Minutes of the Executive Committee meeting held Tuesday 19
September 2000 at the offices of Federated Farmers of NZ
(Inc), Johnston Street, Wellington commencing at 9.50am.

MEETING 1, 2000/2001

Present: Richard Hatfield (President); Don Bell (Vice
President); Terry Gavin; Lin McKenzie; Jane Lorimer; Philip
Cropp (all Executive). Tim Leslie, (Executive Secretary).

The President welcomed all to the meeting and established
that there was a quorum.

Apologies - nil

Minutes of Executive Meeting held 12 August 2000 were
confirmed.

Gavin/McKenzie Carried unanimously

There were no matters arising.

Actions from previous minutes

4.1 Standing Orders

Mr McKenzie tabled a model template for standing orders. The
Executive Secretary to distribute to the Executive and
Governance Committee.

4.2 Rules & Constitution

Agreed that these would be addressed by the Governance
Committee.

4.3 Remits

These have now been allocated to portfolio holders and these
people will report back on progress at Executive Meetings.

4.4 AgriQuality Contract 1999/2000

The President has written to the CEO of AgriQuality and has
now had a reply. Mr Hatfield to follow up.

4.5 EU Testing

Mr Cropp reported that he has made contact with Dr Jim
Edwards. Now working towards putting an Export Committee
together.

4.6 Privacy Complaint against NBA with Complaints Review
Tribunal

Mr Hatfield reported that he and Mr Leslie had visited
Morrison, Kent, Solicitors. Mr Bell also attended the
meeting.   Ms Forrest was asked about any potential conflict
with this issue and she assured that there is none.   As a
consequence Ms Forrest was asked to prepare a response which
she has done.   The choice now is:

1. Does NBA do nothing and who acts for NBA?

2. Does NBA turn up at hearing and "roll over?

3. Turn up and defend vigorously.

"That the NBA vigorously defends this complaint."

McKenzie/Cropp Carried

At this point Mr Hatfield withdrew from the discussion and
handed over the chair to Don Bell.

Mr Bell stated that the NBA needs some closure on this issue
and asked who should act for the NBA at the CRT hearing.
After a discussion it was moved: -

"Richard Hatfield act on the NBA's behalf with back up from
Morrison, Kent."

Gavin/Lorimer Carried

With Richard Hatfield abstaining.

5.7 Debtors into CBA

This has now been completed.   Jane Lorimer to work with Tim
Leslie to follow through now.

5.8 Executive Expense Claims

Action completed.

5.9 Information Access Policy

A draft will be ready for the October meeting.

Other Issues

Mr Clements had a good result with his RMA dispute with
Waipa District Council.   Beekeeping and honey house
activities a use of right.

"Executive teleconference of 17 September 2000 approved."

Bell/Gavin Carried

Actions from meeting

A letter to D Belton re movement controls.   Has been
drafted - will be sent.

Varroa's status as an unwanted organism.   Still to confirm
with D Belton that this is the "official" line.   NBA still
determined it is under Section 6 of Biosecurity Act.

Executive needs to consider movement control issues.   Will
be picked up later.

Correspondence

Inwards 13 August 2000 - 16 September 2000

Date:From:Regarding

14/08/00: S Lee: Copy of letter to L Olsen

18/08/00: Minister Agriculture: Acknowledgment

28/08/00: Minister Agriculture: Allowing NBA to publish his
AFB Annual Report Letter

25/08/00: T Lorimer: Compliant re Presidents letter

25/08/00: Complaints Review Tribunal: Privacy Compliant

30/08/00: Business Continuance: long term planning
opportunities

31/08/00: Farmsafe: information

7/09/00: John Morgan CEO AgQual: Reply to R Hatfields
concerns

Outwards 13 August 2000 - 16 September 2000

Date:From:Regarding

16/08/00: John Morgan CEO AgQual: Contract concerns

16/08/00: Branches: Reminder of duties

16/08/00: Barry O'Neil: Varroa Issues

16/08/00: M Smith x2: Engagement for debt recovery

16/08/00: Branch Delegates: TOR for Delegates meeting

16/08/00: All Beekeepers: Levy Collection - notice for
beekeeper

23/08/00: Registrar Inc. Societies: Annual Report

25/08/00: B Doran CHB Print: Advice of new publisher of
Beekeeper

31/08/00: Branches: Clarify letter of 16/08/00

31/08/00: T Taiaroa: Clarification

1/09/00: M Reid: Article about unregistered beekeeper

"The inwards be accepted and outwards approved."

Gavin/Cropp Carried

Issues

The President apologised for not circulating the letter to
Branches to the Executive.

