8. Liaison with other agencies - In carrying out the activities specified in clause 4 of this code each Board shall liaise with business groups, sector groups, government departments and agencies, and ethnic groups in its region.

9. Board minutes - (1) The minutes of each meeting of each Board are to be kept in a book specially reserved for that purpose.

(2) The minutes are to be certified as correct by the Chairperson, or deputy Chairperson, and agreed by the Board as a true and accurate record.

(3) The Chairperson shall forward two copies of the minutes of each meeting of the Board to the Minister before any subsequent meeting of the Board.

10. Charging of fees - Boards shall not charge fees for undertaking any of the activities specified in clause 4(a) to (e) of this code.

11. Approval of expenditure - All expenditure must be approved by the Board.

12. Financial statement - (1) Each Board shall prepare a monthly financial statement.

(2) The statement shall show the Board’s current financial position.

(3) The statement shall be sent to the Minister each month along with the monthly minutes (clause 9 refers).

13. Support for domestic industry in purchasing - Each Board shall follow the Government’s public sector agencies purchasing requirements as notified to it from time to time.

14. Revocation - The Code of Business Development Boards 1992 dated 25 February 1992 and published in the Gazette of 27 February 1992 commencing at page 513 is hereby revoked.

15. Transition - Notwithstanding clause 14 of this code, all applications for grants under the Business Development Programme schemes that are received by a Board before the day on which this code comes into force, or any letters of intent lodged with a Board before the day on which this code comes into force, shall be processed by the Board according to the 25 February 1992 code.

SCHEDULE

Clause 4(e)

BUSINESS DEVELOPMENT PROGRAMME SCHEMES

1. Forms

The forms provided at the end of this schedule are to be used without amendment or variation by each Board in relation to the Board’s administration of the Business Development Programme schemes.

2. Procedures for Receiving Applications

Applications can only be accepted if they are made on the prescribed standard application forms.

Potential applicants should be advised that they have the option of either:

(a) Lodging a letter of intent followed by lodging an application; or
(b) Lodging an application.

An original of the application form is required in each case, but photocopied or faxed supporting documents are acceptable. Applicants can initially fax their application to the Board but must then send in the original application within seven working days of the date of the faxed copy.

All parts of the application form must be completed and the acknowledgement/declaration section must be signed and dated.

3. Letters of Intent

Letters of intent are valid for a period of 90 days from the date the letter is received by the appropriate Business Development Board. Verbal notifications of intent are not acceptable under the schemes. Letters of intent cannot be renewed.

4. Procedures for Considering Applications

On receiving an application and/or letter of intent, each Board must:

(a) Stamp the application and/or letter of intent with the date it is received; and
(b) Enter application details onto a register; and
(c) Allocate a number to it; and
(d) Acknowledge receipt of the application in writing within five working days of receipt.

The register (4b refers) must include the following:

• registration number
• applicant’s name
• note whether an applicant identifies as Maori or under Maori ownership
• tribal affiliations of Maori applicants (if supplied by applicants)
• gender of applicants
• applicant’s address
• applicant’s business phone number and fax number (if applicable)
• name of contact person
• scheme applied under
• amount applied for
• date received
• decision, if approved, amount approved
• decision date
• date of decision letter