NZSTA

Minutes of Executive Council Meeting

March 2013

Date: Monday, 4th March 2013

Time: 9.15 am

Location: Parnell Office, Auckland

Members Present: Helen McLauchlan (HM) (President), Chair Person

Clare McCann (CMC) (Professional Standards)

Lucy Greig (LG) (Member Networks)

Philippa Williams (PW) (Professional Development)

Sara Moore (SM) (Communications)

In Attendance: Gretchen Wade (GW) (Administrator)

Claire Linthwaite (CL) (Administrator, Members-Affairs & minute taker)

Apologies: No apologies

1. / Welcome / Who
Sara opened meeting with Karakia.
Helen pointed out that due to various reasons a strategic planning meeting had not been held in early 2013. Suggested that we allow time for a discussion around strategic planning during this meeting. / SM/HM
2. / Approval of Minutes from previous meeting
Previous minutes had been approved electronically by HM and have now been uploaded to the website.
Motion: That the minutes from the December 2013 meeting be accepted
Moved: HM
Seconded: CMC / HM/CMC
3. /

Matters Arising from last meeting

·  PD event in May – gift policy to be discussed
·  LG asked if update on letter previously querying an ethical issue. CL responded that yes this had been completed and sent. There had been no further correspondence.
·  CMC – suggested we need an “apologies section” at the top of minutes and also to note if there were any changes in attendance (arriving late or leaving early).
·  PW mentioned potential to circulate reports earlier to monitor consistency. Further discussion under general business.
Moved: HM
Seconded: PW / HM
4. / Correspondence
·  Invitations – to be discussed in HM’s report / HM
5. / President’s Report
Thanks all for support during recent bereavement leave & especially to PW & CM who stepped into acting president role.
·  New journal. Additional copies will be sent to the National Office and will be sent out individually as renewals arrive throughout 2013. Obligations to publishing/copyright - GW/CM sorting out.
·  Office/Admin Share – to be discussed in CMC’s portfolio. Will announce to members when we have legal contract complete.
·  HM to meet with Stephanie Stokes Thursday at NZSTA office. – update on University of Canterbury and discussion regarding plans
·  Conference attendance – HM invited to Ireland (April), CASLPA, (April) and IALP, (August) Turin. She asked if any EC member is going to those independently. HM planning to attend SPA – in June, Gold Coast. IALP in Turin is important for us to go to or be represented at. SPA will be going. Potential for MRA face to face meeting to be scheduled during IALP meeting. LG to put suggestion out to Members via area meetings to ascertain the view of members regarding international representation. GW to reply to CASLPA, ISLTA and IALP
·  Resignation from Adele – Letter received. Adele had baby girl in February.
·  Maori and Cultural development portfolio vacant position – HM has circulated Adele’s resignation letter. There was discussion about whether the person needs to be an SLT. Auckland-based person would be better so can form relationship with local iwi. Do they need to be Māori? Will contact all current members who have identified as Maori to see if they would like to take on the role. – HM will be contacting them. CL to forward contact details to her.
·  CMC stepping down after 5 years and is seeking a replacement portfolio holder. She will stay on as needed to bring new person up to speed.
·  LG & SM – both need to be re-elected this year for another term. Both considering whether to stand for re-election. HM noted we need to be active in our succession planning. SM – will put together a piece for Communication Matters & Exec Update advertising roles – by Weds 6th deadline
·  Global year of Communication is now called the International Communication Project. HM, Dean Sutherland and SM continue to be involved in the teleconferences for this.
Motion: That the President’s report be accepted
Moved:HM
Seconded:CMC / HM
6. / Review of Portfolios
A / Professional Standards
·  Ethics working party – pleased to see people volunteering for this. Heather Drysdale has agreed to be project lead. CMC is keen to remain on working party even after leaves EC. CL/GW will be able to support on this. CMC will update them on this role.
·  PAC - Updated on Colette’s move from Auckland to Christchurch – She will continue in her role as the PAC Chair
·  MRA – teleconference in 2 weeks time – received application from SASLHA (S Africa) association to join.
Motion: That the Professional Standards report be accepted.
Moved:CMC
Seconded:SM / CMC
B / Professional Development
·  NZSTA Professional Development Event Registration open
·  CL to contact Tainui contact regarding formal opening and closing of event. PW to discuss with MOE regarding potential local contacts.
·  Teleconference re 2014 Conference –had first Conference Planning Committee meeting, next one Thurs 7th March – currently consulting membership re themes and potential speakers
·  Grants/Awards – Clinical Directors from the university programmes have provided comments on the Field Supervisor Award. This is to be finalised by the EC. Closing dates for NZSTA grants and awards to be highlighted in EC Update to members
·  Marion Saunders award – award list & profiles needs to go into Communication Matters – by June 9th(winter edition) SM to take responsibility for this
·  Topics for 2013 Clinical Issues have been decided: Voice and Fluency. PW to finalise speakers and dates and inform members
Motion: That the Professional Development report be accepted.
Moved:PW
Seconded:HM / PW
C /

