MINUTES OF MEETING NEIGHBOURHOOD SUPPORT NZ INC.

Held on Tuesday 10th February 2009
at Police National Headquarters, 180 Molesworth Street, Wellington

Meeting commenced at 9.30 am

WELCOME

Chairman Paul Miller welcomed all to the meeting.

PRESENT

Paul Miller: Chairman
Dorothy Lomas: Secretary
Shelley Henderson: Treasurer
Roger Eynon: National Manager: Neighbourhood Support
Graeme Smith: Delegate, Waitemata
Kevin Hicks: Delegate, Auckland
Lyall Duffus: Delegate, Waikato
Barrie Fenton: Delegate, Bay of Plenty
Joy Johnson: D.Delegate, Bay of Plenty Paul Miller: Delegate, Eastern
Allan Muntz: Delegate, Central
Alison Hobcraft: Delegate, Wellington
Kim MacDonald: Delegate, Tasman
Denise Langrish: Delegate, Canterbury
Mike Mora: D.Delegate, Canterbury
Morris Cheer: Commissioner’s Representative
Glyn Rowland: Community Policing, PNHQ

APOLOGIES

Selma Taylor: Delegate, Northland
Wendy Foreman: D.Delegate, Central
Sarah Hexamer: Delegate, Southern

Apologies accepted.

NSNZ BOARD SECRETARY: Replacement

Due to the resignation of NSNZ Board Secretary, Jan Maunder, it was proposed and so moved that Dorothy Lomas be co-opted as Secretary until the AGM in August.

MINUTES OF LAST MEETING HELD ON 25TH NOVEMBER 2008:

The Minutes of the Board Meeting held on 25th November, having been circulated, were passed as a true and accurate record.

MATTERS ARISING FROM PREVIOUS MINUTES:

Proposed One-day Workshops:

Paul Miller (Chair) advised that he had contacted Sarah Hexamer (Southern) and provided Police contacts for the area.

Noted this information is available through your own Police Stations. Paul suggested that you contact him if you have problems. He also encouraged delegates into getting more Police Officers involved. Having the ability to have them listed, making them aware of what you are doing in your district, is important. Another good idea was to make contact with your rural stations.

Financial Report from Thea Mickell:

Roger Eynon (National Manager) advised that he had spoken to Thea Mickell outlining what he would like the fundraiser to address at the next Board meeting (A strategy for the next 12 months, the approach a project was taking; this would enable us to assess whether we continue a project). Roger mentioned that an application had been made to COGS and also thought it worthwhile for Thea to attend one of our meetings.

ID Cards:

Require between 50 and 100 cards. Morris Cheer had sourced a quality supplier. Priced, these are approx $6 per card. Here is an opportunity of having a quality card, once agreed upon.

Morris Cheer (Commissioner's Rep) mentioned that you cannot use the Police Logo unless you are employed by NZ Police.

Affiliation to NSNZ : (Alison Hobcraft)

To be discussed under General Business.

Liability Insurance: (raised by Allan Muntz: Central)

Paul Miller (Chair) reported that he had been in touch with an Insurance Broker. NSNZ should be considering Public Liability Insurance. The efficient way to deal with this would be to put this under the name of NSNZ which would then cover all districts. Paul to proceed with this.

CORRESPONDENCE (incoming)

CORRESPONDENCE (outgoing)

Correspondence tabled and accepted.

NATIONAL MANAGER’S REPORT: Roger Eynon

Roger stated that electronic copies of his report had been circulated prior to the meeting. He stated that the NSNZ (Strategy) Organisational Plan had been well received by the Crime Prevention Unit (CPU). He had also received good comments from sponsors. Roger thanked delegates for sending their reports ahead of the meeting. This was a clear indication of moving forward.

Barrie Fenton (BoP) asked if Roger could reformat the Business Plan. Roger agreed and advised that he would also take out the watermark before sending, if this would assist.

