N.Z.

Federation for
Deaf Children Incorporated
Minutes of the Executive Committee of the
New Zealand Federation for Deaf Children Inc
Date

Sunday 22 February 2015

Venue

Jills House, ***** Rolleston

Meeting opened at

9.45am

Present

Kate Whale, Jill Taylor, Catherine Trowbridge, Kelly

Kirstin Johnson-Coombs, Janet Baillie, Justin Farquhar

Davy,

Apologies

Andrea Craig

Previous
Minutes

MOTION: That the minutes of the meeting dated 8 November 2014 be

correct.
MOVED: KATE
SECONDED: KIRSTIN
CARRIED

Critical
General
Business

Beacon
Catherine text Kelly when she was at Christchurch Hospital asking
whether she should take Beacon brochure down to which she replied
yes.
If anyone sees a Beacon sign, please take the sign down saying it is not
running anymore and give them one of our NZFDC cards.

Presidents
Report (See
Report)

Adjustment
Big new jobs for Kelly and Kate both jobs will take up a fair amount of
time in the interim, please be patient. We will get there.
Jill is going back to study from Monday 23 rd February, 9am-4pm 5 days
a week.
GPOD
It is doing wonderful things Andrea and Kate talked about putting this
type of stuff up on our website, what we are doing, whats happening
around the world, etc. The similarities between countries, i.e. a mum in
South Africa; her services are nil and we are so much better off.
Documents are being prepared who can be a part of it, affiliated, legal
requirements, etc.
There will be one whole meeting every two years after the FCEI
Conference. Next meeting will be June next year FCEI and GPOD.
Kate suggests one of us going.

22 February 2015

Page 1 of 11

Newsletter
Cost a bit more this round as Kate has changed printing companies.
The benefits were Kate sent the file, names and addresses to Marketing
Impact, and they printed, folded, stuffed envelopes and sent them. Time
Management wise was fantastic! Not many have been returned to
sender, which is great.
Motion to move to continue to use Marketing Impact for our newsletter
and get them to sort, label, post newsletters.
MOVED: KATE
SECONDED: JANET
CARRIED
NZFDC Phone
This phone is getting slower and not holding his charge.
Motion to look around for a new phone around the value of $400 and
email around to Committee.
MOVED: KATE
SECONDED: KIRSTIN
CARRIED
Parents Hui
Sarah is having issues getting in contact with Canterbury Parents. Alan
is going to have a word to Kevin, the Chairperson. If no Canterbury
Parents can get out to the Hui, Jill will take resources, toy library toys
etc. with her, and answer any questions for Canterbury Parents. There
are a couple of parents interested, and they really do need to get
involved.
Jetstar and Air New Zealand came back with no funding at all for
airfares for the Hui. Most of the people who are presenting are doing it
for free.
Jill suggested going through Air NZ Koru Care to get the kids paid for.
Have a think of putting some Beacon funds towards the cost of flights
more discussion in general business.
Programme looks really good. Became quite one-sided against NZSL,
but this is for parents of under 5s, they need to have all of the options,
all of the information, its a parents choice.
Kate is going as MC, Jill loitering and Kirstin going as Parent of a deaf
child. We as Federation representatives need to have un-biased
options. We are representing Fed and not ourselves.
Phonak
Brad passed details on to Kate and she had a chat with Phonak, Mike
Sharp regarding funding around hearing aids which is pretty bad.
Audiologists get a certain amount of allowance per year for hearing aids,
regardless of how many kids they have on their caseload. Something
we need to be thinking about. That comes from the Government in any
sector.
Mike is going to have a look in their archive room for resources for our
kits.
Contact with DECs
Great response from DECs regarding contacts for our newsletters. This
has been filed by Andrea.

22 February 2015

Page 2 of 11

Website
Kate has been doing some fantastic work on the website and it does
look AMAZING. She is planning on working on the resources for
teachers next. She wanted to make it more like a library, a bit of an
introduction to what it is like, hints and tips. A bit about advocacy what
a parents role is?
It seems like the primary school kids are missing out newborns are
being well looked after. We dont want the middle kids to miss out
hence more information for the Parents to read.
Auckland Parents
Letter sent regarding Auckland Parents query regarding extra word for
excellence awards and to date we have had no reply. It came up at the
Auckland Parents group meeting and Janet said nobody questioned it.
MOTION: That the Presidents report be received/accepted.
MOVED: KATE
SECONDED: JANET
CARRIED
Actions from
Presidents
report

Community
Liaisons
Report
(See Report)

Note
re
AGM
2016
in
Christchurch:
Probably better to contact Kevin instead of Sarah or Logan
regarding CPODC holding the AGM.
Look around for a new phone to replace existing NZFDC phone.
Alan will have a word to Kevin regarding being involved with Hui
Kate to keep in touch with Alan.
Jill suggested going through Air NZ Koru Care to get the kids
airfares paid for.
Have a think of putting some Beacon funds towards the cost of
flights.

