AILA National Council Meeting 123 Minutes 8 April 2014, Teleconference Mark Frisby (MF), Andrew Turnbull (AT), Shaun Walsh (SW), Liesl Malan (LM), Julie Marler (JM), Andrew Turnbull (AT), Fiona Eddleston (FE), Suzanne Moulis (SM), Daniel Bennett (DB), Jerry de Gryse (JDG), Greg Grabasch (GG), Shahana Mackenzie (SMK- CEO), It is noted that the Minutes consistently refer to the term National Council below which is the preferred internal organisational term used by the current AILA Board. 5:30pm Teleconference AEST 1 Attendance: SMK, MF, SW, AT, GG, LM, DE, FE, JM, JDG Apologies: SM 1.0 Matters arising from Previous Minutes Outstanding Actions Action 021013-01: Distribute the AGM meetings minutes and review and absorption by the National Council. Action181013-10: MF and PW to examine systems of electronic distribution of matters to be decided as flying minutes between scheduled National Council meetings, ideally with a secure cloud based system or similar Action181013-22: Membership Portfolio to work with PW to prepare proposal for updated membership survey of AILA Members. Action181013-23: PW to investigate option for monthly direct debit for membership levies to be implemented in time for next year annual membership levies. Action181013-24: Immediate actions are to be undertaken by National Council to retain and increase membership: - Promotional push for existing members to recruit new members; - Lapsed members: waive the re-joining feeand balance subscription fee pro-rata; - For membership in arrears extending the period of non-payment until Christmas; Status at 8 February SMK to work with SW to organise minutes secretary to generate minutes from transcript Options being considered 1 the non-standard southern states are now back in alignment with normal time at Queensland Secretary s privilege to make smart remarks like this and also good to see if everyone is reading the minutes! 1 P a g e
Outstanding Actions - Promote the Student Membership categories; and - Focus on Special Consideration membership concessions which the National Council would be happy to consider for specific members. Action181013-25: A National AILA Fresh Sub Committee be formulated with reps from the states and it also become a standing Agenda item on National Council meetings. Action181013-29: National Council endorses the use of Social Media by National Council Sub Committees and State Groups. DB is to develop Social Media Protocol outlining its use and management. Action181013-30: Communications Portfolio is to develop of Nationally Coordinated Events Calenders with assistance of PW and States. Action181013-31: SW to proceed with implementation of Project Plan for Constitution and Governance Manual Review with first step call for members for Sub Committee including external representative. Action181013-32: PW to include under review on existing Constitution and Governance Manual and an additional tab to be added to the website with the Project Plan Action181013-34: Commitment to preparation of National Conference Plan to inform and plan for future conferences to be further considered by Profile Portfolio. Action181013-36: JG to work with Profile Portfolio to review National Awards including categories and formats for consideration to future National Council meeting, to be rolled out subsequent to 2014 National Awards. Action181013-38: LM to amend process for Fellowship Selection to include engagement with states Action 121113-40: AT and PW authorised to release funds from Term Deposit for cash flow continuity in April / May 2014 as generally forecast in budget planning Action 261113-41 LM to arrange for appropriate correspondence to be forwarded to state presidents and state managers about the discretionary waiving of late fees for members who have not renewed to assist in ongoing retention of membership Action 261113-44 Profile Portfolio to arrange for the distribution of the draft Social Media Policy to state chapters for review. Status at 8 February Updated Project Plan tabled 8 February 2014 2014 Awards have been resolved. Review commenced Membership Portfolio reviewing all membership process with CEO 2 P a g e
Outstanding Actions Action 261113-45 AT to summarise findings of Organisational Review for distribution and consideration by each Portfolio in the preparation of their Terms of Reference and Action Plans. Action 101213-48 Profile Portfolio present the Social Media Policy to the February National Board meeting for endorsement following additional review period Action 101213-47 SW to advise ACT State Chapter that use of proxies at the ACM are appropriate, with format to be issued by the National Office Action 101213-49 Profile Portfolio to refine the 2014 National Awards program to ensure coordination with state awards Action 290114-51 AILA to advise University of Canberra of the outcomes of the accreditation review with the CEO to assist in a quality communication processes to all stakeholders Action 080214-53: SMK and SW to prepare