Living Streets Aoteoroa Executive Committee

Minutes of Meeting held 10 December 2007 at 7.00 p.m.

Meeting held by telephone conference call

Present: Celia Wade-Brown, Liz Thomas, Ralph Chapman (at Wellington); Daphne Bell (Hamilton); Carina Duke (Christchurch); Andy Smith (Auckland); Scribe: Gay Richards (Auckland)

Apologies: Roger Boulter, Mike Mellor

 

1. Welcome

Celia welcomed members to the call and highlighted the main topics for discussion and decision.
It was noted that Graeme Easte and Gary Stewart had not joined the call

Action: Gay check that Gary and Graeme had received information on how to join conference call and whether they had experienced any problems.

2. Conflicts of Interest

In line with email discussion among executive relating to Mike taking on VUW walking map project, it was to be noted that he was a member of the Executive.  No other conflicts of interest declared.  

3. Ratify decision to co-opt Roger Boulter

Resolved (Moved: Celia/Daphne; passed):
            That Roger Boulter be co-opted on to the Executive Committee

Action: Gay to let Roger know that he has been confirmed as a co-opted member.

4. Walking Conference 2008

Celia highlighted the matters relating to next year’s conference which needed to be decided

1) A brief discussion on whether a Monday/Tuesday or Thursday/Friday conference preferred.  It was felt that a Mon/Tues would allow for an Advocates day to be held on the Sunday and people would be less likely to head home early on the second day. Liz confirmed that the venue was available for the alternative dates.

Resolved (Moved: Celia/Andy; passed)
            That the Walking Conference be held at Waipuna Hotel & Conference Centre, Auckland on
            Monday 4 & Tuesday 5 August 2008 with an Advocates day on Sunday 3 August.

Action: Liz to ensure that dates are confirmed with Waipuna and accommodation holds are transferred to appropriate days.

2) Celia and Liz noted that the conference management contract with Glenda Harding at a cost of $19,500 to over administration, event management, sponsorship management, literature and web design is ready to sign.

Resolved (Moved: Andy/Carina; passed)
            That the Director is authorised to sign the contract with Harding Consultants for conference
            management services at a cost of $19,500.

Action: Liz to sign contract with Harding Consultants

3) Celia explained that the conference organising committee needed to be set up and to meet (by teleconference before the end of the year.  Roger, Gay and Carina have offered to be involved.  Tim Hughes from LTNZ and travel planner from Rodney District Council [Belinda Matheson – named advised by Celia after meeting] would also like to be involved. Julie Alexander (MoT) would like to provide input to make conference less passive.  Gay felt there needed to others from Auckland – Andy volunteered.  It was noted that Glenda Harding is based in Christchurch and that she and Liz, and the whole Executive (as appropriate) be copied into conference email discussions.  Use LSA Conference 08 in subject line.

 

Resolved (Moved: Celia/Daphne; passed)

That the 2008 Conference Organising Committee comprise: Roger Boulter, Gay Richards, Carina Duke, Andy Smith, Tim Hughes, Rodney DC Travel Planner [Belinda Matheson], and that Julie Alexander be invited to be included.

Action: Liz to invite Julie to join, set up email list, and provide contact details and initiate first emails
and first teleconference.

Action: Conference committee to appoint Chair/Convenor

4) Discussion on the audience and objectives followed  Key audience to include local and central government decision makers and elected representatives in transport, public health, recreation and urban planning, NGOs such as SPARC.  Would be good if climate change / energy sector interests were also attracted.  Sunday should be focus for advocates who may also wish to attend conference days.  Brief discussion on how best to provide a discounted rate for advocates – suggested this should be at LSA discretion, to ensure conference revenue is not unduly impacted by discounting.

Objectives suggested included; raise profile of walking and LSA in media; build excitement for and promote national initiatives such as walk to work day; extend networking; find synergies within health/transport/recreation and urban planning; ensure walking is no longer peripheral.

5) Theme discussed in context of the Sustainable Transport discussion paper launched by LTNZ this evening.  Among its objectives to increase “active transport” to 30% of all trips by 2040?   

Could the conference theme be “Getting to 30” or “Getting from 17 to 30” This would need some explaining.  Executive were supportive of tying into this concept, and maybe questioning whether it was enough or could be achieved sooner.  It was also felt that the “carbon footprint” link could be made.

6) Briefly discussed whether Living Streets Aotearoa logo sufficient for conference or whether another one needed.  Using LSA logo strengthens brand.

Resolved (Celia, Daphne; passed)
            That the Living Streets Aotearoa logo be used to brand the conference.

5. Project Officer – Recruitment and Job Description

Celia and Liz expressed their disappointment that Louise had resigned so soon after taking up the position but felt this was because she had wanted to move on to a bigger organisation.  An exit interview was conducted.  Celia felt the job description needed to be reviewed to emphasise that the role involved an element of marketing and selling the services LSA has to offer. A more proactive role. Perhaps salary could include a performance-related bonus based on contract funding acquired.  Continuance of the position after one year would also hinge on attracting additional funding so this was also and incentive.  Carina suggested job description wording could include “identify and acquire funding.  Some discussion of appropriate salary range and what LSA could afford.  $50,000 to $55,000 appeared to be the consensus.

