N.Z. Federation for
Deaf Children Incorporated
Minutes of the Executive Committee of the
New Zealand Federation for Deaf Children Inc
Date
Saturday 10 May 2014
Venue
Moana Court Motel, 554 Tay Street,
Invercargill
Meeting opened at
10.05am
Present
Kate Whale, Jill Taylor, Catherine Trowbridge, Andrea Craig,
Kelly Davy, Kirstin Johnson-Coombs
Apologies
Janet Baillie
Additions to
General
Business
Previous Minutes
10 May 2014
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FCEI Conference
AGM
Procedures List for after AGM
SENCO’s
Norton Subscription
Publicity/Successful running of NFP organisation
DIAS
Parents Hui
Beacon
Complaints
Combined Board
Human Rights
Donation for pre-school for tomorrow’s Parent’s meeting
Bathing Cap progress
IHC
MOTION: That the minutes of the meeting
23 February 2014 be correct.
MOVED: KATE
SECONDED: KELLY
dated
Sunday
CARRIED
Page 1 of 16
Matters Arising
Actions from
Matters Arising
President’s
Report (See
Report)
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10 May 2014
Huge amount of contact face to face which has been busy for
Kate, but great. Contacts include Ministry of Education, Deaf
Community, Deaf Aotearoa, lots of enquiries, wanting to sign
up, new families, registrations, etc. Good conversations with
people working on good initiatives.
Kate has had 5 meetings with the Ministry, who have been very
supportive in allowing Kate to bring the kids to some meetings.
Sarah Freer is who Kate is doing Parents Hui stuff with – Adele
and Carolyn (Complaints Person) also working with them.
Mark Berry has an internship at the Ministry.
Family Hui – in Auckland in October holidays this year at
BLENZ which has a great new facility. Under 5’s – families with
deaf and hearing impaired kids – different options for
communication for the young kids.
Blendz have some
accommodation – this needs to be funded for travel and
accommodation for families to be able to make it. Manurewa
East School, just down road has offered accommodation at
their place. They have old boarding facilities. We need a rep
there from NZFDC and possibly have a stall there. Ideally an
NZFDC rep like Kirstin with a child under 5 and a rep with a
child who can reassure other families, things do get better. Kate
to find out details of registration, etc.
Kate has spoken to Adele and is getting a summary of SAG
meetings so we can put up on our website.
WEBSITE
A number of resources on IEP – collaboration for success from
ministry. Kate has lots of information to share. Andrea to put
up on our www under resources.
ADVISORS
Heard nothing back from Mark Douglas re database of advisors
for us to pass out information in the regions.
COMBINED BOARD
Kate attending combined board meeting on the 24 th May.
Barbara O’Neil now new President of Board. Next meeting is
on 30 June in Wellington which Kate cannot attend. Our AGM
is 27-28-29 June in Wellington. Someone to stay on and sit in
at that meeting on the Monday, all day at the airport.
FCEI CONFERENCE
Brian Coffey agreed to cover any extra costs that we can’t
fundraise for.
Definite no from Pub Charities as it is an overseas conference.
Definite yes from Medel of $1000.
Clarification from Lotteries Commission – waiting to hear back.
Page 2 of 16
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No response from NFD.
BEACON
No-one is sure where information is. Alan has got the cheque
book. How many meetings did they have? No-one knows. So
far feedback from some trustees is that they think NZFDC
should take it on. Kate’s suggestion is to draft a letter to the
five Trustees on the Board who are legally responsible for the
Trust, as to what they need to do to close it down and their
expectations and a timeframe. It will need to be closed down,
as the NZFDC will not be running it; it’s not a viable proposition,
there are few parents interested and we have many other
projects to work on. What the trustees have to do legally is
have a meeting where they formally close Beacon down; Alan
is happy to act as a facilitator of this meeting. NZFDC needs to
find out where the funding came from as BEACON will need to
return this when they close down. No-one knows where
minutes are so this needs to be put in the letter. Alan, Julie and
Jan have signing authority. We can’t access the funds but we
are liable for it should anything happen. It may come to the
point of involving lawyers.
Email a draft copy of the letter to Robyn Daglesh (Andrea) of
the letter to Beacon Trustees to check.
Kirstin to email Andrea – Andrea to email solicitor.
At the end of June, by AGM if we haven’t heard anything back
from Beacon Trustees to follow-up by resending/reposting with
a new date on it.
MOTION: That the President’s report be received/accepted.
MOVED: KATE
SECONDED: ANDREA
CARRIED
Actions from
President’s
report
-
10 May 2014
Kate to get minutes and reports from December and February
meetings to Andrea.
Email signed minutes from July and September meetings to
Andrea.
Andrea to look after Federation phone for the week Kate is in
Austria – 7-15/06/2014.
