Minutes of National Beekeepers Association of New Zealand (Inc)
Executive Meeting 4, held at Agriculture House, Johnston Street,
Wellington on 1 and 2 February, 2001, commencing at 7.05 p.m. on 
the 1st.

Introduction and Welcome: 

The President, Mr Richard Hatfield, confirmed that a quorum was
in place and ascertained that there were no apologies. Executive
conduct was discussed re the draft Terms of Reference as
presented by Richard Hatfield were discussed.

Policy:

"That this meeting adopt the Executive conduct Terms of Reference
for this meeting and that they be formally adopted for the term
of this executive."

Terry Gavin/Lin McKenzie Carried

Present:

Richard Hatfield (President), Don Bell (Vice President), Lin
McKenzie, Terry Gavin, Jane Lorimer and Philip Cropp. Tim Leslie
- Executive Secretary.

Minutes: 

The Minutes were tabled until Friday morning.

Correspondence: 

The correspondence was tabled until Friday morning.

Finance: 

"That Executive expenses totalling $1901.71 be paid."

Lin McKenzie/Philip Cropp Carried

A question was raised about executive claims and whether copies
of invoices were acceptable.

Policy:

"When claiming as an individual you have to supply the original
invoice. If claiming as part of your business, copies are to be
supplied."

Tim Leslie reminded that Honorariums are taxed, i.e. withholding
tax is taken.

Action 4.1

Tim Leslie to check with auditors that this policy is adequate.

Bad debts were briefly discussed. Tim Leslie reported that
debtors are being progressed to recovery through the court
system.

"The Executive reinforce their desire for payment to be pursued
and reconfirmed that the current policy for collection of
outstanding levy is continued this year."

Terry Gavin/Jane Lorimer Carried

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.

5. Portfolio Reports

Passed over until Friday 2nd.

6. Committee Business

6.1 Terms of Reference

P Cropp tabled the Terms of Reference for the Export Committee.

D Bell tabled the Terms of Reference for the Varroa Advisory
Oversight Committee.

J Lorimer - Finance and Environment Committees have been tabled.

The letter to the Marketing Committee from the President was
raised. It was agreed to discuss this under the Marketing
portfolio report.

6.2 New Appointments

"The Executive Secretary write to James Scott, David Yonke, Don
Stedman inviting them to make up a Publications and Editorial
Advice Committee. If they accept, they be confirmed to the
Committee automatically."

Lin McKenzie/Philip Cropp Carried

"That standing Committee members initially hold office for a two
year term. Thereafter there be a roll over of the committee
annually."

Philip Cropp/Don Bell Carried

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.

6.3

Recommendation from the Compliance Committee that the levy be
reviewed along the following:-

It is proposed to strike the Base Levy under Section 90 of the
Biosecurity Act. This would comprise a set levy for all
beekeepers regardless of size for the purposes of registration.
Every registration would be levied at the same base fee.

It is envisaged that this levy would cover information
dissemination (e.g. Beekeeper), education and enforcement, and
would be a beekeepers membership to the NBA. There would still be
provision for conscientious objection.

A Hive Levy would be struck under section 90 as well. This will
be based on hive numbers at 1 November in any year. A hive will 
be defined as a colony within a managed container, i.e. both
producing and breeding colonies of bees.

The primary purpose of this levy will be as for the base levy:
Disease management, enforcement, association management, audit of 
PMS, exotic tracking and general administration of the AFM PMS.

The Commodity Levy would be struck under the commodity levies
act. It will be based on production and will levy all beekeepers.

Use of this levy will be for "industry good", e.g. Marketing,
lobbying, industry management, export issues, legislation,
standards, product support.

The levy will be on a declaration of what has been sold during
the last 12 months.

Domestic (small) beekeepers will be able to claim exemption from
this levy by statutory declaration. The rules for exemption will 
be based a declaration stating that product is not traded. It is
supplied to immediate family etc. only.

Registration process for a new beekeeper will be:

Beekeeper applies to management agency (NBA). 

NBA will send registration form that includes information on why
the beekeeper has to comply and outlines consequences and
penalties for non-compliance, a disease form and info on starting
with bees and identifying diseases.

DECA will also be sent with a requirement that DECA issues are
completed in two years. 

Once the beekeeper sends the registration back, the management
agency will formally acknowledge the receipt of registration by
allocating a registration number. 

The management agency will then notify the AP 1 in the area and
the branch will co-ordinate training, 

"The Executive accepts the Compliance Committees frame work for a
three tier levy."

