NEIGHBOURHOOD SUPPORT NZ (Inc) MEETING MINUTES

Held On Tuesday/Wednesday 28/29 September 2010

At the Royal New Zealand Police College, (Kapiti Room) Porirua

Meeting commenced at 9.30 am

WELCOME AND INTRODUCTIONS:

• Rob Veale (Chairman) welcomed everyone to the meeting. A special welcome to Avon Lines (Auckland) to the Board meeting.

PRESENT:

   Chair         Rob Veale (day one only)
   National Mgr: Roger Eynon
   Secretary:    Dorothy Lomas
   Treasurer:    Shelley Henderson

   Waitemata:    Les Duffield (Delegate)
   Auckland:     Avon Lines (Deputy Delegate)
   Manukau:      Poutoa Papapli’i (Delegate)
   Waikato:      Lyall Duffus (Delegate)
   BoP:          Joy Johnson (D.Delegate)			
   Eastern:      Paul Miller (Vice Chair and Delegate)
   Central:      Allan Muntz (Delegate)
   Wellington:   Sam Andrews-Paul (Delegate)
   Tasman:       Robin Harris (D.Delegate)
   Canterbury:   Mike Mora (D.Delegate)
   Southern:     Sarah Hexamer (Delegate) 
   Comm.Rep:     Insp Morris Cheer (NZ Police)

   Guests:       A/C Jon White (NZ Police)
                 Inspector Carey Griffiths (NZ Police)
                 Gina Manning (NZ Police)
                 Robert Temple (NZ Police)

APOLOGIES:

   Patron:		Paul Fitzharris
   Chairman:	Rob Veale (day two only)
   Northland:	Nicole Devereux (Delegate)
   Auckland:	Barry Hyde (Delegate)
   BoP:		Barrie Fenton (Delegate)
   Central:	Wendy Foreman (D.Delegate)
   Tasman:	Kim McDonald (Delegate)
   Canterbury:	Denise Langrish (Delegate)

• Apologies accepted.

Mike Mora/Allan Muntz

CARRIED

MINUTES OF LAST MEETING:

• The Minutes of the last Board meeting held on 11/12 May 2010, having been circulated, were passed as a true and accurate record.

Allan Muntz/Les Duffield

CARRIED

MATTERS ARISING FROM MINUTES:

ACTIVE ITEMS FROM PREVIOUS MEETINGS:

12.10 pm Lunch

12.50 pm Recommenced meeting

CORRESPONDENCE: Dorothy Lomas

CORRESPONDENCE (incoming)

CORRESPONDENCE (outgoing)

Dorothy tabled and moved that the correspondence be accepted.

Poutoa Papali’i/Allan Muntz

CARRIED

NATIONAL MANAGER’S QUARTERLY REPORT: Roger Eynon

Having circulated to all Delegates, prior to the meeting, Roger summarised on his report:

• We are progressing and evolving.
• 302 active NS suburbs.
• Will be able to do more when we received objectives from CP&CJ.
• Financial liability - areas we are developing within.

Public Liability Insurance:

• Paul Miller (Eastern) suggested that Roger circulate Liability Insurance Policy and Quotation received from Alan Jecks, Insurance Brokers, and proposed that delegates view the policy details with a view to moving this item forward prior to the next meeting.

Motion:

"that Board members view the Liability Insurance Policy details on a district basis and put to an electronic vote within 2-weeks, by Friday 15th October."

Paul Miller/Les Duffield

CARRIED

Roger proposed that his report be accepted.

Mike Mora/Sarah Hexamer

CARRIED

FINANCIAL REPORT: Shelley Henderson

Shelley advised that the financial statement required completing later today. Her report was therefore deferred until tomorrow.

AUCKLAND SUPER CITY: Barry Hyde (via Teleconference)

• NS Auckland Steering Committee (NSASC) members, and Roger Eynon (National Manager) held their second meeting on 11 August and reported -
• Gave an overview of what a Super City would look like.
• Need to establish who will be representatives on Community Boards.
• Structure and limitations of power will be dependent on make-up of elected Councillors.
• Local Boards will be managed by a full time chairperson with secretarial support.
• Funding closed for application until July 2011.
• There are eight positions of significance and important to develop relationship with these people.
• Terms of reference to be email to Roger Eynon and Dorothy Lomas.
• Waiting until after the election before establishing the committee.
• Intend inviting elected Councillors onto the committee on a community safety approach.
• Structure of Committee will include a Chair and Secretary.
• Moving forward, intend approaching Auckland City Council, requesting that two councillors come on board.
• Meeting with Manukau Committee in October.