Kate to go into Telecom on Monday and cancel un-used mobile
phones.
Kate to contact ******* regarding coming onto the committee.
Email a draft copy of the letter to Robyn Daglesh (Andrea) of
the letter to Beacon Trustees to check.
Kirstin to email Andrea – Andrea to email solicitor.
At the end of June, by AGM if we haven’t heard anything back
from Beacon Trustees to follow-up by resending/reposting with
a new date on it.
Page 3 of 16
Secretary’s
Report
(See Report)
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Very busy for Andrea – 482 emails this period.
Telecom and Yellow Pages registered online so now going
direct to Jill.
Andrea started a sign-in and password document so it is
recorded and available for all to access. Anyone who has sign
in details please forward these to Andrea.
Andrea purchased a new hard drive to back up her laptop and
keep off site.
Lauren Taylor – Margaret Cooper trophy winner – Andrea read
her thank you letter.
MOTION: To move from paper statements to electronic statements.
MOVED: JILL
SECONDED: ANDREA
CARRIED
MOTION: That the Secretary's report be received/accepted.
MOVED: ANDREA
SECONDED: KATE
CARRIED
Actions from
Secretary’s
report
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Andrea started a sign-in and password document so it is
recorded and available for all to access. Anyone who has sign
in details please forward these to Andrea.
Treasurer’s
Report (See
report)
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Jill to show us how Banklink works. She wants to set the email
up on the Federation laptop and not on her personal email.
Tech guy had a look at the “gremlins” in Jill’s computer – 6
bugs in it. Has been cleaned out.
Accounts paid from February meeting are outlined in Bank
Report attached.
Please include petrol receipt on your expense claim form.
Suggested donations for daycare centre include monetary
donation, sign language resources, baby sign DVD, donation.
Talked through the NFD report from their last meeting. Copy
attached to minutes.
The remark in last minutes for Lotteries Commission report
from 2009 has been completed.
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MOTION: Those payments made since February have been ratified.
MOVED: ANDREA
SECONDED: KATE
CARRIED
MOTION: That all expenses from the weekend in Invercargill are
moved.
MOVED: JILL
SECONDED: KIRSTIN
CARRIED
10 May 2014
Page 4 of 16
MOTION: That the food for the Parents Gathering and donation to
the Southland Learning Centre is to come from DEANZ.
MOVED: JILL
SECONDED: KIRSTIN
CARRIED
MOTION: That the Treasurer’s report be received/accepted
MOVED: JILL
SECONDED: KELLY
CARRIED
Actions from
Treasurer’s
report
Vice President
(See report)
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10 May 2014
Kelly does hold some of the pre-historic reports; she thinks
Alan may have some of them?
Great response to the Invercargill Parents Group meeting with
NZFDC for Sunday 11 May – we are expecting approximately
10 families.
We will pass a contact list round at the Parents Group meeting
and see which families are the “strong” families and get in
contact with them via email after the event, to discuss starting a
parents group.
Kelly has had a look at the Constitution regarding Individuals
joining up – see Kelly’s report.
ILS (formally DIAS) – re-sent report as they hadn’t received it.
Reminder to Committee members on what to include on their
quarterly reports. Kelly will match up old versus new ILS
(DIAS) contract. Kelly to find out whether we have to reapply
for funding or whether it rolls over.
AGM
Venue confirmed.
Dates confirmed.
Kelly to contact Janet regarding PO Box – has this changed.
Registrations, etc sent out by post and email – all through the
NZFDC email address, as per what is stated in the
Constitution.
Kelly to find out whether $43 per day per delegate is including
or excluding GST.
Kate to look into shuttle for hireage over the weekend to save
on taxis.
Once registrations come in, Kelly will make up a template with
flight arrivals, etc and contact people to see if they want
transport from airport.
Kate to contact Carolyn/Adele and Brian Coffey regarding
speaking at the AGM.
Kelly to contact Barbara O’Neil the Combined Board
chairperson regarding talking about the Combined Board.
Page 5 of 16
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Kelly to contact MP Nicky Kaye Special Ed regarding speaking
at our AGM. Get her to talk about her vision, etc.
Interpreters – Kate to get in touch with Shannon at Deaf
Aotearoa? Or a couple of other private contacts she has
regarding Interpreting for us.
CHARITIES
Kelly has now updated Charities Commission & Inc Societies
website.
Figures from 1 July 2013 to date of AGM – each Committee
member to write a report to be included in handout.
MOTION: That the Vice President’s report be received/accepted.
MOVED: KELLY
SECONDED: KIRSTIN
CARRIED
Actions from
Vice President’s
Report
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10 May 2014
Kelly will match up old versus new ILS (DIAS) contract. Kelly
to find out whether we have to reapply for funding or whether it
rolls over.
Kelly to contact Janet regarding PO Box – has this changed.