Winding up of Beacon Trust

Alan Bensley and Julie Patterson have completed the paperwork to
transfer funds and close accounts at the Bank. Jill waiting for
paperwork to come back from Bank so it is going to be an online
account. Waiting for Westpac to come back with online passwords, etc.
Money will be transferred to its own account, less legal fees.
Family Hui Weekend
Not having much luck with getting any assistance from Canterbury
Parents Group regarding attending weekend and being there to answer
questions from parents. Andrea has sent various emails with no
responses. Jill will contact Toy Library next Saturday regarding hiring
toys for the Hui she will collect and drop off.
Excellence and Sports Awards Year 9-13
Announcing winners - Kirstin advised she emailed list to Kate and not
Andrea. Kirstin to re-send to Andrea to put up on website and Facebook
page.
Excellence Awards Medals
Kate responded to the Auckland Parents group regarding their
concerns.
MOTION: That the Secretary's report be received/accepted.
MOVED: KATE
SECONDED: KELLY
CARRIED

22 February 2015

Page 3 of 11

Actions from
Community
Liaisons
report

Treasurers
Report (See
report)

Westpac
Kelly and Kate to go into the bank and get their own individual signatory
and login to authorize payments. Jill to give bank account numbers,
details, etc. to Kelly and Kate to take to the bank.
Awaiting Westpac to approve documents for the separate account for
BEACON funds one approved, the funds less the legal fees be
transferred to this account.

Jill will contact Toy Library next Saturday regarding hiring toys for
the Hui.
Kirstin to re-send to Andrea to put up on website and Facebook
page.

NFD
Jill will not be able to attend next meeting due to starting her course.
They keeping changing the dates of meetings. 9 May (Saturday) the
NFD are having the signing of the memorandum of understanding with
Deaf Aotearoa Louise Carroll phoned to see if Jill could attend as a
Council member. Jill will attend.
Charity Commission
Jill printed and handed out to Committee a letter from Martin Wakefield.
To be discussed further in General Business.
Accounts
Jill stated all accounts that have been paid over the holiday period.
MOTION: Move to ratify all accounts be paid from holiday period and
expense claims for todays meeting.
MOVED: JILL
SECONDED: KATE
CARRIED
MOTION: Cancel Lynda Suttons cheque and re-write another one.
MOVED: JILL
SECONDED: KATE
CARRIED
Auditors
Last of paperwork for auditors to Jill please so she can send at the end
of the week.
Jill managed to save NZFDC $800.00 from the auditors as she
challenged fee for a not for profit organization.
Parents Hui
Jill has bank account statement for Hui if Exec want to view.
Justin to purchase a separate receipt book, and keep everything
separate for the parent hui.
MOTION: Justin to purchase a new receipt book, and write receipts for
registrations to families.
MOVED: JILL
SECONDED: KIRSTIN
CARRIED
Load Lightening
If Justin is happy to do so, is he able to take over handling the term
deposits? Jill feels she is missing some roll over dates, etc.

22 February 2015

Page 4 of 11

Further Load Lightening

Jill put it out there that she wants to step down as Treasurer as Lauren
has now finished school. She is happy to stay on for another year to
help out with the new treasurer and mentor.
Kate asked if Justin was happy to take on that role, and he is to take it
over from Jill over the next year. Justins parent group needs to
nominate him as Treasurer and give to Andrea before next AGM.
MOTION: Jill starts mentoring Justin towards the role of Treasurer at the 2015
AGM.
MOVED: KATE
SECONDED: JILL
CARRIED
MOTION: That the Treasurers report be received/accepted.
MOVED: JILL
SECONDED: JANET
Actions from
Treasurers
report

Vice President
(See report)

CARRIED

Cancel *********s cheque and re-write another one.

Last of paperwork for auditors to Jill please so she can send at the
end of the week.
Jill starts mentoring Justin towards the role of Treasurer at the 2015
AGM.

