GOVERNING DOCUMENT

WestFlow Community Outreach – Governing Document

1.0 Name:
1.1 The official name of this group shall be WestFlow Community Outreach (hereinafter referred to as "WestFlow").
1.2 Westflow will be overseen by Westflow ministry and is a faith driven project, and serves a purpose to uplift humanity as a whole 

2.0 Purpose:
2.1 WestFlow exists to uplift Aotearoa's communities by reclaiming lost and neglected properties and gardens, providing environmental clean-up and beautification services, and engaging in outreach through acts of service, spiritual care, and voluntary support.
2.2 We aim to restore both whenua (land) and wairua (spirit), fostering mana, dignity, and purpose.

3.0 Objectives:
3.1 Conduct regular cleanups of streets, reserves, and neglected public/private land.
3.2 Reclaim and maintain overgrown, forgotten, or disused gardens.
3.3 Provide basic landscaping and property tidying services for the vulnerable.
3.4 Raise funds through sausage sizzles, community koha, and public events.
3.5 Offer spiritual, emotional, and social support to all people.
3.6 Promote environmental stewardship, native planting, and sustainable practices.
3.7 Maintain mobility to reach all corners of the community.

4.0 Beliefs and Values:
4.1 All people are welcome, regardless of religion, culture, or circumstance.
4.2 Our Christian roots guide us, but our service is for humanity as a whole.
4.3 We believe in redemption, dignity, and the power of second chances.
4.4 We uphold values of honesty, humility, inclusivity, and restoration.

5.0 Governance Structure:
5.1 WestFlow is a non-incorporated collective operating under a shared-governance model.
5.2 Major decisions are made in group meetings via consensus or majority vote.
5.3 The following roles may be filled voluntarily:

• Coordinator: Oversees project scheduling

• Treasurer: Maintains all financial records

• Safety Officer: Ensures compliance with safety protocols

• Outreach Lead: Manages communication with public, partners, and press

6.0 Leadership:
6.1 Reverend Fitton serves as the founding minister and project leader.
6.2 Volunteers may be entrusted with leadership duties based on skill, commitment, and community trust.

7.0 Meetings:
7.1 Meetings shall be held monthly or as needed.
7.2 All active members are entitled to speak and vote.
7.3 Quorum shall be considered met if 2 or more active members are present.

8.0 Conduct:
8.1 Volunteers must act respectfully, safely, and lawfully at all times.
8.2 Discrimination, violence, or substance abuse during work are grounds for dismissal.
8.3 Work on private property shall be conducted only with consent.

9.0 Finances and Transparency:
9.1 All income and expenditure shall be logged and reviewed monthly.
9.2 Cash donations (koha) shall be secured and documented.
9.3 Financial summaries shall be available to any donor or participant upon request.

 🌱 What We Use Donations For

WestFlow uses every dollar of support to fund practical and transparent outcomes. Here's where donations go:

🧰 Field Operations

• Fuel, gloves, rubbish bags, and other daily consumables
  
  
  

• Tools for gardening, rubbish removal, storm recovery
  
  
  

• Safety equipment (vests, torches, first aid)
  
  
  

• 🛠 Infrastructure & Identity

• Flyers, signage, printing, and business cards
  
  
  

• Web and branding tools to build community trust
  
  
  

• Uniform items to help us look tidy and approachable
  
  
  

• 🥪 Day-to-Day Costs

• Modest lunches/snacks when doing long physical work
  
  
  

• Helping with costs for those we serve (e.g. garden supplies)
  
  
  

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• 🧍‍♂️ Supporting Our Team (Including John)

• This kaupapa is demanding — physically, mentally, and emotionally. Donations may occasionally be used to keep our founder afloat when things get tight. This is not a wage, but a form of mental health and crisis resilience.

• How This Support Helps:

• Covering a meal, fuel, or medication when needed
  
  
  

• Keeping communication running (e.g. data, phone credit)
  
  
  

• Managing emergency or urgent situations on the ground
  
  
  

• Ensuring burnout doesn’t derail the kaupapa
  
  
  

• We believe it’s okay to support the people doing the work — because without that, there is no WestFlow.

• 🧑‍🤝‍🧑 Team & Volunteer Engagement:

• John Fitton: Founder

• Jackson Shatford-Banks

• Paige hinks-dench

• Tim Bevin: manager/trustee

• linked with volunteer nelson & seek volunteer

• support from EmbroidMe nelson

• Support for Hunter’s Haven Cat Rescue
  
  
  

• 🎯 Recent Milestones:

• Passed DL9 medical (Class 2 licensing on the way)
  
  
  

• Dangerous Goods endorsement in process
  
  
  

• Extensive Victory property cleanup underway
  
  
  

• $50 koha received June 4
  
  
  

• Growing community trust through visibility, consistency & heart

• ✨ Intellectual Property

• Original Songs Written: 29
  Copyright Status: Held by John Fitton
  These works hold long-term potential for monetisation via publishing, licensing, community performances, or digital release.
  This growing catalogue is part of WestFlow's vision for arts, outreach, and sustainable creative income.