Kelly to find out whether $43 per day per delegate is including
or excluding GST.
Kate to look into shuttle for hireage over the weekend to save
on taxis.
Once registrations come in, Kelly will make up a template with
flight arrivals, etc and contact people to see if they want
transport from airport.
Kate to contact Carolyn/Adele and Brian Coffey regarding
speaking at the AGM.
Kelly to contact Barbara O’Neil the Combined Board
chairperson regarding talking about the Combined Board.
Kelly to contact MP Nicky Kaye Special Ed regarding speaking
at our AGM. Get her to talk about her vision, etc.
Interpreters – Kate to get in touch with Shannon at Deaf
Aotearoa? Or a couple of other private contacts she has
regarding Interpreting for us.
Figures from 1 July 2013 to date of AGM – each Committee
member to write a report to be included in handout.
Page 6 of 16
Portfolio Reports
Services
(See report)
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Received 1 scholarship application from March to May.
Kate to write letter and send to Jill who will attach cheque and
send to Georgia Mackay.
MOTION: That Georgia Mackay should receive the John and Betty
Rose scholarship award.
MOVED: ANDREA
SECONDED: KATE
CARRIED
MOTION: That the Service's report be received/accepted.
MOVED: ANDREA
SECONDED: KATE
CARRIED
Actions from
Services Report
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Kate to write a letter and send to Jill who will attach cheque and
send to Georgia Mackay.
Family Kits (See
Report)
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6 kits sent out since last meeting.
Catherine asked for form to be changed from Iwi information
with Gender information?
At moment where Gender
information they are not filling it in. Andrea has changed it to
Date of Birth and Gender and 1 person has registered and they
have used new form and completed correctly. Let’s see how it
goes before we change it more if necessary.
Catherine to chase Auckland Parents Group re not responding
to email sent regarding website.
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MOTION: That the Family Kits report be received/accepted.
MOVED: CATHERINE SECONDED: KATE
CARRIED
Actions from
Family Kits
-
10 May 2014
Catherine to chase Auckland Parents Group re not responding
to email sent regarding website.
Catherine to email Carolyn Grace regarding letter from Ministry
of Education regarding changes to her sons care.
Page 7 of 16
Communications/
Newsletter
(See reports)
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Newsletter done.
Came back from printer folded wrong so Maddy and Kelly had
to refold, label and stamp over 900 newsletters.
Next newsletter in August.
Kelly to contact Printer re invoice and get it to Jill ASAP.
MOTION: Maddy Davy is gifted $50 for her volunteering her help in
labeling and folding the newsletters.
MOVED: KELLY
SECONDED: KATE
CARRIED
MOTION: That the Communication’s report be received/accepted.
MOVED: KELLY
SECONDED: JILL
CARRIED
Actions from
Communications
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Kelly to contact Printer re invoice and get it to Jill ASAP.
Website and
Facebook Page
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Quite a lot of activity.
Kirstin updated Jack’s blog onto the website.
Query from a lady in Palmerston North regarding tips to keep
hearing aids on kids. Andrea will create a page on the website
for hints & tips.
Kelly asked the question regarding NCEA tips – can she put
this on the blog. Support kids get in their exams for hearing
impaired kids.
Added an AGM/Conference page on the home page of the
website.
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MOTION: That the Communication’s report be received/accepted.
MOVED: ANDREA
SECONDED: KIRSTIN
CARRIED
Actions from
Website and
Facebook Page
10 May 2014
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Query from a lady in Palmerston North regarding tips to keep
hearing aids on kids. Andrea will create a page on the website
for hints & tips.
Page 8 of 16
Fundraising
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Not much to report on fundraising this round. Kirstin will follow
up with The Warehouse in 6 months regarding “please add $1
to your bill to support NZFDC”.
Kate remembered seeing an article in the Airpoints magazine in
the plane – Kirstin to get a copy of the magazine when she
returns home and investigate article.
PARENTS GROUP
We are on the home straight. Constitution is now back from
the lawyer. We will be having a parents meeting in next few
weeks to sign off.
ROLE
Kirstin offered to help out more where she can as she doesn’t
feel as though she is putting in enough effort and wants to help
out more.
MOTION: That the Fundraising report be received/accepted.
MOVED: KIRSTIN
SECONDED: KATE
CARRIED
Actions from
Fundraising
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Kirstin to send tips to Andrea on keeping hearing aids on a
toddler.
Kirstin will follow up with The Warehouse in 6 months regarding
“please add $1 to your bill to support NZFDC”.
Kirstin to get a copy of the Air NZ magazine when she returns
home and investigate article.
NFD Meeting
Dates
General
Business
10 May 2014
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Procedures List for after AGM
List done – anything else to add? Kelly has additional information
which she will forward on to Andrea for post and pre AGM list.
