Minutes of the National Beekeepers Association of New Zealand
(Inc) Executive Meeting 07 held at the offices of Federated
Farmers of New Zealand (Inc.), Johnston St, Wellington on 11 May
2001 commencing at 8.40am

1. Introduction/Welcome

Present: - Richard Hatfield - President in the chair,

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

Apology received for lateness from Lin McKenzie.

A quorum was confirmed.

2. Minutes of Executive meeting 6 held April 5 & 6 2001.

"The minutes and actions of meeting 6 be reviewed"

Philip Cropp / Jane Lorimer   CARRIED

Actions from Minutes:

Action 6.1 - Communications/Web Page

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

Working on and will report with portfolio report.

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 6.3 - AgriQuality Offshore consultancy

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.

Awaiting response to letters.

Action 6.4 - Beekeeper Business Skills

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

Still working on Trust application as effort has gone into the
Sustainable Farming Fund application.

Action 6.5 - AGM

Tim Leslie to draft rule changes for May meeting.

Action 6.6 - Federated Farmers Contract

Executive members to supply to Philip Cropp or Richard Hatfield
thoughts for the management contract.

A meeting has been held.  It will be finalised by the NBA
Conference.

Action 6.7 - Contractual issues re PMS

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

Executive Secretary has written to the Chairman PMS Operations
Cttee offering assistance.

Action 7.1

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

Action 6.8 - 2001/02 PMS Contract

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

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."

Philip Cropp / Don Bell   CARRIED

Action 6.9 -  Library

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

Jane Lorimer / Philip Cropp   Carried

The project specifications are being drawn up.

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"

Philip Cropp / Jane Lorimer   Carried

Should be in place by the end of May 2001.

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.

Will be reporting good progress in the Marketing report.

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.

Continuing.  Another meeting is scheduled.

Action 6.13 - Research money for Varroa

Don Bell and Tim Leslie to draft a letter to the Group Director
Animal Biosecurity (with a copy to the Minister) seeking
clarification of the research situation.

This relates to the research money allocation of money.  There is
a perception that was money cut from $900k to $400k.  It has been
clarified that as long as the $ are committed, the money will be
available.

Action 7.3

Don Bell to write to Simon Peacy and explain.

Action 6.14 - Extension services

Don Bell and the VAOC to take a long-term view for setting up an
education service and other apicultural opportunities, including
the apiary register, with a view to tendering for services from
MAF.  Further the structure to be agreed by mid May 2001.

This is underway  Will report in Varroa report.

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 06 be approved"

Lin McKenzie / Jane Lorimer   CARRIED

3   Correspondence:

Inwards 09/04/01 - 10/05/01

16/04/01 - D McGowan - Levy

16/04/01 - ERMA - Updates

18/04/01 - MAF - Treatment of Varroa

17/04/01 - Hawkes Bay Branch - New officers & balance sheet

14/04/01 - Southland NBA - Clarification of Field Day expenses

18/04/01 - MAF - NCDI Proposals

18/04/01 - MAF - Biosecurity Stakeholder Working Groups Terms of
Reference

19/04/01 - M Auld - Quarterly Report

19/04/01 - Environment Waikato - Draft annual Plan

26/04/01 - SF Fund - Acknowledgement

30/04/01 - Crown Kerr - Magazine postage

01/05/01 - MAF - Varroa Compensation Information

04/05/01 - S Booker - Video sales of Royal Commission

04/05/01 - Waikato Branch NBA - Concerns re varroa and remit
policy

04/05/01 - D Kour - Fiji - Request for general info.

07/05/01 - MAF - More on Biosecurity Strategy Council

09/05/01 - Ferrier Hodgson - Qantas NZ Receivership

09/05/01 - Hon J Sutton - Acknowledgement

10/05/01 - Hon M Burton - Acknowledgement

Outwards - 9/04/01 - 10/05/01

09/04/01 - Standing and Advisory Cttee Chairmen - Reminder about
reporting

10/04/01 - Hon W Cooper - Invite to AGM

10/04/01 - Hon p Hodgson - Invite to AGM

18/04/01 - D McGowan - Levy

18/04/01 - Various Beekeepers - Levy deferral

19/04/01 - AgriQuality - DECA Mediator

19/04/01 - Hon J Sutton - Invite to AGM

26/04/01 - Branches - Notice of election result

26/04/01 - O'Brien, Martin, Bell - Election result

01/05/01 - Hon M Burton - Offshore consultancy worries

01/05/01 - Hon J Sutton - Offshore consultancy worries

01/05/01 - AgriQual - Southland concerns

03/05/01 - M Bush - Next years PMS Contract

04/05/01 - AgriQuality - Offshore consultancy worries

4/05/01 - Branch Chairmen - Budget Issues & Exec Vacancies

10/05/01 - Rt. Hon H Clark - Invite to AGM

"Inwards be accepted and outwards approved"

Don Bell / Lin McKenzie   CARRIED

4 Finance

Situation at 31 March 2001:

Invoiced 2001               686,558

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

                            874,414

AR @ 31/03/01               471,408

Paid or written off         403,006

Doubtful debts w/off        -55,181

Stat Decs w/off            -108,798

No longer reg etc w/off     -28,857

Rcvd                        210,170

Deferrals approved:

A total of 36 beekeepers had deferrals approved for the year.

The total involved is $90,694 (20% of total = $137,295).

Instalment totals:   1st   26,182

   2nd   28,919

   3rd   21,962

   4th   13,629

Discussion held on the merits of levy reduction as approved last
month.  It was agreed that the Executive needs to discuss this
more widely with the membership.  The apiaries register and write
offs of those claiming they haven't had bees for several years
were also discussed.

