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 9.45 am

WELCOME

Acting Chairman Paul Miller welcomed our Patron (Paul Fitzharris) and delegates to the meeting, especially those attending for the first time.

PRESENT:

   Patron:              Paul Fitzharris
   Acting Chairman:     Paul Miller
   National Manager:    Roger Eynon
   Treasurer:           Shelley Henderson
   Secretary:           Dorothy Lomas (1st  day only)
   Waitemata:           Les Duffield
   Auckland City:       Kevin Hicks
   Manukau:             Poutoa Papali'i
   Waikato:             Lyall Duffus
   BoP:                 Barrie Fenton
                        Joy Johnson
   Eastern:             Paul Miller
   Central:             Allan Muntz
                        Wendy Foreman (2nd day only)
   Wellington:          Sam Andrews-Paul
   Tasman:              Kim MacDonald
   Canterbury:          Denise Langrish
                        Mike Mora
   NS Research Officer: Supriya Rathod (1st day only)

APOLOGIES:

   Commissioner's Rep:  Morris Cheer
   Northland:           Nicola Devereux
   Southern:            Sarah Hexamer

• Apologies accepted.

Denise Langrish/Barrie Fenton

MINUTES OF LAST MEETING:

• The Minutes of the Board Meeting held on 5th/6th May, having been circulated, were passed as a true and accurate record with the following amendment - meeting date should read 5th/6th May and not 4th/5th May.

MATTERS ARISING FROM MINUTES:

• Paul Miller (Acting Chair) mentioned the "resolution" on 22 June 2009 - that sought funding for delegates travel to the August Board Meeting. The electronic response from the Board was '10 in favour' and '3 no response'. The resolution was attached as an 'Addendum' to the February 2009 minutes. This result was mailed to Thea Mickell (Consultant) who made applications to Pub Charity and Trillian Trust.

Shelley Henderson/Barrie Fenton CARRIED

CORRESPONDENCE: (incoming)

CORRESPONDENCE (outgoing)

COMPANY SEAL: Roger Eynon (National Manager)

• The common seal of Neighbourhood Support New Zealand Incorporated. Shelley Henderson (Treasurer) confirmed she held possession the original Seal. See 'Addendum1'

NATIONAL MANAGER'S QUARTERLY REPORT: Roger Eynon

As circulated to all delegates, Roger highlighted points from his report:

• Collective web links, 14 links now.
• Encouraging to receive local Newsletters. Noted that numbers are increasing.
• Important that we are represented by an Iwi Liaison Officer.
• Good to see that we have a representative from Counties-Manukau.
• Comprehensive weekly report to the chair demonstrating landmarks and milestones.

Trade Mark:

• Noted that the Neighbourhood Support Trade Mark application had now been accepted in NZ. There is a 3-month objection date on receiving the Notice of Acceptance end date 31/10/09. Roger thanked everyone for providing information. It was a very long process, but very successful.

Marlborough District Council:

• Roger advised he had met with David Johnson (Manager, Safer Communities); an affiliation was agreed to and is now complete.

Roger moved that his report be accepted. Kim MacDonald/Lyall Duffus

FINANCIAL REPORT: Shelley Henderson

Shelley tabled and moved the financial statements from (31 March - 30 June) and (30 June - 31 July).

• Shelley discussed the purchase of MOBY, a basic accounting package for small businesses. Cost is $199, less 15%.

The Board passed a resolution - "that the Board purchase the MOBY Accounting Package for use by the National Treasurer". Shelley Henderson/Denise Langrish CARRIED

• Denise Langrish (Canterbury) acknowledged the work that Shelley carries out as Treasurer.

COMMUNITY CONSTABLE STEVE CAMPBELL, TAURANGA: (Guest Speaker)

Roger Eynon (National Manager) introduced Steve to the meeting.

