
intended to bind us to a particular course of action. It is more of an informative “menu” of
powers and responses that REA has available.
• Improve the description of the purpose of the document in the introduction and consider a
one page summary of the tools and responses.
• The next steps in paragraph 8 were supported.
Recommendations
It was recommended that the Board:
a. Note, discuss and provide feedback on the draft Regulatory Tools and Responses
Framework
b. Approve the proposed next steps for the Regulatory Tools and Responses Framework.
Outcome: Noted and next steps were approved.
Powered by
BoardPro
11
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
15) Regulatory Tools and Responses Framework
Bring back a marked-up version of the Regulatory Tools and Responses
Framework for final approval, following internal consultation and external legal
peer review.
Due Date:
24 Oct 2024
Owner:
4.7
Policies Update
The paper was taken as read and the Head of Corporate Services highlighted the proposed
increase to his financial delegation in the Delegated Authority Policy. The Board supported this
change.
The Board discussed the following:
Fraud & Corruption Policy
· Changes approved.
Litigation Reserve Policy
· Changes approved.
Delegated Authority Policy
· Changes approved, including the increased financial delegation for the Head of Corporate
Services.
Prosecution & Charging Policy
· Approved without changes.
Litigation Management Policy
· Approved without changes.
Enforcement of Monetary Orders Policy
· Approved without changes.
Mobile Devices Policy
· Changes approved.
ICT Acceptable Use Policy
· The Board noted the importance of alignment with the NZ Information Security Manual,
for example alignment with security requirements around password length - 10 characters
with digits, capitals and lower case letters, or 16 characters with no specifications.
Diversity & Inclusion Policy
· Changes approved.
Powered by
BoardPro
12
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
People & Capability Committee Terms of Reference
· The Board noted that the People & Capability Committee can make recommendations in
relation to the Chief Executive’s annual performance review but require Board
endorsement of the review outcome.
· The People & Capability Committee will share their recommendations to the Board for
approval in Board alone time at the conclusion of this meeting.
· Terms of Reference approved.
Recommendations
It was recommended that the Board:
a. Approve the updated Fraud & Corruption Policy
b. Approve the updated Litigation Reserve Policy
c. Approve the updated Delegated Authorities Policy
d. Note the review of the Prosecution & Charging Policy, Litigation Management Policy,
and Enforcement of Monetary Orders Policy and
approve these policies without
changes
e. Approve the updated Mobile Device Policy
f. Approve the updated ICT Acceptable Use Policy
g. Approve the updated Diversity & Inclusion Policy
h. Approve the People & Capability Committee Terms of Reference without changes.
Outcome: All approved, subject to the ICT Acceptable Use Policy being checked for compliance
with the NZ Information Security Manual.
19) Review NZ Information Security Manual to ensure ICT Acceptable Use Policy
compliance
Review NZ Information Security Manual to ensure ICT Acceptable Use Policy
compliance before finalising.
Due Date:
31 Oct 2024
Owner:
4.8
Legal Update Paper
The paper was taken as read and the Acting General Counsel noted that the legal team is highly
focused on keeping the CAC cases moving, and that Tribunal cases and appeals outcomes had
been positive. Board comments or questions, and feedback on the draft AI guidance was invited.
The Board discussed the following:
· The information contained in the AI guidance document was supported.
· The Board felt it should be provided in a more graphical way with real life examples when
circulated to the sector, so that it would be more widely read. The Board suggested that a
one-page summary, that posed the questions that licensees should consider, might be
useful.
· Emphasis needs to be placed on checking the content that the AI tool has produced before
publishing.
Powered by
BoardPro
13
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
· The guidance should include ensuring that agents and supervisors are informed about the
AI tools being used by salespeople.
· The proposed next steps were supported.
Recommendations
It was recommended that the Board:
a.
Note that this paper is confidential and subject to legal professional privilege.
b.
Note the contents of this paper and provide feedback on any matters raised.