Philip Cropp/Lin McKenzie Carried

Discussion about the mechanics of a levy review/restructure was
discussed. It was agreed that the 

Compliance Committee would need to co-opt people to the Committee
for help with this job. "That Nick Wallingford be co-opted as a
ex officio member of the Compliance Committee for the specific
task of assisting with the forming of an updated levy policy
within the frame work accepted by the Executive."

Terry Gavin/Philip Cropp Carried

"That the Executive accept Gavin Whyte's letter of /01/01
offering ideas for levy reform."

Don Bell/Terry Gavin Carried

"That Gavin Whyte be asked to join the Compliance Committee in
the same role as Mr Wallingford."

Philip Cropp/Jane Lorimer Carried

6.4 Notices of Motion 

It was agreed that these would lie on the table until Friday 2
February.

EU Testing and Recoveries 

Mr Hatfield handed the chairmanship of the meeting to Mr Bell.
Richard Hatfield explained that this proposal came out of the
facilitated meeting held between exporters, MAF Food and NBA on 
December 19, 2000. The NBA had explained to MAF Food, both
verbally and in writing, that the NBA would not underwrite this
programme any more.

As a sign of good faith, it had been agreed that the NBA would
convene a meeting of interested parties to broker a solution to
an impasse. The following was agreed:

"The NBA President will discuss with the NBA Executive for their
approval that: The NBA will administer through a totally separate
accounting system a voluntary levy system. There will be a levy
(to be worked out) on each kilo of exported honey. The levy will
be structured to ensure that it covers all costs associated with
running the scheme, i.e. collection of samples, testing of same,
NBA time, etc. 

The NBA will report basic statistics to the membership through
the New Zealand Beekeeper. It was acknowledged that the EU
Testing Programme for 2001 must not end up as cost to the NBA."

Richard Hatfield further stressed that the agreement reached at
the December 19 meeting was conditional on Executive support,
which is why the proposal was being presented as it, is at this 
meeting. It is a business proposal with the risk acknowledged.

"That the NBA underwrite for the 2000/2001 season the costs
associated with the compliance to EU Testing."

Richard Hatfield/Lin McKenzie

Richard Hatfield presented the positives and negatives of the
proposal to the NBA.

Vigorous discussion ensued. Mr Bell put the motion:-

1 for

1 against

1 abstentions

Due to the motion being stalemated, Richard Hatfield again moved,
seconded by Lin McKenzie:-

1 for

2 against

1 abstentions

Mr Bell declared the motion lost.

The meeting thanked Richard Hatfield for his work on this
difficult problem.

Action 4.4

Richard Hatfield to write to MAF to outline and restate the NBA's
position.

Mr Hatfield resumed the chair and adjourned the meeting at
10.20pm until 8.30am Friday 2nd.

The meeting resumed @ 8.40am on Friday 2 February 2001 under the
chairmanship of NBA President, 

Richard Hatfield.

It was established that a quorum was present and that there were
no apologies.

2 Minutes

"That with the addition of the Marketing Consultant's report on
pollination, the minutes of the meeting held November 25, 2000 be
accepted."

Terry Gavin/Philip Cropp Carried 

It was agreed that discussion about the Marketing budget and the
$70,000 allocation be relitigated but the three priorities as
stated in the November minutes be discussed under the marketing
report.

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.

6.4 Notice of motion - Richard Hatfield

"That from 1 February 2000 the Compliance and AFB Review
committees be merged to form one committee called the Compliance
AFB Review Committee."

The motion was discussed in general terms and an amendment was
proposed.

"That the terms of reference of the Compliance Committee be
ammended to include the need for the Committee to be responsible
for the creation of an annual PMS review by the appointment of an
ad hoc PMS Review Committee with the ability to co-opt members to 
assist where and when deemed necessary."

Don Bell/Jane Lorimer Carried

"That the amendment become the motion."

Don Bell/Terry Gavin Carried

6.5

Policy on non-compliance and non-payment of levy. As proposed by
Richard Hatfield.

The NBA will operate the following Policy towards all
non-compliance and non-payment of levy.

1. If the breach is minor, that is delay in registering an
apiary, failing to supply an ADR within 30 days of the due date,
failure to report AFB within the time frames, the management
agency will send the beekeeper a letter warning that three
occurrences or serious offence will incur suspension or
revocation.

2. Moderate breach, that is 5 or less apiaries unregistered, ADR
within 3 months, or three minor offences, then the DECA will be 
suspended for a period of 6 months.