• Steve came into the community policing role in 2007. Eleven extra Community Police Officers were engaged into the Western BoP District. We heard that this district is the fastest growing area in NZ, and includes Katikati, Tauranga, Papamoa, Mt Maunganui, Tauranga South and Te Puke.
• Steve having recognised NS as a key partner in relation to crime prevention he decided to discuss with Barrie Fenton (BoP) the issues in Tauranga South. Progress has seen an executive committee being formed in the six policing areas these being broken down into manageable sectors by establishing co-ordinators. Community Constables now have a close liaison with these Co-ordinators. He then went on to explain the structure of a community patch.
• The challenge for Police is working together with all group agencies, in particular sharing information to solve crime problems. His business objectives are to get Intel information out into specific areas.

12.00 pm broke for lunch
12.45 pm meeting recommenced

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

COMMUNITY CONSTABLE STEVE CAMPBELL continued his presentation.

• Following lunch Steve discussed the standardising of the Police database. It was important to have a system that was secure, simple and acceptable. (Police) information & technology to Geo-code into the NS areas.
• This database is a web-based programme with a link to the national website. It has a set up cost of $800. The aim is to correlate all information into one database, and he anticipates October for this database to be up and running.
• He has started to develop a relationship with Civil Defence. Another important relationship is with Housing NZ. He stated that the database was a good tool to bring everything together.

Vetting of Co-ordinators: Paul Miller (Chair)

• Paul discussed the mandatory vetting of Co-ordinators, as opposed to Street contacts. Vetting of Co-ordinators should occur before the role is offered. Forms are available on the website on the hidden page that is only available to Co-ordinators.

RACHAEL BAMBERY, COMMUNITY POLICING: (Guest Speaker)

• Rachael spoke on community intelligence and how this could work from a national perspective. She gave examples of Intel in streets and how to respond to a situation/incident.
• She encouraged delegates to 'listen to your community' and 'look wider at your community'. What resources, what is available - Community Constables now addressing these issues.
• Community policing, in practice, aims to get everyone involved; important to have good networks and contacts; enable everyone, get them focused. Increasing community safety is part of it. Community partnerships stabilise problems. Aim at getting all information on the table. Mobilise your community into addressing crime.
• Important what happens when people phone the police. Important that information can be the key to something much bigger. Get people to ring Police 111 when they see activities.
• Good stories promoting community policing and NS together, essential that the Police hierarchy hear about it. Rachael encouraged delegates to keep in contact with Roger Eynon.
• Sam Andrews-Paul (Wellington) requested a copy of the 111 DVD.

(ACTION: Morris Cheer)

• Roger to arrange a visit to Central Comms during the afternoon of the 10 November meeting.

(ACTION: Roger Eynon)

COMMISSIONER'S REPRESENTATIVE: Morris Cheer

In his absence, Roger Eynon tabled Morris’ report and highlighted a few points.

• Resources: Be aware that available funds have been reduced for street signs and printed resources.
• Sunflower Week was held by St Johns last March with 43 seminars being delivered. St Johns working with local GPs. Next year NS has been invited to attend venues and have been offered slots to address attendees. This is a good opportunity and we should certainly think about contributing. For noting, Sunflower week will be held in May 2010.
• Neighbourhood Support North Shore: Some confusion with wanting to use Neighbourhood Support and Neighbourhood Watch in the same brochure. Les Duffield (Waitemata) advised that following a recent meeting it was voted upon, as a 'majority', to use only the words Neighbourhood Support and not 'Watch'.
• DS Numbers of Australia: Roger advised samples were being sent to NS for perusal. A set costs $45. Check out the website www.dsnumbers.com.au

GENERAL BUSINESS:

Webpage Design: Roger Eynon

• Roger is developing a 'one stop' information page. This page will advise how groups can get started. Contact person details to be highlighted. All national enquiries on the webpage are linked to the Secretary and she in turn forwards to the appropriate delegate for a direct response.

Public Liability: Paul Miller

• Not progressed any further due to delays in getting numbers. In the meantime delegates should look for a local solution if you are planning a local event.

