Minutes of the National Beekeepers Association of New
Zealand (Inc), National Executive Committee Meeting 01-02
Number 2 held on 26/9/01 and 27/9/01 commencing @ 9.10am in
the Ormond Room, Agriculture House, Johnston Street,
Wellington on 26/9/01.

1. Welcomed to the meeting by President Don Bell. Don
thanked the Executive for their attendance and input at the
Planning meeting on 25/9/01.

There was one apology from Lin McKenzie for lateness.

2. Minutes "The minutes of Executive Meeting held on 30 & 31
August 2001 be confirmed as an accurate record."

Lorimer/Cropp Carried

Matters arising:

A brief discussion held on recent correspondence to
Ministers (as recorded in correspondence) endorsed the
sentiment of the letters.

"The notes of the workshop held to discuss the future
direction and management of the AFB PMS on 29/8/01 be
accepted and the policy for the chain of command be
adopted."

Lorimer/Cropp Carried

3. Correspondence

Inwards

From: Re

MAF: ABCC Papers

MAF: VMG Minutes

Statistics NZ: Latest Stats

David Woodward: Telford Courses

MAF: Draft costs for Exotics surveillance

Minister Agriculture: Response to Waikato support letter

Minister Agriculture: Invite to Launch of Biosecurity
Awareness

Hort Research: Latest summary of AFB testing

Outwards

To: Re

Branches: Telford Courses

Branches: Minutes & Biosecurity Amendment

Macbeth: UMF Group

Honey Trust: SSFund & Marketing Applications and follow up

Ministers: Clark, Sutton, Hobbs, Hodgson & King Royal
Commission and moratorium

Bryan O'Neill: Van Vurren

P Bolger: Apistan Strip follow-up.

"That the outwards correspondence be approved."

Cropp/Lorimer Carried

"That the inwards correspondence be accepted."

Bell/Lorimer Carried

4. Finance

It was agreed to discuss financial result to 31/8/01 after
lunch.

5. Reports

The meeting broke for morning tea @ 10.00 am and resumed @
10.15am.

Finance

Gerard Martin discussed issues around the finance portfolio
and raised the deferral issue. It was agreed that the NBA
has a policy that is due for revision in November 2001.

"G Martin and Executive Secretary to work on a review of
Deferral Policy as part of the budget formation."

McKenzie/O'Brien Carried

PMS

Philip Cropp reported on progress with an AFB problem in
Nelson - it is now tidied up.

Action

The Executive Secretary to write to Nelson Branch and thank
them for their help with the

AFB problem.

Action

The Executive Secretary write to D Greuber (retiring
AgriQual Livestock officer) and thank him for his work and
wish him well in his new position with MDC.

Marketing

A busy month with work on standards and animal products Act.
Also discussion with the UMF Group.

QUALITY MARK

This is nearing completion with the following steps to
complete this project.

1. Form company this week to own the trade marks and
administrative standards.

2. Finish honey characteristic standards

3. Completion of harvesting standards

4. Write auditing steps and procedures

5. Sell the idea and concepts to 6 large NZ packers in the
months of Oct/Nov.

6. Launch and sell project to industry

Funding required: $12,000 for this project to be completed

CINDERELLA PROJECT

Industry NZ Application has been a problem with more
information required twice now. No reply from Beekeepers
Trust fund application. It is proposed that we start Peter
Molan's research work by spending $35,000 on this project
from NBA marketing funds.

This project is the formulation and validation of assay for
testing the antioxidant and antibacterial properties of NZ
bush honey and a trial on the shelf life of these honeys.
The marketing committee would like project funding of
$10,000 for the Cinderella project to cover:

* Development of Licence agreement

* Registering Trade Mark

* Trade NZ application costs

U.M.F

Discussion has taken place and a report is going to the
marketing committee for comment.

COMMITTEE MEMBERS

The new chairperson is Tony Taiaroa. I would like to thank
Jane Lorimer for her work as Chairperson of the Marketing
Committee.

