Living Streets Aoteoroa (LSA) Executive
Committee
Minutes of Meeting held Monday 21st May 2007 at 6.00 p.m.
Meeting held by telephone conference call
Scribe: Graeme Easte
1. Welcome and Apologies
Present: Celia Wade-Brown, Liz Thomas, Mike Mellor (at Wellington); Andy
Smith, Graeme Easte (Auckland); Carina Duke (Auckland, from 6.25 p.m.); Daphne
Bell (Hamilton, from 6.25p.m.); Wendy Everingham (Lyttelton)
Apologies: Ralph Chapman, Roger Boulter (abroad)
2. Conflict of interest issues
No issues raised
3. Minutes of meeting 12.3.07
Resolution (Moved: Celia/Andy; passed)
That the Minutes of the 12th March meeting be accepted as true and
correct.
4. Matters arising from the 12th March minutes
Draft Energy Strategy submission (item 5) completed and submission sent
in
Membership Drive (item 5) was to be
dealt with at this meeting; will now be dealt with by way of email
Annual Review of LSA (item 8) will be done when we carry out review of LSA
governance structures
Work Programme (item 8) was reviewed at the April meeting
AGM (item 11) Andy & Celia to discuss by end of June (Andy in
Mexico until mid June/Celia away in early July)
Skype (item 12) Andy to continue investigations on improved phone links
5. Minutes of meeting 28.4.07
Appointment of new staff (South Island and
Auckland Networkers and Project Officer) was not recorded in the minutes,
though these were included in the business plan and budget (items 4 and 5). For
clarity, the following resolution was passed:
Resolution (Moved:
Celia/Wendy; passed)
That the Minutes of the April Executive Meeting be amended to include under
item 4 Decision: that LSA will employ a South Island Networker, an Auckland
Networker and a Project Officer within the 2007-08 business plan.
Resolution: (Celia/Graeme;passed)
That the minutes of the meeting on 28th
April 2007, as amended, be accepted as true and correct
6. Matters arising from the April
minutes
Roles of Office Holders (item 3) general agreement with stated roles of
office holders, these to be included in Executive Council Charter
Action: Liz to work through Wendys roles document and re-circulate by email
policy development - add Celia (travel & accommodation) and Wendy (local development and autonomy).
Action: everyone Council Charter/policies to be developed and circulated by the end
of June for comments, final draft will be confirmed at the July Executive
Meeting
Budget (item 5) Liz to distribute amended budget by email
5. Financial report
Andy tabled the Profit and Loss Statement (April
2007, circulated by email 10th May).
It was noted that there are still some discrepancies in the comparison columns
(i.e. old budgeted amounts) but the new budget will come through on the next
set of accounts.
The new MYOB software has been installed on the office computer.
Celia raised the need to better monitor our cash flow through some form of cash
flow analysis
Action: Andy
and Liz to implement cash flow analysis by the July meeting
Resolution (Moved: Andy/Mike; passed)
That the Financial Report for April be accepted.
6. Directors Report
Liz tabled her Directors report (circulated by email on 17th May).
Highlights:
New Office Space we need to relocate by the end of June but still nothing
suitable has been found
Insurance Cover all LSA possessions are now covered. Liz notes that even if
the lap top had been covered, there would have been a very high excess.
Dunedin advocacy group is about to be established a public meeting has been
set for May 25th
Manukau Advocacy Group no further progress to date
Canterbury Active Transport Forum 50 people attended the 2nd meeting, held
on 15th May
Resolution (Moved: Celia/Daphne; passed)
That the Directors Report be received.
7. Other Business
Three year Business Plan (2007-10) and Budget
(2007-08)
- may need to trim plans if some aspects not fully funded by LTNZ contract
Resolution (Moved: Celia/Daphne; passed)
That the 2007-10 Business Plan and the 2007-08 Budget be approved subject to
confirmation of the contract with LTNZ
National Walking Event Celia suggested a
smaller scale pilot event first (i.e. in 2007-08 or 2008-09 to test out the
logistics and practicalities of such a large exercise details to be discussed
at the next meeting.
Recruitment of South Island Networker discussion about the
recruitment process (see 14th May email for draft job description) led on to
discussion about making this and other similar positions reliant on project
funding fixed term positions:
Resolution (Moved: Mike/Carina; passed)
That all LSA work contracts are on a fixed term basis subject to funding
available.
Resolution (Moved: Celia/Daphne; passed)
That the South Island Networker position be advertised through the LSA networks
with a closing date of Friday June 1st
Resolution (Moved: Celia/Carina; passed)
That the draft Project Officer job description be circulated to Executive
members by email for comment and approval for advertising
Walk Wellington Committee Celia noted
the suggestion of using WW as a template or model for other cities or towns;
the sub-committee made two recommendations to get Walk Wellington on to a sound
financial basis:
Resolution (Moved: Celia/Mike; passed)
That three quarters of the 2005-6 surplus ($3159) be used for repaying part of
the Walk Wellington loan, and the other one quarter ($1053) to cover the LSA
staff time spent on administering the Walk Wellington hand-over and finances.
Resolution (Moved: Celia/Mike; passed)
That the Walk Wellington operating surplus for 2006-7 be carried forward to
2007-8 year.
Membership Drive to be dealt with at next meeting
Purchase of Replacement Laptop this urgent decision was made by
email but requires ratification
Resolution (Moved: Celia/Wendy; passed)
That the decision to purchase a replacement laptop computer be ratified
Note: Wendy logged off at 7.00 p.m.
Charter Daphne is about to send the Walking Charter letters out to
City and District Councils but wanted guidance on who to contact at each
council suggested that we send a copy to both the Mayor and Chief Executive,
and to a suitable contact person (eg. a sympathetic Councillor where we know of
one). Liz noted that the Charter was included in the information pack at the
Canterbury Active Transport Forum
Action Liz to send Daphne details of contact people
Next Meeting
Monday 9th July 6pm
The meeting closed at 7.05 p.m.