ILS
Kelly emailed ILS re applying for funding and what guidelines/criteria to
include when applying for funds. They reply came back that they are
not changing their criteria and to leave it as status quo.
Southland
Kelly has had a conversation with Tineka they have had two
gatherings over last 6 months. 3 or 4 families who are keen for a
parents group.
Kelly will keep in touch with Tineka and help with whatever needs to be
done to get the parents group up and running.
Justin mentioned his parents group camp in March he will do up an
invitation to forward to Kelly to send on to Tineka and Judith and they
can have an opportunity to talk to Otago Parents Groups about setting
up, etc.
Palmerston North March 2015
Kelly cant attend in March Kate cannot attend and busy times for
Catherine. Kelly to contact Sally and liaise with her regarding a date.
In the restricted time with AGM, Hui, NZFDC meeting, might be better to
leave until after AGM but keep in contact with Sally in the meantime.
Kelly to keep in contact with Michelle and Sue (former parents group
members) re money sitting with lawyer.
AGM/Conference
2015 in Tauranga Kirstin & Kelly to investigate venues, to be booked
in the next two weeks so the initial notice gives parent groups and
professionals 4 months notice of dates, venues, etc.
2016 will be held in Christchurch in conjunction with the 40 th year of
NZFDC.

22 February 2015

Page 5 of 11

Sign a Rainbow
Kelly passed Catherines details onto Kelly Merrill-Jones who would like
to provide a board book and information about her Sign a Rainbow
parent and baby courses to our kits focusing on 0-2 year olds.
Hawkes Bay Region
They are really thriving they are now an incorporated group.
Kelly to get in contact with the Parents Group and offer them the
affiliation. They seem to be doing really well.
Other
No luck finding 2010 AGM Minutes at Brentwood Wellington 2011
Minutes Jill to see if Alan holds the minutes.
MOTION: That the Vice Presidents report be received/accepted.
MOVED: KELLY
SECONDED: JILL
CARRIED
Actions from
Vice
Presidents
Report

Kelly will keep in touch with Tineka.

Justin will do up an invitation to forward to Kelly to send on to Tineka
and Judith regarding Otagos upcoming camp.
Kelly to contact Sally and liaise with her regarding a date for getting
to Palmerston North.
Kelly to keep in contact with Michelle and Sue (former parents group
members) re money sitting with lawyer.
Kirstin & Kelly to investigate venues for AGM in Tauranga this year.
Kelly to get in contact with the Hawkes Bay Parents Group and offer
them the affiliation.

Portfolio Reports
Services
(See report)

********** application for stethoscope.

MOTION: Regarding ********* application for a stethoscope applying
via the John and Betty Rose Scholarship that we wait until scholarships
close on 1/3/15 if no other apps come in, then we approve *********s
application to purchase her stethoscope as a scholarship for the full
amount of $987.85. If another eligible scholarship application comes in,
we will shift her application to a one off grant of $500.
MOVED: KIRSTIN
SECONDED: JANET
CARRIED

22 February 2015

Page 6 of 11

2 assistive devices approved ****** and *******.

Individual Grant for ********* Kirstin to reply to ******* asking her to reapply towards end of year, as money will be used for her flight home
from England.
Tutor support for ******** approved for Term 1 2015.
Tutor support application for consideration from ********* approve
application. Janet still trying to find out whether they are financial
members of the Auckland Parents Group.
Tutor support for ********** approved for Term 2 2014.
MOTION: That the Services report be received/accepted.
MOVED: KIRSTIN
SECONDED: KATE
CARRIED
Actions from
Services
Report

Family Kits
(See Report)

Family Kits
11 kits this financial year.
Auckland
Still awaiting resources list to see who in Auckland has kits. Janet says
people in the APODC are all too busy to sort the list out. Catherine has
had a look for a list of parents that came through when our registration
came through on the website to no avail.
Sign a Rainbow
Catherine has been in touch with Kelly regarding providing 0-2 year old
information for kits. Catherine is now waiting for these to be delivered.

If no applications come in for the John and Betty Rose scholarship

by 1/3/2015, approve Georgias application.
Reply to ******* re Grant.
Letter and cheque to ********* for her tutor support.
Send letter to ******** approving application for Tutor support. Janet
to advise Kirstin when she finds out whether the family is a financial
member of APODC group.

MOTION: That the Family Kit report be received/accepted.

MOVED: CATHERINE SECONDED: KATE
CARRIED
Actions from
Family Kits

NIL

Newsletter
(See reports)

Discussed in Presidents report.

Actions from
Newsletter

NIL

Website and
Facebook
Page

Lots of queries on the website regarding the Parents Hui in April. There
have been 11 registrations through website over the past 3 months.
Facebook has had lots of activity with different articles.
MOTION: That the Website and Facebook Page Report be
received/accepted.
MOVED: KATE
SECONDED: KELLY
CARRIED

22 February 2015

Page 7 of 11

Actions from
Website and
Facebook
Page

NIL

Fundraising

Nothing to report.