brief and seek proposals for Content Management System for further consideration of the Board. Action 080214-54: SMK to engage services of HR / IR services to investigate processes for implementing organisation restructure. Action 080214-55: SMK to further develop revenue sharing funding model, amended roles and responsibilities and implementation for further consideration by Board in time for 14/15 financial year. Action 080214-57: AT to work with SMK to develop terms of reference for sub-committee for FRAP and then proceed with calling for participants Action 080214-60: Education Portfolio work with SMK to develop terms of reference for subcommittee for CPD and then proceed with calling for participants Action 080214-61: SMK to work up proposal for National Landscape Festival in October 2014 with assistance if JDG and JM Action 080214:62 SMK to advise NT and Tas members they can enter the National Awards Action 080214-63: SM work with SMK to develop terms of reference for working group for Award Categories and then proceed with calling for participants Action 080214-64: Profile Portfolio to work with SMK to develop terms of reference for Advocacy Sub Committee and then proceed with calling for participants Action 080214-65: Membership Portfolio and SMK to work with LM to develop terms of reference for Status at 8 February 3 P a g e
Outstanding Actions Membership Sub Committee and then proceed with calling for participants Action 080214-67: SMK to resubscribe to WIKI for archival access. Action 080214-68: FE to work with SMK to prepare a Diversity Policy for AILA for presentation to a future Board meeting. Action 080214-69: SMK to provide clarity about roles / hierarchy of working groups, task groups and sub committees. Action 080214-70: SMK to be provided with financial delegation of $10,000. Action 080214-71: SMK to investigate alternative office premises in Canberra for National Office relocation. Action 040314-72: Education Portfolio to commence Accreditation Review and Academic Leaders Forum with further input from the National Council Executive on format and deliverables Action 040314-73: CEO to proceed with Office Restructure Action 040314-74: Membership Portfolio to proceed with Implementation of amended Student Membership Policy Action 040314-75: SW to Commence implementation of Constitutional Review as per Project Plan and Terms of Reference Status at 8 February Education Forum has been organsied 1.0 Previous Minutes Moved by SW seconded by AT to ratify the draft 4 March meeting minutes. Endorsed by all In addition following the 4 March meeting the following items were decided by email correspondence as Flying Minutes: AILA endorse the selection and procurement of the IMIS Membership System by the CEO (distributed 12 March). Moved by MF AT seconder. Endorsed by all AILA Proceed with relocation to the Gallery of Australian Design at 49 Jardine Street Kingston with the CEO to enter into commercial lease terms (Distributed 12 March) Moved by MF AT seconder. Endorsed by all AILA Endorse the National Membership Committee Terms of Reference and Committee Members (Distributed 25 March 2014). JM moved and seconded by FE. Endorsed by all 2.0 Knowledge and Education Portfolio Submissions 2.1 NSW LAPP 4 P a g e
Endorse the formulation of the NSW Lapp with the members as listed in the report distributed with the Agenda. Moved by MF seconded by SW. Endorsed by al as bulk review of supported motions at commencement of meeting. 2.2 Deakin Accreditation Review Endorse the Accreditation On-0Line Review Report being provide to Deakin University (noting that the interim online review was not to determine its continued accreditation status). Moved by MF seconded by SW. Endorsed by all as bulk review of supported motions at commencement of meeting. 2.3 Education Survey Discussion on the quality of the data from the Education Survey and who valuable the data and the commentary is to inform our future programs MF and SMK also discussed about the Education Forum which is progressing well and high level participation form Education Institutions across Australia. 2.4 CPD TOR and Members Endorse the National CPD Committee and Terms of Reference as distributed with the Agenda. Moved by MF seconded by SW. Endorsed by all as bulk review of supported motions at commencement of meeting. Action 080414-76: CEO and Knowledge and Education Portfolio commence National CPD Committee 3.0 Organisation and Administration 3.1 Funding Allocations SMK discussed the proposed funding allocations as per distributed material. Proposal is to stage the funding allocation over coming years. SMK also referenced the budget modelling, but noted that it assumed a conservative membership growth. Anticipated that membership growth could be anticipated in Year 2 following our new initiatives. SMK also outlined how the IMIS Membership System is funded by equitable distribution of state funding. SMK also noted that the proposal was really about a funding and distribution model AT noted that this model also required centralisation of accounts to National Office to provide efficiencies. SMK also referenced the recent successes in partnership funding. Motion to endorse the revise revenue sharing model and account management as distributed with report. DE moved and LM seconded the motion. Endorsed by all. Chapters are to be informed about new approach. Action 080414-77: CEO and AT to roll our new Revenue Sharing Model and Account Management in full consultation with state chapters 5 P a g e