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• 9.4 Reimbursement of Ministerial Expenses. Ministers who personally cover approved upfront costs directly related to WestFlow Community Outreach activities — including, but not limited to, supplies, fuel, equipment hire, or venue fees — may be reimbursed upon provision of a receipt or suitable proof of expenditure, provided such reimbursement is within the financial capacity of the organisation at the time of the request.

• 9.5 Living Wage for Essential Leadership   Essential leadership roles that are central to the operation, coordination, and growth of WestFlow Community Outreach — including, but not limited to, ministers, organisers, and project leads — may receive a living wage if and when consistent funding or grants allow. Any such payments must be agreed upon by majority consensus and remain in full transparency to the wider WestFlow community. 

• 9.6 Volunteer Food and Hydration Policy  All volunteers are expected to bring their own filled water bottle and a small packed lunch unless otherwise notified access to further fills will depend on location but we will advise. In cases where funding or donations permit, food and refreshments may be provided. Volunteers will be informed ahead of time when a shared meal or lunch is available.

• 10.0

• WestFlow Community Outreach

• Financial & Community Impact Report

• Period Covered: March 4 – June 4, 2025
  Prepared by: Rev. John Fitton

• 🌎 Community Impact & Service

• Total Person-Hours of Service: 106 Person-Hours

• This represents the combined effort of John and volunteers across various projects, including property cleanups, community outreach, and specific assistance tasks.

• Total Rubbish Bags Collected: 32 Bags

• Clean-ups have been conducted in areas including Waimea College, St Paul’s School, Turners & Growers' old site, Saxton Road roundabout, Nayland Road, Washbourne Gardens, Lower Queen Street, Jubilee Park, and Ngawhatu Reserve, making public spaces tidier and more respected.

• 💼 Financial Overview

• Total Cash Donations Received: $361 NZD
  Breakdown:

• $50 (June 4)                                                                   

• $24 (June 3)

• $73 (May 3)

• $30 (April 16)

• $20 (April 13)

• $39 (April 12)

• $32 (April 8)

• $37 (April 6)

• $56 (April 4)
  
  
  

• Total Expenses Incurred:

• $24 – DL9 Medical (personal needed topup)

• $56 – Lunch/Accommodation (April 4)

• $30 – Trash Grabbers

• $50 – Web Design

• $10 – First ID

• $12 – Corflute Sign

• $88 – Business Cards & T-Shirts

• $6 – Water Bottle

• $650 – Fuel, Lunches, and Consumables (@ $50/week, 13 weeks)

• Total Expenses: $24 + $56 + $30 + $50 + $10 + $12 + $88 + $6 + $650 = $926 NZD

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• Current Balance:

• Total Cash Donations Received are $361 NZD (as noted in our last summary), updated balance is:

• $361 (Total Cash Donations) - $926 (Total Expenses) = -$565 NZD

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• 🧾 Financial Position Explained

• While we are currently operating at a reasonable cash deficit of $565, this reflects the upfront investment in tools, medical licensing, outreach materials, and fuel — all critical for long-term capacity building and operational readiness.

• This deficit is not a sign of failure. Instead, it’s evidence of momentum and sacrifice, with our team actively front loading effort and resources in anticipation of future stability and growth.        #ARCHIVED JULY 4TH 2025 NEW SYSTEM OF FINANCIAL TRACKING IMPLEMENTED # 

• 📌 Financial Tracking Statement – WestFlow Community Outreach

• Effective Date: June 5, 2025

• WestFlow Community Outreach acknowledges that from March 4 to June 4, 2025, financial tracking was informal and lacked consistent receipt-keeping, especially for smaller, daily expenses. While funds were used honestly and transparently for community purposes, documentation was incomplete.

• As of June 5, 2025, we are implementing a fresh, transparent financial tracking system, starting from a balance of + $50 NZD in the WestFlow account. From this date forward:

• Every expense and donation will be recorded in a dedicated log.
  
  
  

• Receipts or written explanations will be kept for all transactions.
  
  
  

• Prior records are retained in an archive folder to provide historical context and evidence of our foundational efforts, even if documentation is partial.
  
  
  

• A written reimbursement policy is in place (Section 9.4), and we will now strictly adhere to it.
  
  
  

• This approach ensures that WestFlow is audit-ready, grant-applicable, and able to demonstrate accountability to supporters and regulatory bodies. Our past shows genuine commitment; our future reflects professional growth.

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  Prepared by:
  Rev. John Fitton
  Founder – WestFlow Community Outreach MEETING1 

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• 🛠 Donated Equipment & Non-Cash Contributions

• Equipment

• Description

• Value (NZD)

• Donor

• LawnMaster City 110cc Lawnmower

• Premium push mower

• $590

• Toni McKee

• 12” Chainsaw

• Compact petrol chainsaw

• $300

• Rachel Jeffares

• Makita 520mm Hedge Trimmer

• Electric trimmer

• $200

• Wendy Rankin

• Manual Garden Edger

• Rotary-style manual edger

• $70

• Wendy Rankin

• Transplanting Tool

• Garden hand tool

• $20

• Wendy Rankin

• 4-in-1 Garden Tool

• Multi-function trimmer/saw

• $389

• Royce Tunnage

• Hi-Vis Vests (3)