Actions from
Fundraising

NIL

General
Business

Auckland Parents
Janet asked if the APODC camp is in November, when to apply for
funding? ASAP.
Parents Hui
Catherine has bought down 20 bags for kits to be given out at Hui. She
will courier more down to Jill.
Kate bought updated NZFDC pamphlets to be included.
Catherines wristbands as part of NZFDC contribution towards the kit.
Move that we pay as a donation from the NZFDC into the contents of
the parents kit, the wristbands and also fund the Toy Library costs and
associated costs for the crche, e.g. paper, paint, chalk etc.
MOVED: KATE
SECONDED: JILL
CARRIED
Committee to have a think about items that could be donated to the KIT
bags, like the Lindt chocolates at AGM.
Charity Commission
Jill handed out a letter from Martin Wakefield regarding pre-audit/review
information. Jill believes we would be better to stay with Tier 3 Entities
which is where we are now which is Without Public Accountability Total
expenses less than or equal to $2m.
Jill moves to remain in tier 3 as per Martin Wakefields letter dated 4
February 2015 as the reporting to the Charities Commission.
MOVED: JILL
SECONDED: KATE
CARRIED
NZSL Gala Awards
These will be held in Wellington on 9 May 2015 - Jill is attending. It was
suggested Kate and Andrea go if they can, with NZFDC paying for their
tickets.

Meeting
Closed

22 February 2015

2.13pm

Page 8 of 11

Next Meetings

19 April
27/28 June
2nd Half 2015

Wellington
AGM Tauranga
Palmerston North

19th April, 2015

________________________________
Chairpersons signature

22 February 2015

___________________________________
Date

Page 9 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
POSITION: President

COMPLETED BY: Kate Whale

Period this report covers: Nov 2014 Feb 2015

Date: 15th February, 2015

Contacts
Email
219

Phone
39

Item

y/n Attention required

UPDATES - ACTIONS
(Cut and paste from
To-do list)

Y
Y?
Y
N
Y
Y?
Y

POINTS OF
DISCUSSION FOR
EXEC

Face to Face
2

Other
0

Reply to Auckland Parents

Talk to Canterbury Parents re Hui input
Email CPODC regarding Brent Burcher's nomination
Talk to Sarah DeHeer from CPODC about holding the AGM in
Christchurch in 2016
Newlsetter for December
Contact Oticon/ Phonak regarding resources for Kits
Pamphlets to committee members to put in local doctors, etc
Developing Deaf Junior Youth Program
Parent Hui funding ideas
Palmerston North meeting
Newsletters

Topic

Summary

Adjustment

Just letting you all know that there will be a bit of a period of adjustment for
both Kelly and I, as we have both been offered (and accepted) some new
and amazing job roles.
Kelly can talk to her role, but I have started back full time teaching, and
instead of the littlies that I so love, I am smack bang in the middle of a
Catholic Boys secondary school, with Year 10 and 11 English and Social
Studies. This had proven to be somewhat challenging
(UNDERSTATEMENT!!!) and while I know it will get better, there will be an
adjustment period in which I am about ready to fall down dead by the end
of the day.
Also, as those of you with any experience teaching will know, this involves
a huge amount of work in the evenings and weekends to get marking,
planning and resources ready for teaching. Not much has been provided,
so I'm doing some crazy bits short term to try and get the boys engaged.
I really aim to get onto all Fed stuff as soon as possible, and will do my
best, but please be patient with me, and if needs be, just keep reminding
me until I get it done.
It is easy to let a class of thirty huge, stinky, obnoxious fifteen year old
boys hold my attention, so you may just need to shout louder than them.

GPOD

There has been a huge amount of back and forth discussion with all the
members of the Global Parents of Deaf Children network in the last month
around legal requirements to set up, what we would like to see from
GPOD, setting up websites and committee, and a little about each

22 February 2015

Page 1 of 11

member group from around the world.

I have the individual blurbs sent from all over the world, and they're
wonderfully interesting to read. I would be more than happy to send them
on to who ever would like to read them. It gives a very good perspective of
what is happening in deaf education and services.
GPOD is moving forward at a fast pace. The information that has been
agreed upon so far is that we will meet as a whole every two years after
the FCEI conference in Austria. This will hopefully enable parent groups to
just raise funding for one trip, and still be able to take part in both FCEI
and GPOD. The next one will be in June 2016.
Newsletters

My first attempt at a newsletter went out in December, and I would love to

hear some feedback from you all on how it went. I used a new printing
company here in Wellington, and to be honest, I also had them do the
envelopes and post them. The costs were as shown on the attached
invoice, which may be more than Kelly was managing to do it for, but I
(selfishly) decided that for the time, effort and hell it would take to
individually address each newsletter, it would be so much easier to send
the database of names and addresses (without the other info) to the
printing company and have them do it all.
Let me know how you all feel about this decision, as I will hopefully be
drafting the new one soon.

