MINUTES OF MEETING NEIGHBOURHOOD SUPPORT NZ INC.

Held on Tuesday 5th and Wednesday 6th May 2009

At the Royal NZ Police College, Porirua, (Kapiti Room)

Meeting commenced at 9.30a.m.

WELCOME

Chairman Paul Miller welcomed all to the meeting.

PRESENT

Paul Miller: Chairman

   Shelley Henderson:  Treasurer
   Roger Eynon:        National Manager: Neighbourhood Support 
   Morris Cheer        Commissioner’s Representative
   Nicole Devereux     Delegate Northland
   Lyall Duffus        Delegate Waikato
   Barrie Fenton       Delegate Bay of Plenty
   Natasha Manuel      D. Delegate Bay of Plenty
   Allan Muntz         Delegate Central
   Alison Hobcraft     Delegate Wellington
   Kim MacDonald       Delegate Tasman
   Denise Langrish     Delegate Canterbury (acting secretary)
   Mike Mora           D. Delegate Canterbury
   Sarah Hexamer       Delegate Southern
   Supriya Rathod      Guest  

APOLOGIES:

   Dorothy Lomas       Secretary
   Joy Johnson         D. Delegate Bay of Plenty
   Kevin Hicks         Delegate Auckland
   Linda Brown         D. Delegate Auckland
   Wendy Forman        D Delegate Central for Tuesday morning 5th May
   Alison Hobcraft     Delegate Wellington for the 6th May 

• Apologies accepted.

Paul Miller (Chair) made aware housekeeping rules and everyone introduced themselves.

Roger Eynon (National Manager) introduced Supriya Rathod who has willingly volunteered her time to work on a member’s handbook for NSNZ.

MINUTES OF THE LAST MEETING HELD ON 10TH FEBRUARY 2009:

• The minutes of the Board meeting held on the 10th February, having been circulated, were passed as a true and accurate record

MATTERS ARISING FROM PREVIOUS MINUTES:

• Removal of Rodger Herriott's name as Deputy Delegate for Canterbury from Delegate contact list. Actioned.
• Reimbursement of $98 to Jan Maunder. Jan has kindly waived this cheque.
• Accountability Report to funding providers. Shelley to action.
• Letter of thanks to Rodger Herriott. Actioned.
• Invite to Jon Neilson to May meeting. Actioned.
• Civil Defence Relationship feedback required by Districts. Roger to action.
• Application and Delegate nomination forms to be upgraded. This is still being worked on by Paul and Dorothy.
• ID Cards are on hold at the present time.
• Public Liability Insurance. Paul spent time with an Insurance Broker and advised that he is confident that she can come up with a plan that will be very favourable to the national body at no cost.

CORRESPONDENCE (incoming)

• Received letter from NZ Federation of Voluntary Welfare Organisations re TechSoup NZ, this was received and Lyall Duffus will check out to see if it would be worthwhile for us.

CORRESPONDENCE (outgoing)

• Correspondence tabled and accepted.

NATIONAL MANAGER'S REPORT: Roger Eynon

As circulated to all members, Roger made several points -

• New Lynn Project Community message delivered through Chinese literature. Feed back to come.
  • Gaining Supriya's voluntary services to put together our handbook.
  • Important news from CPU.
  • Improvement of work and discussion coming through from Delegates.
  • GST issue now finalised.
  • Otago Expo a great highlight. Congratulations to Sarah Hexamer (Southland) and thanks for her comprehensive report and evaluation. An ideal guideline for NSNZ Workshops or special events.
• When holding workshops/events etc, ensure that the venue is covered for public liability and work within the health and safety guidelines.
• Roger advised that he had been in discussion with the Marlborough District Council re Marlborough NS. Some concerns were expressed relating to the designing of their own signs etc albeit with NS logo. Roger suggested advantages of working with and being affiliated with NSNZ. Kim MacDonald (Tasman) spoke of a great opportunity plus benefits of being affiliated to National Board. Hoping for a good outcome.
• Manukau are looking at two part-time positions in two suburbs, not looking at being affiliated though. Dialogue being kept open.
• Advised that groups using Neighbourhood Support brand name must be affiliated to NSNZ. Roger will keep open dialogue with Marlborough and Manakau Districts.
• Discussion was held on how different districts were involved with councils. Need to be diligent to ensure it is a good partnership working with us. Some issues highlighted how important it was for us to have full rights of our own branding.
• Trade Mark: Full transfer of rights from Police going through this week. Documenting Trade Mark etc. Ongoing.
• CPU Funding: We have received indications of further funding until 2010 via email - letter to follow. $100,000.00 (inclusive of GST) for 12 months from 1 July to 30 June 2010. Three year funding being looked at. Paul Miller (Chair) congratulated Roger on all the work he has done within Government and the great progress he had made.
• Mike Mora (Canterbury) asked whether Roger could establish a relationship with Jimmy Chen, Liaison Board for Asian Communities, Christchurch. It was suggested that maybe the Police representative from Maori/Pacific Ethnic Group could join the board.