3. Serious breach, that is anything outside of 1 and 2 or 9 minor
breaches or 3 moderate breaches then the DECA will be suspended
for 12 months and will require the Beekeeper to reapply.

4. Two serious breaches will mean that the DECA is revoked and
cannot be applied for 3 years to which they must attend a 
registered training course and take the test before being granted
the DECA regardless if they did so before.

5. Non-payment of levy will suspend the DECA until full payment
has been received or arrangements have been made.

6. If a DECA is suspended for more than 12 months then the
beekeeper is required to attend a registered training course and
take the Test regardless if they did so before.

7. Appeals will be heard only by the President, Vice President,
AFB Committee chair. If there is a conflict of interest then the
office holder will excuse themselves.

The Executive Secretary is responsible for implementing this
Policy 

"Subject to legal checking, (the Executive Secretary to undertake
with Mike Smith) the NBA adopts the policy."

Richard Hatfield/Terry Gavin Carried

5. Portfolio Reports 

AFB PMS - Terry Gavin

Terry Gavin reported that there is nothing of consequence on the
committee's agenda at this time.

Richard Hatfield reported that prior to Christmas, in his role as
President, he had authorised the spending of $4500 by AgriQuality
New Zealand Ltd, to destroy non-compliant apiaries in the Hutt 
Valley. The beekeeper concerned has now been served notice as a
restricted place for six months as well.

Mr Hatfield also declared that he was a beneficiary of $602 for
labour and equipment hire for this expense in terms of labour
charge as an AP2 and for expenses and equipment.

Action 4.6.

Tim Leslie and Terry Gavin to write to MAF requesting that the
NBA have its own Level One Authorised Persons.

Action 4.7.

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. This is the only legal means of disposal.

The Executive discussed the issue of abandonment further and
agreed that the Compliance Committee should investigate the
possibility of selling abandoned apiaries at Public Auction or 
Tender to recover NBA costs.

It was also pointed out that AP2's will be annually renewed and
the PMS Committee will need to consider ways to stay in touch
with who is currently an AP2 so that only compliant beekeepers
retain or are given AP2 status.

Communications - Lin McKenzie

A twelve month contract with Crown Kerr Print was tabled. Crown
Kerr are the new publishers of the Beekeeper from February 2001.

"That Crown Kerr be the printers and publishers of the Beekeeper
for the 2001 year." 

L McKenzie / D Bell Carried

Compliance - Richard Hatfield

Reported on meeting held in December 2000.

Meeting adjourned for morning tea @ 10.15am and resumed @ 10.35am
with all members present.

3. Correspondence 

Everyone having satisfied themselves with the correspondence

Inwards - 26/11/00 - 29/01/01

27/11/00 - CHB print - Response re letter to editor/article

27/11/00 - Hort. Research - Summary of AFB testing results

04/12/00 - G Hyink - Copy of open letter posted on web site

08/12/00 - Exporters - Consultation meeting

12/01/01 - Internet Hawkes Bay - Domain name

15/01/01 - C Keast - EU Testing

19/01/01 - Roger Bray - NBA involvement with EU testing

25/01/01 - Gavin White - Thoughts on levy

26/01/01 - MAF Biosecurity - R Poland - Response to NBA request
for more members on surveillance review cttee

30/01/01 - M Auld - Varroa Support quarterly report

26/11/00-29/01/01 - M Smith - Various letters re debt collection

Outwards - 26/11/00 - 29/01/01

29/11/00 - MAF Food - NBA position on EU Testing

29/11/00 - MAF Biosecurity - Non Complying Beekeepers

05/12/00 - Marketing Cttee - New Direction

09/01/00 - D Belton - Varroa Invoice

11/01/01 - AgriQuality - Request for apiary information for levy
purposes

29/01/01 - MAF Biosecurity - More time for response to PMS Audit

30/01/01 - Fed's Hamilton - Instructions regarding handling levy
cheques.

26/11/00-29/01/01 - M Smith - Various letters re debt collection

30/01/01 - MAF Biosecurity - R Poland - Response to letter of
26/01/01

31/01/01 - Beekeepers - Levy Invoices and letters

"That the inwards be accepted and the outwards approved."

Don Bell/Terry Gavin Carried

No matters arising.

Environment - Jane Lorimer

The Poverty Bay Branch had made its submission to the Royal
Commission on GM on 1 February 2001, and it went very well.

