Minutes of the National Beekeepers Assoc of New Zealand (Inc) Executive.
Meeting 05 held at Beachcomber Motor Inn, Tahunanui, Nelson on 11 & 12 March 2001 commencing at 6.45pm on the 11th.

1. Introduction and Welcome:
   
   Present:
   Richard Hatfield - President in the chair,
   Don Bell, Lin McKenzie, Terry Gavin, Jane Lorimer, Philip Cropp and Tim Leslie, Executive Secretary.
   There were no apologies.

2. Minutes of Executive meeting 4 held February 1 & 2, 2001
   "With the following changes:- Jane Lorimer had tabled the Committee Terms of Reference at a previous meeting and that they be appended to the minutes, the minutes of meeting 4 be accepted as an accurate record."
   T Gavin/P Cropp   Carried

   Action 4.1
   Tim Leslie to check with auditors that this policy (regarding presentation of GST Receipts for expense claims) is adequate.
   Action 4.2
   Tim Leslie to double check on the registration status of the 3 mentioned beekeepers and ascertain that they are not in breach of the AFB PMS and that they are not harbouring an unwanted organism.
   Action 4.3
   Tim Leslie to research Executive minutes since July 2000 for all motions that relate to Committees and debt collection and formulate into a policy for each.
   Action 4.4
   Richard Hatfield to write to MAF to outline and restate the NBA's position.
   Action 4.5
   Tim Leslie to word a policy for contracts: i.e. every activity the NBA enters into with outside parties or contacts is in writing.
   Action 4.6
   Tim Leslie and Terry Gavin to write to MAF requesting that the NBA have its own Level One Authorised Persons.
   Action 47
   Terry Gavin and Richard Hatfield to work with the Compliance Committee to formulate a policy of enforcement for abandoned apiaries.
   Action 4.8
   Tim Leslie to write to AgriQuality and restate that the only position the NBA has at this time for abandoned apiaries is destruction.
   Action 4.9
   Jane Lorimer to work with Environment Committee to formulate a policy on this issue and ensure the Environment Committee is functioning by March meeting.
   Action 4.10
   Tim Leslie to write to the Director General, cc Ministers, expressing the NBA's concern at the system failure.
   Action 4.11
   Also write to allied industries and other Political Party Agricultural and Biosecurity spokesmen outlining the NBA's concerns.
   Action 4.12
   Terry Gavin to finalise Exotics Committee before March meeting
   Action 4.13
   All executive members to feed back to Jane Lorimer their finalised cost centre areas by 19 February 2001.
   Action 4.14
   Philip Cropp to work with Richard Hatfield finalising a contract with Federated Farmers.
   Action 4.15
   Tim Leslie to look at the NBA's insurance's;- fire and general and public liability --to ensure they are adequate and appropriate.
   Action 4.16
   Tim Leslie to discuss with Catherine Petrey (Federated Farmers) the breakdown of the current contract's costs.
   Action 4.17
   Tim Leslie to secure and circulate rulings to branches and executive regarding volunteers "working on inspections".
   Action 4.18
   Tim Leslie to circulate to executive the draft audit so that they can respond to Tim Leslie by 12/2/01.
   Action 4.19
   Tim Leslie to discuss with Federated Farmers how they work their provinces out.
   Action 4.20
   Tim Leslie to write to the two gentlemen.
   Action 4.21
   Lin McKenzie and Tim Leslie to talk through before the March meeting

3. "That the inwards correspondence be accepted and the outwards approved."
   D Bell/L McKenzie     Carried

4. "That the Executive Expenses of $6367.44 be approved."
   P Cropp/L McKenzie     Carried

   "That the AP 2 training claims of $12,055.80 be paid."

   J Lorimer/D Bell     Carried

   The meeting agreed to deal with item 7.5- Remit Policy for the AGM.

   "That the following Remit Policy be adopted."

   J Lorimer/D Bell     Carried

   Background

   In previous years there have been many late remits that have taken up much of the debate.  The intention of this policy is to set out the conditions that remits and late remits will be debated.