Finance

Levy Income Outstanding @18/09/00 - taken from Full Apiary
Register File

1999 Levies still outstanding: $42,821.22

Deferrals for 2000 in total: $42,990.32

Overdues for 2000

- Amounts of $60.75

(Not chased with reminders): $101,634.75

- others: $36,274.50

Total receivables: $223,702.79 (Including GST)

Consolidated Position at 31/08/00

Accumulated Funds: $153,326.74

Represented by:

BNZ C/a $130,734.07

Westpac Trust Otago $791.66

BNZ 97 C/a $3,491.29

Withholding Tax Paid $1,544.29

Taxation Balance-$1,750.14

GST $8,998.26

BNZ Auto Call A/c $225.41

Total:  $144,034.84

Investments

Westpac Trust $1,004.00

Country Wide Term Deposit $26,610.00

Total: $27,614.00

Other - Recoverables

Varroa Reserve Fund  $27,131.16

Total Assets  $198,780.00

Current Liabilities

Accounts Payable $22,232.50

Suspense A/c $2,220.76

Total: $25,453.26

Term Liabilities

Honey Industry Trust Term Loan $20,000.00

Total Liabilities  $45,453.26

Net Assets  $153,326.74

"That the accounts for end of August 2000 be accepted."
Cropp/McKenzie Carried

Issue

>From next month Jane Lorimer will present the accounts in
her position as treasurer and there is a need to sort out
the AFB Contract.

Interest Penalties

"Any levy account under $100.00 will not be actively chased,
but will accumulate for collection the following year with
the appropriate penalties."

Gavin/Cropp Carried

Action

1.7.1

Separate the two levels of bad debt and report those under
$100.00 and those over $100.00.

Executive Expenses

J Lorimer: Tolls & Faxes: $103.45

Gavin's Apiaries: Tolls & Faxes: $137.69

L McKenzie: Mileage/Travel: $864.30

R Hatfield: Parking, Tolls & Faxes: $469.47

Total:   $1574.91

"That Executive Expenses as presented be paid." Cropp/Gavin
Carried

Accounts for Payment

"That accounts as presented for August 2000 totalling
$35,481.23 be paid." McKenzie/Bell Carried

Actions

1.7.2 Richard Hatfield to supply Jane Lorimer a copy of
allowable executive expenses.

1.7.3 Tim Leslie to gain an opinion on what rate to pay
mileage at.

1.7.4 Tim Leslie to copy monthly honey statistics to
Executive and ascertain to whom and what can be sent out
under the terms from Statistics New Zealand

1.7.5 For future meetings the Executive Secretary and
Treasurer report on what is normal and what its
extraordinary expenditure.

The meeting took a five minute break at 11.40 am and
reconvened at 11.45am to address a couple of General Items.

General Business

9.11 It is also noted that anecdotal evidence suggests some
statutory declarations have been filled in falsely.

"Any false statutory declaration, ADR's and COI's that come
to the notice of the NBA as false will be reported to either
the Police or MAF Enforcement." Gavin/McKenzie Carried

Meeting adjourned at 12.10pm for lunch.

Meeting reconvened at 1.20pm.

Reports

Action

    8.1.1 Executive Secretary to send out Richard Hatfield's
    report template.

8.1 FB PMS - Terry Gavin Mr Gavin reported that he had held
discussions with Murray Bush who was asking about the
necessity for some of the reporting Executive is asking for
- he has concerns about the cost implications. "Agreed that
the basic level of accountability in the PMS contract be
expected."

Gavin/Cropp Carried

"That a telephone conference be set up with the PMS
Committee for the President to outline the NBA's point of
view." Bell/Cropp Carried

"That the NBA have separate operation and review committees
for the PMS and that TOR to be drawn up." Gavin/Cropp
Carried

8.2 Communications - Lin McKenzie

Magazine - a meeting has been held in Christchurch with
Crown, Kerr.

February 2001 will be first issue with Crown Kerr as
publishers.

Lin is helping to find an editor and the NBA will be
required to part fund.

Library

Christine Taiaroa now on board as Hon. Librarian.

Electronics

Still work to do.   Initial talks have been held with
webmaster.

It was agreed that Richard Hatfield and Lin McKenzie work
together.

Phone Calls

Lin McKenzie to develop a Phone tree.

Support

Lin McKenzie to look at Biz Info and other potential
agencies.

8.3 Compliance

Richard Hatfield presented a report of activity.

"That draft Terms of Reference for Compliance Committee be
accepted."

Hatfield/Gavin Carried

Mr Leslie reported that on 31/8/00, Mike Smith had sent out
the first letters to those with over $1000.00 outstanding in
levy arrears.

