BOARD MEETING MINUTES 28 February 2018

LOCATION: Skype

PRESENT

• Rex Williams: Chairperson (Christchurch)
• Claire Sherrington: Secretary (Hamilton)
• Michael Cosgrove:  North island regional board member
• Jon Dean:  South island regional board member
• Katrina Duncan: North island Regional board member
• Will Andrews: Management Executive Team (MET) 
• Jo Mackay: (MET/2017 Bike Expo manager)
• Richard Barter (Notetaker)

• Paul Shortland: Treasurer (Auckland) Joined at 8:00 pm

Apologies:

1. Opening and attendance

Opened at 7:35 pm

Confirmed Minutes of the last meeting.  Moved Michael, 2nd Jon.

2. Matters arising 

• Katrina has ideas for a membership drive. 
• Claire had a regional programme case meeting with NZTA; she will cover off contact with the team.
• Katrina has been reviewing the latest documentation for the National Cycling Education Programme.

3. Health and Safety 

• Patrick is riding again on the Tour Aotearoa - in Reefton tonight.
• Rex, if we indeed are a volunteer organisation, the requirements on us are not as high as a for paid org.

4. MET report

- MET 

• Rex suggested congratulating Patrick for doing so well getting media spots, and he has gone from good to very good.

• Katrina suggested going into partnership with a major cycle chain, and this could be a job for Nick Miller.
• Paul suggested Will met with Olivia from Bike Auckland the next time he is in Auckland.

- Bike Expo items: Krissy's contract, CAN volunteer, dates (Jo). 

• Rex moved that the contacts be signed (by Chair), Claire 2nd Agreed. Any queries from to be made by midday tomorrow.
• Mid October (13th-14th) date is now available for V-Base. Agreed that date can be announced.
• Don Babe has asked for news, and Rex will provide an update.
• Will suggested that Cycling NZ is asked to ask their members to join CAN. They have around 6,500 members.
• Will has documentation for insurance if anyone wants to look at that.

- Pitch document

- CAN DO 2018  

• Jo is looking after this. Sports Manawatu (Phil Stevens) is happy to host CAN DO. Targeting the 29th Sunday, July before 2Walk&Cycle conference.
• Rex suggested thinking about a face to face Board meeting on the Saturday 28th 5:00 pm then a meal afterwards.

- STR

• Richard spoke to the STR Report.

5. AGM planning 

• Jon said the CAN rules mean the AGM must be held by the 30th June. Financial Annual Return needs to be in during the 2nd half of the year, and it would be good to move the AGM to sync with this. 
• The AGM can be done by skype along with booking a room. 
• A suggestion was made that the AGM be opened in June, then adjourned till the 28th July.
• Jon will investigate a 2 stage AGM.

6. Financials 

• Payables: Conference - Jan and Feb, STR - Jan and Feb: Paul moved that the payments are approved. 2nd Claire. Agreed.
• Clarify by end of July who owns the money in the CAN Conference account and what CAN's responsibility for the 2Walk&Cycle Conference should be. 
• Paul suggested that the Conference Committee reports to the CAN Board at its next meeting with a solution to the above issues. Will to ask Jane Dawson to prepare a report (including draft conference budget) that will outline an agreement between CAN and the Conference Committee that deals with CAN's exposure to risk.

7. Review action items

8. Other business 

• Barb Cuthbert to represent CAN at CWANZ - Will to ask Barb to talk to Rex about this.

• Katrina has ideas for a membership drive. 
• Claire gave a verbal report on a regional programme case meeting with NZTA. 
  • Road Safety forum is to be held on 9th April. The primary audience is local Councils.  Following Trafinz 15 priorities. 
  • Two papers to come out on safety and speed management for the Road Safety forum 
  • The stage 2nd GPS consultation starts at the end of the March. 
  • Regional speed management plans are being developed for Waikato, Auckland and Canterbury.  
• Katrina has been reviewing the latest documentation for the National Cycling Education Programme.
• Michael asked about whether or not CAN should be providing professional services rather than giving away IP on event delivery at a Perry Event in Cambridge. Jo suggested CAN could be a partner, so CAN gets something out of it.

1X. Next meeting.   28th March 2018 at 7:30 pm

1X. Meeting closed at 9:30 pm