Outcome: Noted, feedback was provided and next steps were supported.
20) AI Guidance Summary Document
Consider presentation of AI guidance to make it more user-friendly
(e.g. producing a 1-page summary document)
Due Date:
31 Oct 2024
Owner:
4.9
Break
5.
Board Papers for noting
5.1
PMO Report
The paper was taken as read and Marie Snell, Programme Manager, invited comments or
questions from the Board.
• The PMO schedule has been reproduced based on previous Board feedback. The
schedule is now more concise.
The Board discussed the following:
• CIP resourcing actions raised in the RST paper (paragraph 19) could be project managed
as it is going to have cost and resourcing implications.
• Draft Style Guide: Marie confirmed this was mostly developed internally, with the exception
of some input from our external proofreader who shared her style guide tips. The Board
requested to see the Style Guide once complete.
• Māori Engagement Strategy and plan: the board requested an update on progress and
areas of focus. The CE confirmed a staff internal cultural capability programme is in train
with
and the CE and Head of EIE are working on further engagement
activities.
• Board member
reiterated her willingness to support ongoing progress on
this strategy.
Recommendations
It was recommended that the Board:
a.
Note the contents of this paper and the attached PMO report.
Powered by
BoardPro
14
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
Outcome: Noted
25) Add CIP improvements to the PMO Schedule.
Add CIP improvements to the PMO Schedule.
Due Date:
4 Dec 2024
Owner:
16) Add the draft style guide to the supplemental papers folder for the Board’s
optional review.
Add the draft style guide to the supplemental papers folder for the Board’s
optional review.
Due Date:
24 Oct 2024
Owner:
10) Māori Engagement Strategy and plan: add more detail on the next steps
Māori Engagement Strategy and plan: add more detail on the next steps.
Due Date:
19 Sept 2024
Owner:
5.2
Speak Up Safely Programme Paper
The paper was taken as read and
, Head of People of Capability, noted that
Speaking Up is an important part of REA’s risk management framework, in which the Board plays
a key role. A key focus is to increase first responder training, including that of the Board.
Comments or questions from the Board were invited.
The Board discussed the following:
• Staff can raise concerns about REA operations that might not amount to wrongdoing with
their managers, SLT or P+C.
• Management to consider how best to capture these issues so that they are addressed,
and/or responded to if no action is to be taken
Recommendations
It was recommended that the Board:
a.
Note this paper.
b.
Provide feedback on the questions raised in paragraph 9, if any.
c.
Endorse REA’s intended actions to strengthen REA’s speaking up environment.
Outcome: Noted and endorsed.
Powered by
BoardPro
15
Minutes : REA Board Meeting 21 August 2024 - 21 Aug 2024
6.
Other Business
6.1
General Business
· A concern was raised about the increasing delivery of CPD online, and that
online training was not engaging.
· EIE is preparing a CPD provider quality assessment plan and criteria to assess ATPs
which will be rolled out in coming months
· Concern was raised about the lack of licensee understanding about LIMs. CPD
training modules exist on this topic and will be covered in the 2025 Councils topic.
6.2
Closing Karakia
The meeting was closed with a Karakia at 2.35pm.
The meeting concluded with Board alone time to confirm the CE’s performance review outcome.
7.
Close Meeting
7.1
Close the meeting
Next meeting: REA Board Meeting - September 2024 - 19 Sept 2024, 9:00 am
Unuhia, unuhia Draw on, draw on,
Unuhia ki te uru tapu nui Draw on the supreme sacredness
Kia wātea, kia māmā, te ngākau, To clear, to free the heart,
te tinana, te wairua t e ara takatā the body and the spirit of mankind
Koia rā e Rongo, whakairia ake ki runga Rongo, suspended high above us (i.e. in ‘heaven’)
Kia tina! TINA! Hui e! TĀIKI E! Draw together! Affirm!
Signature:____________________
Date:____________________
19 September 2024
_____
Powered by
BoardPro
16