8.4 Environment

Jane Lorimer - quite a bit of activity with information
flowing in on Draft Animal Products Act, DNZFA and Royal
Commission on G.E. Don Bell left to participate in a MAF
call re the meeting on 20 September.

8.5 Exotics

Terry Gavin - is due to meet Roger Polland from MAF at
10.00am on the 21st to discuss EU sampling issues.

Action

8.1.2 The TOR for Exotic Committee be reviewed by Terry
Gavin who will come back with recommendations to the October
meeting.

8.6 Exports

Phil Cropp - has talked with Jim Edwards to start things off
again. Jim Edwards very keen to see the NBA start on Export
Committee again. Phil Cropp recommends a committee of 2 live
bee exporters and 2 honey exporters. Phil Cropp feels that
education is needed to help people understand their
requirements.

Action

8.1.3 Phil Cropp to develop TOR for Export Committee.

Don Bell returned from the MAF call and reported back that
the changes to the Draft Control Plan will be dealt with in
the order of surveillance, treatment and movement control.

"That NBA appoint Mark Goodwin as the NBA's technical
advisor with full recognition as speaker at Varroa
meetings."

McKenzie/Lorimer Carried

8.7 Finance

Jane Lorimer presented a budget versus actual for this year.
Still some work to do on marrying the way NBA has done
things to the Fed's CBA system.

Mr Hatfield relinquished the chair and Mr Bell took over.

"That for the 2001 Budget round, Branches submit to the NBA
Executive by the November 2000 meeting a plan for their 2001
expenditure in order for the NBA top make appropriation
allocations

Hatfield/McKenzie Carried

Richard Hatfield resumed the chair.

Discussion of application to Trust.

Action

8.1.4 Tim Leslie to make application for support from the
Trust to cover:

1. Last year's Gainsford cost.

2. Executive Secretary's oversight (Goodman 2000).

3. Technical advisor to NBA

4. Up coming privacy issue.

8.8 Governance

Richard Hatfield reported that a meeting will be held in
March 2001 to address long-term governance issues for the
NBA.

8.9

Marketing

Philip Cropp reported on talks with Floyd Marketing.

Action

8.1.5 Philip Cropp to develop an access policy for marketers
and members with Floyd Marketing.

8.1.6 Philip Cropp to give consideration to trade marking
and intellectual property issues and report progress at
November meeting.

At this stage 2001 AGM and Conference was discussed.

"NBA supports Otago Branch desire to have the 2001
Conference at Queenstown, but notes reservations about costs
of transport and urges the Branch to exercise common sense
on the location."

Gavin/Cropp Carried

8.10 Support

Lin McKenzie reported on initial discussions with Biz Info
and that the new Sustainable Farming Fund might have use.

8.11 Varroa

Don Bell

"That Mark Goodwin be retained as Varroa Technical Adviser
to the NBA." Gavin/McKenzie Carried

Don Bell reported that the Varroa Management Booklet is out
for writing and that Mr F Lindsay is the NBA's
representative on the Compensation committee.

Don Bell reported that he felt the Varroa sub committee
would probably be best set up once the MAF Varroa Management
Committee is set up.

Election of Committees: The following be approached (subject
to al)

PMS Ops -M Bush (Chair), G Cammell, I Spence, B Lancaster

PMS Review - L Olsen, John Berry, A Booth, M Wraight

Coms Ops & Coms Review - Lin McKenzie to sort out by October
meeting.

Library - T and C Taiaroa

Compliance- J Ward, F Lindsay, S Peacy

Environment - R Moore, B Foster

Exotics - P Berry, G Hyink, S Lee

Export - M Haines, R Berry, J Hurtnell, R Bensemann

Finance Ops - I Berry, J Lewis, J Lorimer ex officio

"The finance op's committee approve all expenditure within
budget, but bring to the executives attention the
extraordinary, exceptional or unusual."

Gavin/Cropp Carried

Treasurer Committee - J Lorimer, J Lewis

Governance - A McCaw, M Stucky, T St.Clair, S Olds and one
to add.

Cropp/Gavin Carried

Marketing - T Taiaroa, S Olds, B Bixley plus two others.

"Any executive member be a member of a committee in an ex
officio role

Bell/Gavin Carried

Support - Lin McKenzie to propose at next meeting.

Varroa - reserved as per previous discussion.

"That all the above be approved subject to their approval."
Lorimer/Cropp Carried

Strategic Plan

"That Strategic Plan version 1.2 be adopted."

Cropp/Gavin Carried

General Business

Privacy Issue:- Tim Leslie and Richard Hatfield to continue
to work with Morrison Kent.

Regional delegates Varroa meeting on 20/9/00.   To discuss
after today's meeting.

Governance Committee will meet in March 2001.

The meeting was closed at 9.00pm.