A question about spraying of citrus during daylight hours had
been raised with Jane Lorimer.

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. Exotics - Terry Gavin

Mr Gavin reported on meeting with MAF attended by himself, Philip
Cropp and Tim Leslie in Derek Belton's office. An exotic review
committee is being formed. The NBA Executive felt that there must
be good bee industry representation on this committee with at
least two beekeepers involved.

The MAF response to the Official Information Request from Mr
Blair of Auckland regarding test results from the August 1999
Exotic Disease Response Exercise was discussed. Feeling of the
meeting was that there was a serious systems failure in that the
bee samples were misplaced and never tested.

The Executive was adamant that the Exercise was MAF's affair and
that the NBA was working at the exercise as a volunteer help and
that contractors involved were working for MAF, not the NBA at
the time of the exercise.

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

Exports - Philip Cropp

Philip Cropp tabled the finalised membership of the Export
Committee.

Finance - Jane Lorimer

Nothing out of the ordinary. The audit for 2000 year has been
commenced and this is holding up the tabling of the December 2000
accounts.

Governance - Richard Hatfield

Will have first meeting in March.

Marketing - Philip Cropp

Philip Cropp commenced his report and stated he wanted to break
it in to three sections:- 1. 

Marketing programme

2. Jobs under marketing

3. Financing

Due to Richard Hatfield wishing to participate in the discussion,
he handed chairmanship of the meeting over to Vice President, Don
Bell at this stage.

Philip Cropp started to discuss the Marketing Committee's wish to
place emphasis for the coming year on developing standards for
"bush honey."

Richard Hatfield raised a point of order:- "Are the Marketing
Committee focusing on the directive of the Executive in November
2000 to develop an industry standard quality mark?"

Lin McKenzie raised a further point of order: "Where is the
directive on Pollination emphasis?"

Discussion took place on the Marketing Consultant's report on the
pro's and con's of pollination service emphasis where the
conclusion reached was to not proceed with marketing development
of pollination services.

"That the report of Floyd Marketing (22/11/00) on pollination
marketing be accepted." Philip Cropp/Lin McKenzie

1 for

1 against

1 abstention

The chair declared the motion lost.

A clarifying motion was called for:-

"The Executive reconfirm it's policy of the August 2000 meeting
regarding emphasis on pollination and add that pollination is a
product within the terms of the November 2000 directive for a bee
quality mark."

Don Bell/Terry Gavin Carried

Amendment:

"That the following be added to the motion:- "Products are
defined as: pollination and all hive products e.g. honey, pollen,
propolis and queens etc."

Richard Hatfield/Lin McKenzie Carried

"That the new amended motion become the motion and it be put."

Don Bell/Richard Hatfield Carried

Philip Cropp then continued to discuss various matters from the
marketing meeting of 30/11/00.

Don Bell tabled a section from the Executive minutes of 2 & 3
September 1997 relating to a honey quality mark (pgs 9and 10).

Philip Cropp restated that the Marketing Committee saw the
setting up of standards for bush honey as the first step in a
honey qual mark certification scheme.

Jane Lorimer asked for a point of clarification regarding the
President writing directly to standing committee members as he
had done prior to Christmas 2000.

The Chairman (Don Bell) ruled that it is appropriate for the NBA
President to do this. Richard Hatfield conceded that in future he
will simultaneously copy such letters to the Executive, but will
expect a response from portfolio holders where necessary.

The meeting adjourned for lunch @1.00pm and reconvened @ 1.30pm,
still under the chairmanship of Don Bell. All members of the
Executive were present.

Discussion on marketing continued.

"That Don Bell work with marketing portfolio holder, Philip Cropp
to take forward the executive's position on the bee/honey qual
mark and resolve the issues surrounding this position."

Richard Hatfield/Terry Gavin Carried

5 for

1 abstention

"That the Marketing Committee reform under the
governance/management roles as set out in the NBA's strategic
plan and elect it's Chairman from its members and not ex-officio
members."

Richard Hatfield/Lin McKenzie 

4 in favour

1 abstentions with Jane Lorimer wishing hers to be noted.

"The marketing programme be reviewed subject to the review being
undertaken by Don Bell and report the outcome at the March 2001
executive meeting."

Philip Cropp/Richard Hatfield

1 in favour

1 abstention with Jane Lorimer wishing hers to be noted.

Don Bell handed the chair back to Richard Hatfield and thanked
the members for the professional way they had handled a difficult
debate

Richard Hatfield also thanked the executive for their input and
stated that he had not wished to cause offence to anyone, but was
attempting to steer things in the way he believed the Executive 
had directed outcomes from past meetings.

