Minutes of the National Beekeepers Association of New Zealand
(Inc) Executive Meeting 08 held at the offices of Federated
Farmers of New Zealand (Inc.), Johnston St, Wellington on 15 June
2001 commencing at 8.40am

1. Introduction/Welcome

2. Present: - Richard Hatfield - President in the chair,

Don Bell, Terry Gavin, Jane Lorimer and Tim Leslie, Executive
Secretary.

Fiona O'Brien & Gerard Martin, 2001/2002 Executive Members -
observers

Apology received from Philip Cropp.

The Chairman moved a motion of sympathy to Mr Cropp and his
family on the death of his father-in-law this week.

The Chairman also welcomed Mrs O'Brien and Mr Martin to the
meeting and asked the Executive if they would allow Mrs O'Brien
and Mr Martin to contribute to the days proceeding's up to any
vote that might be taken.

A quorum was confirmed.

3. Minutes of Executive meeting 7 held May 11 2001.

4. "The minutes and actions of meeting 7 be reviewed and actions
from meeting six be revisited."

Don Bell / Lin McKenzie	CARRIED

Actions Meeting 06

Action 6.2 - EU Testing Monies

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.

AgriQuality have paid the first invoice.  Some dispute about the
balance that the NBA feels is owed.  Executive Secretary still
progressing the issue.

Action 8.1

If the EU issue is not sorted out by the Conference, the NBA and
AgriQuality enter into binding mediation.

Tim and Don to progress over the next week and if no result start
to get Mike Smith involved..

Lin McKenzie to find a mediator in Queenstown.

Action 6.3 - AgriQuality Offshore consultancy

Letter from Hon Mark Burton (Minister of SOE's) tabled.

Action 6.4 - Beekeeper Business Skills

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

Trust application seeking $100,000 over three years has been
submitted.

Action 6.6 - Federated Farmers Contract

Lin just about finalised.  Was agreed that the NBA ask Federated
Farmers to price certain activities, e.g. policy @ ?$/hour.

Action 8.2

Lin McKenzie to continue and finalise by Conference.

Action 6.7 - Contractual issues re PMS

Still being progressed.

Action 8.3

Terry Gavin and Tim Leslie to progress the AgriQuality issues and
seek a meeting with AgriQuality prior to visiting Queenstown.

Action 6.10 - Promotion/Marketing

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

Action 6.11 - Marketing projects

Philip Cropp to 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.

Action 6.12 - Marketing Committee/HRU relationship

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

Action 8.4

Phil Cropp to update progress on 6.10 - 6.12 as a post meeting
minute note.

Actions Meeting 07:

Action 7.1

Terry Gavin to work with the PMS Ops Ctte and have a draft
contract by May 25.

Draft Contract will be table later in meeting.

Action 7.2

Terry Gavin to put the contract template as per the 2000template,
to the PMS operations Committee and stress that this is the
direction the Executive wishes the committee to take i.e.
performance based.  If they (Cttee) don't like the directive,
they are to be asked to consider their position.  The contract to
be ready by 31 May 2001.

Underway

Action 7.3

Don Bell to write to Simon Peacy and explain.

Don Bell has discussed issue with Mr Peacey

Action 7.4

Executive Secretary to advise compliance committee of proposal
for levy reduction if income targets are met.

Complete

Action 7.5

Executive Secretary to progress with Philip Cropp his issue about
apiary register inaccuracies concerning his businesses.

Will be dealt with in discussion of issues with AgriQuality.  It
appears that the second, full Apiary Register xl file did not
contain all Mr Cropp's details/

Action 7.6

Jane Lorimer to work with Federated Farmers and validate the
account.

Jane reported that she is now happy.  Coding changes had fixed
things up and the account will now be paid.

Action 7.7

Executive Secretary to start forwarding a copy of the monthly
summary to Ian Berry, member of Finance Advisory Committee.

Will happen with the May accounts and future

Action 7.8

Exec. Sec. To write to PMS Operations Committee and ask how
they're responding to the audit of the PMS and AP training.

