Minutes of the Executive Committee Meeting March 2000

MINUTES OF THE EXECUTIVE COMMITTEE MEETING OF THE NATIONAL BEEKEEPERS ASSOCIATION OF NEW ZEALAND INC HELD IN THE OFFICES OF FEDERATED FARMERS NEW ZEALAND INC, AGRICULTURE HOUSE, 12 JOHNSON STREET, WELLINGTON ON MONDAY AND TUESDAY 20 AND 21 MARCH 2000 COMMENCING AT 11.55 AM ON MONDAY 20 MARCH 2000.

PRESENT

Mr T Gavin (President in the Chair) Mrs J Lorimer, Messrs D Bell, L McKenzie, T Taiaroa, S C Goodman (Executive Secretary) and T Leslie.

APOLOGIES

Nil

MEETING TIMES

It was agreed that the meeting times as set out in the agenda be adopted.

AGENDA

It was agreed that the following items be added to the agenda:

1. Requirements for expense account claims (T Taiaroa)
2. Interception of bees in Sydney (T Gavin)
3. Agric. Security meeting - Regional ports (T Gavin)
4. Executive elections (T Gavin)
5. Contact with new beekeepers (J Lorimer)
6. Disease recognition (J Lorimer)
7. Agreed that agenda item 13 (Pest Management) be moved ahead of item 11, (Marketing/Development) on the agenda paper.

MINUTES

1. Executive Meeting 13/14 February 2000 The Chairman was authorised to sign the minutes as a true and correct record.
2. Teleconference meeting 2 March 2000 The Chairman was authorised to sign the minutes as a true and correct record.

SURVIVAL

1. Financial statements for the year ended 31 December 1999 The Executive Secretary tabled the draft financial statements to 31 December 1999. Matters discussed - had all accrued advertising revenue and printing costs for the Beekeeper been included; increased meeting costs due to the changes agreed; pest management costs; inclusion of interest paid to the trust included as bank charges. The meeting agreed that the draft financial statements disclosing an estimated deficit of $79777, be adopted for presentation to the auditor, acknowledging there may be minor adjustments still required.
   ACTION: T LESLIE
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LUNCH

The meeting adjourned at 12.50 pm for lunch and reconvened at 1.33 pm.

SURVIVAL   2.

Apiary Register It was acknowledged that the register was an integral part of the Associations financial records.

INSURANCE

The Executive met with David Bristow of Special Risks Insurance International Ltd to consider a proposal for a compulsory national bee disease insurance scheme. It was agreed that Mr Bristow would provide an article for the Beekeeper, following which the Executive would decide if a remit should be submitted to members at the AGM

ACTION: D BRISTOW

SURVIVAL   3.

Budget for the year 2000 The meeting considered the Executive Secretary's paper of the 8 March 2000, being a working paper in respect of the continuing development of the 2000 budget. (Ammended 28/03/00)
The meeting then reviewed the levels of expenditure within each aspect of the Association's activities.
Savings of $28353 were made in Administration expenditure.
Publications - a saving of $8316, to achieve a break even situation.
A saving of $2700 within Marketing/Development for EU expenses.

ACTION: S GOODMAN

It was also agreed that applications be lodged with the Trustees for :-

1. Part of the Federated Farmers fee for administration
2. Expenses in relation to the surfactants publications
3. Spore testing within the Pest Management Strategy.

ACTION: S GOODMAN/T LESLIE

The revised figures for the 2000 budget are:-

Administration	1946
Publications		0
Marketing/Dev	22251
Pest Mtge. Strat.		-14330
Surplus	9867

Further savings of $25800 to be achieved if funds are available from the Trustees.

Levels of income from the levy were based on figures supplied by Agriquality and a collection level of 92%, ie
85% collectable
10% collectable less costs of recovery (a net 7%)
5% uncollectable

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ADJOURNMENT
The meeting adjourned at 5.25pm and reconvened at 9.11 am on Tuesday 21 March 2000

SURVIVAL   3.