Support - Lin McKenzie

Reported that work was proceeding to ascertain if it is
appropriate to make a second application to the Sustainable
Farming Fund. The structure of the application would take this
into account. Varroa - Don Bell

Reported on current status of Stage II and Stage III varroa
programme:- surveillance will start late February early March in
South Island more treatments are in progress for registration
main work has been on a Varroa budget for NBA and working on
setting up a NBA Varroa Advisory Group comprising one member from
each branch. 

The NBA VAG will be a link for the NBA's official Varroa
Management Group Reps back to the membership. It is hoped to
convene this group by late February 2001. 

"The Executive endorse the idea of a Varroa Advisory Group." 

Lin McKenzie/Philip Cropp Carried

Finance - Budget:

A second draft was tabled by Jane Lorimer. It still has gaps.

Action 4.13

All executive members to feed back to Jane Lorimer their
finalised cost centre areas by 19 February 2001.

"That administration and executive expenses be split in the 2001
budget and that these budget principals be adopted."

Terry Gavin/Don Bell Carried

The meeting broke for afternoon tea at 2.45pm. Mr Hatfield
retired from the meeting to travel to Australia for business.

The meeting reconvened at 3.00pm under the chairmanship of Don
Bell. 5 Executive members were present and a quorum was declared.

Executive Secretary: Tim Leslie

Reported on progress with bad debts, getting levy invoices out
and general info.

Tim Leslie also reported on a project to update the NBA's
letterhead and logo. A group of students are keen to work on this
at a cost of $850.00

"That work proceed on the logo for the sum of $850.00."

Terry Gavin/Lin McKenzie Carried

Executive Secretary Review

Terry Gavin and Philip Cropp reported on a meeting held with
themselves and Tony St.Clair, CEO of Federated Farmers on
December 19, 2000. The general tone of the meeting was positive
with Fed's happy to continue a relationship and some
acknowledgement that there needs to be a change in the way things
are done so that the current Executive Secretary is not so
burdened with menial tasks.

There was also agreement that weekend work and meetings were to
be an exception, not the norm.

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 insurances;- fire and general and
public liability -nto 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.

Lin McKenzie raised a concern about the process for the review.
He felt that Executive members should have been canvassed for
their comments.

It was agreed that a review of the contract review Terms of
Reference would ensure that this was put in place.

General 

8.1 Rule Changes

Rule changes proposed to be brought to the March 2001 meeting.

Make a formal position of treasurer

Branches report to Executive quarterly

Executive become a Board

Honorariums 

Motion to raise honorariums:

"President $10,000

Vice President $ 3,000

Executive $ 3,000

Standing Committee Chairs $ 1,000;

To be paid twice per year"

"Moved that this motion lie on table until March when Richard
Hatfield is available to discuss."

Don Bell/Philip Cropp Carried

OSH & ACC 

Action 4.17

Tim Leslie to secure and circulate rulings to branches and
executive regarding volunteers "working on inspections".

PMS Audit 

Action 4.18

Tim Leslie to circulate to executive the draft audit so that they
can respond to Tim Leslie by 12/2/01.

Library Terms of Reference were ratified. 

8.6 Southland fielddays and Southland branch request for
underwriting.

"The Executive agrees to underwrite the cost of flying a guest
speaker to their field day to be held on Saturday 3 February
2001."

Lin McKenzie/Terry Gavin Carried

8.7 Branch Budgets

Jane Lorimer discussed the difficulty in working out for
consolidation the full branch situation over the whole country.

Action 4.19

Tim Leslie to discuss with Federated Farmers how they work their
provinces out.

8.8

The Executive acknowledged the letters of R Bray and G Whyte on
EU Testing and Levy respectively.

Action 4.20

Tim Leslie to write to the two gentlemen.

AGM 

Tim Leslie discussed a proposed format for the AGM that Richard
Hatfield and he had been discussing.

a brief formal AGM on the Wednesday with the late morning and all
afternoon devoted to rules and remits. 

On the Thursday morning have a "debate" with both sides of the GM
debate so that a NBA position could be reached.

Action 4.21

Lin McKenzie and Tim Leslie to talk through before the March
meeting

8.10 Dates - meetings

05/03/01 Nelson

02/04/01 Wellington

The Chairman (Don Bell) thanked the Executive for their
participation and closed the meeting at 4.45pm