MINUTES OF MEETING NEIGHBOURHOOD SUPPORT NZ INC.

Held on Tuesday 10th November 2009

At Police National Headquarters, Wellington

Meeting commenced at 9.25 am

WELCOME AND INTRODUCTIONS:

• Rob Veale (Chairman) welcomed to the meeting all District Delegates, especially Robin Harris (Marlborough Dist Council); Barry Hyde, (Delegate, Auckland City) and S/Sgt Rod Salt (Auckland City).
• Rob mentioned that prior to the meeting he had spoken to most District delegates by phone; he gave an overview of his Policing career and he reiterated that part of his role as Chairman was to assist and help the organisation move forward as a group.

PRESENT:

   Chairman:           Rob Veale
   Deputy Chairman:    Paul Miller
   National Manager:   Roger Eynon
   Secretary:          Dorothy Lomas
   Treasurer:          Shelley Henderson 
   Waitemata:          Les Duffield (Delegate)
   Auckland City:      Barry Hyde (Delegate)
                       S/Sgt Rod Salt (Manager Community Support)
   Waikato:            Lyall Duffus (Delegate)
   BoP:                Barrie Fenton (Delegate)
                       Joy Johnson (D.Delegate)
   Eastern:            Paul Miller (Delegate)
   Central:            Allan Muntz (Delegate)
   Tasman:             Kim MacDonald (Delegate)
                       Robin Harris (Co-ordinator)
   Canterbury:         Denise Langrish (Delegate)
                       Mike Mora (D.Delegate)
   Commissioner’s Rep: Morris Cheer
   MPES:               S/Sgt Damin Ormsby
   Research Officer:   Supriya Rathod 

APOLOGIES:

   Northland:  Nicole Devereux
   Wellington:  Sam Andrews-Paul
   Southern:  Sarah Hexamer 

9.40 am Shelley Henderson arrived.

MINUTES OF LAST MEETING:

• The Minutes of the last Board meeting held on 25/26 August 2009, having been circulated, were passed as a true and accurate record.

CARRIED

MATTERS ARISING FROM MINUTES:

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

CORRESPONDENCE: Dorothy Lomas

Dorothy tabled and moved that the correspondence be accepted.

CARRIED

NATIONAL MANAGER’S QUARTERLY REPORT: Roger Eynon

As circulated to all delegates, Roger gave an overview of milestones and achievements from his report:

• August he submitted for reconsideration a second application to the Lottery Grants Board. A decision will be made on 4 December whether we have been successful in obtaining funding for Board travel 2010.
• Crime Prevention and Criminal Justice is the new CPU. Anticipate receiving a decision mid-May 2010 whether we have their support of funding. Process is -

• Visited Manukau City Council and attended a number of meetings during the day. Very positive meetings.
• Met with the Wellington City Council who are considering a full-time Co-ordinator position.
• S/Sgt Damin Ormsby and Roger to produce a proposal on MPES’s involvement with NS.
• NS Trade Marking certificate; still awaiting clarification of uncontested registration. Objection period expired on 31/10/09.
• Operational Guide: Supriya Rathod has presented a final draft of content. Roger thanked everyone who took part in providing information.
• Website: “How to Start Your Own Group” see contacts page on website.
• NS images: If you get a photo opportunity, ensure you get consent.

Roger moved that his report be accepted.

CARRIED

10.25 am Broke for morning tea

10.50 am recommenced meeting

FINANCIAL REPORT: Shelley Henderson

• A decision was made to defer tabling this report until after lunch.

COMMISSIONER’S REPRESENTATIVE: Morris Cheer

Morris tabled his report and highlighted a couple of items:

Resources:

• He now has 100 copies each of “Get Involved” and the “Comms Centre” DVDs.

Banners:

• The new NS Banner was displayed. This costs $79 (inc GST) which included the frame. The A3 rollup banner and stand costs $59 but was suitable only as a table or internal display. This is great for indoors and is light and easy to install. Roger stated he was prepared to invest in a couple of these Banners for each districts.

10.55 am Joy Johnson (BoP) arrived

• If Districts were interested in purchasing their own District Banners, contact the Instant Promotions direct and provide your own PDF imaged logos. They have a quick turnaround.
• Les Duffield (Waitemata) asked whether the company did a teardrop banner for outside use. Morris to confirm.

ACTION: Morris Cheer

DS Numbers:

• Morris had received 12 samples from Australia. Self illuminating house numbers. Batteries are rechargeable. Cost is NZ$45, which includes a set of numbers, batteries, screw driver with screws.

Sunflower Month, Supporting Senior Independence, March 2010:

• Next year St John’s will run 100 events around the country, over one month. NS and Age Concern will be involved. A flyer was circulated with a list of venues. This event is by invitation only. Local GPs are requested to nominate patients who could benefit from these seminars. This item will be discussed further at the next NS Board Meeting in February 2010 when we will have more info.

