Living Streets Aoteoroa (LSA) Executive Committee
Minutes of Meeting held Monday 12th March 2007 at 6.00 p.m.

Meeting held by telephone conference call after the Skype connection was found not to work for all participants. Meeting proper got underway at about 6.30 p.m.
Scribe: Graeme Easte

1. Welcome and Apologies
Present: Celia Wade-Brown (at Wellington); Andy Smith, Liz Thomas, Graeme Easte (Auckland); Daphne Bell (Hamilton); Carina Duke (Christchurch); Wendy Everingham
Apologies: Ralph Chapman, Mike Mellor, Roger Boulter

2. Conflict of interest issues
No issues raised

3. Minutes of Previous Meeting (22.1.07)
Some corrections to draft minutes:
• correct spelling of name (Mike Mellor not Mellors)
• meeting schedules confirmed
• reporting of financial records to be corrected on advice from Treasurer

Resolution (Moved: Daphne/Celia; passed)
That the Minutes of the January Executive Meeting as amended be accepted as true and correct.

4. Matters arising from January minutes
• Confirming that Celia will be the liaison person with Walk Wellington

5. Director’s Report
Liz tabled her very full January Director’s report, noting that she was assisted in its production by the clarity of the Strategic Plan.
Liz noted that “Footprints” had been well received.

Celia reported on her attendance at the Climate Change Workshop in Wellington where she raised the profile of walking, in particular for its potential contribution to reducing carbon emissions.
Action: Celia will use her notes from the workshop as the basis of an LSA submission on the government’s Draft Energy Strategy.

There was a brief discussion of the membership report and suggestions for a Membership Drive, but it was obviously a subject in its own right requiring more time than we had available this month.
Action: Next agenda to include Membership Drive as an item, including an investigation of membership benefits
Resolution (Moved: Celia/Daphne; passed)
That the Director’s Report be received.
6. Financial report
Andy tabled the Profit and Loss Statements (April 2006 to February 2007).
The large surplus ($110, 393 versus expenditure of $219,998) was queried – some of apparent surplus is already committed but balance highlighted need to review plans and budget – discussion about what can usefully be done with surplus.
Action: Liz & Celia to review work programme – other Executive members to provide feedback/suggestions on this
Action: Andy to send out financial spreadsheets each month (including months with no Executive meeting) for feedback and comment; reports to be ratified at following meeting.
Action: the process for dealing with other financial items between meetings will be sorted at the next meeting.

Resolution (Moved: Andy/Carina; passed)
That the Financial Report be accepted.
Resolution (Moved: Celia/Graeme; passed)
That the Director have delegated authority for making payments as follows: up to $4,000 if in the approved budget; $1,000 if not in budget

7. Next Face-to-Face Meeting
The proposed date for the next face-to-face meeting was 5th/6th May but this did not suit everybody.
Action: Liz to circulate possible dates for feedback on the most suitable date in April/May

8. Director’s Performance Appraisal
Confirmed that Mike & Celia have completed the appraisal process for the Director
Discussion of the Appraisal Process for LSA. This was agreed at the last 2 meetings as quite separate from the appraisal of the director and included two main strands:
• an annual review of the organization against the Plan & Budget
• an annual review of the performance of the Executive council
It was agreed that this was probably best done at one of our face-to-face meetings
Action: Liz & Celia to discuss and circulate suggestions for comment by email

9. “Getting There” Working Groups
LSA is represented on the 4 Working Groups set up under the national Walking & Cycling Strategy (“Getting There”).
• Liz attended 2 meetings of the Communications Working Group, standing in on behalf of Celia (report circulated separately)
• Wendy is on the Model Communities Working Group (not yet started)
• Ralph is on the Research Working Group
• Gaye Richards is on the Information Centre Working Group which also deals with the WalkIt Database

Action: Liz to contact Gaye for an update on the Information Centre Working Group

10. Walking Charter –
Daphne reported back on work in progress. Discussion of possible links to universities, etc. to get them to sign up, too.
Action: Daphne to complete template of a letter to go to all councils and send draft to Executive members
Action: Liz to provide Daphne with our contacts database (Yahoo group, needs ID, etc.)

11. Next AGM
General discussion – established that AGM must be held no later than 15months after last one which was held at the National Conference in November, 2006
Proposed date and venue: Tuesday 27/11/07 at Auckland.
Possible guest speaker: Igor Drecki of Auckland University to address a map forum.
Action: Andy & Celia to organise 2007 AGM

12. General Business
Telephone conference arrangements – seeking better and more reliable arrangements
Action: Andy to continue with Skype investigations

Getting There Information Centre – there has been a call for expressions of interest in the Getting There Information Centre - discussion about whether LSA should be involved - suggestion that Gaye Richards may be able to advise
Action: Celia to investigate Information Centre Expression of Interest

Next meetings:

Face-to-face meeting in Wellington 28th April 10am

Conference call 14th May 6pm

 

Meeting finished at 7.27pm.