Budget for the year 2000 The Executive reviewed its decision of the previous day in respect of this years conference, and agreed that the NBA would only meet the following executive costs:-
Arrival on the morning of Tuesday
Departure late on Friday

ACTION: S GOODMAN/T LESLIE

The Executive accepted that regular monthly review - actual to budget would be required, and the Executive Secretary was requested to ensure that monthly reports were available to the Executive within 10 working days of the end of the month.

ACTION: S GOODMAN/T LESLIE

CALENDAR 2000

The Executive reviewed the draft 2000 calendar of activities and this was approved after suitable amendment. (see appendix 1)

For future face to face Executive meetings the members of the Executive would assemble mid-day Sunday for preliminary discussion and debate and the formal meeting would commence at 9.00am on the Monday for a one day meeting.

ACTION: T LESLIE

MATTERS ARISING FROM THE MINUTES

1. Executive Meeting 13/14 February 2000
   The Executive Secretary to check that clarification had been sent to Gisborne branch as to the days for the Industry AGM

ADMINISTRATION

1. Remits and Rule Changes
   1. It was agreed that the Executive would discuss standing order 40 at its next meeting.
   2. The Executive Secretary to check the wording of Rule 6 (a), (1)
   3. General discussion took place in respect of the situation of "other" partners and voting.
   4. The meeting noted proposed rule changes from Mr N Wallingford, to rules 16(a) and 17(c), (vii) and it was agreed in terms of existing Executive policy these be referred to the Association's Solicitor for comment.
   ACTION: S GOODMAN

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2. Conference Update The Chairman indicated that he had not been in contact with Mr Foster since the last meeting.

3. OSH Safety Plan Mr McKenzie reported no further action.

4. Code of Practice General discussion took place on this subject during which it was noted -
   1. An application for funding from the Trustees had been prepared
   2. That MAF had a template to assist.
   3. No further contact had been made with the Southland branch. Agreed Messrs T Gavin and L McKenzie would pursue.
   ACTION: T GAVIN/L McKENZIE

5. ACC Nil action, delete from future agenda papers

6. Privacy Commissioner The Chairman reported that he had responded to the Commission, and it was agreed to delete this item from future agendas.

7. Annual Report for 1999 It was agreed that members of sub committees provide the Chairman reports on activities for 1999, and the Executive Secretary was asked to advise those not present at this meeting of this request.
   ACTION: EXECUTIVE MEMBERS S GOODMAN/T LESLIE

8. Composition of the Executive It was noted that the following terms of office expire this year -
   T Taiaroa
   L McKenzie
   J Lorimer

   In addition, the vacancy on the Executive was for a one year period.

FINANCE

1. Levy collection, including bad debts
   

   Mr Leslie reported that communication was being made with all beekeepers who were unfinancial in respect of the 1999 apiary levy. Further follow up would be undertaken once the pressing work load involved with the levy for this year had passed.

   ACTION: S GOODMAN/T LESLIE

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2. Accounts for Payment
   The meeting considered the cheque register dated 20.3.00 and accounts paid totalling $95,663.66 were ratified, represented by cheque numbers 000680 to 00714, 15501 to 15910, 500308 to 500350, 16003/4. The Executive approved the account of CHB for payment $5611.82.

3. Expense Claims
   Members were advised that in respect of claims for expenses supporting invoices or receipts were required for audit and GST purposes, eg telephone accounts with relevant toll calls highlighted.

4. Application to Industry Trust for NBA Funding
   The meeting noted that the request for a grant had been declined. A loan of $30,000 had been made, repayable on 31 March 2000. Agreed that the Executive Secretary seek repayment deferment until 31 May 2000.
   ACTION: S GOODMAN/T LESLIE

5. Applications to the Trust
   Mr D Bell undertook to make further enquiries about the AgriChemicals application in respect of the spray drift advisory committee.
   ACTION: D BELL

6. Deferment Procedure
   In the absence of any draft guidelines, the Executive Secretary was asked to review past criteria and follow up with an Executive conference call.
   ACTION: S GOODMAN/T LESLIE

7. Filing Cabinet
   The Executive Secretary reported that Federated Farmers had loaned the Association two filing cabinets.