FINANCE

Marketing to date has only spent $30,000 out of a budget of
$110,000 I would like to move that the three projects
outlined in my report totalling $12,000 for Quality Mark
$10,000 Cinderella Project and $35,000 Peter Molan's
Research be approved for completion and financing.

"That the marketing projects continue with the budget funds
allocated."

Cropp/O'Brien Carried

"That the marketing budget allocate up to $3000 to assist J
Rawcliffe to attend Apimondia 2001."

Lorimer/Cropp

The President put the motion:

0 for

4 against

2 abstentions

Motion lost.

Executive Members visit to Bay of Plenty Branch:

Lin McKenzie tabled a letter from Bay of Plenty Branch
chairman. The letter is as a result of the meeting o BoP
Branch attended by Mr McKenzie, Jane Lorimer and Fiona
O'Brien.

Action

L McKenzie to respond and circulate a draft to the
Executive.

Meeting broke for lunch @ 12.30pm and returned @ 1.30pm.

Committee Issues

Action

Executive Secretary to write to branches and invite
interested members to submit names for NBA Committees.

Finance

"The Executive extends its thanks to Josephine Lewis for her
efforts with NBA finances since October 1999."

Lorimer/McKenzie Carried

Executive Expenses

"The Executive Expenses of $4,670.28 be paid."

Cropp/Martin Carried

Bank Account Signatories

"That with the change to Hamilton for the NBA's accounting,
the cheque signatories be changed from two of either
Catherine Petrey, Josephine Lewis, Tim Leslie or Terry Gavin
to any two of three nominated Federated Farmers staff
members being: Executive Director, Administration and
Membership Services; The Administration Manager or the
Administration Assistant."

Martin/Cropp Carried

Bank Account

"That the NBA change its current account from BNZ Hastings
to the same branch of the National Bank as Federated
Farmers."

Cropp/Martin Carried

"That the President Don Bell and Vice President, Lin
McKenzie be issued Federated Farmers Diners Club Cards in
the name of the NBA."

O'Brien/Cropp Carried

General

6.2 Varroa Compensation Claims

Problems with Varroa compensation were discussed. Executive
Secretary reported that to date, 6 beekeepers had responded
to the Executive's request for detail on varroa compensation
problems.

A lawyer in Tauranga is following the issue up on behalf of
a couple of beekeepers. "That the NBA refer beekeepers with
compensation issues to Glenn Dixon of DTS Lawyers,
Tauranga."

Martin/Carried

6.5 Waikato request to Minister of Agriculture for further
free varroa treatment.

The Executive felt that it had done all that can be done by
writing to the Minister in support of Waikato's request. Any
further action must come from the branches concerned.

6.10 Honey Trust Application - Propolis Collection and
Production

"The Executive acknowledges receipt of the application and
refers it to F Lindsay for comment."

Cropp/O'Brien Carried

6.13 Article in October 2001 NZ Gardener.

An article in the October 2001 NZ Gardener re honey feeding
of birds was discussed.

Action

Environment portfolio holder to discuss with M Goodwin and
decide on an action."

McKenzie/Cropp Carried

6.15 Bee Plus Software.

Lin McKenzie tabled a letter from the company that developed
this software. They offered it to the industry as a package
deal and suggested it could be a "Sustainable Farming Fund"
project. Lin also tabled his reply indicating it should be
submitted to the "Project Committee" for evaluation.

6.16 West Coast Branch

Mr Cropp reported that the West Coast Branch is working with
DOC on the Coast to minimise consent costs.

6.18 F O'Brien tabled a report of the New Plymouth Hobby
meeting.

6.19 J Lorimer tabled a letter from Mr L Bullock re "green"
varroa eradication.

The executive noted his points.

Meeting adjourned at 5.10pm.

Recommenced at 9.10am on 27/9/01.

General Business continued.

6.9 Biosecurity Amendment Act.

Executive Secretary reported that Federated Farmers have a
submission in hand - a watching brief will be maintained

6.11 NBA Policies and Terms of Reference:

"That portfolio holders review Policies and Terms of
Reference so that they can be reviewed at the November 2001,
Executive Meeting."