• Branded safety wear

• N/A

• EmbroidMe Nelson

• Torches & Headlamps

• Essential safety tools

• N/A

• Royce

• Long Shears

• 45° angle manual clippers

• $40

• Toni McKee

• Leaf Rake

• Standard rake

• $25

• Rachel Jeffares

• Waterproof Jacket

• Durable workwear

• $70

• Anonymous Donor

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• 11.0 Equipment & Tools Needed:
  11.1 Donations may include funds or physical items. Local pickup preferred.
  11.2 Priority Equipment List:SEE "ITEMS WE REQUIRE" SECTION 

• 12.0 Safety and PPE:
  12.1 Volunteers shall wear appropriate PPE depending on task.
  12.2 Safety briefings shall precede every work session.

• 13.0 Vehicles and Expansion Goals:
  13.1 We seek support to acquire:

• A van for transport of tools and team

• A trailer for green waste and gear

• A mobile unit or caravan for outreach and events
  
  
  

• 13.2 WestFlow may expand into plant propagation, native planting initiatives, and urban beautification partnerships.
  13.3 We aim to participate in national clean-up and planting campaigns, and build relationships with schools, marae, and local authorities.
  13.4 When funding permits, WestFlow may establish an outreach headquarters, nursery, or workshop space.

• 14.0 Volunteer Participation:
  14.1 Volunteers of all ages and skill levels are welcome.
  14.2 Roles may be one-off, recurring, or informal.
  14.3 All volunteers must abide by conduct guidelines.

• 15.0 Dispute Resolution:
  15.1 Conflicts will be addressed at a dedicated meeting.
  15.2 If unresolved, a neutral party within the team may mediate.

• 16.0 Amendments:
  16.1 This document may be updated by consensus at any formal meeting.
  16.2 Changes shall be presented in writing and ratified by a majority.

• 17.0 Contact Details:
  Rev. Fitton – 02041221835
  Website: WestFlow Ministry

• 18.0 Closing Statement:
  WestFlow is a calling. With humble hearts and working hands, we reclaim the land and uplift the people. Our mission is grounded in love, action, and belief in better days.

• 19.0 Asset Ownership and Dissolution:
  19.1 All tools, funds, and materials acquired through donations or community fundraising shall be used solely for the fulfilment of WestFlow’s mission.
  19.2 In the event of disbandment, any remaining assets shall be used for future efforts within westflow ministry or be transferred to another programme , still to only be used for westflow's vision or transferred to another charitible cause in our region
  19.3 Under no circumstance shall assets be sold for personal gain however they may be sold to fund projects in future if these assets are not being used by westflow or its members and is in the best interests of our purpose.

• 20.0 Funding Sources and Accountability:
  20.1 WestFlow may seek funding from public grants, local sponsorship, donations, and fundraising activities.
  20.2 Any application for external funding must be transparent and approved by the team.
  20.3 WestFlow is committed to financial integrity, and all spending shall support community goals.

• SEE "ITEMS WE REQUIRE" SECTION FOR 21.0

• WestFlow Community Outreach – Van Use Policy

• Purpose of the Van when acquired
  The van is primarily intended for use by WestFlow Community Outreach to support the organization’s community work and outreach activities. This includes:

• Transport for community cleanups and other events
  
  
  
  

• Deliveries or pickups related to WestFlow's initiatives
  
  
  
  

• Volunteer transportation and operational needs
  
  
  
  

• Personal Use by Minister
  Given the vital role of the Minister in the day-to-day operation and management of WestFlow Community Outreach, it is recognized that there will be times when personal use of the van is necessary. The Minister is granted reasonable use of the van for personal purposes, as long as this use does not interfere with the organization’s needs and is in line with the responsibilities of WestFlow.

• Approved Personal Use Includes:

• Occasional errands, personal appointments, and trips for the Minister and their family
  
  
  
  

• Recreational use when the van is not required for community work (e.g., trips away , short breaks, etc.)
  
  
  
  

• Flexibility to use the van for personal travel in a reasonable manner, ensuring it does not hinder organizational needs
  
  
  
  

• Guidelines for Responsible Use:

• The Minister will be responsible for covering the costs of fuel, maintenance, and repairs related to personal use.
  
  
  
  

• Any damage caused during personal use must be covered by the Minister, ensuring WestFlow’s resources remain protected.
  
  
  
  

• The van remains available for WestFlow-related activities as a priority, and personal use must not conflict with scheduled outreach programs or tasks.
  
  
  
  

Rationale for Policy
As WestFlow is a volunteer-based, community-driven initiative, it is important to support the Minister in their role, both professionally and personally. Allowing reasonable personal use of the van ensures the Minister can maintain a healthy work-life balance while still fulfilling the mission of the organization. This policy strikes a balance between personal needs and the essential outreach work WestFlow provides.

Final Statement
This policy has been established to ensure that the Minister of WestFlow Community Outreach can carry out their duties effectively while also attending to personal matters when needed. The use of the van will be monitored to ensure it serves both the organization’s mission and the personal needs of the Minister in a fair and responsible manner.