Parent Hui

This is getting closer and closer (April this year) and there are still a lot of
things that Sarah is trying to work through. Andrea and I have both offered
to help with bits, and have been doing a few things, but the big push is
from Sarah.
Unfortunately there has been two negative responses to funding for flights
for families from Air New Zealand and JetStar. It's a little gutting, as almost
all of the budget is going on to accommodation for families and the
program itself, so between Sarah, Andrea and I we are applying for more
grants for the flights.
The program is being finalized, and I have had some talks with Sarah over
ensuring that all options are being catered to, and that families will get the
opportunity to find out something that they consider relevant.

Palmerston North
Parents group
gathering

As I said in the email, I forgot my poor, neglected middle child's birthday

was on the date we agrees (call CYFS now!) so will have to change. Kelly
to talk more on that.

Phonak

22 February 2015

I met with Mike Sharp from Phonak in the school holidays to talk about what
we are interested in being a part of, and what they would be willing to give us
for families. We had a chat around the funding of hearing aids here in NZ
(which is actually pretty dire; according to Mike, the government set an
allowance for audiologists in a time frame, and they essentially have to decide
who gets the hearing aids. This also means that the hearing aids they are
providing are those that cost the least, not those which meet the needs of the
child. This is something to perhaps bear in mind when talking to the Ministry of
Health in future.)
He has also said that he will go and trawl through their 'archives' room and
see what sort of resources he could get to us for our family kids. I mentioned
that when James got his kit, there were Phonak books about Oliver the
Elephant and a hand puppet that he loved. He said he'd see what they can
find for us, and if there is anything in their resource library overseas whether
he can get it in.
Very positive meeting all up, and thanks to Kirstin's husband Brad for the
Page 2 of 11

contact and information.

Contacts with DECs

We had a response back from both David (Kelston) and Bernie (Van Asch)
with contacts for us to send information to with our newsletters etc. I
forwarded them to Andrea at the time, but also good to keep on file to contact
with specific questions around area.

Website

As I mentioned in an email to you all, I have been working on the resources

page for our website. It is still a work in progress, but hopefully there is more
information going up there for parents to access. I would love to get some of it
done in the next week or so, and be able to direct parents to the site.
I also aim to add more to the teachers resource page as I find them.
I would love any more information that you have found to add up.

Auckland Parents

A reply was sent regarding the Excellence awards. You all received the draft
and were given the change to comment, so it went as it was. No reply back, I
would assume?

SIGNED
POSITION

Kate Whale
President

22 February 2015

Page 3 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE MEETING REPORT
Responsibilities:
Community Liaison
Period this report covers:

Item
Communications

COMPLETED BY:
Andrea Craig
Date:
4th November 2014 16th February
2015

Comments
Type
Postal out
Email Received
Email Sent
Telephone

Incoming/Outgoing
Mail PO Box
Incoming via email
deafchildren@xtra.co.
nz
Matters Outstanding
from previous
minutes
Winding up of Beacon
Trust

Family Hui Weekend

22 February 2015

Number of contacts for the

period
1
578
529
5

See Andrea Craigs Report attached

See Andrea Craigs Report attached

Alan Bensley and Julie Patterson have completed

the paperwork to transfer funds and close
accounts at the Bank. Filed form with Charities
Commission to Dissolve a Charitable Trust Board.
Minuted this with the full name of the Beacon
Trust (The New Zealand Parent Mentors for
Families of Children with Hearing Loss Charitable
Trust) to enable Westpac, where funds are held in
their name, to act on our request for transfer. Jill
to confirm details of where we are at now.
Have finally got in touch with Canterbury Parents
today 17th February. Numerous emails with no
response. Spoke to Sarah de Heer who advised
she is no longer their Secretary as she is now
working full time, however it is being shared with
various people. Emails are being looked after by
Jan Hunterworth. She gave her cell phone
number and Jan advises she knows about the Hui
however did not know we wanted their support.
Does not think they have any deaf youth that
would be able to help. She agreed for me to send
an email outlining ideas of how they could help
Page 4 of 11

and she would email and talk to Canterbury

parents at their Camp weekend 27/28 Feb and
then get back to me. Have sent email today.
Await and see however I dont think we should
count of any response. We need to come up with
another plan.
I am happy to go down and assist if required. Jill
has already agreed to man the Resource Room.
So we could both possibly be available to do
some of the meet/greet with the registration
packs. I have also asked Jill to see if she can
source toys from a Toy Library. Approached Sarah
to ask about whether Deaf Aotearoa have any
Deaf Youth through their Youth Programme who
might be able to help or contacts at the Deaf
Society in Christchurch. Any ideas?
Excellence and Sports
Awards Years 9 -13

Have been helping out Sarah F at MOE to source

info and items by contacting Companies and
other charities for the Resource Room.

