Minutes of meeting Neighbourhood Support NZ Inc.
Meeting 25th November 2008

Held at Police Headquarters 180 Molesworth St Wellington

Meeting commenced at 9.50am.

WELCOME

Chairperson Paul Miller welcomed all to the meeting.

PRESENT

Chairman: Paul Miller
National Manger: Roger Eynon
Commissioner’s Rep: Morris Cheer
Secretary: Jan Maunder
Treasurer: Shelley Henderson
Northland: Selma Taylor (Delegate)
Waitamata: Graeme Smith (Delegate)
Auckland: Kevin Hicks (Delegate)
Central: Allan Muntz (Delegate), Wendy Foreman (Deputy Delegate)
Bay of Plenty: Barrie Fenton (Delegate) arrived late after flight problems
Eastern: Paul Miller (Delegate)
Wellington: Alison Hobcraft (Delegate)
Tasman: Kim MacDonald (Delegate)
Canterbury: Denise Langrish (Delegate) arrived 12.15pm flight delayed, Mike Mora (Deputy Delegate)
Southern: Sarah Hexamer (Delegate)

APOLOGIES:

Waikato: Lyall Duffus
Bay of Plenty: Joy Johnson

Moved: That apologies be accepted - Graeme Smith/Selma Taylor - carried.

The Chair called for any agenda items from the floor for General business.

Minutes of last meeting 19-20 August 2008

Amendments:

(1) Amend as present at last Board meeting - Selma Taylor Deputy Delegate Auckland

(2) Amend as Northland Delegate, Jan Maunder.

Matters Arising:

Financial Report 01/06/08 to 31/10/08: Selma Taylor queried duplicate entry re national manager salary payment for one payment between July/August 2008. Also queried were aspects of a previously accepted financial statement - no examples of which were submitted by Ms Taylor. Ms Taylor explained to the Board that she had transposed the financial statements into a computer programme of her own and there was an entry that she queried. It was agreed that Ms Taylor was unable to sufficiently deliver her point without specific documents for the Board to refer to. The Chair requested the Treasurer review the points raised and report via email to all Board members so as to clarify the situation for both queries.

Payment 105699 12th August 2008 Ms Taylor queried payment to Trillian Trust. Treasurer explained that this was paid back to Trillian trust as per terms of the grant of funds. No further funds owing re this matter. A full account was provided by the Treasurer complete with background to the original purpose of the funds and why NSNZ returned a proportion of the funding (air fares had been booked prior to funding approval).

No other matters arising.

That there being no further amendments, minutes of the previous meeting to be accepted as true and correct:

Moved Sarah Hexamer/Graeme Smith - carried

Correspondence

The Secretary read the inwards and outwards correspondence as circulated to the board.

Inwards

• 11 April 2008 Letter from Phillipa Fussell COGS 2005Accountability Report
• 23 April2008 Letter from Shelley Black re declined Grant Application
• 12 May 2008 Letter from Pamela Walford re: Papatoetoe Neighbourhood Support
• 21 July 2008 Letter from Neil Sole JP Senior Projects Officer CPNZ
• 15 August 2008 Letter from Rebecca Griffin Compliance Manager Trillian Trust 2008 Audit
• 18 August 2008 Letter from Vivienne Jenner Police Analyst Office for Senior Citizens
• 2 September 2008 Letter from Hon Annette King Minister of Justice confirming granting of developmental fund from Crime Prevention Unit
• 5 September 2008 Letter from Stephen Brecht Operations Manager, Crime Prevention Unit

Outwards

• 25 September 2008 correction letter to Country Wide Publications re: "Communities get together to fight crime". The New Zealand Farmers Weekly.

Moved Jan Maunder/Shelley Henderson - carried

National Manager's Report

(Presented in full as email - reports outwards from Secretary were not received by Board members)