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SENCO’s
Andrea had an interesting conversation with a lady about deaf
counselling for her Year 7/8 child. She was at one of the AK
intermediates – she wanted help finding source for specific
counselling for deaf. Didn’t know about Deaf Aotearoa, NZFDC.
Our questions are how do SENCO’s get their role? Some used to
be teachers; some have worked for special education kids, but a
lot don’t have experience with deaf kids. SENCOs are employed
by school, so if we are to give correct information out to
SENCO’s, we need to start at the specific school that our kids
attend. Perhaps some information that would be good to get out
to our families? Resource on the website?
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Norton Subscription
Page 9 of 16
Generic email that has come through to remind Andrea to
purchase software. Just ignore no need to update as we have
two years worth which was purchased last year at the AGM.
10 May 2014
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Insurance
Andrea did asset register to see whether it is worth doing
insurance. To be honest, no its not – we don’t hold that much
stock.
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Professional Indemnity Insurance
You can’t just buy professional liability only. Gone to two
brokers. Just working out what level of cover we want if we want
to get this. The biggest risk is Beacon at the moment which is
$32k.
Andrea to contact Robyn along with Beacon letter and ask the
question regarding that we are concerned this is going to have
repercussions on NZFDC – do you think the trustees liability will
cover our backs.
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Invitation from Deaf Aotearoa
Setting up in Canterbury something called Signpost. It is a
strengthen communication connections webpage – supporting
deaf community groups.
Would we like to join?
Raise our profile, who we are,
showcasing organisation.
If we do it now, they will do the video for free.
Yes – a good idea – Kirstin to register.
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Complaints
Kate needs to have a chat with Carolyn to confirm but Carolyn is
100% happy for us to put her email address up on our Facebook
page for families to go direct to her with complaints. It will be
completely confidential.
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IHC/Human Rights
Kate happy to put a note up on Facebook re IHC letter about
complaint laid to the Human Rights Commission regarding
schools discriminating against disabled children.
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Publicity/Successful Running of NFP Organisation
Asked by a parent how we promote ourselves and why we don’t.
Deaf Aotearoa does and why don’t we do it as well as them.
Funding.
There are a number of free websites we can access. There are a
lot of groups out there that help out NFP groups. Kate thinks we
need something like this.
Could Kelly flick an email to Kate regarding the organisation that
helps to promote and share information with NFP organisations.
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Bathing Cap Progress – Catherine
Page 10 of 16
Got approval for sign to be used on cap. Hearing association
wouldn’t take on the business end on taking up business. Went
to Venture Taranaki to set up a business. Catherine has now
contacted deaf group who has not contacted her. Deaf adults to
pick and pack who can’t get work. Looking at running it by the
end of the year. Looking for Deaf kids to run the business.
Any thoughts on a name for the business would be greatly
appreciated.
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Portfolios for Next Year
Kelly wants ideas on positions and who is happy in them and
who wants to change.
Kate happy to be president for another year.
Kelly happy to be vice-president.
Andrea happy to be community liaison.
Kirstin happy to do Minutes, Fundraising and Services.
Jill happy to be Treasurer for one more year.
Does anyone know of any other representatives to come onto the
committee?
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Honorarium
MOTION: That the President receives $1,500, the Treasurer
receives $1,000 and the remaining 5 Committee members
receive $500 each.
MOVED: KELLY
SECONDED: ANDREA
CARRIED
Meeting Closed
5.41pm
Next Meeting
Saturday 28 June, Wellington, 9-12pm
________________________________
Chairperson’s signature
10 May 2014
28.06.2014
___________________________________
Date
Page 11 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
President
Period this report covers: February 2014 – May
2014
Contacts
Email
153
Item
UPDATES ACTIONS (From
‘To-do’ list)
POINTS OF
DISCUSSION FOR
EXEC
Ministry of
Education
Phone
92
COMPLETED BY:
Kate Whale
Date: 7th May, 2014
Other
48
Attention required
- Add onto the website regarding what to expect at IEP’s.
- Look at quotes for getting Resource Kit commercially
printed.
- Link to be added onto website for IEP form in MoE website.
- Get a contact list of all advisors in the country (Mark
Douglas).
-
I have had five meetings since February with various people from
the ministry of education. Two Sector Advisory Group meetings
have centered around services for the 60+ children who use NZSL
to access their education. As of Wednesday, I have been somewhat
unimpressed with Van Asch’s responses to the questions and the
tasks they have been given to complete in these meetings. I will
update the executive at the meeting regarding what happened at
the meeting on Thursday the 8th May, as I have every intention of
getting some definitive answers to questions.
Update; have kicked up a stink in the meeting regarding services to
these children, which has resulted in follow-ups from the Ministry
regarding competency of TA’s etc.
Some awesome stuff will hopefully be coming out in the next few
weeks, which we have had some input into. It’s all a start.