PUBLICATIONS

1. Profile Document
   The meeting noted no further progress with the preparation of a revised/new profile document. Mr L McKenzie indicated that he would talk to the publishers of Strategies for 'Greening' the NZ Honey Industry.
   ACTION: L McKENZIE
2. Responsibilities for Web page
   The meeting was advised that arrangements had been made for an ISP in Tauranga together with the costs involved, however material needed updating.

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   It was agreed that only the Executive Secretary and the nominated Executive member (currently Mr L McKenzie) be authorised to up date the material on the web site.

3. Nectar and Pollen Sources
   Mrs J Lorimer agreed to make a copy available to the Executive Secretary, who would obtain cost of reproduction.
   ACTION: J LORIMER/T LESLIE

PEST MANAGEMENT

1. Pest Management Strategy
   No report was available from the review committee. The meeting reviewed Mr Reid's e-mail of 11 February 2000, and it was agreed:
   1. that the details of the 216 apiaries inspected by obtained, together with the costs involved and these costs be recovered from the respective beekeepers.
      ACTION: S GOODMAN/T LESLIE
   2. The Executive Secretary to draft a suitable letter from the NBA to all recipients of ADRs warning them of the penalties of non compliance with the legislation and advising them that the NBA would be taking steps to impose the penalties provided within the legislation. The letter to be discussed with Federated Farmer's solicitor.
      ACTION: S GOODMAN/T LESLIE
   3. That the Executive Secretary draft a letter to be sent to those beekeepers who had not completed their certificate of inspection advising that the NBA intended to take action to impose the penalties provided in the legislation. This letter also to be discussed with Federated Farmer's solicitor.
      ACTION: S GOODMAN/T LESLIE

ADJOURNMENTM     The meeting adjourned at 12.40 pm for lunch and reconvened at 1.30 pm.

PEST MANAGEMENT

1. Pest Management Study (Cont'd)
   The meeting considered a letter dated 14 March 2000 from MAF Policy adviser in respect of "appointment renewals for authorised persons" and it was agreed that this be referred to AgriQuality for comment.
   ACTION: S GOODMAN/T LESLIE

2. PMS Facilitator
   Mrs J Lorimer tabled a job description. It was agreed that this be considered in the light of the operational plan, and Mrs J Lorimer was asked to further develop the proposal, with assistance, from

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   others within the industry. (Note - latter in the meeting Mr T Taiaroa agreed to assist in this project.)

   ACTION: J LORIMER/T TAIAROA

3. Disputes Arbitrator
   The Executive secretary to confirm Mr I Berry's appointment.
   ACTION: S GOODMAN/T LESLIE

4. Review Committee
   Mr L McKenzie reported that Mr Andy Booth had agreed to serve on the committee.

5. Draft Biosecurity Research Strategy
   The Chairman undertook to follow this up.
   ACTION: T GAVIN

6. Cost of Disease Control
   Agree to await the response to the letter to "all" beekeepers.

7. AgriQuality Contract
   Subject to consideration by the review committee.
   ACTION: REVIEW COMMITTEE

8. Revenue from Residue Testing
   Agreed that the Executive Secretary write to AgriQuality seeking payment of fees collected by them from beekeepers for residue testing.
   ACTION: S GOODMAN/T LESLIE

9. Review Committee
   It was agreed that the Minister be advised of the construction of the review committee together with a brief pen picture of the members.
   ACTION: S GOODMAN/T LESLIE

10. Disease Recognition
    Mrs J Lorimer sought guidance in the case of two dyslexic beekeepers wishing to undertake the trainers course. Agreed that this should be discussed with Mr R Hatfield, contractor for the examinations.
    ACTION: T LESLIE

11. Trainers
    

    Mrs J Lorimer sought guidance in respect of trainers who declined to actually carry out training. It was the opinion of the Executive that in the absence of any agreement between the branch and the trainers, there was little that could be done. It was agreed that the Chairman would discuss with Mr Stephenson, the outcome of the training course at Ruakura, including financials, confirming the details in writing.

