Minutes of the National Beekeepers Association of New Zealand
(Inc) Executive Meeting 06 held at the offices of Federated
Farmers of New Zealand (Inc.), Johnston St, Wellington on 6 April
2001 commencing at 8.15am

Introduction/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. A quorum was confirmed.

Minutes of Executive meeting 5 held March 11 & 12, 2001.

It was generally agreed that a bit more detail of discussion
would be appreciated in future minutes.

"With the following changes: - That the word total be added after
$70,000 on page 5 of the minutes and Jane Lorimer's vote against
the motion `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' the minutes be accepted."

D Bell/Terry Gavin Carried

Mr Hatfield reminded the Executive of the convention of
collective responsibility. Once the majority has agreed a
decision or action, all members of the committee are bound by it.

Action 5.1 (Remits and rules of debate)

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

Completed

Action 5.2 (Annual Report)

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

Agreed to extend to April 20th.

Action 5.3 (Audit)

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

Ready to post

Action 5.4 (Budget)

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.

Ready to post

Action 5.5 (Communications)

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

Action 6.1 Lin McKenzie given the go ahead to do what is
required.

Action 5.6 (Debt Collection)

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

A small report has been submitted.

Action 5.7 (Exotics)

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.

With MAF contacting Terry Gavin this became unnecessary. A
meeting is planned for late April.

Action 5.8 (EU Issues 2000/01)

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

Letters have been written.

The issue of the EU Testing money from AgriQuality was discussed.
This account has still not been paid and the NBA is not any wiser
about how much is owed from August 2000 - March 31, 2001.

A consensus decision agreed that (Action 6.2):

Tim Leslie to contact AgriQuality and determine if they have the
NBA's correspondence regarding the period August 2000 - March
2001 and then invoice them for an indicative amount of $16,000.00
with a 30-day payment. If the account is not paid by the 30 days,
Mike Smith will be asked to handle it.

The previous account to be handed to Mike Smith.

Action 5.9 (Exports)

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.

Letter sent. Action 6.3 Also agreed that the Executive Secretary
write to the Minister of Trade and point out NBA displeasure and
copy to the Beekeeper and opposition party spokespeople.

Action 5.10 (Support)

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

Action 6.4 Still working on.

Action 5.11 (Committees)

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

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

Completed

Action 5.12 (Committees)

Portfolio holders to follow up with Committee chairs and ensure
the committee membership is finalised.

Finalised

Action 5.13 (Committees)

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

Letter ready to post.

Action 5.14 (NBA Rules)

Tim Leslie to draft rule changes for April meeting.

Action 6.5 Still to complete

Action 5.15 (secretarial Service Contract)

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

Action 6.6 Nearing completion.

Action 5.16 (Privacy Case)

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

Completed

Action 5.17 (Apiary Register Access and Maintenance Agreement)

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

Superseded by the meeting MAF requested for April 4 where this
issue was discussed. A meeting between MAF and NBA will be held
on May 3 2001 to discuss each organisations needs from the
Database.

Action 5.18 (AgriQual Contracts and Relationship)

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

Action 6.7 Terry Gavin and Executive Secretary to work on by
April 30.