Cropp/Lorimer Carried

6.7 Draft Audit Report - AFB-PMS Appointments under the
Biosecurity Act 1993

The Executive discussed the draft audit report of Authorised
Person Training.

Summary of Recommendations for NBA (as per draft audit)

12.2 Recommendation for the NBA:

That the NBA develop a contract for agencies providing AP2
training. The contract should have provisions for an
approved training programme and audit/monitoring function by
the NBA. (Section 9.3 Contractual arrangements).

12.3 Recommendation for the NBA:

That the NBA require AQNZ to develop a process for ensuring
and demonstrating competency, and providing suitable
training records for all AP1 appointments. (Section 9.3
Authorised persons - level one appointments).

12.7 Recommendation for the NBA:

That the training provider be required to present
certificates of attendance and examination results to
candidates who attend the AP2 training days. (Section 9.4 -
Records associated with training)

12.8 Recommendation for NBA and AQNZ:

That the Biosecurity Act 1993 Authorised Person Resource
Manual - Apiculture and any other training documentation be
under appropriate document control (refer to AS/NZS ISO
9001:2000, Section 4.2.3) with a register of issue
maintained. (Section 9.4 - Document control of the AQNZ
training manual)

12.9 Recommendation for the NBA:

That the NBA develop and implement an audit/review programme
to ensure AQNZ training programmes are completed as required
by any service contract specifications. (Section 9.5 -
Internal Auditing of AP process and performance)

12.10 Recommendation for the NBA:

That the NBA develops an audit programme to ensure the
obligations required of AP2s are being complied with.
(Section 9.5 - Internal Auditing of AP process and
performance)

After a discussion around the recommendations pertaining to
the NBA it was moved:

"The NBA responds positively to the audit but points out the
problems inherent in the PMS being run and funded by a
voluntary organisation.

Lorimer/Cropp Carried

Management of the AFB PMS

Don Bell tabled a letter received from Murray Bush, in which
he outlined a broad solution, which would enable the
Management Agency to better facilitate its responsibilities
to the Strategy in the short term.

Discussion ensued and again the Executive agreed that the
"chain of command" as discussed at this meeting be adopted.

Executive/Management Agency -> PMS Committees -> Operations
Manager -> Contractors

A search of Executive Meeting Minutes indicated that this is
not a new idea and had been discussed prior to April 2000.

The executive, as Management Agency considered the
initiative and in doing so recognised the following issues:

1. That regulatory and statutory requirements must be met
within the time scales determined.

2. That the work required between now, October 2001 and
March 2002 is substantial. It includes up-dating the
Operations Plan, developing an audit system for Authorised
Persons, investigating (by March 2002) the combining of ADRs
and COI requirements, and ensuring the PMS is effectively
applied on a day to day basis.

In addition, to start immediately compiling information to
be included in the PMS report to the Minister for 2003 and
this will include written reports for each year from 1998 to
present.

3. That the work involved goes far beyond the role of the
Chair of the PMS Operations Committee, which is a purely
voluntary position. In which case the Executive would
recognise this by way of a monetary re-imbursement, at a
rate commensurate with the task.

4. That it be clearly stated and acknowledged that this is,
in all respects a local measure to meet an immediate
requirement and must not in any manner compromise or be seen
as other than a short term substitute for the Executive's
stated objective, to put into effect, at the earliest
opportunity the substantive position of PMS Manager.
Recognising that the time involved in researching and
implementing this proposal will be considerable and take the
project well into the new year.

5 The Executive further recognised, in this proposition, an
opportunity to scope and more accurately define the
long-term role of an PMS Manager. The experience gained
would be valuable to the NBA when drafting the "job
description" for the PMS Manager. It would identify a likely
cost structure, to include direct costs, overheads and those
operational costs which will be incurred with the employment
of PMS Manager. Similarly, it is hoped, experience in the
role will highlight any such "economies of scale" which
might be achievable, both in the short and long term.

"That the NBA, in order to implement the position of PMS
Manager engage the services of a suitable person to further
develop the position and, at the same time, facilitate the
implementation of the strategy as outlined above."