Nescafe Mugs:

• In 2008 Nescafe were involved with NS for Neighbours Week and approach NS to be involved again this year. As NS had no tangible offer or indication from Nescafe for a future working relationship, their request was declined.

NZ Post campaign:

• Roger advised that NZ Post were planning an advertising “mail hold/safe” campaign on buses in major cities. The advert will include NZ Post and the NS logo and will be located on a panel directly behind the driver’s seat. Awaiting confirmation of which cities will be involved and also the purchase of advertising space by NZ Post.

Neighbourhood Support - North Shore

• Morris circulated a flyer produced by NS North Shore. This is a good example of an area doing its own thing. Importantly, it reflectives all of the partnerships they have.

CommsCentre Resources:

• Police Comms have a variety of resources. Police emergency leaflets. “How to call 111” and fridge magnets. All located on the hidden page. In addition there are items of interest for promoting events through schools or other suitable gatherings. (e.g. A4 size colouring pages, dog, Police officers and transfers for starter packs).

Publication – “Neighbourhood Look Out”

• Roger mentioned that he had met with Sgt Nigel Roe (Pukekohe) who had brought to his attention the book having a dedicated page to Neighbourhood Support. If you have any enquiries from or approached about “Neighbourhood Look Out”, NSNZ has no relationship with them. The Board will look further into this.

ACTION: Board

11.22 am Assistant Commissioner Jon White (Guest) joined the meeting.

The Board had the opportunity to ask Jon a range of questions.

• Jon advised that it was the intention of the Government to contain what had been a continuing increase in the amount of money allocated to NZ Police over recent years.
• He discussed the Police initiative “Fit for the Future”. This is a project being run by the Commissioner through a team with wide representation in Police aimed at identifying measures to help policing become more efficient and effective. While this was in response to the economic situation, it has also provided the opportunity to consider a range of actions that could help field staff better carry out their duties. The Commissioner will be interacting with Ministers on this project in the near future and it is anticipated he will make an announcement in due course.
• The good news in the economic environment is that Police is experiencing an all-time low in the attrition of sworn staff. This is causing some disappointment amongst those who seek to join Police, as they are facing a longer period in which a call-up might occur.
• Inspector Carey Griffiths will continue to lead the National Community Policing Group as the Acting National Manager pending further decisions.
• The Commissioner is continuing to encourage community policing staff to be visible and accessible, and is also asking managers to ensure their re-deployment to other duties be kept to a minimum. Unfortunately this cannot be avoided completely, especially in smaller areas.
• The new initiative ‘Crime Stoppers’ has started on a positive note, and has the potential to achieve real gains in resolving crime. It was emphasised that it is not an alternative to the 111 service.
• Jon encouraged all Board members to consider how community policing is working in their area. If you have concerns, raise these with the local Area Commander in the first instance. If there were common issues across areas it was suggested Rob Veale should work through Roger Eynon and Inspector Carey Griffiths to see if they ought to be raised with the Commissioner.

GENERAL BUSINESS:

Volunteering NZ: Roger Eynon

• Roger stated he had met with Tim Burns, Executive Director of VNZ. Tim had suggested that NSNZ consider joining VNZ as a member.
• Kim MacDonald (Tasman) mentioned that she had attended the 2-day conference in Wellington “How do we manage volunteers and community groups”. Good management guidelines.

CPNZ Conference: Roger Eynon

• Roger mentioned that he had received a phone call and email formally inviting NSNZ to be part of CPNZ’s Conference in 2011. After discussion it was agreed that we start preparing for this event in May 2010.
• Joy Johnson (BoP) provided dates for the 25/26/27 June 2010 CPNZ Conference in Taupo. Application forms on CPNZ website. Cost $225. Accommodation at the Taupo Wairakei Hotel. She advised there would be pick-ups from Taupo/Rotorua airports for participants. Programme due out next week following CPNZ meeting.

Operational Guide: Supriya Rathod

• Noted that Supriya has divided this document into modules. It provides an overview of NS. For example, setting-up groups, (an ideal group size), conflicts of interest, simple guidelines, etc. Best Practice (reporting, time-lines, and includes templates). She advised the aim was to make information available and to provide consistency.
• Roger to email a draft to Delegates within 2-weeks. Feedback from delegates within a 2-week window. Supriya anticipates this document being on the website before Christmas.

ACTION: Roger Eynon

12.35pm S/Sgt Damin Ormsby left the meeting

12.35pm Broke for lunch

1.20pm recommenced meeting

Public Liability: Paul Miller

• Paul has been looking at the subject of Public Liability as a national organisation through Lumley Insurance. But the question still remains whether we need national coverage or do we look at public liability on a day-to-day basis outside the forum. Paul to get a definition through his Broker on a day-to-day liability and special events. Work in progress.