3 Correspondence:

Inwards 12/03/01 - 05/04/01

During Month
Various
Levy enquiries by email

12/03/01
Hort Research - Mark G
Varroa Plan

14/03/01
MAF
Agenda for Varroa Planning Group

21/03/01
MAF
Request to meet

23/03/01
MAF
Final PMS Audit report

23/03/01
MAF
Discussion Paper - Draft incursion policy

28/03/01
Morrison Kent
Privacy Case Costs

29/03/01
MAF
Discussion Document - Import of exotic organisms

30/03/01
AgriQuality
March PMS Report

30/03/01
MAF
Camel Meat Discussion Document

5/04/01
Wellington Hobby Club
April Newsletter

5/04/01
AgriQuality
Non-complying Nelson beekeeper

5/04/01
Simon Peacy
Varroa Research Funding

Outwards - 12/03/01 - 05/04/01

14/03/01
Statistics NZ
Update

14/03/01
MAF
North Island Varroa Surveillance Discussion Paper

15/03/01
MAF
Varroa Comp Update

01/0401
Morrison Kent
Copy of letter from Bisson Moss

04/04/01
Branch Chairmen
2001 Budget

04/04/01
Murray Reid
EU Testing money

05/04/01
AgriQuality
Instructions re Nelson beekeeper

05/04/01
NCDI
Jane Lorimer's response to discussion paper.

Discussion held on the amount of phone calls that the Executive
Secretary had to deal with during the 6-8 weeks post the levy
invoices being posted.

"From this point on, Federated Farmers' telephonists be asked to
instruct all those with levy enquiries to put them in writing"

Don Bell / Philip Cropp Carried

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

Terry Gavin / Philip Cropp Carried

Finance

Motion 01 - Budget:

Discussion on the pros and cons of the following motion. It was
agreed that this process would allow projects to be valued and
will keep the balance sheet as a true reflection of operation
costs. Projects are a capital cost.

"Background

On reviewing the budget I noticed a flaw in the way that we are
managing projects and mixing it into the operational costs. This
is not in line with general accounting practice; therefore we
need to change it.

Proposal

That the following changes are made to the financial plan and the
way we allocate projects.

That projects are clearly separated out from the main budget but
still held within the portfolios. This is then reported
separately on the Profit loss statement as Operational
Income/Expenditure and Project Income/Expenditure. And summarised
accordingly. Project costs must not be hidden in consultant's
fees or any other line item; they will need to be coded against
the project.

That all project require a financial business case and terms of
reference prior to commencement if the project total expenditure
is greater than $5,000. This needs to be approved by the
executive. All projects below that amount can be approved by the
portfolio holder as long as they have included the project in
their budget.

Project expenditure shall be reported as part of the consolidated
accounts.

All income related to a project shall be recorded against that
project.

All projects will carry a 10% contingency unless otherwise
approved by the executive.

The treasurer is responsible for ensuring that all portfolio
holders and committee chairs report on their project financial
status.

Impact

The following impacts on the current budget:

Compliance committee has one major project that needs to be
separated out.

Marketing committee consultancy fees and meetings related to
projects need to be separated out.

Varroa projects need to be separated out.

Support projects ditto.

Each project will require a terms of reference, no exceptions!

Benefit.

We will know the true P/L and financial position of the NBA
excluding projects therefore know how much to spend on projects.

All projects will need to be approved by the executive; therefore
their strategic fit can be assessed properly.

Marketing should therefore drop to about $15,000 operational
expenditure, the rest being projects. Similar changes will be
needed for other areas.

Fits in with the principles of governance."

Richard Hatfield / Terry Gavin Carried

Motion 02 - Levy:

"That the 2002 levy be reduced by 10%, and that subject to 95%
collection rate within the same year of entitlement that the levy
be reduced by 10% compounded for the 2003 levy year."

This will set in place the executive direction in levy burden
reduction whilst maintaining the same level of organisation
through ensuring that the NBA collects what it is entitled

RH stated that he wants to send a signal about driving down
costs.

JL wondered if the words aim to reduce should be used so that the
NBA is not locked into something that changed circumstances don't
allow.

LMcK felt it would send a good message to the industry.

DB felt the NBA should show confidence in itself and show a lead.

It was agreed to let the motion lie on the table until after the
Compliance Committee report.

RH reminded all that the Exec has a duty to "sell" to their
respective committees NBA policy and that the Exec. Sec. Is there
to be the official communicator from the Executive.

At 9.40am Mr Hatfield excused himself from the meeting to attend
an important appointment and Don Bell assumed the chairmanship of
the meeting.

