Start made on minutes

Opened 7.35pm by teleconference

Present: Don Babe (DB), Stephen Wood (SW), Tom Halliburton (TH), Graeme Lindup (GL), David Hawke (DH)

Apologies: Lyneke Onderwater (LO)

3. Review of Minutes

• Sliding scale for supporting members ongoing (Action point 1)
• Difficulties around accessing financial information: resolved, noting that it is important to avoid strange characters in file names when uploading to website
• List of volunteers (Action point 2)

4.  Face-to-face (FTF) committee meeting

4.1 Date & venue 

• Date agreed as 24/25 August, in Wellington. Meeting is just for the Committee (plus Belinda as facilitator).
• Attendees to get to venue by 6pm Saturday (to allow for preliminary socialising); formal work set down for Sunday, then leave later Sunday.
• Potential venues: Sustainability Trust office or Kennett Bros office, from Saturday evening to sometime Sunday afternoon (Action point 3).

4.2 Agenda: GL will start putting together the agenda (Action point 19).

4.3 Timescale for Belinda

• Meeting agreed that she should aim toward a medium term strategic plan.

5. Financial reporting

5.1 Accounts

• Accounts payable presented for payment - approved (DB/DH)
• DB thinks there will be no problem lodging draft accounts in time for December deadline with Charities Commission. He will also talk with the auditors about when they expect to do the audit, and any likely requirements.
• Regular payments (GST, PAYE, rent, PM's salary) to end of financial year - approved (DB/DH)

5.2 Draft budget

• Discussion in detail left until FTF meeting. Committee to pose questions in the interim.
• DH to post draft budget on bottom of meeting minutes (Action point 4)

5.3 Financial approvals

•  DB to look at Rule 10.3 to make sure that we are compliant, then bring any issues to the attention of the committee (Action point 5).

5.4 Payments while DB & ER away

•  ER will put PM's salary on automatic payment, then make any necessary adjustments later.
• Other foreseeable payments - approved as above.
• SW, JD & AC have bank a/c access & can make payments if needed urgently.

6. Staffing issues

• PM has signed his contract, now waiting for GL to sign. Committee approved GL to sign (GL/DB).
• DB asked if PM's salary has been benchmarked recently - apparently not, although a payrise has just been put through (Action points 6, 7)

7. CAN External Policies

• Cycling Conference Funds & High-Vis Clothing policies have been sitting at provisional for some time; the Cycling Conference Funds policy is important for the auditors.

7.1 Cycling Conference Funds policy

• Last update in March 2013. DB noted that this Fund is like a Trust relationship; he will look at the policy to make sure it doesn't have unforeseen consequences (Action point 8). 
• Look to approve at FTF meeting; any queries meantime to jane@can.org.nz

7.2 High-Vis clothing policy

• Policy adopted (DH/SW)
• Next step is to archive etc. GL will do this, & talk about a media release with PM (Action point 9)

8. Deputy Chair - roll over

9. Action items from Wellington meeting

• GL has emailed JD & Maria - nothing yet. Article for Chainlinks from Maria - SW will conact her & advise her of timeline (Action point 10)
• Sending Minutes: in future, make Cttee Meeting minutes public except for when the meeting goes into committee. GL to email Phaedra (who is on Google Group) & add her to CAN Core group (Action point 11). SW will provide DH with email link to circulate Mintues (Action point 12). [The secretary got a bit tangled up here!]

10. CAN Projects

10.1 RST

• June report attached to this meeting's Agenda. Jena & Julian are presenting to Transpower in Taupo 10th July to a H&S BBQ. (Note that it was a Transpower vehicle invovled in a local high-profile fatality)
• People can email Jena with queries jena@can.org.nz

11 Fundraising

11.1 Fundraising by Patrick

• PM has done some fundraiser training; perhaps put this into practice?
• This would be at the expense of something else, and DB noted the healthy balance sheet.
• However, SW asked what might happen after the end of the RST funding - do we need to start looking ahead? This could be part of the strategy component of the FTF meeting
• GL to ask PM his views on spending more time on fundraising in time for the FTF meeting (Action point 13).