Readynet

Roger advised that he had requested a report from Readynet for today’s meeting. Unfortunately this arrived on the morning of the meeting and advised -

• Reasonable major changes were anticipated;
• No eta on this;
• Discussing costs with developers;
• Small system changes, some completed;

Work in progress. Roger unable to follow up due to time factors.

Denise Langrish (Canterbury) requested Roger remove Rodger Herriott's name from his mailing list and to add Mike Mora as Deputy Delegate for Canterbury District. Roger stated that at each Board Meeting a list would be circulated with email and phone numbers of delegates, for amending where necessary. This process was initiated at this meeting.

Barrie Fenton and Joy Johnson (BoP) thanked Roger for the changes made to the email address re SPAMs being received. Roger to sort out Graeme Smith’s (Waitemate) email; Shelley Henderson (Treasurer) mentioned Les Birch was having problems too.

Noted that all future agenda items to go through the Secretary, as a matter of course. Reports will be circulated to all members.

Paul Miller (Chair) requested Roger to highlight the important issues from his report -

1. Requirement from CPU to produce an organisational plan. This had been completed and consulted upon. CPU are happy with it.
2. 100% delegates produced reports. Districts are refreshing membership records. Government are recognising that Neighbourhood Support has a clear position in the community. Community Policing and Community Engagement Managers are interested in our development and have a wide spectrum of interersted parties to work alongside. We will be able to use this as an instrument in moving forward.

FINANCIAL REPORT: Shelley Henderson

Shelley presented and circulated two financial reports, 31 October/31 December 2008 and 31 December/31 January 2009.

Shelley advised that she had reported back to Roger Eynon re Selma Taylor’s query from the previous meeting on the double-entry of Roger Eynon’s salary in July 08. This was reviewed and was not the case. Kevin Hicks (Auckland) requested a copy of the ASB financial statements, these were provided. These statements will be tabled at future meetings. All statements had been previously available for scrutiny.

On the issue of Roger Eynon’s credit card expenses. It was confirmed that Paul Miller (Chair) and Shelley Henderson (Treasurer) review these statements, against receipts and bank statements provided. Paul Miller (Chair) stated that we should be transparent and all concerns should be expressed through the Board forum. It was noted that the National Manager presently provides all receipts with relevant statements and chooses cheaper option re travel etc.

Shelley advised that Jan Maunder (previous Secretary) had mislaid a cheque for $98 in which she was seeking reimbursement for printing costs. Shelley to follow up with the Bank and put a stop on the cheque. Paul Miller (Chair) to resolve the reimbursement with Shelley.

Shelley advised that the GST component owed had been paid in full, as we would have incurred penalties of $4.33 per day. Paul Miller (Chair) thanked Shelley for negotiating these issues with IRD and commented that we still had an issue with the Auditors. Roger Eynon advised that budgeting is to be based on the $87,500 net position = CPU grant less GST.

Shelley advised that additional costs were incurred on booking flights through United Travel. She established that they were charging a $40 pp service fee on each flight booking, which equated to $400. She stated this was something she had not budgeted for. She advised that she now had an agreement with Travel Shoppe, who would charge a total service fee of $45.

Shelley advised that the next Board Meeting had been arranged and booked for 5/6 May at the Police College.

Shelley to present an accountability report to the funder.

It was proposed by the Board that Shelley should receive all airpoints from flights booked for the Board and Delegates in recognition of the time she spends on NS business.

Board Meetings:

It was noted that the next Board Meeting was to be held on 5/6 May and held at the Police College. Early flights to be arranged, with two shuttles. Aiming at an early finish on day-two. It was suggested that a mix of one and two days should be considered for future meetings as the one dayers suited several Delegates.

It was confirmed that 25/26 August be a 2-day meeting, the 26th being the AGM.

10th November (1 day meeting) at PNHQ.

Paul suggested that a meeting and travel sub-committee be formed. Paul, Shelley and Roger (as Adviser).