Expenses to note and approve:

Levy refund $90.00

Levy refund $75.258

Legal Fees - Levy Collection $7,875.00

Internet Hawkes Bay Domain Hosting - bees.org.nz $95.63

Total    $8,135.91

"That the noted accounts be paid and that the NBA maintain the
domain bees.org.nz"

Lin McKenzie / Don Bell Carried

The meeting adjourned at 10.10am for morning tea.

Meeting reconvened at 10.35am with an apology from Richard
Hatfield. Mr Bell continued to chair the meeting.

5 Portfolio Reports

AFB PMS Terry Gavin

Communications Lin McKenzie

Compliance Richard Hatfield

Environment Jane Lorimer

Exotics Terry Gavin

Export Philip Cropp

Finance Jane Lorimer

Governance Richard Hatfield

Marketing Philip Cropp

Support Lin McKenzie

Varroa Don Bell

Exports - PC

Brief discussion on the Animal Products Act and Food Act. The
meeting felt more need to be done to understand these acts.

"The Environment Committee facilitate a meeting re the Animal
Products Act."

Philip Cropp / Terry Gavin Carried

AFB PMS - TG

The March 2001 report has been received from AgriQuality. AFB
prevalence for the previous 12 months = 0.24%.

An issue that needs to be followed up is ensuring that requested
samples are sent in.

It was also noted that pollination audits are not part of the PMS
Contract and should not be used to bolster inspection numbers.

"The AgriQuality Report be accepted"

Terry Gavin / Philip Cropp Carried

Action 6.8

Terry Gavin to ensure the PMS Operations Committee starts work on
the 2001/02 PMS Contract Specifications now.

Communications - LMcK

Main issues are to finalise the Beekeeper editor's contract and
computer technology for the library.

Action 6.9

"Lin McKenzie proceed with purchase of relevant computer
technology for the NBA Library"

Jane Lorimer / Philip Cropp Carried

Action 6.10

"Marketing Committee look at setting up a self funding page on
the NBA Website as a reference for Manuka honey suppliers and
other bee products"

Philip Cropp / Jane Lorimer Carried

Support - LMcK

The status of the portfolio is:

Probably not getting attention needed. A further application to
the "Sustainable Farming Fund " has been submitted. We have
concentrated on "saving beekeepers from Varroa" rather than
"saving the country." A recent article in The Beekeeper hopefully
may be of assistance to members dealing with insurance matters.

An application to the trustees for a support and education
program is to be developed.

There has been acknowledgement from MAF of the Sustainable
Farming Grant application
We are governed by the progress MAF
make.
Proceeding

Trustee application
30th April 2001
Early stage of development

Budget and Time

There has been little budgetary development as these projects are
still in an early stage of development.

Work In Progress

The current work in progress:

As above

Issues/Risks

The current issues and risks are:

Non approval of Sustainable Farming application. This possibility
is being countered by the Exec direction to apply to our own
Trust for funding.

Lin McKenzie / Terry Gavin Carried

Environment - JL

Main issue has been the NBA's response to the Exotic Disease
Containment Discussion Paper. NBA has raised some questions
rather than dismissing or cordoning the ideas (The Exec Secretary
holds a copy of the letter).

Jane Lorimer / Philip Cropp Carried

Exotics - TG

Main issue is the meeting coming up where TG will raise the issue
of high risk area surveillance.

Terry Gavin / Don Bell Carried

Meeting adjourned at 12.00pm for a lunch break.

Meeting reconvened at 1.00pm with Don Bell in the chair and no
apologies.

Environment - cont.

"The Environment Committee Terms of Reference be approved"

Jane Lorimer / Terry Gavin Carried

Marketing - PC

Bill Floyd has finished and the records he held are now in Tim
Leslie's garage awaiting PC to pick them up.

Terms of Reference need to be finalised

Callcare Ltd is handling the Honey and Food Service phone.

US National Honey Board contract with Prof. Molan is due to
finish this year.