3.2 FRAP TOR and Members SW requested an amendment to the Term of Reference as distributed with the Agenda to include an additional role for FRAP to provide advice on investment accounts. This was supported. Motion to endorse the formulation of FRAP and its Terms of Reference as distributed with the report, with amended role to include advise on investment accounts. AT moved, MF seconded and endorsed by all. Action 080414-78: CEO and AT Commence FRAP Committee 3.3 Chapter Update (Budget / Staffing) SMK outlined her process to prepare a National Budget integrated with the state chapters. As this was a new initiative she is progressing through issues and topics raised. SMK also took the opportunity to note that she is in discussion with the NSW State Manager about role changes and future responsibilities. 3.4 May Council Meeting Update MF outlined that the 30/ 31 May meeting is to include a governance training module delivered by Institute of Company Directors for Board members with invitation extended to SA State Executive. SMK will distribute more information closer to the date. 3.5 Centre for Landscape Architecture SMK outlined a stretch idea for a Centre of Landscape Architecture for offices and display area at the Arboretum in Canberra which has gained traction. Further discussions underway to inform any feasibility study. 4.0 Profile and Advocacy 4.1 Awards Review Taskforce TOR and Members SMK referenced the attached papers but noted it required further refinement. A revised paper will be redistributed when completed for discussion and decision. No decision at this meeting. 4.2 Festival Location Submission 2015/2016 Endorse the Festival of Landscape Architecture locations at Melbourne in 2015 and Canberra in 2016 to coincide with 50 th Anniversary of AILA) Moved by MF seconded by SW. Endorsed by all as bulk review of supported motions at commencement of meeting. Action 080414-79: CEO to communicate decision to members for locations for Festival of Landscape Architecture in 2015 and 2016 6 P a g e
4.3 LAA Editorial Panel Endorse the formation of a National Council to form a Landscape Architecture Australia Editorial Advisory Panel in accordance with the Terms of Reference distributed with the Agenda. Moved by MF seconded by SW. Endorsed by all as bulk review of supported motions at commencement of meeting. Action 080414-80: CEO and Advocacy and Profile Portfolio commence LAA Editorial Advisory Panel 4.4 Brand Strategy SMK noted that the findings of the Brand Strategy would be incorporated into the ACAP in the lead up to the May meeting for further deliberation. 4.5 SERA Network Representative JDG noted that the Profile and Advocacy Group had nominated Zoe Metherell of Victoria as the AILA rep to SERA. JDG noted that other applicant was also of a very high caliber. 5.0 Membership and Services 5.1 WA Fellow Applications Endorse the WA Fellowship applications as distributed with the Agenda. GG moved and JM seconded. Endorsed by all. Action 080414-80: CEO and Advocacy and Profile Portfolio commence LAA Editorial Advisory Panel There was also discussion on the Fellowship Selection process. It was moved that the Membership and Services Portfolio to further review the Fellowship Membership criteria and process to address specific concerns. (this items is already addressed in Action Item 181013-38 as above) 5.2 IFLA Update GG provided an IFLA update. He noted improvements to the IFLA Asia Pacific website to increase profile. He was attending forum in late April. He will provide update at May meeting with a focus on how AILA member can extract better value from the relationship with IFLA. 6.0 Reports 6.1 CEO Report SMK referenced the CEOs Report. All good. Moved by MF and seconded by JM to endorse the CEO report 7.0 General Business 7.1 Australian Design Alliance (ADA) 7 P a g e
SMK noted need for representative on the ADA. MF asked for suggestions. Moved MF, seconded SW that the Advocacy and Profile Portfolio Team to be delegated responsibility to appoint representatives. Action 080414-81: Advocacy and Profile Portfolio appoint delegate to the ADA 7.2 Festival of Landscape Architecture JDG asked for information on the organisation of the Festival. SMK referenced that planning is well advanced: to be presented at May meeting 8.0 Next Meeting Next meeting will be 30/31st May in Adelaide. Informal meeting may be conducted prior to then to discuss outcomes of the Education Forum. Meeting closed 6:51 pm 8 P a g e