Cropp/Martin Carried

This motion emphasises the importance the Executive places
on achieving the legislative, statutory and operational
requirements of the AFB PMS and is expected to substantially
contribute to meeting the issues recommended in the recent
audits of the NBA and its systems as Management Agency, by
MAF Biosecurity Authority.

"That the NBA accordingly invite Mr Bush to accept this
interim role, as specified, up to 31/8/02, and that the NBA
reimburse Mr Bush by way of an ex gratia payment."

Martin/O'Brien Carried

Lunch @ 12.00pm and return @ 1.00pm.

Sustainable Farming Fund

Executive Secretary reported that the Trust is due to meet
on Monday 1 October 2001 or soon after.

Varroa Research Workshop

The Executive discussed the varroa research programme
developed at a workshop in Hamilton on September 14 2001.
There was support for the direction of and projects
discussed in the programme.

"The Executive receive and endorse the proposed Varroa
Research Programme developed at the September 14 workshop"

Cropp/Lorimer Carried

Environment Portfolio

The environment portfolio's goals and objectives were
revisited.

"The Executive adopts the following goals for the
environment portfolio."

Lorimer/Cropp Carried

Physical Environment

Goal

Develop and implement a strategy to enhance and highlight
the NBA's role as advocate for the whole beekeeping
community in issues regarding the physical environment.

Objective

Maintain an environment committee to address bee product
safety (health, residues), OSH, GE & GM and chemicals
(pesticides, hive chemicals).

Legislative Environment

Goal

Develop and Implement a strategy that reinforces the NBA's
role as the industry advocate in all legislative matters
that affect the whole beekeeping community.

Objective

Formulate adhoc committees as appropriate to deal with
legislation as issues arise.

Research and Development Committee

"The NBA adopt the Research & Development Committee Terms of
Reference."

Lorimer/Cropp Carried

Strategic Plan

Action

Executive Secretary to write to the committee
representatives who attended the planning day on 25/9/01 and
thank them for their input

Budget

Executive Secretary to work with G Martin

Project Policy and Template

The meeting discussed the development of a template to
assist them to assess project bids as they are presented
from the NBA's Committees. It was also decided that a "user
friendly" application form for the committees to use needs
to be developed.

By consensus, the meeting agreed to a Project Policy:

"All new capital expenditure requires the approval of the
Executive based on the following:

It conforms to the NBA's Strategic Plan

It progresses the objectives of the NBA as laid out in the
Strategic Plan

It is affordable

It is achievable and measurable

It advances the whole beekeeping community"

Action

Executive Secretary to draw up an easy to use Project
Funding Application Form.

Compensation revisited.

At 2.50pm the meeting discussed by telephone, progress Mr
Dixon of DTS Lawyers is making with compensation.

After a general update and discussion the Executive agreed
to continue with the direction adopted at the Executive
Meeting held on 15 June 2001:

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

"That future arrivals of Compensation submissions from
beekeepers, the beekeepers be asked if they wish to talk
with DTS Lawyers."

O'Brien/Lorimer Carried

General Business continued

Phil Cropp asked that in dealing with any issues the whole
area of privacy and natural justice need to be considered.

Lin McKenzie - West Australia Honey

Executive Secretary reported that Dr Edwards, MAF had rung
to say that this issue on hold pending more information from
W.A. Dr Edwards has assured the NBA that a full six weeks
will be available for consultation regardless of when the
application is eventually received.

Action

Philip Cropp as sponsor of the Import/Export Committee to
alert the Committee that within the next 14 days a strategy
is in place to deal with W.A. Honey.

G Martin

Working on budget development.

Action

G Martin and Executive Secretary to contact branches and
remind them of a need for projected income/expenditure for
the 2002-year.

J Lorimer

The issue of the future of the Telford Course is of concern.

Executive discussed the letter to D Bell from D Woodward @
Telford.

Action

P Cropp to discuss with D Woodward future options and report
back to the Executive in November.

Closure

D Bell thanked all for their attendance and closed the meeting at 4.15pm.