Ongoing issues.  The Executive expressed concern at the tone of
the February 2001 Audit by MAF.  It is an issue that the incoming
executive will have to monitor closely.

Action 8.5

Tim Leslie to forward O'Brien and Martin copies of the MAF audits
and AgriQuality Contract.

Action 7.9

By the end of May 2001, portfolio holders to identify the broad
cost of, and type of capital projects for their respective areas
for the next three years.

Ongoing

Action 7.10

Export Committee to set a method of reporting honey price
statistics to membership.

Action 7.11

Export Committee to gather some information about export
protocols so that the Executive Secretary can write to the
relevant authorities.

Action 8.6

Philip Cropp to append a post meeting minute about 7.10 & 7.11

Action 7.12

A Support Committee be in place by June meeting.

Awaiting final acceptance from various people.

Action 7.13

That Don Bell & Exec. Sec write to MAF and request the Terms of
Reference and Project Management Plan for the two-year Varroa
Management Plan.

Action 7.14

Don Bell & Exec. Sec write to MAF and seek assurance that the NBA
will have equal opportunity to tender for bee related contracts.

7.13 & 7.14:Verbal discussions have been held as this seemed the
most appropriate course of action.  Dr Belton (MAF) is to follow
up by letter.

Action 7.15

Write to branches and outline that the remit policy is designed
to aid discussion by giving priority to on time remits and ensure
that sensible debate is held.

Draft letter ready for sign off.  Will go out with the May
minutes.

Action 7.16

Exec. Sec to work with PMS Compliance Committee to withdraw
DECA's from those who are non-compliant with particular interest
in those who have not progressed through the system if they sat
an exam prior to June 2000.

Underway

Action 7.17

Executive Secretary to ask the Solicitor when rule changes take
place and circulate the definitive ruling with rule change
proposals.

Ruling received.

Action 8.7

Tim Leslie to create an up to date draft constitution of the NBA
using the new rules.

Meeting adjourned for morning tea at 10.00am.  Richard Hatfield
excused himself for an hour.

Meeting reconvened at 10.15am with Don Bell in the Chair.

Matters Arising:

The booklet Robert's Rules of Order has been sent to all branch
chairmen.

Executive Secretary asked to send correspondence to both the
Chairman and Secretary of Branches.

"That the minutes of NBA meeting 07 be approved"

Don Bell / Lin McKenzie	CARRIED

3       Correspondence & Finance:

Inwards 15/05/01 - 14/06/01

From: VAOC, Northland, Auckland, Waikato, BoP, Canterbury, Otago,
Southland

Re: Remits

From: Poland - MAF

Re: Exotic Surveillance Report

From: Varroa Planning Group

Re: 10 May 2001 Minutes

From: Stats

Re: June Statistics Update

From: MAF - Bolger

Re: Varroa treatment

From: Frank Lindsay

Re: Compliance Cttee Notes

From: L McKenzie

Re: Support Application to Trust

From: Office of Jim Sutton

Re: Decline to conference

From: Heath Lambert

Re: NBA Public Liability

From: Office of Mark Burton

Re: AgriQuality Offshore Consultancy

From: ABCC

Re: Notice of meeting

From: A McCaw

Re: Governance Cttee

From: Office of Minister of Foreign Affairs & Trade

Re: AgriQuality Offshore Consultancy

From: PriceWaterhouseCoopers

Re: Audit

From: Morrison Kent

Re: Rule Changes

From: VegFed

Re: Land User Forum

From: M Reid

Re: Southland Bekeeper Enquiry reply

From: Office of Prime Minister

Re: Decline invite to conference

From: Otago Branch

Re: Capitation

From: MAF Enforcement Unit

Re: Advise

From: M Bush

Re: Draft 2001 Contract

From: M Morris

Re: Trust Application

From: MAF

Re: Invite to Biosecurity Strategy Meeting

Outwards - 15/05/01 - 14/06/01

From: Branches

Re: Minutes

From: Wenenk x 2

Re: Re DECA

From: PMS Operations

Re: May 28 Minutes

From: Branches

Re: Varroa Information

From: MAF EU

Re: Help with enforcement issues

From: PMS Op's Ctt

Re: Audits

From: Mike Smith

Re: Instructions

From: Morrison Kent

Re: Rule Changes

From: PWC

Re: Enquire about possible activity audit

From: M Reid

Re: EU Testing $

From: Mark Goodwin

Re: Letters of support for organic treatments

From: Crown Kerr, Branches

Re: AGM Notices

Action 8.8

Send a copy of Minister Burton's letter to PMS Cttee Chairmen.

