Memorandum of Understanding between the New Zealand Federation of Ethnic Councils and the New Zealand Police

Memorandum of Understanding between the New Zealand Federation of Ethnic Councils and the New Zealand Police

This memorandum of understanding is made on 2009. Between President of New Zealand Federation of Ethnic Councils And The Commissioner of the New Zealand Police Introduction 1 The NZFEC was established in July 1989 as an incorporated, non-government body, and acts as an umbrella organisation for ethnic communities located throughout New Zealand. Regional Ethnic Councils are located in Auckland; Waikato; Rotorua; Tauranga; Taranaki; Manawatu; Wanganui; Lower Hutt Wellington; Nelson; Christchurch; Dunedin; Southland. NZFEC has a total membership of 25,000, made up from 85 countries and 100 languages. It's primary role is to advise, advocate, support and share information among 13 Regional Councils and New Zealand's Ethnic Communities and with key stakeholders including Offi ce of Ethnic Affairs, Human Rights Commission, Centre for Cross Cultural Research and Asia/New Zealand Foundation. The challenge for NZFEC is to provide an opportunity for people from all segments of New Zealand's diverse society to address the challenges facing multicultural communities.. NZFEC is an umbrella group for 13 Regional Councils made up of representatives from regional ethnic groups who come together to promote and support ethnic groups within their region. Each Ethnic Council is administered by an executive group, consisting of a president, secretary and treasurer. 2 The New Zealand Police is established under and regulated by the Policing Act 2008. 3 The parties currently work together and offer advice to each other. They wish to formalise this relationship and specify the terms and conditions under which this will occur. Interpretation 4 For this memorandum of understanding: a b Areas of common interest mean those matters where each party contributes to a shared outcome or has a shared role or interest. Senior management means, within the New Zealand Federation of Ethnic Councils, NZFEC executives, and within New Zealand Police (Police), senior managers. Purpose 5 The purpose of this memorandum of understanding is to establish and promote a collaborative working relationship between the New Zealand Federation of Ethnic Councils and Police. 1

This MOU is supported by a Draft Action Plan (See Appendix 2) for initial discussion between Police and NZFEC on specifi c actions to support the MOU. These specifi c actions include areas of common interest such as: Ongoing communication Community development Provision of NZFEC profi le Provision of crime and crash data by Police Training Recruitment Effect of this memorandum of understanding 6 This memorandum of understanding confi rms the relationship between the parties based on a spirit of goodwill and co-operation. The parties will work together to develop ongoing positive communication based on trust. Schedules to the memorandum of understanding 7 The parties agree that from time to time they will develop protocols relating to specifi c procedures and activities involving the parties. These will be attached to the memorandum of understanding as schedules. New agreements or protocols may supersede existing ones. All current agreements or protocols will be attached as schedules. 8 New schedules may be developed and added with approval from the National Manager Maori Pacifi c Ethnic Services of Police, and the President of New Zealand Federation of Ethnic Councils or their delegated staff. 9 Reviews, modifi cations or terminations of existing schedules may be undertaken by the mutual agreement of the signatories to the Schedule. All changes must be notifi ed to the National Manager Maori Pacifi c Ethnic Services of Police, and the President of New Zealand Federation of Ethnic Councils or their delegated staff, so that the master document can be amended. 10 Schedules will be reviewed: initially, one year after signing and then every two years, or as agreed, or in line with the reviews of this memorandum of understanding. 11 It is agreed that: a) The National Manager Maori Pacifi c Ethnic Services of Police, and the President of New Zealand Federation of Ethnic Councils will meet at least once during the year to discuss the strategic direction, priorities and plans for the following fi nancial year. The meeting should encompass any area or issue with the potential for each or both parties to achieve the outcomes of this memorandum of understanding. 2