JON NEILSON, CHIEF MEDIA ADVISER, NZ POLICE (Guest Speaker)

• Roger Eynon (National Manager) introduced Jon Neilson to the meeting. Jon was here to assist Board members in their preparations when speaking to the media.
• Jon's notes are attached1.

INSPECTOR CAREY GRIFFITHS: ACTING NATIONAL MANAGER COMMUNITY POLICING and VICE PRESIDENT OF NEIGHBOURHOOD WATCH AUSTRALIA

• Carey felt that our link with Intel was vital and needed to be a two-way partnership. Community Constables are also essential but as they may not always be available we need to have that close link with them. Suggested you request your Intel person to speak at your AGM; attendance at crime meetings also important.
• Funding certainty for NSNZ – paper now with government, we must build up NS in vulnerable communities, these areas are often very isolated and have very little communication with one another.
• We must celebrate our successes; the National Government has promised to invigorate NS so we must keep our good stories in the face of our politicians.
• Community Boards can be very powerful tools for NS.
• Of value for co-ordinators (NS) to be seen at crime meetings where you have access.
• Nicole Devereux (Northland) offered to give an Intel presentation.

FINANCIAL REPORT: (Shelley Henderson)

Shelley presented the financial report.

• It was noted that Southern Trust did not operate in the Southern or Northern Districts. Sarah Hexamer (Southern) to investigate. Shelley to provide an auditor’s report on the organisations who did provide funds.

• Roger thanked Inspector Morris Cheer for Police support, reiterating that we must remain mindful of our budget and its constraints.

Shelley moved that the financial report be accepted.

Seconded: Kim MacDonald

• Noted that a bank cheque for A$850.00 made payable to the University of Kentucky was now obsolete. This was for attendance of Ingrid Stonhill: National Chairperson at the 2007 Australian Women's conference.

The Board passed a resolution -

CARRIED

• Shelley requested a copy of Roger Eynon's Employment Contract as this was needed for auditing purposes. Roger to send a copy to Shelley.

COMMSSIONER’S REPRESENTATIVE REPORT: Inspector Morris Cheer

Morris tabled and highlighted on points from his report. See attached2.

• Life Tubes: Sarah Hexamer (Southern) said this was not supported from St. John’s. It needed to be part of their training and more awareness required within police and other emergency services. Roger and Morris to look into this.

• Vetting forms for NS workers with police station access will be added to our website.
• Discussion held re changing the red printed 'BEWARE' (or BE AWARE) from our signs and queried whether larger versions available. The cost factor would be huge if we increased the size - or created two size versions - the red on the signs faded very quickly in some areas. A number of large signs can be ordered, but Districts would need to pay.
• Bumper stickers were very popular could these be revisited? It is an evolving issue and we need to hear what the public want, and what works in most areas.

GENERAL BUSINESS:

BNI (Business Network International): Alison Hobcraft (Wellington)

• Alison discussed BNI and noted the cost of $600 a year to be a member. There is a chapter in every area, and to make enquiries if interested.
• Alison also said she has changed from “Eye on Communities” booklet to “Retirement Today” booklet, this publication offers much more for the money.

Scams:

• Be aware of pro forma invoicing scams. If in doubt go to http://www.consumersaffairs.govt.nz or obtain Business Fact sheets from Ministry of Consumers Affairs.
• Sarah Hexamer (Southern) stated that Direction Education was a good resource.

NS Public Expo: Sarah Hexamer (Southern)

• It was acknowledged that Sarah had distributed an excellent debrief on her Expo event held recently in Dunedin. Very successful and really raised the profile of NS Otago. Good local sponsorship and support. Sarah’s main objective of this expo was that it would be children friendly and free, which she achieved, and kept well inside her budget. An article was reported in her local paper and also in the NW Australian bulletin.

Neighbours Week: Denise Languish (Canterbury)

• Noted Christchurch date was 1 Nov - 9 Nov. Auckland City 31 Oct - 9 Nov.

Civil Defence Relationship: Roger Eynon (National Manager)

• Roger advised that he was still liaising with the Minister. He proposes distributing a questionnaire to all delegates. Ideally we would like a national MOU with Neighbourhood Support/Civil Defence.
  • Paul Miller (Eastern) advised that Civil Defence could not support NS in their advertising because we did not have a presence everywhere in the country. Valuable tools in any emergency is the NS database, local co-ordinators and website.
  • Barrie Fenton (BoP) advised that an MoU exists at local level in his area.