Family Hui – looks to be held in Auckland now, and it will be during
the October holidays. I have been working with Sarah Freer at the
MinEd to get this rolling, and it will be based around communication
with deaf/ hearing impaired babies and toddlers. We are currently in
the logistics stage, with finding where to put families up for the
night, how to get them to the venue, how to fund food etc for them,
childcare etc.
I have spoken to Adele Carpenter and requested a summary of the
information from the SAG meetings for us to put on our website. I
would like to have more transparency to the families, and have let
them know this.
10 May 2014
Page 12 of 16
Website
I have managed to find a number of resources on IEP’s and how to
get things set up, but I have also been in contact with the Ministry of
Education to see what their take on the IEP is, and what the legal
requirements are. Hoping to get this all together into a useful format
when I have a spare moment. (Which doesn’t look good for the next
few months, but I’ll do my best!)
I haven’t had the chance to get on to the resource for newly
diagnosed families, but will be talking to Bridget Fergusson, who is
now in a new role with Deaf Aotearoa, contracting to the Ministry, to
assist families with little ones to learn some NZSL in the home, as
well as helping with issues that arise. Hopefully we can work
together on both the resource and the role.
Advisors
I have been in contact with both Mark Douglas and with Carolyn
Grace regarding getting a data base of AoDC’s for us to pass out
information in the regions etc. I haven’t heard back yet.
I would like to get up on the facebook page a note to parents
regarding their children loosing AoDC services before the age of 18.
I have had one family here in wellington get in touch regarding
receiving a 2 line email stating that their 11 year old son won’t be
getting any services from their AoDC anymore. As far as I was
aware, the AoDC/ RTD change in roles hasn’t happened yet save in
a few regions as a trial. It definitely hasn’t happened here in
Wellington.
I have advised the family to send a complaint directly to Carolyn
Grace, and CC us in on this.
Note- this is a standard request for families making a
complaint, be it to Carolyn Grace at the ministry
(Carolyn.grace@minedu.govt.nz) or to the DEC’s, to CC us in
on it, and let us know what, if anything, the reply has been. I
think it’s getting to be important that we all have a paper trail,
as yet more things are vanishing into the ether, and the
services are doing exactly what they want.
DEC’s
I have had a complaint come in from a family, please see emails
printed. Will talk about at the meeting.
Combined Board
I will be going to the combined board meeting on the 24 th May here
in Wellington. I think we need to have a presence at these meeting
is possible. Barbara O’Niel is the new chairperson for the board,
and I hope that there will be a bit of a stir up thanks to this.
Family Centered
Early Intervention
Conference
Fantastic news with Brian Coffey agreeing to underwrite any costs
that we can’t get through grants for the FCEI conference. They
have also agreed help fund Bridget Fergusson to go as part of the
Deaf Aotearoa initiative, and I’m trying to convince them to send a
Ministry representative as well. David Foster is going as a principle
of Kelston, so I think it will be good to have a wide range of people
there representing NZ. Really thrilled.
I have agreed to present a written report back to the MinEd, and do
10 May 2014
Page 13 of 16
a short presentation on the information in one of the SAG meetings.
Considering I was asking to be allowed to do this already, I’m
feeling magnanimous enough to agree to the conditions!
I would really like to take some time in the afternoon conference
part of our AGM to talk through the information that comes back
from this, including best practice in early childhood stuff for deaf/
hearing impaired kids, and how to ensure that our government
takes the information seriously. Could we book this in?
Beacon
I would like the exec to draft a letter to those on the committee of
Beacon telling them what they will need to do to close it down. I
have been talking to Alan about it, and after some conversations, it
seems that some of the executive of Beacon believe that it is
NZFDC’s role to get it up and running again. I think it’s important
that we let them know that it is not our responsibility, that they are
legally still responsible for Beacon, and that we just haven’t had the
interest from families to make running it worthwhile.
I don’t know if we have had any more information in regarding
where their funding has come from, and what they have to do with
it. I’m worried that this will bite us in the bum and we’ll end up well
stuck unless it’s sorted.
Human Rights
Commission
complaint
See information from Andrea regarding the complaint going to the
Human Rights Commission.
SIGNED
POSITION
10 May 2014
Kate Whale
President
Page 14 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE MEETING REPORT
RESPONABILITY : Treasurer
COMPLETED BY: Jill Taylor
Date: 06/05/2014
Period- March to May
Item
Comments
Communications
Type
Postal
Email
Telephone
General
Number of contacts for the period
17
76
13
Banklink up and running. Some teething troubles. Had Computer tech
guy check NZFDC laptop, 6 different nasties on it.
Need someone to talk me thru how to set up email on NZFDC laptop.
Procedures leading up to NZFDC AGM, with right budget.
