Living Streets Aotearoa (LSA) Executive Committee

Minutes of Meeting held Tuesday 28th August 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); Graeme Easte (Auckland); Daphne Bell (Hamilton); Wendy Everingham (Lyttelton); Carina Duke (Christchurch)

Apologies: Andy Smith, Roger Boulter, Ralph Chapman

2. Conflict of interest issues

No issues raised

3. Seminar Day and AGM

The Program for the October 27th Seminar Day and AGM was confirmed

·       Venue: Waitakere City Council, adjacent to the Henderson Rail station

·       11am - 1 p.m. Face to face meeting of Executive including Review of Governance

·       paper-bag lunch and town centre walkabout hosted by Clr. Penny Hulse

·       3 - 4.45 p.m. Seminar (open) featuring Ludo Campbell Reid (Auckland City Council Urban Design Champion) and a brief segment on GIS and mapping.

·       4.45 - 5p.m. Wine & nibbles

·       5 – 6 p.m. AGM (including election of officers)

·       6.30 p.m. shared meal (optional, at own expense)

Actions: liaise with Ludo (Andy); confirm speaker for GIS segment (Andy, Liz, Graeme); prepare financial report (Andy); promote lunch/walk/seminar/AGM (everybody); receive/process RSVPs for meal (Graeme)

4. Adoption of Policies

The draft policy document having been circulated by email and amended by consensus it was Resolved (Moved: Mike/Celia; passed):

That the Values, Roles and Governance Policies of Living Streets Aotearoa (as amended) be confirmed.

Action: Clean copy of policy document be produced (Mike to remove track changes)

5. Directors Salary Review

Based on the Appraisal Subcommittee’s recommendations,

it was Resolved (moved Mike/Celia:

1.            That the Director's annual leave entitlement be increased from 4 to 5 weeks per annum, effective 1 January 2007;

2.            That the Director's next performance review be scheduled for November 2007;

3.            That any change in remuneration resulting from that review be effective from 1 January 2008.

6. Charities Commission Requirements

The Charities Commission has requested that we change our rules to conform to the recently amended legislation.

Action: Mike to check whether the rules in the existing constitution comply and to recommend any necessary changes in time to be notified to members before the AGM (i.e. 28 days notice will require notification no later than September 29th)

7. Director’s Report

The report was mainly for information only.

·       Walking Charter now has 112 signatories (Action: Liz to circulate analysis)

·       Liz reported that it was unsatisfactory having to charge up expenses on a personal credit card and then seek reimbursement and recommended obtaining an office credit card.

Resolved (Moved: Wendy/Carina; passed):

That a Visa Card be obtained for use by the LSA director or staff under her direction within existing financial delegations

Note: The Director’s financial delegations allow expenditure on budgeted items up to $2,000 and unbudgeted items up to $1,000

Action: Andy to check appropriateness of this wording on his return.

Resolved (Moved: Celia/Daphne; passed):

That the Director’s report be accepted

8. Financial Report

As Andy is overseas, Liz has circulated the financial reports for the July. 

·       The contract with Land Transport New Zealand has now been signed and Liz has invoiced them for $75,000.

·       Travel Costs for Liz to attend the Walk21 Conference in Toronto (as approved in the business plan) exceed the Director’s delegation; as she is going on to Europe on a personal trip it has been agreed to reimburse her for the equivalent of a return fare to Toronto.

Resolved (Moved: Celia/Daphne; passed):

That $2,820 be reimbursed to the Director for travel expenses to attend Walk21 in Toronto.

9.  Minutes of Previous Meeting (9.7.07)

Actions: Andy & Lily still to report on membership benefits; Andy to resolve unspent grant funds.

Resolution (Moved: Celia/Wendy; passed)

That the Minutes of the July Executive Meeting be accepted as true and correct.

10.  Topics for Next Meeting (9.10.07)

·       Membership Benefits (carried forward)

·       Suggestions of new members for the Executive

·       Drafts of Annual Reports to be approved for presentation at AGM

The meeting closed at 7.00 p.m.