The letter from NBA to Auditors was tabled.

"That the President sign this letter as an accurate portrayal of
the NBA's situation to the Auditor"

Don Bell / Jane Lorimer	CARRIED

"Inwards be accepted and outwards approved"

Don Bell / Lin McKenzie	CARRIED

4 Finance

5 Executive Expenses to note and approve:

Hillcrest Apiaries 547.18

Gavins Apiaries 139.88, 687.06

Don Bell / Lin McKenzie	CARRIED

"That in light of the fact that the NBA is now in a cash positive
situation, the Finance Committee develop an investment programme
that maintains NBA cash flow"

Agreed by consensus.

Action 8.9

Tim Leslie to continue work on debt ageing reporting and
vigorously uphold the levy collection policy.

Action 8.10

Tim Leslie to supply portfolio holders and committee chairmen
with their respective pages of the monthly financial reports. 

Action 8.11

The portfolios to review their monthly figures with the Finance
Committee so that at the Planning meeting a three-year plan can
be formulated.

Situation at 31 May 2001:

Invoiced 2001   686,716

GST on invoices	85,839

A/R for levies @ 31/12/00	187,856

960,411

AR @ 31/05/01	276,290

Paid or written off	684,121

GST content	-76,013

Doubtful debts w/off	-86,946

Stat Decs w/off	-132,386

No longer reg etc w/off	-42,693

Rcvd    346,083

Of AR total of $276,289 @ 31/5/01

Portion related to 2000 levies = $68,286

Meeting adjoined at 10.35am for morning tea.

Meeting reconvened at 11.00am.  A quorum was still present.

5       Portfolio Reports

Portfolio               Executive Member

President               Richard Hatfield

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

Exec. Secretary         Tim Leslie

Portfolio Issues Highlighted:

AFB PMS

Terry Gavin reported that he is endeavouring to get the two PMS
Committees and the Executive together at the Conference.

Communications

Web page enhancement is to proceed with haste.

Environment

Jane Lorimer has met with G Neal, MAF Food who will attend
conference as well.

Export & Marketing:

Philip Cropp to be asked to send reports as post meeting notes.

Governance

Action 8.12

Lin McKenzie to write up a report from the meeting of 14 June
2001 and ensure it goes in Beekeeper.

Support

Both applications (to SFF and Honey Trust) have been made.

Action 8.13

Tim Leslie to forward the Trust Application of M Morris to the
Environment Committee without comment.

Varroa

Don Bell discussed the education plan Terms of Reference
published by MAF.  There may be some opportunity for the NBA to
become involved.

The VOAC is working on what to do with a "blip" inside the buffer
zone of the line.

5       Committee business:

5.1	Accept PMS Committee Teleconference 28/05/01 Minutes

"That the minutes of PMS Operations teleconference held on May 28
2001 be accepted by the Executive"

Don Bell / Terry Gavin	CARRIED

5.2 AgriQuality 2001/02 Contract

5.3  The draft contract for 2001/02 was discussed.

* It was agreed that on pages 13 & 14, there are several
mandatory requirements listed as "if supplied".  These must be
mandatory.

* It was agreed that the Executive would not accept an annualised
account - Section C1

* The DECA Section needs looking at and terminology needs
updating.

Options for the contract were canvassed:

1 Rewrite in the next week?

2 Roll current contract for 3 months?

3 Accept current draft?

4 Let current contract lapse

A brief discussion ensued and it was decided to leave the options
on the table until later in the meeting when other PMS issues
have been discussed.

Meeting adjoined for lunch at 12.15pm.