(ACTION: Paul Miller)

Resignation of Alison Hobcraft: Paul Miller

• Paul to send a letter of thanks to Alison for her commitment and energies in her role as Wellington Delegate and Kapiti Co-ordinator, as well as Board member.

(ACTION: Paul Miller)

Alteration of Rules, NSNZ Incorporated: Dorothy Lomas

• Formal endorsement was signed off by the NSNZ Chair for the amendments made to its rules in August 2008. This application will now be forwarded to the Companies Office for registering.

(ACTION: Dorothy Lomas)

• Shelley Henderson (Treasurer) stated that Incorporated Societies had advised that documents should now be submitted to the Charities Commission. Shelley to provide information to them, along with name change of officers.

(ACTION: Shelley Henderson)

Controlling Resources: Roger Eynon

• Roger discussed the budget cuts, we should use our resources wisely. Anyone stock piling NS signs to return them. There were plenty of rural signs in stock.
• Roger mentioned the importance of providing statistics and in particular the creation of a Co-ordinators list, we need to know what our membership is.

Central Funding: Following significant discussion on possible submissions to Government for funding, the following suggestions were made -

• That a working group is formed for the November meeting. Kevin Hicks (Auckland), Roger Eynon (National Manager), Mike Mora (Canterbury), Les Duffield (Waitemata) and Allan Muntz (Central), all indicated their interest.
• Mike Mora (Canterbury) suggested we approach and meet with the Ministers of Social Development, Civil Defence, and Police regarding joint funding.
• Roger requires names of Co-ordinators and details of membership around your areas and proposes sending out a questionnaire for completion.

(ACTION: Roger Eynon)

• All agreed that it would be a big commitment getting all of the information under one umbrella but decided that this was a worthy exercise.
• For noting, Minister Collins attending the Horowhenua Neighbourhood Support AGM, Levin on 22 September. Roger to attend.

NSNZ Operational Guide: Supriya Rathod

• Supriya required more information on NS guidelines.

(ACTION: ALL)

• Roger Eynon to send email outlining information sought.

(ACTION: Roger Eynon)

Meeting closed at 5.00pm

Wednesday 26 August, meeting commenced at 8.15 am

GENERAL BUSINESS (continued):

• Paul Miller (Chair) introduced the issue of Crime Stoppers and advised that Retired Major-General Lou Gardiner would be attending at 9.30am to address the Board.

Training: Paul Miller (Chair)

• Paul mentioned that although training was essential he was disappointed that we had not got further than we had. He recognised that training had been delivered in Taupo, Nelson and Dunedin and this represented a significant step forward.
• The relevance of having a NSNZ conference was discussed and it was concluded that a conference was still a plus although not necessarily annually, nor necessarily with NZCP. The Board did however recognise the importance of joint conferences but also accepted that NS may require a different outcome.
• Poutoa Papali'i (Manukau) spoke and explained that Otara was currently planning a Training and Information Day.
• The Board discussed whether the AGM could attract a bigger audience and still be hosted at Police College. A decision to approach Inspector Morris Cheer to see whether funding assistance could be provided for this. A suggestion that we contact EXULT which is a stream of funding that may be available to NS. Another funding possibility was United Way. Roger to discuss these with the Funding Consultant, Thea Mickell.

ACTION: Roger Eynon

District Initiatives:

• CPNZ National Training Seminar: Joy Johnson (BoP) briefed the Board on the forthcoming Seminar. To be held on 25/27 June 2010, at the Taupo Wairakei Resort Hotel. Full details are on the CPNZ website, including registration forms etc. She mentioned that the conference would not be co-branded but NS members would be welcome and there was no price difference to register from either organisation.
• BoP Workshop: Barrie Fenton (BoP) debriefed the Board on their recent workshop. Very positive feedback.
• Gisborne Police: Paul Miller (Eastern) advised good results from running street by street projects. A specific street is identified and NS, along with Police and other support agencies, set up barbecues, displays that highlight what is available to that community in terms of support and encourage involvement. Lots of activities for children. Also this is being run in Napier.
• Auckland Police Open Day: Kevin Hicks (Auckland) advised that this was being held on 1 November.
• Emergency Services Open Day: Allan Muntz (Central) stated that this was planned for 31 October, at Manfield.
• Bags to identify NS: Barrie Fenton (BoP) spoke about eco friendly calico bags with NS logo but could not elaborate on costs. Contact Barrie if interested.
• Rental Property Issues: Barrie Fenton (BoP) advised that there is a Department of Building and Housing booklet available which provides advice when dealing with rental property issues.
• Nelson Training Day: Kim MacDonald (Tasman) briefed the Board on a training day she had organised for Street Contact people. Very well received. Kim also displayed her starter packs for new groups. It was designed to be handed on to any replacement Street Contact in the future.
• Rangiora Co-ordinator: Denise Langrish (Canterbury) stated that they were to lose this Co-ordinator's funding shortly.
• Neighbours Week: The Board discussed the national identity of NS in relation to this week. Discussion centred on opportunities in the media e.g. TV and radio - we should plan for a media release in a concerted effort to raise the profile of the organisation.

LOU GARDINER, CHIEF EXECUTIVE, CRIME STOPPERS: (Guest speaker)

• Lou provided background information on how Lord Ashcroft had initially set up Crime Stoppers in Britain.
• He advised that he had met with Police Commissioner Broad. He had discussed the implementation of Crime Stoppers in NZ and this was considered an extra tool for Police.
• The initial sponsors behind the implementation of Crime Stoppers is Telstra Clear who are providing administrative support e.g. office, phone etc. Crime Stoppers in the UK are all volunteers and reward money is only given upon successful charging of an offender. Lou stated that there is no current future to replicate this in NZ.
• He wants to work and co-exist with current organisations and apart from a sponsor they hope to implement and raise money using an integrity line which is a 'whistle blowing' forum with a telephone number likely to be 0800 INFORM. Website to be developed with links to NS. Anticipates as many as 12,000 actionable calls in a 12 month period.
• The launch of Crime Stoppers will take place on 12 October and will be hosted by the Mayor of Manukau City, Len Brown, at the Telstra venue in Manukau City. Roger stated he will attend.

Inspector Carey Griffiths (Community Policing) and Senior Sergeant Damin Ormsby (MPES) entered the meeting and introduced themselves.

• Cary emphasised on the delivery of good news stories. He would like to see NS included in the Annual performance measures. Growth of NS is foremost. He reiterated that what we needed was a good and robust process for reporting strength of household membership. Also there were information gaps at district and area levels. He discussed the proposed mechanism for gathering this information. An acceptable template would be agreed upon which would be provided to delegates. This should then be released to all Area Co-ordinators to promote its use and the reasons why it is important to complete.

2010 MEETING DATES:

• 9/10 February 2010
• 11/12 May 2010
• 24/25 August 2010
• 9/10 November 2010

DATE OF NEXT MEETING:

The next meeting of the NSNZ Board will be held on -

Meeting closed at 12.00pm

ADDENDUM 1

Roger Eynon (National Manager)

Resolution: "that the Board affix the seal to the Agreement to Transfer the Rights and Logo for Neighbourhood Support New Zealand from New Zealand Police to Neighbourhood Support New Zealand Inc with the Common Seal of NSNZ".

Electronic Vote:

CARRIED

ADDENDUM 2

Roger Eynon (National Manager)

Resolution:

“Neighbourhood Support New Zealand Inc resolve to apply to the Southern Trust for funding to cover the travel costs of delegates from 12 regions around New Zealand for the November 2009 and February 2010 meeting. The amount requested is $12,620 incl gst.

All payments for funding costs would be made directly to the supplier from the account into which the donation was deposited. Any unused funds would be returned to the Southern Trust.”

Electronic Vote:

CARRIED

ACTION POINTS FROM MINUTES OF NSNZ BOARD MEETING ON 25/26 AUGUST 2009

The above ACTION POINTS were carried forward from 5/6 May minutes.