   Policy

   Remits will be tabled in accordance with the rules of the association.  All remits will be debated at the remit debate.
   The Chair of the remit debate my impose a guillotine based on the length of time for all remits to be debated and the number of remits.  The chair will reorder the remits to ensure that effective use of time occurs.

   Late Remits

   The chair will only accept late remits if:
   1. The proposer and seconder can demonstrate that the matter to be discussed is:
         a. Urgent matter to the NBA or Beekeeping and
         b. The matter could have not been raised through the normal remit process as it did not become apparent within the timeframe.
   2. and, In the sole opinion of the chair and the vice chair that the matter needs to be discussed, and
   3. the floor accepts such late remit in accordance with the rules and
   4. They are tabled to the chair at the opening of the remit debate.

   Late remits will always be heard after the main remit debate.  No late remits will be accepted after the opening by the chair.

   Agenda
   1. Open the Meeting
   2. Receive late remits
   3. Report on last years remits
   4. Chair sets out the order of debate the guillotines if applicable.
   5. Chair sets out rules of debate
   6. Remits
   7. Late remits
   8. Debate close.

   Remit debating rules

   The remit debating rules will follow the executive debating rules as set out in the executive policy.

   Reporting and recording

   The Executive Secretary shall record the meeting and it shall be reported within three months in the Beekeeper.  Each successful remit shall be allocated to a portfolio and that will be made known to the membership via the beekeeper.

   Action 5.1
   

   Tim Leslie to circulate to each Branch by March 19, a copy of the new remit policy.
   "That the NBA purchase 26 copies of "Robert Rules of Order" and the Executive Secretary distribute one to each Branch and Executive Member."

   D Bell/L McKenzie     Carried

   The chairman adjourned the meeting for the evening at 7.30pm.
   
   
   2nd Day

   The Chairman reconvened the meeting at 8.50am on the 12th of March. A quorum was present.

5. 5. Annual Report, and 2000 Audit and 2001 Budget
   Richard Hatfield presented a template for the 2000 Annual report.
   "Executive agreed to adopt the format and also to present an unaudited first six months of 2001 at the AGM."
   L McKenzie/J Lorimer     Carried

   Action 5.2
   All Executive members to supply to Tim Leslie by 28 March, their annual reports.

   Action 5.3
   Tim Leslie to write to branches and explain why their balance sheets as at 31/12/00 are required.

   The 2001 budget was discussed.
   "Subject to any amendments due to Marketing Committee discussion later in the meeting, the 2001 budget with a projected surplus of $32,000, that will be dedicated to reserves, be accepted.

   J Lorimer/P Cropp     Carried

   Action 5.4
   Tim Leslie to write to branches with a copy of the budget and explain that they will have to pay conference travel out of their 2001 branch allocation.

   Delegations of Authority
   "In accordance with the 2001 Budget, the Executive Committee delegates to the respective Portfolio holders their area of responsibility.   The Portfolio holder in turn delegates to the Sub Committee Chairman involved to expend the allocation for that cost centre in the approved budget."

   D Bell/J Lorimer     Carried

6. Portfolio Reports
   Terry Gavin - PMS
   Lin McKenzie - Communications:- Magazine bedding down for the year.
                                                              Electronic Communications are next priority.

   Action 5.5
   Executive members to communicate to Lin McKenzie their ideas and needs for Electronic Communications by 31 March 2001.

   Richard Hatfield - Compliance

   Action 5.6
   Tim Leslie to report progress on bad debt collection in the April Beekeeper.

   Jane Lorimer- Environment.

   Work on spray in Citrus being progressed by B Foster. Attended Animal Products Act roadshow.
   Made submissions to ERMA on the Hieracium application.

   Terry Gavin - Exotics

   Action 5.7
   Tim Leslie to write to MAF again and request that the Exotic Committee get underway and also state that the NBA wants the opportunity to tender for sample collection.

   Philip Cropp - Export

   Action 5.8
   Tim Leslie to write to AgriQuality and ask for the NBA's EU export levy money.