Uniforms:

• Sarah Hexamer (Southern) and Barrie Fenton (BoP) displayed their NS logo embroidered shirts. Barrie mentioned that his local council was impressed. Excellent publicity.
  • Allan Muntz (Central) offered to contact EzeBuy to see whether they would be prepared to come up with an offer for us all.

Proposed Training Workshops:

• It was disappointing, after all the organising that Graeme Smith (Waitemata) had done, that the Auckland workshop was cancelled. Waitemata's new executive are keen to carry out a training workshop to replace the cancelled day.
• Denise Langrish (Canterbury) was working on the original 2008 concept decision by the Board to run four training workshops. Two in the North Island and two in the South Island.
• Barrie Fenton (BoP) advised that a workshop was held in Kawerau on 18 April with 18 attendees. Lunch and afternoon teas were provided, with guest speakers in morning. The afternoon covered basic NS presentations and funding. Feedback was very positive.
  • 18 July - Central North Island Workshop being held in Taupo and Barrie handed out material and briefly informed delegates of their suggested programme.
• Paul Miller (Chair) suggested that we consider having a combined Workshop/NSNZ Conference (and include the AGM) next year. We should run two workshops this year, review and decide where to go from there. Need to address what people want/need in terms of training. More discussion outside of board meeting.

NSNZ Manual:

• Roger Eynon (National Manager) advised that Supriya Rathod had volunteered to assist in the production of a draft NSNZ Manual.

Resolution:

Fundraising:

• Kevin Hicks (Auckland) raised the question of a National raffle/lottery. Much discussion was held on this subject. It was suggested that Kevin investigates further and presents to the NSNZ Board August meeting a plan on the logistics of running this.
  • Kim MacDonald to email funding info to all delegates.

Provision of Co-ordinators List: Roger Eynon (National Manager)

• Roger suggested, as a way of demonstrating that we are a national organisation, that Districts put together a list of all Co-ordinators. Map, indications of buttons overlaid with Community Constables and NS Police liaison Officers.

Meeting closed at 4.25pm.

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Wednesday 6 May, (day 2) meeting commenced at 8.15 am

Rachael Bambery (NZ Police Community Policing) joined the meeting.

District Reports:

• Roger Eynon (National Manager) very impressed with the calibre of reports and newsletters throughout the country. Paul Miller (Chair) requested that we share newsletters with all members. Discussion held on funding, printing and distribution of newsletters. Reported that some members have regular columns in local papers and some on local radio stations. It was suggested that all members look into these possibilities. Publishing of photos very important, and it was good to be recognized when out in the public.
• Roger reiterated to keep the stories coming in, any info shared please copy to him also for his bulletin or website. We must keep our Website up to date and full of new stories. Don’t forget to publish the website address in all publications and mail outs. When members of the public look for safety tips, the police site provides links to NS organisation where the crime prevention fact sheets can be accessed.

Good Ideas, Initiatives:

• Kim Macdonald (Tasman) discussed the training day being held on 20 June. The programme included a Keynote speaker and a community-policing panel for Q&As. Her newsletter is circulated to members who read and pass on. She also attaches a paper for members to update their personal information for her database. Time is spent with new Street contacts so gets to know them personally; she is positive this will help with retention, feels they have more ownership, and hopefully feel more valued. Kim plans to attend the Wellington Volunteers Conference in October.
• Sarah Hexamer (Southern) mentioned that the National Volunteers Day was 17 June. We should make the most of the day; suggesting a morning tea with the Mayor to make our Street contacts feel "special". Many Street Contacts now appoint deputies and this also assisted when the main street contact resigned. "NS Need You - it's free" go to Barrie Fenton's (BoP) email and see how to use.
• Denise Langrish (Canterbury) talked about the great new initiatives in the Selwyn District and showed the poster of their recent meeting held in Kurwee.
• Crime Stoppers in the UK: This is a web based site providing public access to crime-related matters, photographs of wanted persons etc. If interested key in “Crime Stoppers” and have a look.
• Local Statistics: Paul Miller (Chair) and Roger Eynon (National Manager) requested local stats for a meeting with the Minister. Percentages of household involvement is a handy indicator for us, this helps measure growth and potential. Most districts are involved with local Civil Defence and local level success will grow the national involvement.

