Minutes of the Executive Committee meeting held Tuesday 19 September 2000 at the offices of Federated Farmers of NZ (Inc), Johnston Street, Wellington commencing at 9.50am.

Present:
Richard Hatfield (President); Don Bell (Vice President); Terry Gavin; Lin McKenzie; Jane Lorimer; Philip Cropp (all Executive).
Tim Leslie, (Executive Secretary).

1. The President welcomed all to the meeting and established that there was a quorum.

2. Apologies - nil

3. Minutes of Executive Meeting held 12 August 2000 were confirmed.
   Gavin/McKenzie Carried unanimously

4. There were no matters arising.

5. Actions from previous minutes

   4.1		Standing Orders
   Mr McKenzie tabled a model template for standing orders. The Executive Secretary to distribute to the Executive and Governance Committee.
   4.2		Rules & Constitution
   Agreed that these would be addressed by the Governance Committee.
   4.3		Remits
   These have now been allocated to portfolio holders and these people will report back on progress at Executive Meetings.
   4.4		AgriQuality Contract 1999/2000
   The President has written to the CEO of AgriQuality and has now had a reply. Mr Hatfield to follow up.
   4.5		EU Testing
   Mr Cropp reported that he has made contact with Dr Jim Edwards. Now working towards putting an Export Committee together.
   4.6		Privacy Complaint against NBA with Complaints Review Tribunal
   Mr Hatfield reported that he and Mr Leslie had visited Morrison, Kent, Solicitors. Mr Bell also attended the meeting.   Ms Forrest was asked about any potential conflict with this issue and she assured that there is none.   As a consequence Ms Forrest was asked to prepare a response which she has done.   The choice now is: 1. Does NBA do nothing and who acts for NBA? 2. Does NBA turn up at hearing and "roll over? 3. Turn up and defend vigorously. "That the NBA vigorously defends this complaint." McKenzie/Cropp Carried At this point Mr Hatfield withdrew from the discussion and handed over the chair to Don Bell. Mr Bell stated that the NBA needs some closure on this issue and asked who should act for the NBA at the CRT hearing.   After a discussion it was moved: - "Richard Hatfield act on the NBA's behalf with back up from Morrison, Kent." Gavin/Lorimer Carried With Richard Hatfield abstaining.
   5.7		Debtors into CBA
   This has now been completed.   Jane Lorimer to work with Tim Leslie to follow through now.
   5.8		Executive Expense Claims
   Action completed.
   5.9		Information Access Policy
   A draft will be ready for the October meeting.

   Other Issues

   Mr Clements had a good result with his RMA dispute with Waipa District Council.   Beekeeping and honey house activities a use of right.
               "Executive teleconference of 17 September 2000 approved."

   Bell/Gavin Carried

   Actions from meeting

   1. A letter to D Belton re movement controls.   Has been drafted - will be sent.

   2. Varroa's status as an unwanted organism.   Still to confirm with D Belton that this is the "official" line.   NBA still determined it is under Section 6 of Biosecurity Act.

   3. Executive needs to consider movement control issues.   Will be picked up later.

6. Correspondence

   Inwards 13 August 2000 - 16 September 2000

   Date	From	Regarding
   14/08/00	S Lee	Copy of letter to L Olsen
   18/08/00	Minister Agriculture	Acknowledgment
   28/08/00	Minister Agriculture	Allowing NBA to publish his AFB Annual Report Letter
   25/08/00	T Lorimer	Compliant re Presidents letter
   25/08/00	Complaints Review Tribunal	Privacy Compliant
   30/08/00	Business Continuance	long term planning opportunities
   31/08/00	Farmsafe	information
   7/09/00	John Morgan CEO AgQual	Reply to R Hatfields concerns

   Outwards 13 August 2000 - 16 September 2000

   Date	From	Regarding
   16/08/00	John Morgan CEO AgQual	Contract concerns
   	Branches	Reminder of duties
   	Barry O'Neil	Varroa Issues
   	M Smith x2	Engagement for debt recovery
   	Branch Delegates	TOR for Delegates meeting
   16/08/00	All Beekeepers	Levy Collection - notice for beekeeper
   23/08/00	Registrar Inc. Societies	Annual Report
   25/08/00	B Doran CHB Print	Advice of new publisher of Beekeeper
   31/08/00	Branches	Clarify letter of 16/08/00
   31/08/00	T Taiaroa	Clarification
   1/09/00	M Reid	Article about unregistered beekeeper

             "The inwards be accepted and outwards approved."

   Gavin/Cropp Carried

   Issues

   The President apologised for not circulating the letter to Branches to the Executive.