COMMISSIONER’S REPRESENTATIVE: Inspector Morris Cheer

Morris circulated his report and highlighted items of interest.

Resources:

• Joint NS and 111 plastic bags now in stock.
• Small stickers out of stock. Morris proposed to purchase 80,000 stickers.
• Confirmed he would order 2000 NS Street signs.
• The A3 CPNZ recruiting posters are out of stock. It was suggested that the A4 size maybe a better size. Morris to obtain a quote for 5000 A4 CPNZ recruiting posters.

ACTION: Morris Cheer

Fact sheets:

• Suggested that Community Constables be provided with Fact Sheets.
• "Guidelines for Operating Crime Prevention Cameras in residential areas"; and "Police Safety Orders" came into effect from 1 July.
• "Reducing the Burglar’s opportunities" and "Giving a Good Description" are out of print at the end of this month. Paul Miller said he would look into both these Fact Sheets as there was very valuable information in them. Need to reprint in one form or another.
• "Cheque fraud" may not be reprinted but will be available to download.

CPNZ Seminar in Dunedin June 2011:

• Noted that the registration fee had been reduced.
• CPNZ has set aside a room for NS on the Saturday and Sunday mornings to hold workshops.
• A joint raffle with NS and CPNZ has been suggested.
• Board members agreed that it would be very beneficial to have a combined conference and we should take this opportunity and support the Dunedin CPNZ Conference.
• Suggested that NS hold its mid-year Board Meeting/AGM in Dunedin, to co-incide with this Conference.
• Noted that the Conference Committee are already planning for Wellington 2012.
• It was agreed that Morris Cheer would arrange a meeting with Robert Fowler (Chairman of the CPNZ Trust and National Council) and Rob Veale to discuss the Dunedin Conference. Rob to report back to the November Board Meeting.

ACTION: Morris Cheer/Rob Veale

Motion: “that Morris Cheer contact Robert Fowler (Chairman of CPNZ Trust and National Council) to arrange a meeting with Rob Veale (NSNZ Chairman) to discuss Dunedin Conference 2011 and support the CPNZ/NSNZ joint raffle”.

Allan Muntz/Rob Veale

CARRIED

3.00 pm Afternoon tea

3.25 pm recommenced meeting

GENERAL BUSINESS:

CP&CJ Funding: Roger Eynon

• Noted that CP& CJ fully intend to support NS.
• NSNZ has yet to be offered a contract. Anticipate being in receipt of draft contract within 24-hrs. National contract to be dated from 1/10/2010 when it is agreed.
• Advised that contracts would be rolled over with Districts meanwhile.

Motion:

"that Rob Veale (Chair) and Roger Eynon (National Manager) be given the ability to enter into any negotiations, or discussions with CP&CJ involving NSNZ contracts as and when they are raised."

Allan Muntz/Mike Mora

CARRIED

Financial Systems: Roger Eynon

• Roger advised that Robert Temple (NZ Police) would be attending the meeting later today.
• He had identified and implemented a simple financial reporting system for NS. It was secure and would be backed up.
• Robert has no signing authority.
• Robert would work with Shelley Henderson (Treasurer) on this reporting.
• This system will commence in October.

Travel: Rob Veale

• Good to hear that everyone happy with travel arrangements this month.
• Rob suggested that a system be set up, prior to Christmas that enabled bills to be paid quicker.

HR Committee: Rob Veale

• The present HR committee consisted of Paul Miller (Eastern), Denise Langrish (Canterbury).
• Rob Veale stated that there was work to be done by Christmas in relation to Roger’s role and responsibility as National Manager. Once we receive CP&CJ’s aims and objectives, then a position description could be produced, a remuneration established and a contract drawn up.
• Sam Andrews-Paul (Wellington) accepted nomination onto the HR committee.

Motion:

“the HR Committee currently stands as Denise Langrish (Canterbury), Paul Miller (Eastern), and as there was a need for a third member, Sam Andrews-Paul (Wellington) was nominated. It was recognised, and passed by the board, that if Denise Langrish (Canterbury) was unavailable, it was agreed that Allan Muntz (Central) would join the committee.

Paul Miller/Sarah Hexamer

CARRIED

3.45 pm Robert Temple, Inspector Carey Griffiths, and Gina Manning joined the meeting.