5.3  Reconfirm Policies and Remit 11

POLICY - 04

Policy for the Executive Secretary in granting Levy Deferrals

Background

The NBA receives a number of requests for Levy deferrals from
members wishing to spread the payment over a number of months.
This is intended to assist the collection process by ensuring
that beekeeper cash flow is not unduly impacted by a large levy
payment. The deferral is granted at the sole discretion of the
NBA and does have a financial impact on the NBA.

This policy is for the Executive Secretary to make decisions on
whether to grant a deferral and the period of deferral.

Policy statements

That no more than 20% of the total levy that is due to the NBA
can be deferred. This will be on a first come first serve basis.

Beekeepers that have no levy debt other than though a deferral at
the 1 February may be granted a deferral.

Any beekeeper that has failed to pay their levy on time in the
last levy collection period and did not enter into a deferral
shall not be granted a deferral this levy payment.

Deferrals cannot be granted for total levies due that are less
than $500.

Any beekeeper that fails to make a deferral payment shall become
immediately liable for the full amount plus any penalties on the
outstanding amount.

The maximum deferral payment schedules are:

Levies Due for the yr  No of Payments  When

$501-1,500               2             Mar, Jun

1,501-3,500              3             Mar, Jun, Sept

Over $3,501              4             Mar, Jun, Sept, Dec

No deferral will be granted to any beekeeper that has previously
been summonsed to court for failure to pay levy within the last 5
years.

No deferral will be granted to any beekeeper that has not
complied within the last three years or is being investigated for
non-compliance with any part of the legislation affecting
beekeeping. This includes (but not exclusive) failure to provide
ADR/COI, failure to register apiaries, failure to report disease.

The no member shall involve or influence in the determination of
whom is granted deferrals except through this policy or as a
written request to the National President.

All requests for deferrals must be received one calendar month
before the date that the levy is due and must be in writing to
the Executive Secretary on the form provided.

If a deferral is not granted then the levy payer might appeal in
writing to the President stating the part of this Policy that the
Executive Secretary has not been complied with. The President's
decision shall be binding. If the President has a conflict of
interest then the Vice-President shall make the determination.

Review of Policy

This policy will be reviewed annually by the executive at the
November executive meeting.

"That Policy 4 be reconfirmed"

Don Bell / Terry Gavin	CARRIED

POLICY - 05

Policy for Levy Collection

Background

At present there is no policy for levy collection from the NBA
and the Executive Secretary has to operate a level of discretion
when to act.

This Policy is to guide the Executive Secretary on levy
collection.

Policy

The Executive Secretary shall send Levy collection notices three
months before the levy is due to all beekeepers that are
registered with at least one apiary stating the amount of levy
due, deferral policies and the exceptions.

The Executive Secretary shall send default notices 15 days after
the levy due date to all beekeeper that have not paid with a
revised levy including penalty. This notice will include
statements that legal action may be taken after 30 days if no
payment or legally permitted reason under the order why payment
will not be rendered.

The Executive Secretary shall report to the Executive at the next
meeting the amount of levy outstanding as at 45 days and the
actions taken.

The Executive Secretary shall instruct the Lawyer appointed by
the Executive to send solicitors letters with revised statements
to all levy payers that owe money to the NBA 60 days after the
levy was due.

Any Levy payer owing more than $100 shall have debt collection
proceedings issued against them in order of the amount owed. All
proceedings shall be commenced by the NBA within 120 days of the
levy due date.

The Executive may override this Policy if the NBA does not have
sufficient funds to pay for legal proceedings but for no other
reason.

Review

This Policy shall be reviewed annually at the November meeting.

"That Policy 5 be reconfirmed"

Terry Gavin / Lin McKenzie	CARRIED

POLICY - 07

Policy - Branch Officers who are not compliant with the AFB PMS:

Those branch officers who are non-compliant with the AFB PMS will
be asked to resign.

"That Policy 7 be confirmed amended to: Any officer duly elected
or appointed to the NBA who is non-compliant with the AFB PMS
resign from office:"

Terry Gavin / Jane Lorimer	CARRIED

POLICY - 08

PMS DECA Holder Policy

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,
and 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

"That Policy 8 be reconfirmed with the removal of section 7"

Don Bell / Jane Lorimer	CARRIED

POLICY - 10

Policy - Falsifying Declarations required under the AFB PMS

Any false statutory declaration, ADR's and COI's that come to the
notice of the NBA as false will be reported.

