Living Streets Aoteoroa Executive Committee
Minutes of meeting held Saturday 28th April 2007 10am – 5.30pm
At HSC boardroom, LSA office, 120 Featherston Street, Wellington
Present: Celia Wade-Brown, Mike Mellor, Andy Smith, Graeme Easte, Daphne Bell, Wendy Everingham, Ralph Chapman
Apologies: Roger Boulter, Carina Duke
1. Welcome and expectations for the day
2. Governance
Discussion on roles of office holders – see attached
Action: Wendy to send information
Discussion on policies – see attached
Action: Exec Council members to develop policies as listed, circulate for comment, and present for approval at July meeting
Discussion on Exec Council work plan – see attached
3. LSA Business Plan 2007-10
Discussed and amended draft
Action: Liz to tidy up and send out to Exec Council
Action: Graeme to prepare list of relevant conferences
Decision: that LSA will employ a South Island Networker, an Auckland Networker and a Project Officer within the 2007-08 business plan.
Ralph and Mike left at 3pm
4. LSA Budget 2007-8
Discussed and amended draft
Action: Liz to tidy up and send out to Exec Council
5. Decision: that purchase of the data projector ($1300) be authorised
Roles of Office Holders
President
Public face of the organisation
Holder of the vision
Encourages progress towards achievement of the strategic plan
Regular contact with Director for support and mentoring
Support and encourages Exec Council members
Plans agendas and chairs meetings
Coordinates preparation of Annual Report
Vice President
Deputises for President
Supports and keeps President on track
Potential successor
Treasurer
Tracks LSA financial position against budget
Discusses monthly financial reports with Director
Sends monthly financial reports with commentary to Exec Council
Provides financial advice to Exec Council
Ensures accounts are audited and sent to appropriate people
Presents LSA Financial report at AGM
Secretary
Constitution watchdog
Prepares for AGM - notification to members, timelines, remits, amendments to constitution etc
Takes minutes of meetings including AGM, and sends to Exec Council
Ensures confirmed minutes are posted on the web site
Exec Council members
Complementary skills/experience
Active, informed and timely participation at and between meetings
Suggest new initiatives
Challenge
Lead national submissions
2 Wellington Exec Council members are cheque signatories (not president)
Portfolios
Urban design Ralph
Local Government Daphne
Communications and Information (Wendy to send information)
Membership Andy
Communities/local groups Wendy
Research Ralph, Roger
Accessibility Carina
Performance review subcommittee Celia, Mike
Discussion on policies
Executive Council Charter to include:
|
|
Who to draft |
|
Values – how we work |
Wendy |
|
Exec Council roles |
See above |
|
Exec Council practice |
|
|
Policies |
|
|
Financial authorities and delegations including who signs contracts |
Andy |
|
Travel and accommodation reimbursement |
|
|
Ethical investment |
Wendy |
|
Employment policy including staff performance management |
Daphne |
|
Carbon neutrality |
Ralph |
|
Representation – selection and expectations of LSA reps/supported people Eg Sus rep, UDC, Getting There working groups |
Mike |
|
Risk management – physical/contract liability |
Celia |
|
Local development and autonomy |
|
LSA Executive Council Work Plan 2007-8
|
Task |
Responsibility |
Date |
F |
|
Executive Council face-to-face meeting |
|
April |
|
|
Discuss 3 year business plan 2007-2010 |
Draft prepared by President/ Director
|
April |
3 |
|
Discuss annual plan 2007-8 |
Draft prepared by Director |
April |
|
|
Discuss 2007-8 budget |
Draft prepared by Treasurer/Director |
April |
|
|
2006-7 Accounts approved and sent to auditor |
|
May |
|
|
Executive Council telephone meeting |
|
May 14 |
|
|
Approve 3 year business plan 2007-10 |
Exec Council |
May |
|
|
Approve annual plan 2007-8 |
Exec Council |
May |
|
|
Approve 2007-8 budget |
Exec Council |
May |
|
|
Develop Exec Council charter/policies |
Exec Council members |
June |
* |
|
Executive Council telephone meeting |
|
July 9 |
|
|
Approve Exec Council charter/ policies |
|
July |
* |
|
Agree on Review/Analysis of LSA and Executive Council |
Exec Council |
July |
3 |
|
Prepare LSA Annual report |
President/Director |
August |
|
|
Prepare LSA Annual Accounts |
Treasurer |
August |
|
|
Executive Council telephone meeting |
|
September 10 |
|
|
approve LSA Annual report |
President/Director |
September |
|
|
approve LSA Annual Accounts |
Treasurer |
September |
|
|
AGM planning and preparation |
Celia/Andy/Exec Council |
September |
|
|
Director performance review |
Performance review committee (Celia/Mike) |
October |
|
|
AGM and Executive Council f2f meeting |
Celia/Andy/Graeme |
November 27** |
|
|
AGM held |
Celia/Andy/Exec Council |
November |
|
|
Registration with Charities Commission |
Mike |
November |
*** |
|
Half year review |
Exec Council |
|
|
|
Orientation of new Exec Council members |
President |
November |
|
|
Set schedule of meetings and work plan |
|
November |
|
|
Prepare draft annual plan and budget |
President/Director/Treasurer |
January |
|
|
Executive Council Training |
|
March |
|
|
Executive Council telephone meeting |
|
March |
|
Actions occur every year, except where indicated under frequency (F)
3 = every 3 years
*In future years this will be review of charter/policies
**Date of AGM in March draft minutes
*** one off, in future will just need to be updated