Financial Systems & Processes: Robert Temple

• Roger introduced Robert Temple to the Board. Roger stated that this new process was well underway and that Robert had taken the lead to maintain the accounts with the support from NZ Police. He would be working 2/3 days before the end of the each month putting together a financial report.
• Robert Temple confirmed that he planned reporting on the financial details, and any other useful information, to the Board every month. He circulated the draft August financial report to delegates pointing out that there were some details still yet to finalise. He would look at improving this processes, which would safeguard our finances.
• Current Treasurer (Shelley Henderson) had agreed to the separation of Treasurer and Treasury. Shelley’s role would still involve payment of bills, tax and salary. Robert’s role would be seen as an Analyst role.
• Rob Veale invited Robert to attend the November NS meeting to give an o/h presentation on the new reporting system.

NZ Police Community Policing; and Vice President Neighbourhood Watch Australasia: Inspector Carey Griffiths

• Carey confirmed that NZ Police would continue to support NSNZ in terms of hosting the national manager and any related secretariat function.
• He was delighted that CP&CJ had recognised the work of NS and have agreed to continue to provide funding.
• Important – Carey requires more success stories from you. This identifies to Ministers and Police Executive that this partnership is achieving results.
• As Vice President of NHWA he wanted to provide an update into their activities.
• He has helped develop a Strategic plan and communication strategy for NHWA to assist with crime prevention and demand reduction aspects of the "crime triangle".

"Crime Triangle"

• Carey discussed the role in which Neighbourhood Support played in the "crime triangle". In this way of representing problems, crime occurred when there was a motivated offender (with no handler), a victim or target (with no guardian), and a place for the crime to occur (with no manager). Where Neighbourhood Support adds a lot of value is by removing the opportunities for crime - eg by reducing victims and by increasing guardianship over our homes and public places.
• The logic is that by removing any part of the triangle, a crime cannot occur. The arrest of offenders is only one part of the equation, and often not the best way of dealing with it.
• The NHWA were holding their AGM in Melbourne on 14-15 October. He and Roger Eynon were attending.
• At their AGM meeting he intended proposing that NZ would host NHWA at the Police College at the end of June 2011. There was no cost involved for NSNZ.
• He reiterated that NHWA would like a closer working relationship with NS and this was a good opportunity.
• Carey sought agreement, in principle, to involve NS in this meeting next year. All agreed.

4.15pm Assistant Commissioner Jon White arrived.

NZ Police, Community Policing: Gina Manning

• Gina said that in March this year the Limited Services Volunteer (LSV) Scheme commenced. This was a 6-week course for 17-25 year olds which is being run by NZ Defence and funded by MSD.
• 140/144 young people train at the three military camps, (Trentham, Burnham and Hobsonville). The focus was to equip young New Zealanders with life skills to get ahead and turn their lives around. The residential course was designed to improve job prospects, increase confidence and have fun.
• The success stories were enormous.
• The kids are evaluated constantly and would get tracked in 12 months. We are looking closely at post-course follow-ups.

Assistant Commissioner Jon White:

• The meeting welcomed A/C Jon White.
• He spoke about the "Policing Excellence" initiative, a multi-workstream programme aimed at achieving a better balance of effort on prevention. The Police Executive were committed to implementing the programme, to demonstrate the success available, and to focus effort on where it was most needed.
• Counties-Manukau has the lead for the Neighbourhood Policing Team initiative and is currently establishing NPTs in prioritised neighbourhoods within the District. Other Districts are taking the concept and applying it in a way most appropriate for their circumstances.
• Jon said that if NS District Delegates had any NS issues they should channel their enquiries through their local Area Commanders or District Commander.

5.45 pm Meeting closed.

Wednesday 29 September (day 2) the meeting commenced at 8.20 am

Paul Miller (Vice Chairman) chaired the meeting.

FINANCIAL REPORT: Shelley Henderson

• Shelley noted that there was a difference in the opening and closing balance which was due to some cheques being outstanding from the end of June.
• She advised that this discrepancy would be rectified and that she would forward to Dorothy Lomas the final statement for circulating around delegates.

ACTION: Shelley Henderson

• She confirmed that monthly statements would be sent out by Robert Temple.

Shelley moved that her report by accepted.