"That Policy 10 be reconfirmed with the addition of to and
followed up with the relevant authorities after the word
reported."

Jane Lorimer / Terry Gavin	CARRIED

Remit 11

This conference recommends to Executive on behalf of the New
Zealand Hobbyist Beekeepers that Executive negotiates with
Government for the removal of the Statutory Declaration clause.

"That this remit be accepted without change"

Lin McKenzie / Terry Gavin

Mr Hatfield retired from the meeting at 1.35pm and handed the
Chairmanship to Don Bell.

The meeting returned to the Exotics Report and Communications
Issues:

Exotics

Mr Gavin has attended the first bee surveillance meeting.  He
stated that he will need to consult the industry before
committing beekeepers to collecting the hundreds of samples
proposed:

* 300 From PMS

* 100 from exporters

* 600 from high-risk areas.

Some discussion on disposal of diseased and abandoned hives.

Action 8.15

Terry Gavin and Tim Leslie to raise at their meeting with
AgriQuality

Communications

Lin McKenzie reported that the Webpage upgrade will cost approx.
$800.00

Has arranged for Mrs Lindsay to come into the office once per
month and mail out to branches copies of relevant information.

6       General Business

6.1 Varroa Compensation:

Jane Lorimer stated that it seems that there is still confusion
over what can and can't be claimed.

The Executive agreed that it has an advocacy role.

"That the Executive recognises it has an advocacy role in
relation to Varroa Compensation and to that en, when requested,
the NBA will seek professional advice on behalf of members"

Lin McKenzie / Terry Gavin CARRIED

"That a notice be put in the Beekeeper and branches informed
asking people with Varroa compensation claim issues requesting
them to register with the NBA Head Office, understanding that
they may be required to supply supporting documentation to
support their case".

Lin McKenzie / Terry Gavin CARRIED

The meeting also pointed out that there is a rural support
co-ordinator to help with these claims.

6.2 Waikato Paper for Further Free Treatment

Executive agreed that there is a case.

"The Waikato Beekeepers be asked to write a paper outlining their
case for free treatments and a letter of support be sent from the
NBA Executive"

Don Bell / Lin McKenzie CARRIED

6.3 Letter re governance from A McCaw

Action 6.15

T Leslie to write a response and circulate to the Executive prior
to sending.

6.4 Varroa Line Movements

The VOAC is to call a meeting with the most affected beekeepers
on both sides of the line to formulate a NBA policy.

Meeting adjourned for afternoon tea at 2.45pm

Meeting resumed at 3.00pm

6.5 Remits from 2000 AGM

1 Compliance committee has this issue covered off.

2 Movement has started

5 Compliance committee is addressing the issue

7 Waiting for ERMA to take responsibility

8 Waiting for ERMA to take responsibility

9 Issue is being handled now.

10 Needs a voluntary code of practise

11 Environment committee dealt with through the GM submission

12 Ongoing all year evidenced by applications to SFF and Honey
Trust

13 Underway

14 Compliance Committee has started through its levy consultation

15 Can't achieve with the model of SOE's

16 Unpractical.  Compliance committee considering as part of
their work

17 Signed off

18 VOAC, VPG & VMG are working on.

19 Signed off in Feb 2001

20 Has happened

21 Difficult.  Generally supportive but Executive realised that
there has to be other ways of working out.

Mr Hatfield returned and assumed the chair again at 3.30pm

6.6     Library

Mr McKenzie reported on work with Mrs Taiaroa.  Mrs Taiaroa will
make the library report to conference.  The Library catalogue
will need to be scanned as it is out of print.

Action 8.16

Library to supply a borrowing policy and a collections and
acquisitions policy.