Communications

·  Website – SM has names of members interested in contributing to Website working party, will need input from administration staff. Teleconference/web conference to discuss.
·  Review of rates for job averts on website. Agreed to change rate to $175 including GST. Need to ensure our pricing for advertising is consistent. Should be considered along with the PD Events policy to make sure not doubling up with work on this. SM to look at current PD advertising policy now up on line and liaise with PW about this.
·  Awareness Week – 16-20th September 2013. Working party required.
Motion: That the Communications report be accepted.
Moved:SM
Seconded:LG / SM
D / Member Networks
·  Mentoring – to be included in strategy discussion.
·  Membership Fees – for discussion.
·  Due to take parental leave in July 2013 and will consider ability to continue after this period. LG in discussions with Area Reps regarding possible cover for maternity leave and potential successor to portfolio.
Motion: That the Member Networks report be accepted.
Moved:LG
Seconded:PW / LG
7. /

Review of Office

·  Renewals – asked to compare to previous years’ numbers. Can we look up and put together in a chart – CL to undertake
·  A discussion about the Associate Membership fee to match Full Membership fee – will need to go to AGM.
·  Return to practice: More discussion needed with regards to working party discussion outcomes and rewriting of member guidelines.
·  Financials discussed.
·  Discussion regarding credit card charges. It was decided that all credit card fees would be passed on to members rather than the NZSTA incurring a loss.
·  Change names on credit card account names on financial papers
·  Valuation of Resource Library contents –– anyone keen to volunteer for 10 hours, would be given a $200 Westfield voucher, possibly a student member. To go in next EC update
Motion: That the Office Report be accepted.
Moved:GW
Seconded:HM / GW
8. /

General Business / Other Matters for Discussion

·  Extension of lease– Expires in June. Agreed that we will commit to a 2 year extension. CMC to contact Barbara (landlord) introducing Helen for renewal discussions
·  NZ Journal of SLT. Since the final issue of the Journal some members have requested a mechanism to publish NZ-specific content. The possibility of including this in Communication Matters was discussed with Catherine Epps. All agreed this is not an appropriate focus for CM but may be suitable for an online version.
·  Dates for Communication Matter reports – Drafts to Helen at the same time as Exec Council reports due with the office. This allows us to ensure consistency of message through reports in CM.
·  Marion Saunders award – PW /CMC to review criteria and present to trustees. This review required due to the minimal submissions received for consideration over the last five years.
·  Yellow pages – a member asked why we weren’t listed.
·  Office/Admin Share – Some training provided to Admin staff. Currently confirming legal documentation.
·  Preparation for AGM – Discussed that feedback will be showing what we have achieved, updating our strategic plans and potentially showing what will not occur due to financial restraint.
·  Strategic Update – Some time was spent discussing our strategic goals and how to update them. HM to provide summary of this to Exec Council members. / HM
9. / Meeting closed at 2.45 pm
10. / Next Meeting agreed to be on: 10 June 2013

Signed: ______Date: 26 /3/2013

(Helen McLauchlan, President)

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