• Structure: complete and mapping continues as per need district by district. National body web site contact page updated as National Manager is advised of changes to contact details
• Complete and promote a manual of best practice for volunteers and staff: Original draft out of date and not appropriate as a working guide.
• Following the AGM when the Chair proposed dates, locations and content of on the road training across both islands – the creation of this manual will be delayed in order to include the good practice and processes gathering during the initial delivery of the training
• Paul Miller and Roger Eynon attended Timaru gathering for creation of draft template aimed at the early structure of a training day for coordinators etc
• National Manager to complete a 3-5 year strategic plan for the development of Neighbourhood support. Discussions with CPU are currently ongoing for continued funding post 30th June 2008 RE awaiting confirmation of funding level and cyclical nature after this date
• 4 districts have received or are currently in negotiations re sponsored vehicles
• Reporting and monitoring pilot scheme developed and RE currently receives reporting from Eastern, Bay Of Plenty, Canterbury and Central
• From 1/04/09 returns to be produced for the Board and CPU. CPU has asked if NSNZ could produce evidenced operational costs nationally with a view for a future application for central government funding along with accurate membership figures. This will be an important part of Neighbourhood Support sustainability plan. RE proposed that each Delegate speak with area coordinators in order to impress upon each person the importance of providing this information. Four months in which to contact coordinators and discuss these issues and reinforce the opportunity that is available
• Web links for local groups have been added to contact page and ongoing as identified to National Manager. At present there are 7 as at 31/10/08
• Newspaper Interviews: Clear stance given as to how NSNZ is working towards older person safety and confidence building
• Roger Eynon observed Paul Miller addressing 22 Community Constables at Police College as part of consistent approach to Neighbourhood Support's involvement in Community Policing
• Kapiti – Mana Neighbourhood Support group Meeting
• Met and introduced to new CEO Victim Support – Tony Paine
• Met and introduced to Jarrod Coburn – Resilience Trust

Targeted Meetings

• Police Executive Committee to present revised MOU.
• CPNZ Trust at PNHQ – Chair Robert Fowler acknowledged usefulness of joint working and NSNZ Board Bulletin for thorough reporting and celebration of Neighbourhood Support overall.
• Readynet/emergency management work with partner - NSNZ awaiting feedback.
• NSNZ received $30K as per CPU agreement for Developmental purposes. Initial expenditure:
  • 1x MYOB programme for Treasurer
  • Purchase of laptop for Secretary and Treasurer to have one each
  • Purchase of 1000 NSNZ lapel badges
• GST issue: NSNZ National Manager and Treasurer have worked very closely with IRD and they have thanked us for our diligence, openness and honesty as this issue had not been flagged by them
• There are two new fact-sheets produced this quarter
• I would like to acknowledge the overall support, input and resource contribution from the budget of Inspector Morris Cheer that pays for website management and all printing of booklets, signs, stickers, DVDs, Fact Sheets, leaflets, etc.

Moved Roger Eynon/ Alison Hobcraft - carried

Financial Report

• Shelley Henderson presented the Financial Accounts 01/08/08 to 31/10/08
• Roger Eynon suggested that our Funding Consultant Thea Mickell provide a report for the February Meeting 2009
• Wendy Foreman informed the Board not to submit applications to Southern Trust between the 1st to the 19th of each month
• Moved that the financial reported be accepted
• Shelley Henderson asked for a resolution for Mike Mora (Deputy Delegate for Canterbury) to be the NSNZ Board signatory for applications submitted by the fundraiser - Thea Mickell. This is a sensible option as both reside in Christchurch.

Moved that Mike Mora be a signatory re applications for funding prepared by Thea Mickell - Paul Miller/Roger Eynon - carried.

'''Moved that Financial Report be accepted - Sarah Hexamer/Wendy Foreman - carried. Selma Taylor abstained from voting to accept the Financial Report until duplicate line entry clarified.'''

Commissioner's Representative Report

Delivered by Inspector Morris Cheer, National manager Community Support.

CPNZ Training Seminar 12-14 June 2009

Neighbourhood Support members are able to attend this seminar on payment of $250 per person (non-affiliated patrol members rate). It will not be a CPNZ/NS combined seminar but there is nothing stopping NS from hiring a room at the venue (Infusion Function Centre, Wanganui) and having some sessions of their own.

Fact Sheets

Three new fact sheets added to the internet site recently:

• Reducing the risk of handbag, briefcase and laptop theft.
• Reducing the risk of theft from student accommodation.
• Visiting New Zealand.

With the increased awareness of family violence, partly as a result of high profile homicide trials, a reminder that one internet fact sheet and one printed fact sheet deal with family violence issues and these sheets are currently available for use.