COMMISSIONER’S REPRESENTATIVE REPORT: Morris Cheer

Morris tabled and highlighted on points from his report.

CPNZ National Training Seminar:

If you anticipate attending, accommodation is limited; registration cost is $250 for non-affiliated patrol members.

Vetting:

A Neighbourhood Support Security Clearance Form (Pol 1128) is available for vetting members. When completed this should be sent to Morris to action.

Google news alerts:

News alerts are set up with Neighbourhood Support.

Roger advised that this is good way of obtaining additional information, good stories. One is set up for Neighbourhood Watch. Good ideas, good stories, very worthwhile site and a good way of passing on information to Districts.

2008 Communications Centres DVD:

This DVD highlights the correct way to call 111. This has been supplied to Community Patrols. The CommsCentres preference is to use this latest DVD. A copy was handed to each Board member.

Resources:

Please note: ‘Identity Theft’ fact sheet is currently out of print. This is available for download from the PDF file on the internet site. Low on stocks on ‘Protecting your vehicle' brochures, and the ‘small face’ stickers.

Neighbourhood Problem Solving fact sheet:

This addresses safety issues and local crime; can only be downloaded on the internet site.

Morris advised that the Munro Canteen (RNZPC) were selling replica police cars.

Graeme Smith (Waitemata) requested an electronic copy of Morris’ report.

Community Policing brochures:

This brochure was tabled. Explains more on community policing and how it fits with current policing. More copies available on request.

Roger advised that new forms, the electronic version, are available on the hidden page through the internet. (internet address was displayed on whiteboard)

GENERAL BUSINESS:

Membership Statistics: Roger Eynon

Paul Miller (Chair) advised that as we are moving into a new era of funding you should be building on your reports. We want to be in position with CPU and Local Government where we are seen to have credibility as we build.

Roger Eynon gave a big thanks to all who have started reporting on these statistics. It has become a priority now, we need to know where our organisation is at and what our current membership is. How many household involved? It starts to demonstrate our organisation and show that we are professionals. Money and effectiveness of using that money is the name of the game. To sustain funding you need to be accurate. It is important to list people, maintain that list and validate every month. Workshop contacts will assist. A great indicator is on dwellings.

Joy Johnson (BoP) stated that she had attended a Crime Prevention Workshop in the Waikato area.

District Reports:

Allan Muntz (Central) reported organising a District field-day and asked about hand-outs. Barrie Fenton (BoP) suggested putting together a mini-pack, a sample pack was circulated around the table.

Barrie Fenton (BOP) mentioned a Poster Campaign. Barrie had applied for $20,000 through his local Council special fund. They offered $19,000 if objectives were amended. This offer was declined.

Barrie Fenton (BoP) advised that the original ‘Beat that thief’ brochure provided by his local council had since been listed by one of the contributing factors “motorists be aware” after articles left in cars. One crime stopping initiative that Barrie spoke about was the NS volunteers that took to the streets and placed brochures on parked cars/caravans that had valuables in sight.

Paul Miller (Chair) tabled NZ Crime and Safety Survey 2009. The survey is a key source of information for the Ministry of Justice, as it will measure perceptions of safety and experiences of crime. Delegates to advise area coordinators of the survey in case neighbourhoods become concerned when visited by survey staff.

Graeme Smith (Waitemata) was in the process of recruiting a Co-ordinator.

• A new website was being designed free, by the students from the Auckland Institute of Studies.
• Travelling from Auckland today Graeme had met up with and took advantage of discussing with the New ACT party MP his District funding proposal in which they were looking for $250,000. Plan sending him a copy of the proposal.
• Have invited Minister Paula Bennett to their AGM as guest speaker. She is their local MP.

Kim MacDonald (Tasman) focusing on making contacts with all co-ordinators.

Lyall Duffus (Waikato) reported that the database for West Hamilton fell over, but has since been recovered.