Action 7.4

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

Action 7.5

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

"The Executive approve actions taken writing off doubtful debts
and Statutory Declarations to date"

Lin McKenzie / Jane Lorimer   CARRIED

"The Executive authorise the Executive Secretary to write off
Statutory Declarations that are clearly not recoverable"

Jane Lorimer / Philip Cropp   CARRIED

Richard Hatfield returned to the meeting and assumed the chair at
11.00am

The Federated Farmers invoice for the first quarter 2001 was
discussed.  There is some question about the hours being charged.

Action 7.6

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

Action 7.7

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

Philip Cropp recorded that he is working with Floyd Marketing to
determine the detail of their final account.

A question was also raised about deferral requests to the
President.  It was restated that if people in hardship are
applying they must supply the full facts of their case to the
President.

Annual Report

Executive Secretary will merge the portfolio reports into one
document and forward the first draft to the President further
editing/approval.

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

President:

Decided that even if a full turn out is not possible, the
governance committee will meet in the next month.

The Executive Secretary is still following up with advice on
people to employ as an investigator and prosecutor for
enforcement of the PMS.  The NBA's investigator will need to be
an AP1 so that they can fulfil the NBA's requirements and
obligations properly.  This person will need to be A1 at
collating and preparing evidence.

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.

AFB PMS:

Discussion on general compliance issues.  The DECA Policy to put
in the first available Beekeeper.

Meeting adjoined for lunch at 12.45pm

Meeting reconvened at 1.15pm.  A quorum was established.

The President welcomed Glen Neal and Cherie Flynn who discussed
progress with Animal Products Act and MAF Food issues.

Meeting reconvened at 2.30pm.

Finance:

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.

Library:

Discussion on the merits of the NBA Librarian attending the
conference.  Consensus agreed that Mrs Taiaroa is to attend the
2001 Conference in her capacity as Librarian and to have a stand
at the conference to publicise the library and its services.

Environment:

Issues around Animal Products Act to work on.

"That $1000 seeding money be allowed for the Environment
Committee to get the work required underway."

Jane Lorimer / Don Bell   CARRIED

Exotics:

At last the meeting with MAF and interested parties is to happen
next week - 16/05/01

Exports

Issues being grappled with are the need for reporting honey sales
statistics to the membership and there seems to be some ambiguity
in the way AgriQuality is interpreting export protocols for live
bees to Canada.

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.

Marketing:

A good productive meeting was held on May 10.

John Rawcliff will attend the Conference and present the Quality
Mark to the membership.

"The draft Marketing Plan and Draft Quality Mark Standards plan
be progressed with the money currently allocated and that J
Rawcliff be placed on a six month contract."

Philip Cropp / Don Bell   CARRIED

Support:

The SFF project application is now at stage two.  We await the
result..

Action 7.12

A Support Committee be in place by June meeting.

Varroa:

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 7.6 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.

Executive Secretary:

Letter from Waikato Branch expressing concern about Varroa
management tool costs after a bad season and the remit policy.
The Varroa concern was referred to the Varroa Committee.

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.

Mr Cropp retired from the meeting to catch an aeroplane at
4.15pm.

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.

Discussion of a general nature on bad debts.  The Executive
Secretary will progress with the solicitor by the end of the
month and ask the accounts people to identify aged debts on
accounts reports.

General Committee Business:

Don Bell raised a concern about the lack of information on
customs entry cards regarding bees and apiary products in
general.  He has discussed with Mark Goodwin who is to work on
this for the NBA - at no cost - and progress with customs and
MAF.

6 Rule Changes

Rule Changes to consider for the 2001 AGM:

Prepared by the 2000/01 Executive:

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, four being resident in the North
Island and four being resident in the South Island.

One member of the National Board 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.

(k) NEW POSITION:

At it's first meeting immediately after the Associations Annual
General Meeting, the National Board shall appoint from one of its
membership a Treasurer who will be responsible for the oversight
of the Associations finances for the ensuing year.

Now superseded by Richards proposals.

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.

Now superseded by Richards proposals.

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 Island."

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.

Rule Changes from Richard Hatfield

15 Elected Officers

The following officers shall be elected by Annual General Meeting
of the Association from the members of the executive elected or
appointed for the next term of office following the AGM:

1. President

2. Vice President

3. Honorary Treasurer

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 support of the role of 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:

a. Officially absent as declared by the President in writing to
the Executive Secretary

b. 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.
Also they shall coordinate 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:

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

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

c. 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. 

d. The Elected Officer is convicted of any offence (Civil or
Criminal) that relates to statutory instruments related to
Beekeeping.

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

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.

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.

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
shall be available from the executive secretary on request by any
member of the association

"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. The Executive
can remove a co-opted member to the Executive by motion and a
simple majority.

"18 b v  - replace current with receive for the next three years.

"23 e branches may be special interest groups representing
sectors of the association covering all or part of the
membership.

"23 f branches shall establish rules of operation and conduct of
meetings complaint with the this Constitution and Policies set by
the executive.

"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. The Executive does not
have the power to make policies that directly contravene this
constitution.

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

NB:  The above are as submitted.  The amendments will come back
once the solicitor has approved them.

Action 7.17

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

"The rule changes as proposed go to the membership once they have
solicitor sign off"

Lin McKenzie / Terry Gavin   CARRIED

Mr Gavin and Mr McKenzie retired form the meeting at 4.45pm to
catch a train.

As a quorum was not present the Chairman thanked the Executive
for a constructive meeting and closed the meeting at 4.45pm.

Next meeting: Friday June 15 with governance meeting on Friday
June 15