b) The National Manager Maori Pacifi c Ethnic Services of Police, and President of New Zealand Federation of Ethnic Councils or their delegated staff, will meet during March each year. This is to develop a consultation schedule to share information and discuss issues relating to these key activities: identifying and developing key result areas developing relevant annual management plans. c) Each party will provide the other with an outline of their respective relevant policy work programmes and will inform each other of any changes to priorities and timelines. Consultation on policy initiatives 12 Nationally, both parties will inform each other, at the initial stage of development, of relevant policy initiatives. Each party will take all reasonable steps to ensure that adequate time is given for the other to provide comment where appropriate. 13 At district or local level, both parties will inform each other, at the initial stage of development, of relevant initiatives that effect the other party. Each party will take all reasonable steps to ensure that adequate time is given for the other to provide comment where appropriate. District/area management 14 Regional Ethnic Council presidents will meet with respective police district senior management to discuss key tasks at district or area level. Areas of joint business, where improvements in service delivery can be made, should be identifi ed and incorporated into district or area action plans, with appropriate performance measures. 15 Where specifi c areas of interest have been identifi ed, Regional Ethnic Council presidents and Police district senior management will ensure that agreed action plans, and associated performance measures have been incorporated into respective individual performance agreements. 16 Police performance management systems will monitor quality of relationships, performance in meeting objectives of agreed action plans, as a requirement of the audit process. As above, opportunities for partnership feedback for performance appraisal purposes should be taken. Training 17 Regional Ethnic Councils and Police at a district or area level should take opportunities to hold joint training sessions involving both Police and partner agency staff. Regional Ethnic Councils and Police district senior management are encouraged to advise each other of training opportunities and invite each other to participate. 18 NZFEC and Regional Councils express a desire to receive training/education on safety issues such as domestic violence, drug and alcohol abuse. The regional Ethnic Councils will approach local police about training they wish to receive from police. 3

Sharing information 19 New Zealand Federation of Ethnic Councils and Police will develop strategies to share information to enhance community safety. These strategies should seek to take advantage of new technology. Review of memorandum of understanding 20 The parties representatives will meet as agreed, to review this memorandum of understanding. Any subsequent amendments may be made pursuant to paragraph 30. 21 The parties representatives are primarily responsible for ensuring that the intent of this memorandum of understanding is followed. Issue or dispute resolution 22 All issues, disputes and differences between the parties about the interpretation or performance of this memorandum of understanding shall, fi rstly, be attempted to be resolved at the earliest opportunity, locally (by local representatives or senior managers). 23 Only when matters remain unresolved or require further adjudication should they be referred to the agency representatives. 24 If agreement cannot be reached within 28 days of referral under paragraph 31 above, then the matter shall be referred, in writing, to the president of New Zealand Federation of Ethnic Councils and the Commissioner of Police for fi nal resolution. Costs 25 Unless the parties mutually determine otherwise, the cost of meeting the commitments of this memorandum of understanding shall be met by the party incurring the cost. Termination 26 Either party may terminate the memorandum of understanding by 14 days notice in writing to the other party. Variation 27 Except as stated in this memorandum of understanding, it can only be modifi ed by a written agreement duly signed by persons authorised to sign on behalf of the parties hereto. 4

Conditions 28 Nothing in this memorandum of understanding shall make either party liable for the actions of the other or constitute any legal relationship between the parties. 29 The provisions in this memorandum of understanding are to be read subject to any chief executive, or Cabinet directives, and any enactment. 30 Where there are changes to Government policy which affect the purpose and functions of this memorandum of understanding, each party agrees to inform the other of those changes at the earliest possible time thereafter and agrees to meet to re-negotiate if necessary any aspects of this memorandum of understanding. Parties representatives 31 The parties specifi ed addresses, facsimile numbers, email and party representatives are: New Zealand Federation of Ethnic Councils Name Pancha Narayanan Address 69 Barton Avenue, Upper Hutt Telephone 04 527 3030 Facsimile 04 527 4343 Email pancha@xtra.co.nz New Zealand Police Name Superintendent Wallace Haumaha Address 180 Molesworth Street, Thorndon, Wellington Telephone 04 4707300 Facsimile 04 470 7140 Email wallace.haumaha@police.govt.nz 5

Signed by the President of New Zealand Federation of Ethnic Councils Signature Name in the presence of: Name Signature: Address Occupation Signed by the Deputy Commissioner Resources Management, New Zealand Police Signature Name In the presence of: Name Signature Address Occupation 6