• Recommended door knocking for street contacts, suggested you go after work. Street barbecues are good ideas. Having initial meetings important.

Paul Miller (Eastern) suggested morning teas and framed Certificates for Outstanding Service or Recognition of Service go down well. Encourage and target retired people as street contacts.

(Northland) The situation in Northland is that they have a new Chair, Nicole Devereux, Police Development Manager. She has volunteered to chair the committee and plans to re-establish the committee. Noted they have a meeting tomorrow evening.

Sarah Hexamer (Southern) Paul advised that the Southern Training seminar planning was going well. Roger Eynon and Inspector Carey Griffiths are representing Neighbourhood Support and Community Policing.

Denise Langrish (Canterbury) advised that the Ashburton group had gone into recess, but may possibly opening in two months time. It was agreed to write a letter of appreciation to Rodger Herriott, (Co-ordinator) thanking him on behalf of the Board, for the work he had done over the past years.

Volunteer Centres, through your local council offices, are a good way to get assistance. For example it could cost you approx $30 to erect street signs etc.

Victoria, Australian Bush Fires: It was requested that Roger Eynon write to the Chairman of the Neighbourhood Watch Inc, Victoria, to express our condolences and sympathies on their region's disaster.

Paul Miller (Chair) thanked all districts for fowarding their reports early.

Good Ideas:

Alison Hobcraft (Wellington) mentioned that she had been contacted by an ex Police member who was now involved with the Waikanae Beach Bowling Club and suggested a way to promote Neighbourhood Support and his Bowling club. Told how he had approached the local Pak'nSave for funding of a 'flyer' which challenged streets into putting together bowling teams. Flyers were delivered around the streets, with 48 people turning up on the night, for a sausage sizzle and bar. A Police Constable was present to answer any questions. Spoke to 15 people on the night who were keen on the neighbourhood support concept and retained the addresses of 34. A good day.

Barrie Fenton (BoP) advised that he had made a presentation to Council requesting funding. He stipulated that when doing so you control the situation. Take with you the highest ranked Police officer you can get along to the presentation. Get volunteers to make submissions to the long-term council planning. In his case 35 mentioned Neighbourhood Support in submissions and this assisted BoP receive the money.

1. make submissions
2. take control of your presentation
3. handout material following your presentation
4. email 1,000 people to make submissions to council
5. Roger Eynon suggested that we invite Jon Neilson (Police Manager: Media Relations) to be our guest speaker at the May Board meeting. His address could be ‘how to portray ourselves on radio and TV’. Good idea.

Kim Macdonald (Tasman) Had an opportunity to be part of Founders Day, 70 community stalls. Put together a raffle with Civil Defence. Advised that you don’t need an Internal Affairs Licence under $5000. 1st prize - a Civil Defence Box of safety equipment, 2nd prize Civil Defence water container and 3rd prize a hospitality pack (mugs, coffee, and vouchers). 4,000 tickets on sale for $1 each. Printing was sponsored locally. For the kids, 'guess how many keys in the containers'. New World provided an apple box full of choc bars. Impressed with community and partnered with Civil Defence. A great day.

Paul Miller (Chair) we may want to reconsider a national raffle as a national fund raiser.

1.00pm broke for lunch

2.00pm meeting commenced

Training Workshop (hosted in the Auckland area):

Graeme Smith (Waitemate) spoke on the arrangements being made for an Auckland Regional Seminar. He confirmed the date of Saturday 18 April, venue Greenhithe Village Hall. This is being organised by Dennis Thornton (North Shore) with the Rodney/Waitakere and Auckland Groups.

Kevin Hicks (Auckland) advised that he had invited Paul Miller, Shelley Henderson and Roger Eynon to this event. Aiming at area co-ordinator level. Envisage 20 people from each of the areas with Community Police being invited.

Proposed Training Workshops:

June/July - Central North Island, based in the Taupo area, would cover Hawkes Bay, Gisborne, Taranaki. Joy Johnson (BoP) stated that she was more than happy to assist in finding a venue.