   Action 5.9
   Tim Leslie to write to AgriQuality CEO and express our displeasure that protocols being written as consultants to foreign nations by AgriQuality are destroying New Zealand's access to bee exporting.

   Richard Hatfield - Governance

   Don Bell - Varroa

   Lin McKenzie - Support

   Action 5.10
   Lin McKenzie to prepare a submission to the Trust for funds for a support programme.

   Meeting adjourned for 10 minutes at 10.40am.

   Reconvened at 10.55am.

   Philip Cropp - Marketing
   Philip Cropp outlined progression on "Operation Cinderella."
   "The Marketing Committee be requested to develop Terms of Reference and business cases for developing the Honey Certification Scheme as discussed at the November 2000 meeting and Operation Cinderella so that the Executive can make an informed decision about funding and progressing the projects.  Funding of $10,000 per project be allocated for this preliminary work and the Marketing Committee report to the Executive by the May 2001 Meeting at the latest."

   T Gavin/D Bell     Carried

   Don Bell's paper (as requested at the February 2001 meeting) was tabled for discussion after the lunch break.

   The meeting adjourned at 12.05pm.

   Meeting reconvened at 1.15pm.

   A quorum was present.

   Don Bell's paper was accepted for discussion.   It was agreed to consider the recommendations one by one.

   Recommendation
   1. accepted with change
   2. accepted as is.
   3. accepted - one abstention.
   4. accepted - one abstention.
   5. accepted with amendment.
   6. accepted and the Committee noted the principal applies to more than just the Marketing Committee.
   7. accepted.
   8. accepted - 3 for - 1 against

   Jane Lorimer's paper rebutting some of Don Bell's paper's conclusions was tabled.
   "That the paper be accepted."
   

   P Cropp/L McKenzie   4 in favour
   1 abstention

   As the paper contained a direct criticism of the NBA President, Richard Hatfield relinquished the Chair to Vice President, Don Bell who immediately called a 15 minute recess at 2.00pm.

   Don Bell recalled the meeting at 2.15pm.

   Point of Order - Lin McKenzie - No 1
   As the paper contained criticism of the President, he should not have chaired the discussion.

   "That the discussion re-open under the chairmanship of Don Bell."

   L McKenzie/P Cropp   4 in favour
   1 abstention

   Point of Order - Philip Cropp - No 2
   Philip Cropp raised the issue of confusion over the paper being discussed. Some members thought the Committee was discussing a paper from Jane Lorimer on her visit to Dr Molan.
   "That Jane Lorimer's report be received for discussion."

   T Gavin/L McKenzie 4 in favour
   1 against

   Don Bell ruled on the points of order:
   1 After review, the report comes from the chair of the Marketing Committee. Notwithstanding, the President was correct to hand the chair to another party.
   2 Accepted the assurance of members that there was some confusion over the paper being discussed..

   Don Bell ascertained that Richard Hatfield would not chair anymore debate on the Jane Lorimer paper and Richard Hatfield stated he would not participate in the discussion.

   Jane Lorimer then stated that as Marketing committee Chair, she felt Don Bell's paper needed responding to.

   Terry Gavin suggested that the last 7 paragraphs of the paper be removed.

   Philip Cropp suggested that letters from President over rule Portfolio holder's authority.  He felt the issue had been cleared up at the February meeting and that Don's paper re-opened the issue.

   Don Bell restated that his report made it clear that the President can write to Committees, but it is up to the Executive to censure the President.

   Richard Hatfield asked for permission to speak and asked which part of the 5 December 2000 letter to the Marketing Committee was the problem.

   It transpired that it was the reference to $70,000 total for Marketing to be allocated to the Committee and the general "thrust"of the letter.

   Jane Lorimer asked what paragraphs offended Richard Hatfield.

   Richard Hatfield stated it was the first 3 paragraphs.

   "That from and including "with respect and the first 3 paragraphs" of Jane Lorimer's paper be removed from the paper for it to be accepted."

   T Gavin/L McKenzie   3 for 1 against
   (J Lorimer asked that her vote against be recorded)

   Don Bell asked Richard Hatfield if he accepted the outcome and if he would resume the Chair.