7       Rule Changes

Discussion on rule changes was held by the Governance Committee
on June 14.  The Committee amended the rule changes to read:

Rule Changes, 2001 AGM:

Proposed by the Executive

15 Council of Elected Officers

The President, Vice President and Hon. Treasurer shall form the
Council of Elected Officers and shall be elected by General
Meeting of the Association as set out below from the members of
the executive elected or appointed for the next term of office
following the AGM:

15a. President

The President shall preside over all matters of the association
including Executive meetings, general meeting, special general
meetings and other meetings as determined by the Executive.

The President shall have the powers of committing the association
to agreements, proceedings or actions in consultation with the
Executive. The executive may direct the president only if all
members of the executive vote unanimously for that direction.

The President shall be responsible for ensuring that the
association maintains legal compliance with current legislation
and shall be responsible for all legal matters. The president
shall consult with the Vice President and Honorary treasurer in
all matters of a financial and legal nature.

The President shall be the nominal holder of the Common Seal.

The Executive Secretary shall report to the President.

15b Vice President

The Vice President shall act in a supporting to President in all
matters and shall be an advisor to the President. The Vice
President will assume the powers of the President if the
president is ether:

Officially absent as declared by the President in writing to the
Executive Secretary, or

In an emergency, is unavailable for a period of at least 48 hours
by normal communication means. Any decision or commitment shall
require the ratification of at least two other executive members
in writing to the Executive Secretary.

15c Honorary Treasurer

The Honorary treasurer shall have the powers over all of the
associations finances to direct and manage them within the
Policies set by Annual General Meeting or other General Meeting
or by the Executive via policies. Also they shall co-ordinate the
activities of the Auditors and direct officers of the association
to comply with reasonable auditor requests.

The Honorary treasurer shall ensure that Legal compliance to the
financial requirements of current legislation. The Honorary
Treasurer shall also be responsible for conducting any
investigation involving financial impropriety.

15d Removal From Office of Elected Officers

The Elected Officer can only be removed from office if:

The Elected Officer does not remain a member of the association
or is in default of any undisputed payment to the association.

That a 75% majority of a general meeting votes on a motion to
remove the Elected Officer.

In the unanimous opinion of the executive members the Elected
Officer has acted in a manner that would bring the association
into disrepute or render the association liable for civil or
criminal action. In such cases the Elected Officer can request
and it shall be granted independent binding mediation at the
expense of the association.

The Elected Officer is convicted of any offence (Civil or
Criminal) that relates to statutory instruments related to
Beekeeping or a criminal office that has a custodial penalty.

15e Election of Elected Officers

The election of Elected Officers of the Executive shall be at a
convened General meeting (annual or special in the case of
removal) will be by simple majority and where there is a tie then
a revote shall take place until a majority is achieved.

If an elected Officer is removed during their period of office
then the Executive Secretary shall hold a ballot of members in
accordance with the rule 27.

15f Council of Elected Officers

The Council of Elected officers shall be responsible for the
overall direction of the association working with the wider
executive members in the implementation of the policies,
procedures of the association. The Council may make decisions on
behalf of the association subsequently ratified by the Executive
at a normally nominated meeting.  All three members of and the
Executive Secretary must be present at all decisions on behalf of
the Association unless a registered apology is given.  The quorum
is a minimum of 2.

15g Executive Portfolio Holders

Each member of the Executive excluding the President shall be
responsible for portfolios determined from time to time being
required to operate the association. The Portfolio Holders shall
be accountable to the Executive for their portfolio and report to
the executive at every meeting. Each portfolio holder will
prepare a report to the membership as a part of the annual
report. All committees related to that portfolio will report to
the Portfolio holder through the Committee Chair.

15h Delegations

The Executive may from time to time determine policies and
procedures on the delegations of financial or decision-making
authority to individuals or organisational units. These policies
and procedures shall be available from the executive secretary on
written request by any member of the association.

Rule 16:

The Executive. (The Executive becomes a Board and all reference
in the Rules of the Association to Executive is changed to read
National Board)

(a) Amend to:

The National Board shall consist of eight (8) persons who are
either members of the Association or the representatives of
corporations which are members, three being resident in the North
Island and three being resident in the South Island.

Six members shall be elected by postal ballot.

