Living Streets Aoteoroa (LSA) Executive Committee
Minutes of Meeting held Monday 9th July 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); Daphne Bell (Hamilton); Wendy Everingham (Lyttelton)
Apologies: Roger Boulter, Carina (late)
2. Conflict of interest issues
No issues raised
3. Minutes of Previous Meeting (25.5.07)
Resolution (Moved: Andy/Celia; passed)
That the Minutes of the May Executive Meeting be accepted as true and correct.
4. Matters arising from the May minutes
· Telephone conference phone link for Executive meetings – Skype proposal will have to be shelved until all participants have access to Broadband – will stick with Telecom for now. Action: Liz will forward information about the Green Party’s new tele-conferencing provider
· Consideration of the Policies document was deferred to General Business
· The draft Employment Policy and Roles Documents have been circulated by email for comment.
Resolution (Moved: Mike/Celia; passed)
That the Roles and Employment Policy Documents be adopted subject to any minor amendments which may be made by the President.
5. Financial report
5a. Andy tabled the Financial Report
A question was raised about unspent grants (highlighted in yellow on page 3 of the audited accounts.
Action: Andy will clarify this before the AGM
Walk Wellington income is below budget (probably due to seasonal variation). Action: pattern of income and expenditure will be kept under review.
Resolution (Moved: Andy/Mike; passed)
That the Financial Report for May and June 2007 be accepted.
5b. Another signatory is required for the LSA chequebook as Liz will be away in September.
Resolution (Moved: Cecilia/Mike; passed)
That Lily Linton, Wellington Office worker, be added to the list of approved signatories to the LSA chequebook for amounts of up to $500 per transaction.
5c. Confirmation of Employment of the South Island Networker
Resolution (Moved: Cecilia/Daphne; passed)
That the Executive confirms the fixed term employment of Fiona Whero to the post of South Island Network worker at the agreed salary of $52,000 per annum pro rata.
It was noted that employment contracts for staff are within the Director’s delegation to finalize.
Action: Liz to circulate the standard Employment Agreement for confirmation before signing.
6. Director’s Report
Liz tabled her Director’s report (circulated by email earlier on 9th July). Highlights:
Resolution (Moved: Cecilia/Mike; passed)
That the Executive records their congratulations to Liz on locating suitable new offices and managing a smooth move to the new location.
Liz gave a verbal run through the highlights of her written report.
· LSA’s 3-year contract with LTNZ still to be signed
· A new Nelson walking group is on the verge of establishment – although this was not part of our work program this is a welcome development which we will encourage and support.
· Making a start on establishing a Manukau walking group is proving difficult, but it was agreed that we would persist with this “important but hard work”
Resolution (Moved: Celia/Wendy; passed)
That the Executive welcome Fiona Whero to LSA, through the Director.
Resolution (Moved: Celia/Daphne; passed)
That the Director’s Report be received.
7. Other Business
It was noted that there is as yet no formal contract with LTNZ as we have yet to agree on the draft business proposal for about $160,000 a year over 3 years.
Resolution (Moved: Mike/Andy; passed)
That the President be instructed to seek funding arrangements within the LTNZ Contract that take account of inflation.
Actions: the latest draft will be circulated amongst the Executive by email (Liz); the President will sign on behalf of LSA when ready (Celia)
The date and venue for the AGM were confirmed as 27/10/2007 at Waitakere City; the outline programme (see below) was also confirmed.
- notification will begin with a notice in the August issue of “Footprints”
- proposed guest was cartographer Igor Drecki of the Auckland University School of Geography Geo-graphics unit (possible workshop on mapping)
Actions: Liz and Andy to make arrangements – in particular a suitable meeting room (liase with Clr. Penny Hulse) + availability of Igor Drecki or alternative speaker for workshop
The probable date for the next Walking Conference is sometime during July/September; the venue will be discussed at the September meeting.
postponed to September meeting
Action: Lily and Andy to liase and report to next meeting
Action: Mike and Celia to carry out the salary review subsequent to the last performance review
Resolution (Moved: Mike/Celia; passed)
That the Director’s performance appraisal be completed by October
Action: Mike & Celia to conduct appraisal and report to October meeting
Resolution (Moved: Mike/Cecilia; passed)
That the current text of the Policies Document be approved in principle subject to minor textual changes by the editorial committee (Roger & Celia)
Action: Roger & Celia to agree on final draft text to be circulated by email to all members of the Executive by August 12th for endorsement.
Tuesday 28th August and Tuesday 9th October
The meeting closed at 7.32 p.m.