   Richard Hatfield stated he did and would and thanked Don Bell for working the Committee through the issue.

   The President asked if there was any more discussion on Jane Lorimer's paper.

   "That the amended paper be accepted."

   T Gavin/L McKenzie   4 in favour
   1 abstention

   To clear up the letter of 5 December 2000, Richard Hatfield again handed the Chair to Don Bell.

   Richard Hatfield accepted he should have communicated with Philip Cropp when writing the letter and apologised.

   Don Bell handed the Chair back to Richard Hatfield.

   By consensus the committee agreed:-
   1. Don Bell's recommendations be accepted.
   2. Jane Lorimer's amended paper be accepted.
   3. Set aside the 5 December 2000 letter as it has now been superseded.
   4. The motion of earlier in the meeting relating to Operation Cinderella and Honey Certification is the direction the Marketing Committee will take.

   Marketing cont:-
   Philip Cropp reported that he still needs to finalise the final pick up of NBA property from Floyd Marketing.

   It was agreed that Don Bell and Philip Cropp work on the 8 recommendations of Don Bell's paper as soon as possible.

   Jane Lorimer tabled a paper reporting on a meeting with P Molan.

7. Committee Business
   The Terms of Reference for the PMS Op's Committee were tabled.
   "That the Executive confirm the Varroa Advisory Oversight Committee and its executive committee as an advisory committee to the Executive The VAOC committee define its Terms of Reference. !!
   D Bell/T Gavin     Carried

   "That the following committees ratified as official standing committees of the NBA: Environment, Exotics, Finance, Marketing, PMS Compliance/Review, PMS Op's and Publications."

   D Bell/J Lorimer     Carried

   Action 5.11
   Tim Leslie to advise committee chairs of above and report the membership of the committees to the Beekeeper and the website.

   Action 5.12
   Portfolio holder to follow up with Committee chairs and ensure the committee membership is finalised.

   Action 5.13
   Tim Leslie to write to committee chairs and remind that the NBA reporting policy is monthly to the Executive and quarterly to the Beekeeper.

8. General
   7.1   Proposals for rule changes were accepted

   Action 5.14
   Tim Leslie to draft rule changes for April meeting.

   7.2   Honorariums
   "That the Executive recommends to the AGM that 2001 Honorariums be set at: President $7k, Vice President $3k, Executive $3k and Standing Committee Chairs $1k."

   P Cropp/T Gavin     Carried

   7.3   Management Agency Review
   "It was agreed to progress a new contract with Federated Farmers, as soon as possible."

   Action 5.15
   
   Executive members to supply to Philip Cropp or Richard Hatfield thoughts for the contract by 18 March 2001.

   7.4   AGM
   Decided to format the AGM as such:
   Wednesday AM --> AGM and rule changes
   Wednesday PM --> Social
   Thursday AM --> Conference of Branch Delegates
   Thursday PM --> left over business from AGM and Conference Branches
   Friday evening --> GM Debate
   
   Invite Hon Warren Cooper and the Hon P Hodgson.

   7.5   Privacy Case
   It has come to light in the NBA's claim for costs that the NBA had received advice from another law firm prior to August 2000 and this advice is contrary to that received in August 2000.

   Action 5.16
   Tim Leslie to contact the Hawke's Bay law firm and ask for the correspondence.

   7.6.   Toxic Honey
   Jane Lorimer informed that the MAF Enforcement Unit is working on a case of alleged harvesting of Tutu Honey.

   7.7   Hive Register agreement

   Action 5.17
   Tim Leslie to write to MAF to get contract negotiations underway again.

   7.8   AgriQuality

   Action 5.18
   Executive to detail issues with AgriQuality to Tim Leslie so that an urgent meeting can be held with the AgQual hierarchy to get the relationship back on track.

   7.9   Aussie MAF request
   The meeting agreed to recommend that G Cammell travel to the Canberra meeting on Varroa.

   7.10   Next meeting
   5 & 6 April

   Meeting closed at 5.15 pm.