August/October – Lower North Island. Alison Hobcraft looking at organising.

October/November – South Island. Would like to see two in the South Island to service the large geographical areas, Nelson, Marlborough, West Coast and Christchurch regions. Denise Langrish and Kim MacDonald (Tasman) agreed to discuss options for the South Island.

Roger Eynon advised that he may be able to assist with costs. Some budget was available for printing, lunch and venue hire, as well as some accommodation costs, within reason. Police could possibly assist with transport as well.

Joy Johnson (BoP) advised that she had heard that Taupo had been confirmed as a combined CPNZ/NSNZ conference.

ANY OTHER BUSINESS:

Melinda Nash, Civil Defence: Roger Eynon reported on his meeting with Civil Defence and advised that they were happy we were considering working with them and have left the door open for further approach. Roger requested NS feedback on what we would get out of an expanded relationship? Roger will email districts with questions and requested feedback to him prior to our next Board meeting in May. It was suggested we look at a Memorandum of Understanding with them at national level. It is important that Civil Defence are not inundated with local people making enquiries.

Paul asked that arrangements be initiated for a face to face meeting with the Minister, John Carter.

Good progress.

TVNZ Advertising Campaign: Kevin Hicks (Auckland) advised that he had made application to receive TVNZ advertising ‘off peak’. Understand that a decision out by 1 April. Worth $50,000 a year.

NZ Herald Advertising: Kevin Hicks (Auckland) reported that he had been offered a similar advertising slot in the NZ Herald. This would be a Neighbourhood Support initiative and is negotiating with them.

NSNZ Diversion money: Roger Eynon reported that he had discussions with PNHQ and asked why NS was not successful in applications. Morris Cheer advised that CPNZ had been successful.

• Barrie Fenton (BoP) advised that he had applied 18 months ago for Neighbourhood Support in BoP District. He had received $500 for each of the four centres. 10% of that money was for the running of the committee. BoP would be very disappointed if NSNZ took over this money. Submissions have to be in by June/July and suggested that submissions are copied to other districts so that they too can apply.
• Roger Eynon stated that we should explore the possibilty of submitting applications at a National level and a point to be discussed is whether we want to raise this with joint Ministers by lobbying Parliament?

National Lottery: Paul Miller (Chair) put the idea to the Board of running a national lottery. For further discussion.

Thea Mickell (Fundraiser): Shelley Henderson (Treasurer) stated that our fundraiser had brought to her attention the matter of car travel, shuttle and parking costs not funded for. It was agreed that we apply for an Admin Fund to cover this.

Resolution:
“We instruct Thea Mickell to apply for an Admin Fund to cover our car travel, shuttle and airport parking costs and other costs deemed to fall within the administrative category”.
CARRIED

Funding Community Groups: Graeme Smith (Waitemata) advised that the Dept of Internal Affairs held information on funding schemes for community groups, they also ran courses and seminars. This had been an interesting exercise for members of his committee. He also stated that it was an important way to keep your volunteers and nuture them.

Affiliation to NSNZ: Alison Hobcraft (Wellington) discussed in detail affiliation to the Board from her district perspective.

Lyall Duffus (Waikato) said the intention was to open it up in the rules last year. Direct affiliation with national body had some benefits.

Joy Johnson (BoP) provided a form for Alison to complete.

It was agreed that Dorothy Lomas (Secretary) modernise the application form and send out.

Paul Miller (Chair) agreed to amend and upgrade the Delegate nomination form and send out for comments. Suggested that the Delegate nomination be discussed at a future meeting.

NEXT MEETING:

Date: 5/6 May 2009
Venue: Royal NZ Police College

Denise Langrish (Canterbury) agreed to take the minutes at next Board meeting, due to Dorothy being overseas from 2 May.

MEETING CLOSED AT 3.30pm