Appendix 1 LETTER OF INTENT Dated: 15th June 2005 To the New Zealand Federation of Ethnic Councils In February 2005, the New Zealand Police launched its Ethnic Strategy. The strategy has two overarching outcomes: 1. to ensure that Police have the capability and capacity to engage with ethnic communities; and 2. to ensure that culturally appropriate strategies are implemented with ethnic communities that increase community safety, and prevent and reduce crime, road trauma and victimisation. The Launch of the Ethnic Strategy was the beginning of an important journey to achieving 'safer communities together' with ethnic communities, but one of the keys to successfully working together is to ensure a strong working relationship is established with ethnic community members and organisations. It is the intention of the New Zealand Police to pursue active and effective community partnerships within the wide diversity of ethnic community groups. The New Zealand Police value the unique roles played by the ethnic community organisations including NZFEC and will proactively seek to build strong and respectful relationships with NZFEC. There have been some discussions between NZ Police and NZFEC on how a positive working relationship can be built. It is the intention of the New Zealand Police to keep the ongoing dialogues with the NZFEC, with a view that a Memorandum of Understanding may be developed subject to an ongoing evaluation of joint projects and the working relationship. The NZ Police see honesty, trust and integrity, compassion and caring as the key components in a positive relationship, and also recognise that it will take time and require hard work, refl ection and active engagement while developing a relationship. The NZ Police is committed to creating a genuine and inclusive working relationship with all ethnic community organisations and members to achieve the shared vision of 'Safer Communities Together'. Yours sincerely Superintendent John Van Der Heyden Acting General Manager Maori Pacifi c Ethnic Services Offi ce of the Commissioner New Zealand Police 7

Appendix 2: Draft Action Plan Priority Description Action Ongoing Both parties want to develop ongoing NZFEC and NZ Police National Headquarters (PNHQ, communication positive communication based on trust represented by Maori Pacifi c Ethnic Services) will liaise on a regular basis, initially every three months. Present at those meetings will be the National Manager of Mäori Pacifi c Ethnic Services, Strategic Ethnic Advisor, the President of NZFEC, Executive Offi cer NZFEC and any other members either organisation wishes to nominate. The purpose of these meetings will be to oversee the guidelines, report on organisations work plans, and to discuss strategic issues PNHQ and the Executive of NZFEC will communicate directly, whilst District Commanders (through their delegates such as Policing Development Managers or Asian Liaison Offi cers) and Presidents of Regional Ethnic Councils will communicate directly. Police will be invited to attend and speak at NZFEC meetings, whilst members of NZFEC will be invited to attend relevant Police meetings when appropriate The police may form a strategic reference group to monitor the implementation of the Ethnic Strategy. The New Zealand Federation will be consulted in the process of forming this reference group. Community Community development initiatives will Such community development initiatives may include: Development be developed by regional Commanders Neighbourhood Support and ethnic communities including Interpreters Regional Ethnic Councils New migrant education Police Cultural Advisors These are activities undertaken in the regions and will make up the communication guidelines within the regions 8

Relationship building Delivery initiatives Priority Description Action A profi le of NZFEC NZFEC will develop a population profi le Over the next six months NZFEC will develop a profi le of its will be provided to of Regional Councils which will enable organisation stating the number of groups and ethnic Police the Police to know the Council population affi liated to each Region and the overall number Community of members The Police and NZFEC will engage constructively in an information sharing arrangement to benefi t both parties. NZFEC understands that the Police are required to comply with statutory and regulatory requirements. Crime and road crash These statistics will assist NZFEC and NZFEC will request in writing that Police provide specifi c statistics will be Regional Councils to plan a program to statistics on an annual basis (providing that this information provided to NZFEC assist in the reduction of these crime/ is not readily available elsewhere such as www.stats.govt.nz). crash statistics. NZFEC understands that Police must comply with statutory and regulatory requirements when considering a request NZFEC understands that it will need to for disclosure of statistics. make a formal written request to Police for any information. NZFEC also The Police will continue to work to improve the statistics understands that any information and makes an undertaking to keep NZFEC updated on provided constitutes a general indication progress. of the circumstances reported upon. Training NZFEC and Regional Councils express Members of the Regional Councils will approach their local a desire to receive training/education on police to request training relevant to them. safety issues such as domestic violence, drug and alcohol abuse The Regional Police will include Regional Councils on their mailing list to advise of relevant training provided to community members. This relates to the Regions/Districts and will be part of the Regional Ethnic Council and District communication guidelines. Recruitment The police seek to increase the number NZFEC will put a link on its website to Police webpage. of ethnic staff in front line policing. Police will provide career information and promotional materials to NZFEC and will provide support to NZFEC, to ensure that the materials will be used to best effect. NZFEC will use its networks with ethnic communities to promote policing as a career option. 9