Accounts are at the accountants, hopefully to the auditor soon.
Meetings attended. NFD council meeting March 8th (report emailed will
bring hard copy to meeting.
Ratify accounts paid since last meeting. Approve those to be paid on
the meeting day.
Westpac bank stmts. Alan’s name has been deleted. Rest NZFDC
happy to stop paper stmts, treasurer to print out.
RECOMMENDATIO
NS
SIGNED
POSITION
10 May 2014
Jill Taylor
Treasurer.
Page 15 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE MEETING REPORT
Responsibilities:
Secretary/Community Liaison
Period this report covers:
COMPLETED BY:
Andrea Craig
Date:
17th February – 3rd May 2014
Item
Comments
Communications
Type
Postal
Email Received
Email Sent
Telephone
Incoming/Outgoing Mail PO Box
Incoming via email deafchildren@xtra.co.nz
Number of contacts for the period
482
180
3
See Andrea Craig’s Report attached
Please note: Any responses to email that are forwarded to Committee Members to reply to – copy
in deafchildren@xtra.co.nz so they are recorded
on the email list for each meeting.
1.Westpac Bank Account Statements – currently
we are receiving them fortnightly. As Jill is not
getting them until each meeting, can we reduce
the frequency and also remove Alan’s name off
the address?
2.Have registered with Telecom and Yellow Pages to have accounts sent via email and have access to our account over the internet rather than
paper mail.
Email to all Executive – 4 March 2014
Request approval for purchase of an
External Hard drive to Back up Laptop
with all of NZFDC Community Liaison
work/emails etc on. Purchase Price
$93.13 for 1TB USB incl postage.
Approved. Please note in Minutes.
10 May 2014
Page 16 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE MEETING REPORT
Responsibility:
Vice President
AGM/Conference Co-ordinater
Date of meeting: 10th May 2014
Item
Communications
To do list from
February meeting
2014
Comments
Type
Postal
Email (in)
Email (sent)
Telephone
COMPLETED BY:
Kelly Davy
Number of contacts for the period
3
358
165
20
 Kelly and Kate to compile the missing reports as mentioned in
president’s report.
 Mark Douglas updated Wilson Report – Kelly to double check it.
 Kelly to have a look at constitution to see whether people can
join NZFDC direct and not go through a parents group.
 Kelly to do a Communication’s report and send to Andrea.
Correspondence
As listed below
Southland/
Invercargill
Gathering 2014
Sunday 11th May
2014
Have organised accommodation for committee.
554 Moana Court Motel- 3 bedroom apartment.
Flights been booked by Andrea.
Agenda drawn up and emailed to NZFDC committee.
Flyer emailed to Rebekah Zwies, Judi Devine, Vivienne Lines, they will
distribute to their contacts. Reminder sent this week.
Judi has confirmed she will be speaking at gathering.
Vivienne will bring a projector & screen, to remind via cell number.
Have produced a NZFDC presentation & a PODC Taranaki Inc
Kelly to have a look
at NZFDC
constitution to see
whether people can
join NZFDC direct
and not go through
a parents group.
NZFDC constitution states that membership as seen below:
 Members of the Federation shall be incorporated societies under
the Act whose objects or functions fall within the objects of the
Federation. Application for membership must be made in writing
to the Secretary and shall be submitted to the Executive
Committee, which may accept, decline or defer the application
for further consideration.
 Any person or body may be appointed or removed as an
Associate member by a majority vote of the Executive
committee. Associate members may attend any General
Meeting of the Federation but shall not have voting rights.
Speaking and other rights of Associate members shall be at the
discretion of the Chair.
The/my understanding is that you have to be an Inc Societies group
under the act, but that any person or body can be an Associated
10 May 2014
Page 17 of 16
member by a vote by the committee.
ILS (formally DIAS)
Quartly report
NZFDC reporting
for ILS
1st January - 31st March 2014
Completed and forwarded onto Karen Beard-Greer on Friday, 4 April
2014
There was a concern from Joanne regarding not receiving our
report/invoice so I resent the email to Joanne that I sent to Karen on
the 4th April explaining that it had been sent and reattached files, cc
deaf children into the email.
(see below cut & paste)
Hello Joanne,
I have been contacted from NZFDC president & deaf children
email regarding our invoice for June
I have forward you our reports/invoice emailed on the 4th April
2014 as below
Hope you find everything is in order
Important for NZFDC committee members to have details on their
meeting reports:
Phone calls
Mail/Post
Email In/Sent
Face to Face
As these details are required on the report submitted to ILS
NZFDC AGM 2014
Reminder to parent
groups
Confirm at
meeting?
Confirm at
meeting?
