Meeting opened 7.30pm, by teleconference

1. Present: Graeme Lindup (GL), Tom Halliburton (TH), David Hawke (DH), Stephen Wood (SW), Lyneke Onderwater (LO), Ash Holwell (AH), Elaine Richardson (ER)

2. Apologies: Don Babe (DB)

3. Review of minutes

February Committee meeting: all actions complete. 

• Comments on February Chainlinks with experimental use of webfeeders: DH reported no negative feedback from Spokes Canterbury; LO noted a dislike of webfeeders.

AGM: No action points arising except carry-overs around Rule 5.3 and Supporting Organisations fees (see Action points 1 & 2).

 

4. Financial reporting

4.1 Budget

• Profit & loss PDF attachment couldn't open due to website bug (Action point 4); GL to forward PDF to Committee by email (done during meeting).
• DB, ER & GL to arrange get-together (Action point 3).

4.2 Updated budget

 

• Payments to volunteers: TH noted his concern that CAN is paying people to do otherwise voluntary tasks (especially around Chainlinks).
• SW responded that payments were originally put in place to get people to put their names forward.
• ER noted that (on the whole) honoraria aren't currently being claimed.
• Conversely, AH noted that it is a powerful thing for CAN to be able to pay people to do tasks it sees as important.
• LO thought that honoraria could be financially important for people on low incomes.
• DH reported no strong views either way.
• SW stated that scale of scheduled payments is a half-way house, with professional fees (especially Chainlinks layout) a lot higher.
• Campaigning: GL pointed out that there is nothing yet budgeted for this.
• Adoption of budget: Aim to have this done at next meeting (Action point 5). 
• GL will be meeting the donor next week, and providing him with the draft budget (using a version with his contribution set to zero, so that he can see where he fits in).

ER left meeting at 8.26pm

 

5. Strategic directions

5.1 Summary of CAN-Do sessions & follow-ups

• Belinda (CAN volunteer) is proposing an ILM approach; no-one on the committee has experience on the efficacy of this method (Action point 6).

 

5.2 Committee get-together

• Combine CAN-Do follow-up with Committee get-together weekend, and do this as a replacement for the regular June committee meeting; need to decide on a weekend. Travel costs to be paid.
• TH proposed retreat centre at Silverstream as an affordable option; full catering is available.
• LO noted that facilities at the Quaker Centre in Whanganui would be cheaper, but agreed that the cost to get there would be higher than Silverstream.
• See Action points 6,9,10,11,12

 

6. Staffing issues

• GL will give PM his draft employment contract next Tuesday when in Wgtn. The contract will run to June 2014, at 20hrs/week and the hourly rate the same as he has been on for current six month contract.
• TH noted that something could come out of the Committee get-together weekend (eg a particular short-term project) that might conceivably increase hours within a particular month.

 

7. Default decision making

• Note for new committee members: recent CAN-related email traffic has been above average!
• In general, a lack of comment on a particular issue means no objection and that the proposed action is ok by other committee members. (It is therefore important for committee members to make a comment if they don't agree with a proposed action, or aren't sure.)

 

8. Situations vacant

• GL has asked Belinda & PM to go through the list of people who have ticked the "volunteer" box, & match with the jobs that need doing.
• SW emailed the person who had offered to do website volunteering, but no response so position still vacant.

10. CAN projects

10.1 Making the journey safer (RST)

• April report attached to Agenda, but Jena's update didn't arrive for the meeting.  A copy now attached.
• Jena has been talking with trucking company Toll Holdings; she is also busy developing resources.
• Anyone with questions about the project can email jena@can.org.nz

10.2 MOT Safer journeys

• GL has fwded an email from MOT requesting nominees; GL has put forward Glen Koorey's name as the expert for the advisory board and Jane Dawson for the CAN contact person..

