Executive Council Minutes August 2009

 Living Streets Aotearoa Inc 

Minutes of Executive Council Meeting

held 17 August 2009 at 6.00 p.m.

 Meeting held by telephone conference call

Present:  Peter Kortegast (Nelson), Liz Thomas, Mike Mellor (Wellington); Rhys Taylor, Carina Duke (Christchurch); Nina Arron (Lawrence); Daphne Bell (Hamilton); Andy Smith; Grant Schofield (Auckland); Gay Richards (North Shore) took the minutes

Apologies: Mike Mellor (for lateness, joined 6.15pm).

Welcome: Peter welcomed everyone to the first meeting of the new Executive. Grant and Nina introduced themselves.

Meeting protocol: The 2^nd Monday timeslot (6pm every second month confirmed. Executive Handbooks in post to new members and updates sent by email to all. Confirmed that the Executive aims to reach consensus to make decisions, and only votes when this is not possible. It is suggested that we use the website discussion group to discuss papers in advance – would need papers about a week in advance.

ACTION: Peter to talk to Peter Davies on setting this up.

Confirmation of previous Minutes

Corrections: spelling of Finny and Trafinz

Resolved: Daphne, Mike, carried)

That the minutes of the Executive Council meeting held 25 June 2009 be confirmed with corrections noted.

Matters arising:Daphne has looked at Fundview – nothing relevant at present

Liz has contacted Andy Foster re attendance at Trafinz conference (September in Auckland).

ACTION: Liz to follow up with Andy Foster.

Confirmed that the financial authorities policy has been agreed and included in handbook.

Director’s Report

Director’s report as emailed

Peter asked about impending staff absences due to leave without pay and maternity leave.  Liz suggested contacting a person who could fill Kelvin’s position and develop groups in New Plymouth and Hawke’s Bay and possibly pick up some of Janet’s contract work. Mike offered to help with any employment issues.

Resolved: (Peter, Carina, carried)

That Kelvin Aris be granted leave without pay (October – February), and that a person be employed on a fixed term contract to cover this period.

ACTION: Liz to approach possible short term replacement.

New website: Executive pleased with new look though Mike and Gay noted a few glitches. Agreed to contact Liz with any problems.

Conference committee Walk 2010

As previously agreed the venue will be Wellington ideally late July/August 2010, Conference planners, date, and conference committee needs to be confirmed as soon as possible.

Resolved: (Peter, Gay, carried)

That Andy, Gay, Carina, Grant and Liz will be on the 2010 conference committee and that others be added to the committee.

Conference committee – Andy, Gay, Carina, Grant, Liz, and invite others ACTION: Liz to send out call for others interested in being on conference committee.

ACTION: Liz to contact Harding Associates to discuss fees and dates.

ACTION: Andy to convene first meeting.

NZTA funding:

Contract has been signed. Annual plan may need to be adjusted to include new activities. Meeting with NZTA and NLTP may indicate future of funding.

Executive Director’s Review:

Resolved: (Peter, Andy, carried)

That Mike and Daphne will be the Performance Review sub-committee.

Executive meeting schedule:

The following dates confirmed, by teleconference at 6pm - 14 Sept, 9 Nov, 14 Dec, 8 Feb, followed by a Face to Face in late March. There was support for the Face to Face being held in Nelson.

Health & Safety Policy Adoption

It was noted that Living Streets prepares individual plans for out of office events – this should be noted in the policy document.

Resolved: (Peter, Rhys, carried)

That the policies and procedures be adopted and consolidated into one document.

Conference attendance:

TRAFINZ Conference 6 - 9 Sept 2009 Auckland – Auckland based members of Executive and Auckland networker will endeavour to share registration, subject to Trafinz organiser’s agreement.

Walk 21 New York, 7-9 Oct 2009 – the total cost of fares, registration and accommodation for Janet Lawson’s attendance noted, previous Executive had already agreed to this in principle. It was agreed that it was important to have a presence at this international conference and that maximum benefit should be gained by Janet reporting back including a presentation to NZTA, actively networking and promoting next year’s walking conference (date needs to be confirmed before alWalk21), looking for possible speakers and documenting walking initiatives in New York.

Agreed that there should be a more robust policy on representation at future conferences, especially Walk21.

ACTION: Daphne to develop a conference attendance policy for the Executive to consider at next meeting.

Financial Report

Andy has considered moving accounts to a NZ owned bank and recommends Kiwibank as it can offer the banking services required.

Resolved: (Andy, Peter, carried)

That the June and July 2009 accounts be adopted, and moving to Kiwi Bank be followed up.

General Business:

Safer journeys: Peter queried whether Living Streets had been consulted on Safer Journeys (consultation document to be released on 19 August). Confirmed that this is the draft road safety strategy to 2020 and that Living Streets was consulted as a stakeholder. There will now be an opportunity to make further submissions (close 2 October 2009).

Road User Rules Amendments:  Noted that these come into force on 1 Nov 09 and that there are opportunities for Living Streets to promote changes relating to pedestrians and footpaths, and roadsides.

Cycling Conference November 2009: Peter will be presenting two papers  – including one on conflict on shared paths. Living Streets has also been approached about cooperation between walking / cycling.

Meeting closed: 7.05pm