Excellence Award
Medals Year 1 - 8

When would it be best to announce the winners

on Facebook and Website? Just realised I dont
think we have put this up. Kirstin please email
me the list.
Kate responded in letter to Auckland Parents on
their concerns.

SIGNED
POSITION

22 February 2015

Andrea Craig
Community Liaison

Page 5 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE MEETING REPORT
RESPONABILITY :Treasurer

COMPLETED BY: Jill Taylor

Date:1 Nov 2014 to 31 January 2015

Item

Comments

Communications

Type
Postal
Email
Telephone

Meetings

Still sorting accounts with Westpac. DEANZ money now in seperate account.
Waiting on Westpac to come back to me re, online account for Beacon
funds.

NFD

Charity Commission

Beacon
Accounts

Number of contacts for the period

15
223
28

An apology will need to go in for me at the meeting 7th March. With all the
mucking around shifting of dates, I am unwilling to ask for leave from my
course.(I start it on 23rd Feb)
Have printed off some more tips from the Charity Commission website, and
notes and advice has come from Martin Wakefeild, re where NZFDC should
be. (Copies attached to my report.) Please add as a agenda item, as a motion
needs to be moved re this.
The seperate account for the funds donated from the NZ Parent mentors for
Families of Children with hearing loss Charitable trust (BEACON) is waiting on
the Westpac bank to approve the documents . I move that when this is
approved the funds less the legal fees be transferred to this account.
I move for ratification the following accounts, which have een paid over the
holiday period,
********* Tutor fees, Jan-June 2014 $400.00
A Craig Nov mtg claim form $530.45
S Chapman Winner paton family sports award $100.00
K Whale Reimbursment paphlet printing $135.99
Isign interpreting Hastings family meeting $1334.29
Martin wakefeild Auditing fee $1759.50 (will remain the same figure this year)
Yellow pages Wgtn entry yrly fee $115.00
Warehouse Stationary Nov a/c $55.44 (Unfortuntely this has been paid twice)
Fastway Couriers New bags $187.80
Kelston Deaf Ed centre Storytime sign Dds for Kits $379.00
Van Asch Deaf Ed Centre Resources for kits $858.48
Canterbury Parents of Deaf Children Camp grant $1000.00 (2015 camp)
All Books ltd, Very Hungry caterpiller titles for kits $147.00
Yellow Pages Ltd otago entry $115.00
Marketing Impact Printing newsletter $1088.44
Warehouse stationary Dec a/c, (nov paid again in this total) $181.60
IRD Gst payment period 1/06/14 to 30/11/14 $541.19
*********** Tutor fees July- oct 2014 $400.00
I move the following accounts be paid today (day of meeting 22/02/2015)'
Fastway couriers extra charge kit to Fielding $5.46
Assistive device grant ******* $200.00
Assistive device grant ******* $200.00

22 February 2015

Page 1 of 11

Plus anymore that are brought to the meeting.and the Feb meeting claim
expense forms for exec members

Parent Hui

I have hard copies of the Bank account if Exec members are interested in
veiwing. The receipt book will need to come back from the accountants, and I
feel receipts can be written on the day.

Load Lightening!

I'd like to make a suggestion that if Justin is happy to do so, he takes over
handling the term deposits. Because of how the banks operate, I miss the
deadlines, and with wanting to shift them all to the same bank, this is not
happening! Plus the Term deposit for Bay of Plenty parent group is due in
March,

Further Load
Lightening!

Signed

22 February 2015

I wish to suggest also that NZFDC advertise thru parent groups for a new
treasurer. I will be resigning from this position at the AGM, I am happy to stay
on the NZFDC in a lesser role, or to help a new treasurer, if that is what the
parent groups and NZFDC exec want. With Lauren finishing school I feel
those on exec should have children in the system.

Jill Taylor
Treasurer

Page 2 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE MEETING REPORT
Responsibility:
Vice President
AGM/Conference Coordinator
ILS quartly funding reporter
Family/Whanau Liaison

COMPLETED BY:
Kelly Davy

Date of meeting: February 22nd 2015

Report from: November-February 2015

Item

Comments

Communications

Type
Postal
Email (in)
Email (sent)
Telephone

Action taken

To Do List from June Meeting 2014

To Do List

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.
ALL COMMITTEE: Any apps or resources you have seen or heard, can you
please forward this on to Andrea or Kate.