Have confirmed venue in Wellington city, Abel Tasman Hotel also
paid a deposit via cheque $2000. Notice of AGM/Conference,
registrations, nominations, remits, and draft programme all drawn up
and emailed to Andrea-secretary to send to parent groups, others, on
Facebook and NZFDC website, as this is in our rules for AGM to go via
secretary.
Also posted out via mail to parent groups.
 Need to confirm with parents groups a update of details
after NZFDC agm 2014
Yet to confirm 2 interpreters?
I can book through Connect or Isign? But are costly would be good if
there are 2 people based in Wellington able to do for a cost.
Guest speakers
Have contacted WADC via email regarding the option to do a
presentation from the parent group or a family from Wellington,
awaiting reply..
 Kate can do a presentation/talk from the FCIEN conference half
hour bracket
 Someone from the MOE?
 Sym Gardiner Wellington: 2 cochlear implants for under 6
update
10 May 2014
Page 18 of 16
NZFDC
Update of details on
the Charities
Commission & Inc
Societies websites
I have finally updated the Charities Commission & Inc Societies
websites with NZFDC details of committee members, financial audit
reports back dating to 2009.
Forwarded Andrea a copy of all the login/password details for safe
keeping.
Recommendation
To update the Incorporation societies with NZFDC correct constitution
(the same as on our website) NZFDC will need the minutes of the agm
that changed the constitution of quorum?
Other
NZFDC Newsletter
Managed to work my way through the newsletter for the 1st time, had a
few minor hiccups and timing slightly out but was finally able to post out
NZFDC newsletter by 6th May 2014.
Thanks to Madison for helping with the stamps, labels, folding.
Kelly Davy
POSITION
10 May 2014
Vice President
Page 19 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE MEETING REPORT
Responsibilites:
Website and Facebook Page
Date: February 2014 – May 2014
Item
Communications
Comments
Type
Facebook Views
COMPLETED BY:
Andrea Craig
3rd May 2014
Number of contacts for the period
Between 38 and 176 per item
UPDATES - ACTIONS
Previous Meetings
Lots of action on the Facebook and Website this last couple of
months.
Been actively looking for items to put on our Facebook page 2 - 3
times a week. Trying to vary it with items from other organisations in
all areas of NZ.
Updated Registration request as not all information coming through
that Catherine needs.
Loaded up a lovely updated Blog from Kirstin on Jack’s and her
family’s progress through the cochlear path.
General
RECOMMENDATION
S
Items for Facebook or Website –
Come to my attention that an “IEP Survival” page and a “Tips for
Keeping Hearing Aids/Cochlear Coils on Toddlers” page also on the
website would be useful for parents. Need input from Committee.
Propose to put up a request on Facebook for feedback also. Propose
to talk with an AODC and Teacher of the Deaf for input.
Committee to advise anything of interest that they would like to see as
they come across anything.
.
Signed
10 May 2014
Andrea Craig
Page 20 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE MEETING REPORT
RESPONSIBILITY :
Fundraising
Date: May 2014
Item
Communications
Kirstin
COMPLETED BY:
Kirstin Johnson-Coombs
Comments
Type
Postal
Email
Emails received
Emails sent
-
-
-
-
General
The Warehouse

Oticon

My role

10 May 2014
Number of contacts for the period
0
Contacted new Registration Juliet Gladwin
123
61
Cut and paste your checklist from the previous meeting(s) and
put on new portfolio report – Kate doesn’t expect it to be all
completed, but this way we can forward them on to the next
month’s checklist.
Glossary started by Andrea of common deaf terms used.
Please let Andrea know of other terms you want
added/deleted/changed.
Email any helpful apps to Andrea or Kate to put on the website.
Everyone to please CC deafchildren@xtra.co.nz whenever they
reply to anything for NZFDC.
Look at Breakout (access via internet), stuff.co.nz (set up an
alert).
Oticon do fundraising grants – KJ-C to explore.
Please ensure you add any emails to the table at top of report.
This is added to statistics page in Contract. Even between
NZFDC committee members. Text, phone, face to face, emails.
Need to show them that we are communicating.
Kirstin to type up Janet’s report and email to Kate and Andrea.
All to send photos of awards / trophies that have been given out
to kids to be sent to Kelly.
Will investigate The Warehouse – when you purchase products
at The Warehouse, ask to donate $1 to NZFDC. See what the
conditions are?
Contacted The Warehouse on 11 March 2014, and had a quick
response pretty much saying as you can imagine they have lots
of requests like this, but best to go to your local store. Went to
Customer Services at our local Warehouse and they would be
happy to look at it again in 6 months time. So I will follow up in
September.
Contacted Oticon on 11 March 2014 also, no response so
emailed again a month later. Still no response. Will keep
persevering.
I don’t feel I am contributing enough in my role on the
Committee so if you could think about other ways I could help
out on top of trying to get fundraising that would be appreciated!