7. Finance

   Levy Income Outstanding @18/09/00 - taken from Full Apiary Register File

   1999 Levies still outstanding	$42,821.22
   Deferrals for 2000 in total	$42,990.32
   Overdues for 2000 - Amounts of $60.75 (Not chased with reminders)	$101,634.75
   - others	$36,274.50
   Total receivables	$223,702.79 (Including GST)
   Consolidated Position at 31/08/00
   Accumulated Funds	$153,326.74
   Represented by: BNZ C/a	$130,734.07
   Westpac Trust Otago	$791.66
   BNZ 97 C/a	$3,491.29
   Withholding Tax Paid	$1,544.29
   Taxation Balance	-$1,750.14
   GST	$8,998.26
   BNZ Auto Call A/c	$225.41
   		$144,034.84
   Investments
   Westpac Trust	$1,004.00
   Country Wide Term Deposit	$26,610.00
   		$27,614.00
   Other - Recoverables
   Varroa Reserve Fund		$27,131.16
   Total Assets		$198,780.00
   Current Liabilities
   Accounts Payable	$22,232.50
   Suspense A/c	$2,220.76
   	$25,453.26
   Term Liabilities
   Honey Industry Trust Term Loan	$20,000.00
   Total Liabilities		$45,453.26
   Net Assets		$153,326.74

              "That the accounts for end of August 2000 be accepted."

   Cropp/McKenzie Carried

   Issue

   From next month Jane Lorimer will present the accounts in her position as treasurer and there is a need to sort out the AFB Contract.

   Interest Penalties

   "Any levy account under $100.00 will not be actively chased, but will accumulate for collection the following year with the appropriate penalties."

   Gavin/Cropp Carried

   Action

   1.7.1
   Separate the two levels of bad debt and report those under $100.00 and those over $100.00.

   Executive Expenses

   J Lorimer	Tolls & Faxes	$103.45
   Gavin's Apiaries	Tolls & Faxes	$137.69
   L McKenzie	Mileage/Travel	$864.30
   R Hatfield	Parking, Tolls & Faxes	$469.47
   		$1574.91

           "That Executive Expenses as presented be paid."

   Cropp/Gavin Carried

   Accounts for Payment

           "That accounts as presented for August 2000 totalling $35,481.23 be paid."

   McKenzie/Bell Carried

   Actions
   1.7.2
   Richard Hatfield to supply Jane Lorimer a copy of allowable executive expenses.
   1.7.3
   Tim Leslie to gain an opinion on what rate to pay mileage at.
   1.7.4
   Tim Leslie to copy monthly honey statistics to Executive and ascertain to whom and what can be sent out under the terms from Statistics New Zealand
   1.7.5
   For future meetings the Executive Secretary and Treasurer report on what is normal and what its extraordinary expenditure.

   The meeting took a five minute break at 11.40 am and reconvened at 11.45am to address a couple of General Items.

   General Business

   9.11
   It is also noted that anecdotal evidence suggests some statutory declarations have been filled in falsely.
   "Any false statutory declaration, ADR's and COI's that come to the notice of the NBA as false will be reported to either the Police or MAF Enforcement."

   Gavin/McKenzie Carried

   Meeting adjourned at 12.10pm for lunch.

   Meeting reconvened at 1.20pm.

8. Reports

   Action
   8.1.1
   Executive Secretary to send out Richard Hatfield's report template.

   8.1
   FB PMS - Terry Gavin

   Mr Gavin reported that he had held discussions with Murray Bush who was asking about the necessity for some of the reporting Executive is asking for - he has concerns about the cost implications.
   "Agreed that the basic level of accountability in the PMS contract be expected."
   

   Gavin/Cropp Carried

   "That a telephone conference be set up with the PMS Committee for the President to outline the NBA's point of view."

   Bell/Cropp Carried

   "That the NBA have separate operation and review committees for the PMS and that TOR to be drawn up."

   Gavin/Cropp Carried

   8.2
   Communications - Lin McKenzie

   Magazine - a meeting has been held in Christchurch with Crown, Kerr. February 2001 will be first issue with Crown Kerr as publishers.   Lin is helping to find an editor and the NBA will be required to part fund.

   Library
   Christine Taiaroa now on board as Hon. Librarian.

   Electronics
   Still work to do.   Initial talks have been held with webmaster.   It was agreed that Richard Hatfield and Lin McKenzie work together.

   Phone Calls
   Lin McKenzie to develop a Phone tree.

   Support
   Lin McKenzie to look at Biz Info and other potential agencies.

   8.3
   Compliance

   Richard Hatfield presented a report of activity.
   "That draft Terms of Reference for Compliance Committee be accepted."

   Hatfield/Gavin Carried

   Mr Leslie reported that on 31/8/00, Mike Smith had sent out the first letters to those with over $1000.00 outstanding in levy arrears.

   8.4
   Environment

   Jane Lorimer - quite a bit of activity with information flowing in on Draft Animal Products Act, DNZFA and Royal Commission on G.E.