Shelley Henderson/Les Duffield

CARRIED

GENERAL BUSINESS: (continued)

ReadyNet: Roger Eynon

• The MoU has been disolved by agreement. Future relationship is being drafted and both parties agree to a joint approach.
• NS would use ReadyNet in NS areas unless Council’s licence is purchased.
• Use of the NS logo is being reviewed.
• Nigel Foster (non-Executive) would be writing to the NS Board.
• ReadyNet website will be reviewed to reflect our relationship and approach.

Legal Challenge: Roger Eynon

• This topic was further discussed and it was agreed that we need to have the tools to protect individuals and our brand/integrity etc.

Button badges: Roger Eynon

• These button badges should have the - Neighbourhood Support ‘logo’ on the top

With the wording underneath: “Ask me about Neighbourhood Support”

• Roger to obtain a sample of various sizes, and prices for 100 and 1000.

ACTION: Roger Eynon

District Reports:

• Wellington (Sam Andrews-Paul):
  • Upper Hutt, currently operating with six volunteers.
  • Masterton planning to deliver ‘welcome packs’ through NS neighbour. Looking for funding to achieve this.
  • Advised that a paid NS Co-ordinator has commenced in Wellington City for a period of 2-years. Sam would confirm contact details through Dorothy Lomas. A meeting has been arranged through Dave Ross to meet this lady on 19 October.

ACTION: Sam Andrews-Paul

• Southern (Sarah Hexamer):
  • Dunedin: Annual Street Contacts get-together being held with four workshops being run (Civil Defence, Crime Prevention, First Aid, and Fire/Accident prevention). The real focus in Dunedin at present is Civil Defence. Registrations - CPR training is first preference with CD being second.
  • Celebrating Neighbours Week 31 October/7November; 5000 leaflets been printed. Lots of challenges in the community.
  • Invercargill: She discussed the various groups which had been set up in Southern and receipt of report.
  • Paul Miller (Eastern) said that defibs were going into supermarkets in his district. St John and Red Cross will do the training for $50.
• Central (Allan Muntz):
  • Manawatu’s AGM being held on Monday 18 October, with Minister Simon Power attending.
• Manukau (Poutoa Papali’i):
  • Poutoa would provide some stats when available.
  • Area co-ordinators meeting next Thursday.
• Auckland City (Avon Lines):
  • Its business as usual.
  • Barry Hyde advised that NSAKL had received the Auckland City Council’s Community Safety Media Award for the ‘Good Neighbour Magazine’;
  • The NSAKL Treasurer had received the Auckland City Council’s Community Hero Award.
  • In addition the NSAKL Treasurer and the Mt Albert Co-ordinator had both received the ‘Good Citizens Awards’.
  • Barry asked everyone to visit Auckland’s website www.nsakl.org.nz and email any comments to him.
• Waitemata (Les Duffield):
  • TV programme “Letters to Lindsey” – Sgt Ross Hunter was interviewed and this went down very well. NS is to be invited back onto TV next month. Les to attend and would be discussing funding issues.
  • Training seminars went well with 34 people attending.
  • Les had a good story to send to Roger about how the Police and NS worked together on capturing two crims over a 2-day period. Paul Miller (Eastern) advised that his Area Commander was to write a personal letter of thanks to them.
• Eastern (Paul Miller):
  • Hastings District Council is currently reviewing and discussing the possibility of appointing a NS co-ordinator for this area. Application has been made to council and hopefully they would provide the 20-hr funding required.
  • Scams/hoaxes – if in doubt we must be able to confirm whether they are authentic. Paul suggested you email him if you want clarification on any scam/hoax.
  • Paul spoke about the NS Bruce Butler Award which acknowledges bravery and intervention. NS looks for a suitable recipient every year. This year’s recipient was Paul Donovan and he was presented with this award at a Civic Ceremony in Napier last Monday. Paul suggested that maybe its something each District could consider.
• Netsafe: Roger Eynon
  • Roger advised that he had attended a meeting with Morris Cheer which highlighted the national approach to internet-based scams. He suggested delegates look for the links on NS website home page. A scam consists of three elements (a hook; money/financial reward; and the sting). If it involves Western Union, unless you know the recipient, don’t send money. Roger to email the article from the home page to all delegates.