Page 21 of 16
Tauranga Parents
Group
The draft constitution has been reviewed by the lawyer. The
constitution now needs to be signed off by the committee, and then the
association can be incorporated. The parents group will be meeting
within the next few weeks so that this can happen.
SIGNED
KIRSTIN JOHNSON-COOMBS
POSITION
FUNDRAISING
10 May 2014
Page 22 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
POSITION:Awards
COMPLETED BY: Janet Baillie
Period this report covers: March to May
Date: 7 May 2014
Contacts
Email
Phone
******* spoke about
declining Tutor Support Application
Face to Face
Item
y/n Attention required
UPDATES - ACTIONS
(Cut and paste from
‘To-do’ list)
Y
POINTS OF DISCUSSION FOR EXEC
y
Topic
Scholarship
SIGNED
POSITION
10 May 2014
Other
******** have received Tutor Support Application but no receipts or
other information came in with it. Will have to wait for receipts to
come in.
*********
Summary
Decide if she should receive the award John and Betty Rose scholarship award. I have emailed everyone the information about *******. I
think she should receive the award.
Janet Baillie
Page 23 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
Newsletter and Database
MONTH: May 10th 2014
COMPLETED BY: Kelly Davy
Date: 04.05.14
Item
Attention required
Communications
Type
Postal
Email
Telephone
Number of contacts for the period
10 (in)
Newsletter
40
10
MONTH’S ACHIEVEMENTS/INITIATIVES/DISAPPOINTMENTS
Newsletter


Printed 1,050 copies April Newsletter and forward Invoice to
Jill Taylor (Treasurer).
Kingsland Print has changed details and are now called Fuzed Physical address is 4 Western Springs Road Kingsland Auckland
PO Box 26 302 Epsom 1344 Auckland.
Phone 09 8497100 or 0800 FUZED
www.fuzed.co.nz
I have been dealing with Jeffrey Tang for the newsletter.

Emailed Kirsty Thomas from Deaf Aotearoa, NZFDC PDF newsletter
to distribute to staff and clients.

I was slow of the mark for the April newsletter had a view minor hiccups and multiple tasks to do for NZFDC and couldn’t work the labels
out but eventually did, the April Newsletter didn’t go out until the 6thf
May 2014.

I have had Madi (daughter) help me fold newsletters as Fuzed folded
them the wrong way, stick on labels and stamps, very time consuming, over 3 days.
Can NZFDC consider funds to my daughter to help with labels stamps
cellotape etc please, pocket money? Same as Sue and Lena have
done in the past?
Database
 Families 1397
Other



SIGNED
POSITION
10 May 2014
Professionals 98
TOTAL= 1495
7 new families and 1 update, 1 already registered – 1 deleted due to
return to sender.
30 old registrations placed/checked on database from Catherine.
On registration form, maybe another space to fill in if change of address (suggested by Jill).
Kelly Davy
Page 24 of 16
N.Z. Federation for
Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
POSITION: Family Kit Coordinator
COMPLETED BY:
Catherine Trowbridge
Date: 12 May 2014
Period this report covers:
24 February to 12 May
Contacts
Email
195
Phone
3
Face to Face
Destinations the Kits were sent to
Areas
Kits to date: 93 + 6
Raglan
Tauranga
Christchurch
Dunedin
Hastings
Item
-
-
POINTS OF DISCUSSION FOR EXEC
Fastways
Van Asch
Kelston
Database
General
chase Fastway re paperwork to confirm contract.
Jill to email Catherine with All Books details
Kate to send Catherine the new template for her report.
Does Catherine have permission to buy catalogue books @$15
each? Contact van Asch to see if we get discount on bulk buying.
Can we replace space for Iwi information with Gender information on
the website registration form please. Not many parents are putting the
gender in and it is hard to decide which they are by name alone.
Summary
Entered 3 acknowledgement forms from Feb meeting onto database
Updated Acknowledge Receipt and Cover letter
Received receipt for A3 bags. Confirmation letter from Fastways was only
a signed copy of the receipt of A3 bags
Ordered supplies and invoice forwarded to Jill for payment
Ordered 30x storytime DVD’s $12.50. Invoice forwarded to Jill for
payment. Also received free catalogues.
Entered 30 names given from lists from Lena that were registered in
2012. Forwarded them on to Kelly to enter on Newsletter database.



10 May 2014
2
y/n Attention required
UPDATES - ACTIONS)
Topic
Kits
Other
Received a registration but they had already registered 15 Aug 2005.
Stock take done. Form created to keep check of stock, when orders
placed and where stock is ordered from.
Received email from Jill to enter Scholastic competition and to be
Page 25 of 16
added to their mailing list. Have entered the competition etc.
SIGNED
POSITION
10 May 2014
Catherine Trowbridge
Family Kit Co-ordinator
Page 26 of 16