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    Concern was expressed as to lack of information on the tests, and Mr T Taiaroa undertook to obtain the information from the Chairman and printed the detail in the Beekeeper.

    ACTION: T GAVIN

MARKETING/DEVELOPMENT

1. Marketing Facilitator Contract
   Mrs J Lorimer indicated that it was unlikely that a contract would be completed. Arrangements with Floyd Marketing would continue, and similar budget criteria would be applied.

2. Labelling Requirement
   No further developments. Item to be deleted from future agendas, until some action was required.

3. Import Standards for Bee Products
   Mr L McKenzie reported there had been no developments, but the issue should be retained on the agenda paper.
   ACTION: AGENDA

4. Animal Products Act
   Mr L McKenzie suggested that the topic should be kept under review.
   ACTION: REVIEW

5. ERMA - Pollen Supplement
   The Chairman indicated nothing new to report.

6. Application to Import Western Australian Honey
   The Chairman stated that nothing further had developed. Mr L McKenzie commented on an article on the web site.

7. Field Days - Mystery Creek
   Mrs J Lorimer reported on financial assistance from the Trustees. The site had been paid for, and a marquee order. Bill Floyd and Trevor Bryant would be among those assisting.

8. Bees to United Kingdom
   Mr L McKenzie advised that he had spoken to Mr J Edwards and a letter was being prepared setting out the details.
   ACTION: L McKENZIE

9. IHEO
   The Chairman stated that he had still to ascertain from Mr I Berry the present situation of the NBA's IHEO representative.
   ACTION: T GAVIN

10. Strategy for Greening
    Agreed that this paper be received.

11. Contact with New Beekeepers
    Mrs J Lorimer expressed concern that the Association was not in contact with beekeepers who were added to the apiary register after the 1 June date.

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    It was agreed that the Executive Secretary ascertain what action the NBA needs to take to access the apiary register direct, such enquiry to include details of all costs involved.

    ACTION: S GOODMAN/T LESLIE

RESEARCH

1. Surfactant Report
   Mr D Bell reported that the Pesticides Board would be meeting in the near future, following which aspects of the report should be known.

2. Genetically Modified Organisms
   Mr L McKenzie was of the opinion that media comment indicated a more balanced attitude from the Government.

3. Landcare Research - Biological Control of Broom
   Noted no action from ERMA.

4. FRST
   Nothing to report

5. Honey Research Unit
   Delete from future agendas
   ACTION: T LESLIE

6. Phenol Testing
   The Chairman reported that he had been unable to discuss this item with Mr P Bray but would do so shortly.
   ACTION: T GAVIN

7. RARU
   Mrs J Lorimer reported a meeting had not been held.

PEST MANAGEMENT STRATEGY

2     Facilitator (Cont'd) A further review of this topic resulted in Mr T Taiaroa offering to assist Mrs J Lorimer.

12     Apiary Register It was agreed the Executive Secretary would refer any document relating to the accuracy of the register to Mr Ashley Edge of Biosecurity.

ACTION: S GOODMAN/T LESLIE

CORRESPONDENCE     The outwards and inwards correspondence was approved.

