Living Streets Aoteoroa (LSA) Executive Committee
Minutes of Meeting held Monday 22nd January 2007 at 6.00 p.m.
Meeting held by telephone conference call
Note: there were continuing reception problems – Wellington people had difficulty hearing Auckland (too faint); Auckland could hear Wellington but the signal kept breaking up (see item 15).
Scribe: Graeme Easte
1. Welcome and Apologies
Present: Celia Wade-Brown, Liz Thomas, Mike Mellor, Lily Linton (all at Wellington); Andy Smith, Graeme Easte (Auckland); Daphne Bell (Hamilton); Carina Duke (Christchurch).
Apologies: Wendy Everingham, Roger Boulter
2. Conflict of interest issues
No issues raised
3. Minutes of Previous Meeting (28.11.06)
Some corrections to draft minutes:
· correct spelling of name (Mike Mellor not Mellors)
· strike 2 incomplete bullet points from Matters Arising from September Minutes (referring to unspecified actions requiring follow up and “duplication” of sub-groups)
Resolution (Moved: Celia/Andy; passed)
That the Minutes of the September Executive Meeting as amended be accepted as true and correct.
Action: It was agreed that draft minutes would in future be circulated to all members of the Executive to ensure correct recording of matters discussed. Completed minutes once approved to be posted on the website.
4. Matters arising from November minutes
· item 10 – need to appoint Liaison person for Walk Wellington (Celia)
· item 12 – agreed to change meeting dates to work around member’s commitments (clashes to be notified to Liz, Liz to confirm new schedule)
· item 13 – add LTCCPs to list of important documents to submit on as these provide strategic direction and spending priorities for all Councils
· agreed to include person responsible for specific actions to be noted in bold
5. Director’s Report
Liz tabled her January Director’s report
Resolution (Moved: Andy/Mike; passed)
That the Director’s Report be received.
6. Financial report
Andy tabled the Profit and Loss Statements (November to December 2006) and Balance Sheet (September 2006). It was noted that some values on the balance sheet were from last year – from next month the current year’s figures will be used.
Resolution (Moved: Andy/Mike; passed)
That the Financial Report be accepted.
7. Strategic Plan
Celia & Liz presented restructured version following input at “face to face” meeting (August 26th 2006) - extended discussion included following points:
o suggestion of brochure to convey essence of plan
o attempts to cut down size to more compact format (everything fitting under 7 outcomes)
o need to work on Councils and Government agencies to improve data collection/appropriate measurements - amend table to “ensure appropriate measurements are made and publicised”
o concern at over-use of “strategic”; need to use active verbs (eg. Pt. 3 Facilitate ..., Pt. 6 Encourage ..., Pt. 7 Develop ...)
o suggested additions to strategic partners: urban designers (professional bodies, landscape architects), roading engineers, Maori Women’s Welfare League; role of media and advertising agencies included under Communications Strategy
Resolution (Moved: Celia/Wendy; passed)
That the Strategic Plan as amended be adopted.
Action: Celia to wordsmith final text in light of discussion.
8. Director’s Performance Appraisal
Mike reported back
Resolution (Moved: Mike/Carina; passed)
That the Director’s Performance Appraisal be received.
9. Performance and Progress Review Sub-Committee
Mike reported back with recommendations:
o that the Director’s Employment Contract (dated 10th January; circulated by email on 19th January) should be approved
Resolution (Moved: Mike/Wendy; passed)
That the Director’s Employment Contract as tabled be approved.
Action: Mike to get two copies printed and signed
o the sub-committee has “got into a bit of a jumble” as it is performing two quite different roles (Appraisal of the Director and Reviewing Performance of the Organisation) which are best kept separate
Resolution (Moved: Mike/Wendy; passed)
That:
1. The Performance and Progress Review Sub-Committee be reformatted as the Director’s Employment Committee with membership to be Mike (chair) and Celia;
and
2. The Executive will henceforth assume responsibility for formal appraisal of the organization (LSA)
Action: Formal Appraisal process to be dealt with at the March Executive meeting
10. Walking Charter – how best to promote it or campaign on it
Daphne reported back on work in progress
Action: Daphne to circulate notes for input and comment
11. Newtown and Berhampore Walking Map
Celia reported that the map has been very well received.
About $3,000 remaining in the budget will be applied to appraisal: masters student research effectiveness of the map and feedback from users.
Action: Executive members can direct suggested questions for researcher through Liz
12. Community Map Toolbox
Copies of the Map Toolbox Kit are available through Wellington Office
HSC to be approached to see if a PDF version could be provided on the LSA website. (Liz)
13. Office Relocation
Need to move from the HSC building by the end of June – still seeking suggestions. It was agreed that continuing to share with CAN was acceptable.
10. Future Meeting Schedule
Various members reported regular meetings which clashed with the proposed schedule for our bi-monthly phone conferences activities; consensus focused on 2nd Monday of each odd numbered month.
Action: Liz to circulate revised calendar of meeting dates for approval at next meeting
15. General Business
Continuing problems with telephone conference connections (signal breaking up or indistinct) lead to discussion of alternatives – Andy suggested Skype though this requires all parties to have a broadband connection
Action: Andy to investigate feasibility of Skype
Meeting finished at 7.08pm.