Done
Done
To do

Kelly to email ILS regarding guidelines for criteria when applying for funds.
Kelly to email Tinike from Invercargill to see how group is going.
Kelly to contact Advisors and RTDs directly regarding setting up a Parents
Group meeting in Palmerston North.

ILS Contract

I re-emailed ILS on the 26th Nov 2014 for a guideline/criteria when applying for
our funds to ILS this was to ensure that we know how to do it for future
references and I have a response from Karen please see below reply.

Number of contacts for the period

4
236
98
10

We get asked this question all the time and have raised this with Ministry of
Health. However with the contracts coming to the end of their life 30 June
2016 the Ministry are not interested in changing the historic criteria we report
against over the next 18months, so just status quo for now.
- Dec Report 2014 completed and Invoice scanned from Jill Taylor
- Next report due end of March 2015
Southland

I have had a conversation with Tineke and the parents are working to support
each other and move their parent group forward.
Judi informs NZFDC that she is continuing to work with new parents and as
soon as she sees enough numbers to hold positions she will hand the rains
over to younger families.

Palmerston North
March 2015

Andrea email Neil Powells on 13th Nov 2014 regarding following up from a
meeting he was having with the AoDC form that region, this was his reply

22 February 2015

Page 3 of 11

below.

To do:

My apologies. I haven't met with the MOE Advisers this Team in Palmerston
North as the one we had was cancelled and another has been rescheduled for
early next year. I have now emailed them with the request from Kelly. I will
pass on their reply to you. If you wish to discuss this directly with the Service
Manager for the Advisers, Sally Hogg, her email is:
sally.hogg@minedu.govt.nz
Van Asch are supportive of this initiative and we can get information out to the
families we work with.
I will contact Sally Hogg as suggested by Neil and liaise with her.
I have also been in touch with a parent from the former group Michelle Fafeita
and she is keen to come on and support the gathering.
She has been in touch with Sue Nicholson (former group) who has more
details about the bequeathed money?? Siting with a lawyer Mark Sinclair.

To do:

I will recontact Michelle and Sue and hope to have more details when we
go there for gathering in March of this year.

NZFDC
Agm/conference
2015

Next AGM proposal 2014 Bay of Plenty

Then Christchurch 2015 this will be NZFDC 40th year
Both regions to be confirmed
Have contacted BOP parent group and they are happy to hold this year, I
need to follow up on suitable venues asap.
To put out notice of AGM/Conference early to allow for parent
groups/professionals to have more notice.

Sign A Rainbow
Kelly Merrill-Jones

Passed on Catherines details to Kelly to send down books for family kits.
03.12.14 email from Kelly Merrill-Jones to Catherine.
I would like to support your Family Kits by supplying a board book and
information about my Sign a Rainbow parent and baby courses.
It would be great if I could add them to the Auckland Family Kits in particular
to 0-2 year olds.

Hawkes Bay Region

NZFDC Visit Nov 2014

Dates 7th 8th 9th Nov 22014

Parent Gathering Saturday 8th Nov 2014
South City Playcentre
904 Freyberg Street
Hastings
Emailed Nic Burkin for a invoice and receipt for books, I have emailed the
treasurer of play centre, yet to receive documentation for Jill.
Have been in touch with Dana Cook who appears to be moving the group they
are now Incorparated parent group.

NZFDC meeting dates

February 22nd
Christchurch
March 7th/8th
???
Palmerston North
April 19th
Wellington??
June 27th 28th Agm/Conference
Bay of Plenty??

Other

To update the Incorporation societies/Charites Commission with NZFDC

correct constitution (the same as on our website)
Need to get the AGM minutes (2010) Brentwood Wellington-2011 to which the

22 February 2015

Page 4 of 11

quorum numbers was changed and passed, and add to Inc & Societies
website.
Ongoing

To scan and file NZFDC old documents to a USB stick.

Ongoing

- Kelly will continue to follow up with families from Invercargill/Southland to

see how things are moving along.
- Kelly will continue to follow up with families from Hawkes Bay Region to
see how things are moving along.

Kelly Davy

POSITION

22 February 2015

Vice President

Page 5 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
POSITION:
Services

COMPLETED BY:
Kirstin Johnson-Coombs

PERIOD THIS REPORT COVERS:

8 November 2014 -16 February 2015

DATE:
16 February 2015

Item

Comments

Communications

Type
Emails received
Emails sent

Item

y/n Attention required

- ALL COMMITTEE: Any apps or resources you have seen or
heard, can you please forward this on to Andrea or Kate.