PC has been talking with a John Rawcliff to pick up some
marketing co-ordination work. Rawcliff and Cropp are due to meet
at 5.00pm on April 6.

"That if Mr Rawcliff is suitable, Mr Cropp engage his services on
a time limited specific contract"

Philip Cropp / Jane Lorimer Carried

RH asked how progress was on the two projects agreed at the March
2001 meeting that are due to be reported at the May 2001 meeting.

PC replied that if Mr Rawcliff comers on board then it should not
be a problem.

RH restated that it was the Marketing Committees job to sort out
the contractor and they need to get on with it.

Action 6.11 - PC

Progress with all haste the convening of the Marketing Committee
so that the two projects are progressed and the
governance/management issues for the Committee are sorted out.

Mr Bell handed the Chairmanship back to Mr Hatfield.

DB asked about the independence of the Honey Research Unit. He
feels that for it to be truly effective it needs to be
independent of the NBA's Marketing Committee and that lines of
communication and responsibilities need to be firmly established.

The Executive agreed there is some confusion about the HRU's
status and perhaps the NBA needs a Research and Development
Committee.

Action 6.12 - PC

Philip Cropp to review the marketing committee and HRU's
objectives and report back tio the Executive with appropriate
Terms of Reference.

Compliance - RH

Terry Gavin has discussed with Frank Lindsay the PMS review and
there is now one committee, the PMS Compliance and Review
Committee.

The Operation plan for the coming year is to address the AFB
elimination issue.

The PMS Contract will also need to address the number of AP1's
available at any time and the ability to destroy "risky"
apiaries.

"That Terry Gavin be delegated the authority to expend on apiary
destruction as required"

Lin McKenzie / Philip Cropp Carried?

Finance - JL

"The Finance Committee's Terms of Reference be adopted"

Jane Lorimer / Terry Gavin Carried

The Executive Secretary reported that the provisional audited
result for 2000 is positive to the amount of $84,000.

HE is taking advise from MAF Enforcement about suitable lawyers
to undertake prosecutions of defaulters and PMS non complyers.

Meeting recessed at 2.35pm for a 10-minute break

Meeting reconvened at 2.45pm with no apologies.

Varroa - DB

Reported on the last month. Alternative treatments are slow being
registered and he is concerned at the lack of funding for the
Varroa Planning Group after June 2001. It seems that there is a
questionable commitment to the long term funding of this
activity.

Letter from Simon Peacy regarding funding of research beyond June
2001 was discussed. The Executive agreed that the impression at
the time the Minister committed to the two-year plan was that
money would be available for research beyond this financial year.

Action 6.13

DB and TL to draft a letter to the Group Director Animal
Biosecurity (with a copy to the Minister) seeking clarification
of the research situation.

6 Committee Business

NIL

General

Elections:

No nominations to date and they close on April 20.

Tetracyclen Registration

Mr McKenzie felt that this issue of the NBA not supporting the
registration needs revisiting to allow a quick response to any
future EFB incursion.

Action 6.14

TG to discuss with Exotics Committee and gain their
recommendation for the Executive.

Levy Motion:

"That the 2002 levy be reduced by 10%, and that subject to 95%
collection rate within the same year of entitlement that the levy
be reduced by 10% compounded for the 2003 levy year."

Richard Hatfield / Lin McKenzie Carried

Management Contract with Federated Farmers

It was agreed that it is imperative to finalise this as soon as
possible. The Executive Secretary to make an appointment for RH,
PC (& LMcK?) to meet with the FF CEO in late April.

Rule Change

"Executive become a Board and expand to eight. 6 Elected as now
and one each from each Island, being a Branch Chairman, elected
by the branches at the Conference of Branch Delegates held in
association with the AGM."

Don Bell / Lin McKenzie Carried

Next Meeting - Friday May 4, 2001.

The Chairman thanked the Executive for a constructive meeting and
closed the meeting at 4.05pm