15 Chainlinks

15.1 Next issue

• Deadline for October issue is 21 August. SW will be doing Claire's job meanwhile.
• DH will expect to draft something for that issue during the August FTF meeting weekend (Action point 14); SW said space will be kept for the article

15.2 Distribution of hard copies

• TH suggested that members should opt in for a hard copy, rather than opting out as at present. This could be done at membership renewal; SW will discuss with AC (Action point 15), and at the same time ask about allocation to CAA & CAW. (CAA said they got too many last time.)

 16. 2014 CAN-Do & AGM

• Leave until FTF meeting

17. CAN membership of sister organisations

• Make a list of subscriptions paid, for FTF meeting (Action point 16)

18. Website

• Training opportunities will be provided to Committee members at either end of the formal FTF meeting

19. Phone conferencing options

• Meeting noted that skype didn't work last year
• TH suggested "To Talk" as an alternative; DB said that both he & ER use this at work but that it uses an internet telephone (Action point 17)
• Any potential new system needs to be tested separate from an actual committee meeting

20. NZTA Community Road Safety Fund Advisory Board

• This is the successor body to the RST
• Hank Weiss has noted that the AA is on this - why not CAN? The current membership is rather unbalanced
• GL will talk with Gerry Dance at NZTA as to who was chosen for membership and why - also whether CAN could or should be involved (Action point 18)

 

 

SW noted the value of cancellation insurance - Air NZ paid up after cancellation of Wellington meeting

Meeting closed 9.45pm 

Action points:

		Comments	Done
1	Sliding scale for supporting members (ongoing roll-over)
2	Post the list of volunteers (presently shared by GL & Belinda), & match with current vacancies (GL)	Current list of Vols attached below as a PDF.  To discuss with Belinda on how to do the matching.	Underway.
3	DH to email PM, asking him to organise FTF venue	PM has organised Kennett Bros office, 5 Bond St	Yes
4	DH to post draft budget on bottom of meeting minutes	Done	Yes
5	Check compliance with Rule 10.3, & report back in time for FTF meeting (DB)
6	GL to sign PM's contract, send copies to ER & PM plus schedule to DB (see #7)	Sent them.	Yes
7	Benchmarking PM's salary: DB to ask his contacts (see #6)
8	Check provisional Cycling Conference Funds policy for unforeseen issues (DB)
9	Finalise High-Vis Clothing policy, & talk with PM about media release (GL)	Policy now finalised and PDF made, checked by Glen. Put into FB sometime ago.	Done
10	Advise Maria of timeline for Chainlinks article (SW)	Claire's CL email forwarded 18th July.	Yes
11	Provide DH with email link to circulate Cttee Meeting Minutes (SW)
12	Email Phaedra & add her to CAN Core group(GL)	Added most of the local group chairs in there.	Yes
13	Ask PM for his views on allocating more time to fundraising (GL)	Discussed, he would like to do more. We would need to formally change his work scope to give him guidelines on how much time to spend on it etc.	Yes
14	Draft Chainlinks article from FTF meeting for October issue (DH)	Added article into Claire's list.	Yes
15	Discuss with AC the Chainlinks allocation to CAA & CAW, and about implementing an opt-in for hard copies on membership renewal forms (SW)	SW emailed AC 12/7
16	Make list of subscriptions paid to sister organisations (Living Streets etc) (DB)
17	Explore To Talk options as a cheaper option for committee meetings (DB)
18	Explore CAN membership of Community Road Safety Fund Advisory Board with Gerry Dance (GL)	Phoning him Tuesday 20th Aug to discuss.	Underway
19	Agenda for next committee meeting in Wellington to be started (GL).	Up on the website.	Done