GENERAL BUSINESS

1. Mr T Leslie indicated that he wished Mr L McKenzie to review his letter to the Minister on the subject of an extension to the drought relief policy. ACTION: T LESLIE/ L McKENZIE

2. The meeting considered correspondence from MAF Biosecurity in respect of the interception of bees in Sydney. It was agreed that the Association should write to the Minister expressing concern

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3. that this matter had not been drawn to the attention of the NBA by the Ministry, and requesting that in future any similar incidents should be advised to the Association.
   ACTION: S GOODMAN/T LESLIE

4. The chairman advised that at the recent meeting with biosecurity, it appeared that they had adequate coverage in the smaller ports. He would circulate the relevant paper to members of the Executive.
   ACTION: T GAVIN

5. While discussing the subject of communication with branches, it was agreed that a nomination form for the Executive would be included in the next issue of the Beekeeper.
   ACTION: S GOODMAN/T LESLIE/T TAIAROA

6. Mr D Bell offered to draft a 'word picture' in relation to the financial statements for submission to the branches.
   ACTION: D BELL

NEXT MEETING     It was agreed that the next meeting of the Executive would be a TELECONFERENCE meeting on the evening of TUESDAY, 19 APRIL, 2000 COMMENCING AT 7.30 PM

CONCLUSION     The meeting concluded at 4.07 pm

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NATIONAL BEEKEEPERS ASSOCIATION OF NEW ZEALAND INC

ACTION SHEET : MEETING HELD ON 20/21 MARCH 2000

T Taiaroa

Completed	Item	By Whom
	Finance Financial Statements y/e 31.12.99 to auditor	T Leslie
	National bee disease insurance scheme - article for Beekeeper	D Bristow
	Amendments to budget y/e 31.12.00	S Goodman
	Application to Trustees	S Goodman/T Leslie
	NBA Conference expenses	T Leslie
	Monthly Reviews - actual to budget	S Goodman/T Leslie
	Days for AGM	T Leslie
	Administration Remits & Rule changes Standing Order 40	Agenda
	Wording of Rule 6	S Goodman
	Proposed Rule changes 16(a) and 17(c) To solicitor	S Goodman/T Leslie
	Code of Practice - Southland Branch	T Gavin/L McKenzie
	Annual Report for 1999 - Reports from	Executive members
	Executive members and others to President	S Goodman/T Leslie
	Levy collection, including bad debts	S Goodman/T Leslie
	Deferred payment of Trust loan	S Goodman/T Leslie
	Trust application - AgriChemicals	D Bell
	Deferment procedure	S Goodman
	Publications Profile document - discuss with publishers	L McKenzie
	Nectar and Pollen Sources - copy to Executive Sec	J Lorimer
	Pest Management Details of 216 apiaries inspected with costs	S Goodman/T Leslie
	Letter to all recipients of ADR's	S Goodman/T Leslie
	Letter to beekeepers who have not completed their cert of inspection	S Goodman/T Leslie
	MAF letter of 14.3.00 to AgriQuality	S Goodman/T Leslie
	PMS facilitator job description	J Lorimer
	Disputes Arbitrator - confirm appointment	S Goodman/T Leslie
	Draft Biosecurity Research Strategy	T Gavin
	AgriQuality Contract	Review committee
	Revenue from residue testing	S Goodman/T Leslie
	Review Committee info to Minister	S Goodman/T Leslie
	Disease recognition - discuss with R Hatfield	T Gavin
	Trainers - discussion with Mr Stephenson, and confirmation in writing of details	T Gavin
	Marketing Development - Import Standards bee prods	Agenda
	2 Animal products Act	Under review
	Bees to United Kingdom	L McKenzie
	IHEO present situation of NBA's rep	T Gavin
	Apiary Register access	S Goodman/T Leslie
	Phenol testing - discuss with P Bray	T Gavin
	Pest Management Strategy Facilitator	J Lorimer/T Taiaroa
	Apiary Register - questions re accuracy to be referred to Mr Ashley Edge, Biosecurity	S Goodman/T Leslie
	General Drought relief policy	T Leslie/I McKenzie
	MAF Biosecurity/interception of bees in Sydney/letter to Minister	S Goodman/T Leslie
	Biosecurity paper to members	T Gavin
	Executive nomination form included in Beekeeper	S Goodman/T Leslie/
	'Word picture' in relation to accounts	D Bell

DATE OF NEXT MEETING - CONFERENCE CALL
7.30 PM, TUESDAY, 19 APRIL 2000

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