Liz will advertise the position on walking networks both before Christmas and early in the New Year, and advertise in the Dominion Post in January.  Also advertise in Walking NZ or other appropriate newsletters if available at this time of year.  Interviewers to be Liz, Celia and Mike, hopefully in early February. 

Action: Executive to provide suggestions for wording of JD as soon as possible. 
Liz to advertise position.

6. Submission Process

Process for making submissions on national issues as outlined by Celia/Liz was generally accepted. Submissions co-ordinator would be a good idea although no-one volunteered 

It was suggested that it would be good practice to always note that LSA wishes to be heard, can always decline later, if no-one is available or there are other priorities. Daphne noted that Hamilton CC was recently able to make a submission to a select committee via video conference.

Ralph highlighted the need for quality assurance through some means of peer review. 

Resolved (Celia/Daphne; passed)

That the submissions policy and process as outlined in the circulated document be adopted,
with the addition of a point between 9 & 10: Director and two executive members to quality assure national submissions, and that a call for a Submission Co-ordinator to be posted on the email group outlining the role 

Action: Celia to call for Submissions Co-ordinator

7. Directors report

Highlights: AGM & Seminar day in Waitakere City went well;  Community Partnership Funding round all went smoothly, largely thanks to Louise.

Disappointments: Lack of progress on Getting There – Walking/Cycling strategy. Despite this Liz and Celia have kept in contact with key players, including Annette King, Minister of Transport, voicing LSA’s concern at lack of progress.  Some working groups have not even met. 

This led to Andy also raising concern that ARTA had downgraded regional walking / cycling co-ordinator position to just one day per week. 

Action: Liz to write to CEO and Chair of ARTA, and to Minister and CEO of Ministry of Transport noting that Sustainable transport strategy calls for “continued implementation” and that implementation to date appears unacceptably slow.  

 

Resolved (Moved: Celia/Daphne; passed):

That the Director’s report be accepted

 

8. Financial report and other financial matters

Noted that funds were in a very healthy state.

Resolved (Andy, Carina; passed)
            That the Financial Report for October/November be accepted.

Debs Moir no longer being a member of the Executive

Resolved (Moved Andy/Celia; passed)
            That Debs Moir be removed as a cheque signatory

The matter of ethical investing was raised.  There was a proposal that LSA should consider investing with Prometheus but some reservations about financial security were expressed as we know little about this company and in the current climate a sound risk assessment is needed.

Resolved (Moved Celia/Andy; passed)
            That currently investments be rolled over in Westpac term deposits and the matter be discussed again in February.

Action: Andy to seek risk assessment profile for Prometheus

Credit card policy was discussed.  Agreed that a lengthy document was not needed.  Gay suggested that that a PIN should not be allowed on these cards – this prevents cash withdrawal from ATMs.  Also that issuer needs to be notified if card is lost or stolen. 

Resolved (Celia/Andy; passed)
            That the credit card policy based on Andy’s simplified version be adopted as worded below:

 

CREDIT CARD POLICY

1.       The Executive Council may authorise the issuing of credit cards to named individual employees.

 

2.       All policies, procedures and delegations apply to expenditure using a credit card in the same way they apply to any other expenditure.

 

3.       All documentation issued in connection with any credit card transaction must be attached to the relevant statement.

 

4.       Cash advances are not permitted.

 

5.       PINs are not to be assigned to cards; the cardholder must sign for purchases made via EFTPOS terminals.

 

6.       The Card Issuer's terms and conditions must be strictly adhered to.

 

7.       Full details of any loss of a card must be reported to National Office and the Card Issuer immediately.

 

8.       A credit card may be withdrawn on demand without notice, and must be surrendered when an employee leaves Living Streets Aotearoa.

9. Director’s Employment Committee Report
(Liz left the meeting while this was discussed)
Celia reported on Mike’s behalf that the Director’s performance review had been completed. The review process highlighted the need for clear key performance indicators, but measured against key objectives Liz met or exceeded expectations. 

Resolved (Moved Celia (in Mike’s absence)/Ralph; passed)
            That the Director be awarded a pay increase of 5% effective 1 January 2008.

Liz returned to the meeting.

10. Minutes of meeting 9 October 2007

Resolved (moved: Daphne/Celia; passed)

That the minutes of the meeting of 9 October be accepted

 

11. Portfolios

 

Celia proposed that portfolio responsibilities should be assigned to various members of the Executive recognizing their expertise and interests.  However some members were not clear what these roles entailed and Liz questioned how they would fit with her role.

 

Action: Celia to provide clearer definition of portfolios to Executive before the next meeting.

 

12.  Next Meeting

Agreed that second Monday of every second month was good time for meeting.  Next meeting will be 11 February 2008.

13. For discussion at next meeting

Portfolios
Ethical Investment
Conference planning

Celia closed the meeting by wishing everyone a Merry Christmas and Happy New Year.
Meeting adjourned 8.45pm