10.3 Winter campaigning

• We should not do much before the June meeting, but GL to ask PM to put together some preliminary ideas (Action point 6).
• TH suggested that local groups should be asked to nominate an issue from their area that allows synergy across the country. Should aim to pick something reasonably likely to be a winner (so not speed limits!).
• SW, AH, LO all supportive of picking up local issues.
• AH also suggested a different annual campaign area each year.

 

12. Proposals and findraising

12.1 Workplce bikeability

• GL will see PM next week (Action point 6).

15. Chainlinks

• SW & DH to work together on changed "Box 2" and its duplicate at front of June Chainlinks (Action point 13).
• Claire Pascoe is going overseas at least short-term and very likely for longer; not available for the next issue (at least). Committee agreed to send appreciative letter (Action point 8).

16. Cross-party Cycling Group assistance

• GL waiting to hear from Kevin Hague (Action point 7).

17. CAN-Do feedback

• Feedback gathered by Belinda should be most useful for the organisers of the next CAN-Do.
• DH to draft letter of appreciation to CAA (Action point 8).

18. Group support information from PM

• GL noted that this information comes from PM prior to every committee meeting.
• GL talks with PM every Tuesday by phone.

19. Website

• SW reported a few bedding-in issues since change to new provider, but these have been addressed quickly (although we pay for this service).
• SW emphasised that he needs to know any website issues discovered by committee members, so they can be attended to.

20. Anything else (no)

Meeting closed 9.32pm

Action points:

	Item	Comments	Done
1	Put line in budget for income from Supporting Organisations (ER)		Done.
2	Notice of Motion from Nelson CAN-Do re consultation with Supporting Organisations about sliding scale for subscriptions (Committee)	On-going action, in preparation for next AGM	Ongoing.
3	Get DB up to speed on financial status (DB, ER, GL)	Skype call Monday with Elaine, Don and Graeme.  Elaine to do some stuff at Kiwi Bank next.	Done.
4	Access financial report PDF from website, & report result to SW (Committee)	In light of difficulties during meeting	Keep & and / out of PDF file names to be attached to posts in website.
5	Draft budget for 2013/14: GL to post drafts on website for Committee comment	Aiming for approval at next Committee meeting	To be done at August meeting
6	List of tasks for GL meeting in Wellington next Tuesday: Meeting with donor Tell Patrick about plan to invite regional chairs to Committee get-together weekend Talk with Belinda & PM about possible programme for Committee get-together weekend, and ask PM to fwd to DH to incorporate in draft email (which DH will then send back to PM to fwd to regional chairs) Talk with Belinda & PM to find out more about the ILM method for progressing strategic directions (proposed for Committee get-together weekend) See if PM has any ideas for winter campaigning, to take to Committee get-together weekend Ask Belinda/PM to go through list of people who have volunteered & match up with jobs that need doing (including website - position still vacant) Ask PM for update on Workplace Bikeability  Give PM his draft employment contract; note possibility of extra project-related hours as outcome from Committee get-together weekend	Didn't get time to cover campaigns, volunteers, workplace bikeability.	Mostly done.
7	Contact Kevin Hague re assistance with Cross-party Cycling Group assistance, if Kevin hasn't made contact by end of Friday 17 May		Now with Jane Dawson to pursue.
8	Email drafting to be done by DH then fed to GL for sending: Claire Pascoe, thanking her for contributions to Chainlinks (& cycle advocacy generally) CAA, thanking them for their efforts putting on CAN-Do	Drafts sent 20 May.  Emails sent to Claire and CAA 21 May.	Done
9	Email drafting to be done by DH then fed to PM for sending: Invites to local chairs to attend Committee get-together weekend (to include draft programme from Action 6)		Done
10	Enter constraints for June Committee get-together weekend timing on meeting planning page of website (Committee)	To be done by end of Sunday 19 May	Done
11	Obtain more detailed information on Silverstream venue, as potential site for Committee get-together (TH)		Done
12	See if someone from Northland able to come to June Committee get-together (AH)		Not done
13	DH & SW to email each other over changes to Box 2 in CAN-Do article in June Chainlinks	URGENT	Done