ACTION: Roger Eynon

• Tasman (Robin Harris):
  • 250 groups in Marlborough, this has since risen.
  • Intends meeting up with Nelson NS within the next few months.
• Waikato (Lyall Duffus):
  • A couple of meetings held to formally set up NS Waikato. Start-up meeting being held on 18 October.
  • Meetings have been disappointing with lack of interest.
  • Waikato Fieldays, June 17-19. Unfortunately NS and Police were not able to share a small tent at this event.
  • Paul Miller (Eastern) suggested that NS should target Mystery Creek next year. We should look at costing a NS site, close to police. Paul mentioned that Blue Light had a tent to loan out, which would accommodate NS, but we need to fund the site.
  • Lyall Duffus to obtain cost of a site for Mystery Creek in June 2011 and Allan Muntz to obtain cost for Feilding, March 2011.

ACTION: Lyall Duffus/Allan Muntz

• Bay of Plenty (Joy Johnson):
  • BoP – AGM held.
  • Lots of news coverage for the Rotorua AGM. Very positive.
  • Tokoroa up and running, really good.
  • Joy mentioned that they were farewelling tonight Community Constable Grant Tulloch and Paul Miller (Vice Chairman) agreed to write a letter of thanks, acknowledging the work Grant had done over the years for NS for this occasion.
• Canterbury (Mike Mora):
  • Good news - Ashburton has a new Co-ordindator.

10.30 am Meeting closed to enable delegates to attend the Police Remembrance Day Service.

1.50pm Resumed General Business:

• Allan Muntz (Central) requested that Roger Eynon write to the Commissioner of Police, Howard Broad and the College National Manager, Supt Mike Wilson, a letter of thanks for giving NS the opportunity of attending the Service of Remembrance today.

Motion:

“that the Board write a letter of thanks to Commissioner Broad and Superintendent Wilson acknowledging the accommodation provided at such a demanding time and the opportunity of attending the Remembrance Day Service”.

Paul Miller/Robin Harris

CARRIED

Earthquake Report: Mike Mora

• This quake shocked everyone in the country.
• Good that we have a structured emergency services and compliant building codes, otherwise it could have been worse.
• NZ Police first to react; St John kept things going.
• Council’s new building was out of action and this was a problem. Public did not know that the council building couldn’t be used.
• CD was fragmented; didn’t have a hub to start operating from, eventually set up in the Art Gallery foyer.
• NS could not access their office building, as it was a ‘no go zone’.
• Laptops were fine and could be operated from home.
• Having no power was also a problem.
• Cellphone systems could have fallen over.
• Army was brought in to assist.
• Road closures – this presented CPNZ with an opportunity to assist, which would have freed up more Police cars.
• Mike asked council staff to put NS info on its internet system but this didn’t happen.
• Internet delays; it took over 24-hrs receiving road closure information.
• Council now to decide whether they will allow rebuilding.
• CD database, Street Contact information was an issue.
• Street Co-ordinators were proactive within 10/15 mins of quake occurring.
• Dave Wilkinson, Glenda and Mike Mora to produce a report on key points. Les Duffield (Waitemata) would like to receive a copy.

ACTION: Mike Mora

• Roger Eynon asked for any good stories coming out of Christchurch.

ACTION: Mike Mora

• Sarah Hexamer (Southern) said it was important to have hard copies of CD database info, as well as electronic. You can’t rely on power being available in emergencies but these must be update quarterly.
• Paul Miller (Eastern) said that it was great to see the BoP’s emergency reminder in their latest newsletter.

NS Neighbours Week:

• Discussed and reviewed the appropriate date for celebrating Neighbours Week, whether it should be October/November, as opposed to 26/27 March International Neighbours Day.
• A sub-committee was set up (Chair: Joy Johnson (BoP); with Poutoa Papali’i (Manukau), and Les Duffield (Waitemata) to identify what exists in the Districts, and who gets involved. Any information pertaining to your District should be sent to Joy.

ACTION: All delegates

SUGGESTED MEETING DATES FOR 2011:

8/9 February

23 June (tbc) – to co-incide with CPNZ Conference

30/31 August (AGM)

1/2 November

• Please note these dates in your diaries. Dorothy will contact the Police College to see whether these dates are available and confirm with Delegates accordingly.

ACTION: Dorothy Lomas

DATE OF NEXT MEETING:

Date: 9/10 November 2010

Venue: Royal NZ Police College, Kapiti Room, Porirua

• Paul suggested a social evening on the Tuesday night, somewhere local. Dorothy to look into it.

ACTION: Dorothy Lomas

Meeting closed at 2.25pm

MATTERS ARISING FROM MINUTES ON TUESDAY/WEDNESDAY 28/29 SEPTEMBER 2010