Those fact sheets are:

• Recognising when a child or family needs help.
• Family Violence: How friends and family can help (printed PUBN279)

General Business

Community Policing Group

The Board were introduced to the Community Policing team:

• Inspector Carey Griffiths (Acting National Manager Community Policing)
• Snr Sgt Steve O’Connor (Standards and Training Advisor National Community Policing Group)
• Sgt Glyn Rowland (Strategic Analyst National Community Policing Group)
• Pamela Chu (Administration and Support)

Inspector Carey Griffiths is acting Officer In Charge of the group until the position vacated by Supt Bill Searle is advertised and filled.

Helen Harris, Coordinator School Road Safety Education, introduced a DVD and a new Police resource: "A MSG in Contxt". This is a national initiative aimed at reducing the instances of accidents and fatalities caused due to texting whilst driving. The resource highlights the family of 2 young women (sisters) who were killed as a result of texting whilst driving. This resource is to be specifically presented and guidance should be requested before showing.

Memorandum of Understanding

The formal signing of the amended and updated MOU between New Zealand Police and Neighbourhood Support New Zealand took place at morning tea. Commissioner Howard Broad, Paul Miller NSNZ Chair and National Manager Roger Eynon signed the document that now contains recognition of the position within the police organisation of Neighbourhood Support Liaison Officer. The event will be featured in the next edition of 10-1.

Caring Caller

Alison Hobcraft spoke about Caring Caller run by St John Free Ambulance 0800780780, website: http://www.StJohn.org.nz

Suggested this was a useful tool - worthy of consideration as part of NS work.

One Day Workshops/Training

Graeme Smith, Kevin Hicks and Selma Taylor indicate a willingness to consider hosting a training workshop in the Auckland area, probably in the first quarter of 2009.

The Board discussed the content of the proposed workshops to be run in the North and South Islands during 2009. It was agreed that training should address the grass roots level needs of coordinators and people working in areas where experience and support are less than might exists in other places.

The Chair thanked Barrie Fenton and the Rotorua area for input to suggested training topics.

Training workshops should include:

• Setting up a new group - where to start.
• Servicing and managing existing groups.
• Examples of printed forms and systems used in successful areas.
• Funding Issues.
• Your local Committee.
• Local Council in partnership.
• Police as your partner - understanding the relationship.
• The Media at local level - newspapers, radio.
• Databases - what works - the future?
• Email Addresses – use of email for alerts and distribution of information/newsletters.
• Handouts/written resources - St John, Aged Concern, Civil Defence, Police Crime Prevention Fact Sheets, local area brochure design suggestions.

Sarah Hexamer spoke of the forthcoming training in Dunedin for the New Year - venues and planning have been completed and there is considerable interest.

Paul Miller to organise a list of appropriate police contacts within the Southern Police District for Sarah.

NS ID Cards

Roger Eynon is looking into ID cards for Neighbourhood Support NZ as required under the Policing Act.

Affiliation to NSNZ

Alison Hobcraft talked about the possibility of affiliation directly to the board of NSNZ rather than through districts. Tabled for further discussion at future meeting.

Liability Insurance

Alan Muntz raised the issue of liability insurance. Alan states that Manawatü have recently undertaken a Health and Safety audit and the question of public liability insurance was raised - is this something we all need to consider? Paul will talk to an Insurance Broker and it will on the agenda for the next meeting.

District Reports

Chair informed delegates not to wait for the Secretary to remind them that reports are due. They should be produced in a timely manner before the date of the next Board meeting. Reports should be emailed in advance to the Secretary who will circulate to all before the meeting - please take the time to read the reports and if you wish, come prepared with comments or questions.

Graeme Smith asked for time on the day of each meeting to consider all reports and questioned the need to bring photocopies due to costs. It was agreed that the Secretary will bring one hard copy of each report to the meeting and photocopies will be provided if requested.

Good Ideas, initiatives

In the past there have been time slots for any delegate to talk about good practises or initiatives from their areas in order that they can be shared by all.

This practise will be reinstated as an agenda item at the next Board meeting. Each district can request a time slot during which the delegate can share good ideas, practices and initiatives that are working in their districts.

Requests for time should be made to the Secretary early enough to be included in the agenda.

Use of NSNZ name or logo

If any person becomes aware of inappropriate use of the NSNZ letterhead, name and/or the logo, the matter should be immediately referred to the National Manager in order that consideration can be given to an appropriate course of action.

There being no further General Business the meeting closed at 3-30pm.