UPDATES - ACTIONS
(Cut and paste from
To-do list)
POINTS OF
DISCUSSION FOR
EXEC

Topic

Number of contacts for the period

170
87

Lauren Taylors grant am unsure as to how much?

What role do you want me to play at the Parents Hui in
April? This is 10-12 April, so before our next meeting. If
there are any resources you want me to take can you
please bring them to this meeting thanks all.

Summary

CONGRATULATIONS TO BOTH KELLY AND KATE ON GETTING AWESOME

NEW JOBS I LOOK FORWARD TO HEARING ALL ABOUT THEM!
Assistive Devices
Assistive Devices
Georgia Mackay
Individual Grant

John and Betty Rose

Scholarship

Tutor Support

22 February 2015

********* Year 11 application for contribution towards the purchase of a

Toshiba Notebook application approved via email from Committee
Members.
********* Year 6 application for contribution towards the purchase of a
Phonak phone designed specifically for Hearing Aids application approved
via email from Committee members.
********* sent a lovely letter to the Committee thanking us for receiving the
John and Betty Rose Scholarship. Andrea emailed this around early January
and I responded to her.
Application from ********** for an individual grant for her trip to England.
Approved via email from Committee members. Have bought a copy of a
drafted letter for you to read/approve. Amount to be discussed at Committee
meeting.
Application from ***********. She is currently in 2nd year medicine at Otago
University and cannot use a standard stethoscope (which cost $75-$120) so
has sent a quote for a Littmann 3200 stethoscope which amplifies 24 x a
normal scope and blocks out 85% of background noise for $987.85. Motion to
approve this payment.
Application from ******* Term 1 2015 member of Canterbury Parents
Group Year 11 English Cost $450 motion to approve payment.

Page 1 of 11

Tutor Support

Application for consideration from ********** Term 1 2015 awaiting

confirmation this family is a member of Auckland Parents Group. Year 8
English / Maths.
Application from ********** Term 2 2014 Year 12 English. This was
approved and letter and cheque sent.

Tutor Support
SIGNED:

Kirstin Johnson-Coombs

POSITION:

Services

22 February 2015

Page 2 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
Website and Facebook Page Report
DATES OF REPORT: 4TH November 2014
16th February 2015
Item

Attention required

Communications

Type
Postal
Email
Telephone

COMPLETED BY: Andrea Craig

Date: 17th February 2015

Number of contacts for the period

0
0
0

Report on activities
Website has been busy with lots of information for the Hui in April. Kate has
been kindly updating the Resources Pages which are looking absolutely
fabulous. Well done Kate! Had 11 Registrations through the website this past
3 months.
Facebook Page had lots of activity with interesting articles. Great to see the
Hawkes Bay group up and running with Facebook and First Signs just started
theirs also.

SIGNED
POSITION

22 February 2015

Andrea Craig

Page 1 of 11

N.Z. Federation for

Deaf Children Incorporated
EXECUTIVE COMMITTEE REPORT
POSITION: Family Kit Coordinator

COMPLETED BY:
Catherine Trowbridge
Date: 22 February 2015

Period this report covers:

8 November 2014 to 22 February 2015
Contacts
Emails General
In
155

Out
36

Emails to Families
Total
191

In

Emails to
AODCs
In
Out

Out

Destinations the Kits were sent to

Areas

Kits to date: 22 + 10 = 32

Wellington 2
Auckland 3
Whangarei 1
Kapiti Coast 1

Phone

Other

Napier 1
Fielding 1
Palmerston Nth 1
Dunedin 1

Registration only (no kit sent)

Acknowledge Receipt forms returned
Item
UPDATES - ACTIONS)

y/n Attention required

-

AOPDC

POINTS OF
DISCUSSION FOR
EXEC
Topic
Kits

General

Summary
Ordered from van asch catalogues, cards and sign books
Kelston dvds and catalogues
All Books caterpillar books
Hearing House 30 packs
2 kits sent via Advisors of the Deaf. Kim Mather Wgtn & Wendy Smith
Whangarei
- Ordered more A3 bags from Fastway Couriers invoices sent to Jill
- Emailed Rainbow about literature to go in kits. Waiting for delivery
still.
- Have not completed list of resources for kit.
- Received 30 new Hearing House packs for kits

Database
SIGNED
POSITION

22 February 2015

Catherine Trowbridge
Family Kit Co-ordinator

Page 1 of 11