ACTION: Paul Miller

• Joy Johnson (BoP) mentioned she had a function in a couple of weeks and the City Council were covering this.

2010 Meeting Dates:

• Rob Veale (Chair) mentioned that the end of June would be a critical period for funding, and understood that Dorothy Lomas (Secretary) would be overseas during August. It was agreed that we should plan to have four meetings in 2010 and definitely two meetings prior to end of June.

• It was agreed that Dorothy would contact the College re the suggested 21/22 or 28/29 September for a Board Meeting and AGM and confirm with all members.

ACTION: Dorothy Lomas

Funding: Roger Eynon

• Roger addressed the Board regarding options available in gathering and demonstrating organisational membership, along with strength at community level.
• It was noted that funding for the Board is in hand, now awaiting Lottery Grants Board decision for the 2010 year.
• It was planned to retain the services of Thea Mickell as NSNZ funding Consultant – the process for applying for funding could always be reviewed after 12 months.
• There was also ongoing discussion with AIG.
• We need to know what our strength is, membership when asking for sponsorships.
• We cannot be reliant on Central Government funding.

The meeting was then open for discussion on issues arising from funding.

• The Board are aware that future funding must also protect NS independence.
• Central Government funding would free up a lot of time and costs.
• Discussed privacy issues – Membership details not for sale to anyone. Access to this info only through agencies such as the Police and Civil Defence, and any appropriate emergency.
• Suggested the Board put a proposal to Ministers, prior to May 2010.
• Roger emphasised that long term we must be able to demonstrate the strength of the organisation to a wider audience for to help secure financial backing. A consistent and professional support will further assist in this matter.

2.40 pm Paul Miller (Eastern); Joy Johnson (BoP) and Supriya Rathod left the meeting.

FINANCIAL REPORT: Shelley Henderson

• Shelley tabled and moved that the Financial Statement from 1 July – 31 October 2009 be accepted with amendments, namely (Opening Balance page 1, spelling of New Zealand; and the amount of $81,098.46 be deleted).

• Barry Hyde (Auckland City) suggested we approach Air NZ to sponsor delegate’s flights to Board meetings.

ACTION: Roger Eynon

• Rob Veale (Chair) to work with Roger and Shelley to sort out air travel and shuttles, prior to booking flight tickets for February Board Meeting.

ACTION: Rob Veale, Roger Eynon, Shelley Henderson

GENERAL BUSINESS (continued)

District Reports:

• Rob Veale (Chair) thanked all who had submitted their reports in ample time for this meeting. He requested that Delegates forward their reports to Dorothy Lomas (Secretary) at least 7-days prior to meetings, so that they can be circulated in a timely manner.
• If no report, please submit 'NIL REPORT' from your district.

District Initiatives:

• Waitemata (Les Duffield): Waitakere's start to this year had been successful. Going into schools and rewarding kids for good behaviour and good manners. Taking 30 kids to Rainbow End Theme Park on 2 December. Anti Grafitti programme in schools, targets 'at risk children' by involving them in painting school murals on school buildings.
• Auckland City (Barry Hyde): A joint project with Bunnings Warehouse following-on from an article in the Western Australia Neighbourhood Watch magazine of running a Crime Prevention Promotion. The event would provide NS the opportunity to present Community Crime Prevention strategies to the local community in partnership with a nationally recognised brand. Just at the planning and co-ordination stage.
• Waikato (Lyall Duffus): Lotteries Board funding application was declined for the purchase of a laptop. Has made a funding application to COGS. Looking at other opportunities.
• Bay of Plenty (Barrie Fenton) – Over the past 2-years the Bay Committee had applied and collected Diversion money on a Bay-wide basis, the aim was to develop NS in the Bay. This has not happened this time, apparently due to a change of policy by the Prosecution Branch. A meeting has been arranged for 19th November to discuss this.
• Central (Allan Muntz): A survey has been undertaken to households in his district on 'how comfortable or uncomfortable', 'how safe they felt' within their area. 300 returned to date. When survey report is complete, Allan will circulate to all board members.
• Tasman (Kim MacDonald): She welcomed Robin Harris, Co-ordinator for Marlborough. Introduction nights brought the new street contacts to meet their Community Constables, and Civil Defence Officers. These were held between 7.00/8.00 pm. These meetings were briefed on CD and how to stay in touch with the NS office. Very positive.

Shelley Henderson thanked Rob Veale (Chair) for the work he had done.

DATE OF NEXT MEETING:

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

The meeting closed at 4.00pm.