In addition one member from each Island shall be a branch
chairman whose major role on the Board will be to act as Branch
liaison people for their respective islands.  They shall be
elected to the National Board by branch delegates at the Annual
Conference of Branch Delegates held in conjunction with the
Associations Annual General Meeting.

Rationale:

There is always an issue in the Association that the branches are
not informed.  By having Branch Liaison people on the Board to
act as a conduit for information this should help alleviate the
perceived problem.

(b) Amend to:

The members of the National Board shall hold office for two
years, commencing at the conclusion of the Annual Meeting
following their election and shall at the expiration of their
terms be eligible for re-election unless in the case of the two
branch chairmen they have ceased to be a branch chairman.

(h) Amend to:

5 members shall constitute a quorum.

16 k 

The Executive of the Association may co-opt additional members to
executive that have all the powers of an executive member
excluding voting. The co-opting shall be by motion at a full
executive meeting and a unanimous decision of all eight members
either by a proxy vote or by being present. The Executive can
remove a co-opted member to the Executive by motion and a simple
majority.

18 b v  

Replace with: The Executive is required to provide a three year
rolling budget updated annually with a strategic plan. This will
be ratified at the general meeting by the membership and form the
overall direction of the Association for the next three years

23 e 

Special Interest Groups representing sectors and industry groups
of the association's membership. Special Interest Groups can be
created in the same way as a branch and have the operating powers
and responsibilities of a branch.

23 f

Branches and special interest groups shall abide by the rules of
operation and conduct of meetings compliant with the Constitution
and Policies set by the executive.  A member of multiple branches
and or special interest groups shall nominate their voting rights
to one of the branches or special interest groups that they are a
member of.

Rule 24: Operation of Branches:

(f)New Rule:

Branches to report a summary of their activities to the National
Board quarterly in April, July, October and September.

Rationale:

As the Branches are part of the consolidated operations of the
Association, quarterly reporting will enable the Board to
maintain complete oversight of the Associations affairs.

28  

Change Executive to Council of Elected Officers.

31. Policies

The Executive may make matters of policy any matter that it
considers necessary to be a policy and that policy shall be
binding on all members of the association in the same way that
this constitution is binding. The Executive does not have the
power to make policies that directly or indirectly contravene
this constitution.

All policies shall be available from the Executive Secretary on
request by any voting member of the association.

Prepared by Nick Wallingford

PROPOSED RULE CHANGE 1:

Rule 16(a) currently reads: "The Executive shall consist of six
persons who are either members of the Association or the
representatives of corporations which are members, three being
resident in the North Island and three in the South lsland."

The proposed rule change is to insert the following parenthetical
expression after the words "six persons":

"(or fewer than six if the Executive chooses to not appoint a
replacement Executive member in the event of a casual vacancy)"

RATIONALE: In recent years, the Executive has chosen to operate
with fewer than six members, by not appointing replacements for
casual vacancies.  This proposed rule change would bring the
rules (or at least the expressed intention of the rules) in line
with recent practices of the Executive.

PROPOSED RULE CHANGE 2:

Rule 17(c)(vii) currently reads "Forwarding to Branches copies of
minutes and reports of meetings of the Association and the
Executive, to be within 14 days of such meetings being held."

The proposed rule change is to delete the phrase "to be within 14
days of such meetings being held".

RATIONALE: This change would revert the wording of the rule to
that in place prior to 1998 when the rule was amended.  It is not
the practice of the Executive to provide the minutes within 14
days of the meeting, so this proposed to change is to bring the
rules in line with the current practice of the Association.

7 Resolutions for AGM from Executive

7.1     That the Executive puts in place a policy to maintain a
minimum of 1/3 of total annual turnover as a standing reserve and
this reserve is used to manage the cash flow of the NBA by the
2003 financial year.

7.2     That subject to cash flow resolution being adopted the
2003 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 2004 levy year.

7.3     Providing the proposed rule change to rule 16 is carried,
the branch representatives be elected at the AGM in anticipation
of the rule changes being registered so that the new Board can be
in place as soon as practically possible.

The Chairman thanked the Executive for a constructive meeting and
closed the meeting at 4.45pm.