• Mike Moro (Canterbury) asked Roger to attend the Christchurch NS to set up meetings with local Civil Defence and community. These meetings would be looking at a way of working together and meeting with Minister of Civil Defence to discuss community issues.
• "Cold Callers": Check out scambuster.co.nz or Truth or Fiction.com. Ensure any emails, or alerts sent out to members are correct.
• Wendy Foreman (Central) spoke on the meeting held in New Plymouth recently. Each co-ordinator discussed public meetings. She mentioned a very successful tagging campaign where the PD or Life to the Max workers painted out the tagging in their areas. This has had a great outcome for everyone.
• Street-by-Street projects: Target a problem street and communicate with each of the residents. Gisborne and Napier have recently done this. Held Street parties with excellent results. Resources from Housing NZ, Neighbourhood Support, WINZ etc. Out of the Napier event came a new NS group. To receive more info contact Senior Constable Quentin Hollis, Gisborne.
• Nicole Devereux (Northland) spoke on the changes within her area. Nicole now working through the issues with help from some past committee members.
• Lyall Duffus (Waikato) mentioned the isolation within his district. Working to establish committees in each of the Waikato areas, very difficult with limited funding.
• Resignations: Paul Miller (Chair) to acknowledge the work of Graeme Smith (Waitemata) and Jan Maunder (National Secretary) with a letter of thanks.

• Readynet: Ongoing.
• District Nominations: These can be done at anytime. Delegate consideration required for NSNZ AGM on 26 August at Royal NZ Police College.
  • Paul Miller (Chair) will not be standing next time. Please give this position consideration. Denise Langrish (Canterbury) thanked Paul for the work he had done.
  • Roger Eynon (National Manager) to discuss with A/C Jon White for recommendations on possible Chair appointment.
• Roger Eynon (National Manager): Please note, Roger will be away in the UK from 20 June – 27 July, please limit emails at this time, anything urgent please contact Paul Miller (Chair).
• HR Committee: Paul Miller (Chair), Denise Langrish (Canterbury) and Shelley Henderson (Treasurer) met on Tuesday evening 5 May, to discuss a salary increase for NSNZ National Manager, Roger Eynon. As Roger had been employed with NSNZ for the last 12 months, it was agreed to increase his salary by 5%, backdated from this date (5 May) with a back pay lump sum as of this meeting date. This decision was brought to the NSNZ Board meeting on Wednesday 6 May 2009.

• We, the Board, agree this increase is only a gesture of the work and support Roger has provided to NZNS but unfortunately financial restraints remain.
• Further discussion on HR matters and it was agreed that as NSNZ National Manager, Roger does not receive enough professional, external supervision, and currently is not bound by Police Code of Conduct. Paul Miller or Inspector Carey Griffiths can be of assistance if required.
• Sarah Hexamer (Southern) was also appointed to join the HR committee.

NEXT MEETING:

Date: 25 August

26 August (AGM)

Venue: Royal NZ Police College

The meeting closed at 11.45 am.

ATTACHMENT 1.

Police Chief Media Adviser's Report

Media Pointers

Any contact or interaction with media should be viewed as an opportunity to promote NS issues and build long term relationships with your community and media.

Below are some useful tips for managing media contact.

Interview Tips

• Are you authorised to speak? - is this your area of knowledge/expertise/authority.
• What is the angle? - seek clarification from the journalist before making a response. Most often journalists will not know the background to the issue.
• Give yourself time to prepare - don't be rushed into providing a response. You may need to research some material or seek advice from someone else.
• Establish ground rules before the interview starts - this is important if there are areas you do not want to discuss or that may be outside your area. It's OK to set some parameters before hand if need be.
• Check you are not being taped before you know the question line - radio announcers often ring people on the spur of the moment and it is being broadcast live.
• Have three points you want to make - identify the key messages you want to promote - and "stick to them"
• Use simple language/colourful quotes - don't use "jargon"
• Stay ‘on the record’ - journalists will often ask for "off the record" comment to get more background information that they may or may not publish. Be wary - this is often a trap and you may well find yourself being quoted on an issue that should have remained out of the media.

Points to remember

• Identify Issues
• Develop key messages
• Manage response ASAP
• Ensure ongoing regular liaison
• Build relationships
  • local community
  • district

ATTACHMENT 2.

Commissioner's Representative report

Age Concern Life Tube proposal

The Commissioner has been asked by the National Life Tube Coordinator, Christine Renata of Waipukarau, if Police would distribute an Age Concern Life Tube poster to each police station. Ms Renata has been advised that although Police support the initiative the only poster we would contemplate putting up would be posters promoting the activities of a partner organisation such as Neighbourhood Support.

The proposal is that Neighbourhood Support assists the promotion of Life Tubes nationally. Promotion would include a joint poster and link on the Neighbourhood Support internet site.

Some Neighbourhood Support areas already actively promote Life Tubes.

Resources

All of the available resources are listed on the hidden resources pages of the internet. This is updated regularly. If it has dropped off this page it is no longer available.

Just two Kiwi Cop stickers left - "Dial 111 in emergency" and "Name your property". These stickers will not be reprinted but a replacement is being considered.

Vetting

Only committee members and people working with Neighbourhood Support membership and sensitive Police information require vetting. Some areas have been vetting group contacts.

CPNZ National training seminar - Wanganui, Friday 12 - Sunday 14 June

Registrations close soon for this seminar.