   Don Bell left to participate in a MAF call re the meeting on 20 September.

   8.5
   Exotics

   Terry Gavin - is due to meet Roger Polland from MAF at 10.00am on the 21st to discuss EU sampling issues.

   Action

   8.1.2
   The TOR for Exotic Committee be reviewed by Terry Gavin who will come back with recommendations to the October meeting.

   8.6
   Exports

   Phil Cropp - has talked with Jim Edwards to start things off again. Jim Edwards very keen to see the NBA start on Export Committee again. Phil Cropp recommends a committee of 2 live bee exporters and 2 honey exporters. Phil Cropp feels that education is needed to help people understand their requirements.

   Action
   8.1.3
   Phil Cropp to develop TOR for Export Committee.

   Don Bell returned from the MAF call and reported back that the changes to the Draft Control Plan will be dealt with in the order of surveillance, treatment and movement control.

   "That NBA appoint Mark Goodwin as the NBA's technical advisor with full recognition as speaker at Varroa meetings."

   McKenzie/Lorimer Carried

   8.7
   Finance

   Jane Lorimer presented a budget versus actual for this year. Still some work to do on marrying the way NBA has done things to the Fed's CBA system.

   Mr Hatfield relinquished the chair and Mr Bell took over.

   "That for the 2001 Budget round, Branches submit to the NBA Executive by the November 2000 meeting a plan for their 2001 expenditure in order for the NBA top make appropriation allocations

   Hatfield/McKenzie Carried

   Richard Hatfield resumed the chair.

   Discussion of application to Trust.

   Action
   8.1.4
   Tim Leslie to make application for support from the Trust to cover: -
   1. Last year's Gainsford cost.
   2. Executive Secretary's oversight (Goodman 2000).
   3. Technical advisor to NBA
   4. Up coming privacy issue.

   8.8
   Governance

   Richard Hatfield reported that a meeting will be held in March 2001 to address long-term governance issues for the NBA.

   8.9
   Marketing

   Philip Cropp reported on talks with Floyd Marketing.

   Action
   8.1.5
   Philip Cropp to develop an access policy for marketers and members with Floyd Marketing.

   8.1.6
   Philip Cropp to give consideration to trade marking and intellectual property issues and report progress at November meeting.

   At this stage 2001 AGM and Conference was discussed.
   "NBA supports Otago Branch desire to have the 2001 Conference at Queenstown, but notes reservations about costs of transport and urges the Branch to exercise common sense on the location."

   Gavin/Cropp Carried

   8.10
   Support

   Lin McKenzie reported on initial discussions with Biz Info and that the new Sustainable Farming Fund might have use.

   8.11
   Varroa

   Don Bell
   "That Mark Goodwin be retained as Varroa Technical Adviser to the NBA."

   Gavin/McKenzie Carried

   Don Bell reported that the Varroa Management Booklet is out for writing and that Mr F Lindsay is the NBA's representative on the Compensation committee.

   Don Bell reported that he felt the Varroa sub committee would probably be best set up once the MAF Varroa Management Committee is set up.

9. Election of Committees: The following be approached (subject to approval)
   PMS Ops -M Bush (Chair), G Cammell, I Spence, B Lancaster
   PMS Review - L Olsen, John Berry, A Booth, M Wraight
   Coms Ops & Coms Review - Lin McKenzie to sort out by October meeting.
   Library - T and C Taiaroa
   Compliance- J Ward, F Lindsay, S Peacy
   Environment - R Moore, B Foster
   Exotics - P Berry, G Hyink, S Lee
   Export - M Haines, R Berry, J Hurtnell, R Bensemann
   Finance Ops - I Berry, J Lewis, J Lorimer ex officio
   
       "The finance op's committee approve all expenditure within budget, but bring to the executives attention the extraordinary, exceptional or unusual."
   Gavin/Cropp Carried
   Treasurer Committee - J Lorimer, J Lewis
   Governance - A McCaw, M Stucky, T St.Clair, S Olds and one to add.
   Cropp/Gavin Carried
   Marketing - T Taiaroa, S Olds, B Bixley plus two others.
   
       "Any executive member be a member of a committee in an ex officio role
   Bell/Gavin Carried
   Support - Lin McKenzie to propose at next meeting.
   Varroa - reserved as per previous discussion.
   
       "That all the above be approved subject to their approval."
   Lorimer/Cropp Carried

10. Strategic Plan
    
        "That Strategic Plan version 1.2 be adopted."
    Cropp/Gavin Carried

    General Business

    Privacy Issue:- Tim Leslie and Richard Hatfield to continue to work with Morrison Kent.
    Regional delegates Varroa meeting on 20/9/00.   To discuss after today's meeting.
    Governance Committee will meet in March 2001.

    The meeting was closed at 9.00pm.