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LociEnvironment&PlaceInc.BoardMeeting3

Date: Tuesday 9 February 2016

Time: 12.30pm-1.30pm

Venue: Ross House, 247 Flinders Lane. Level 4, Meeting Room 2

Attendees: Chris Chesterfield (Chair), Sara Lloyd, Lester Townsend, Steve Livesley, Peter Morison, Alex English, Jason Sharp, Helen Rowe, Sheridan Blunt (Executive Manager).

Apologies:

MINUTES Meeting Commenced at 12.35pm

Item 1: Progress to Date (to be read in conjunction with Attachment 1) Group Resolutions

The Board confirmed the 12 October 2015 Board Meeting Minutes. Moved: Jason Seconded: Alex Approved unanimously.

The Board confirmed the membership application and director nomination for Helen Rowe. Moved: Steve. Seconded: Alex. Approved unanimously.

Members noted the following points:

§ Loci E&P Inc. has now commenced financial activities as per Board directions of 12 Oct 2015.

§ Good progress has been made with all actions of previous minutes, with the exception of:

o Action 2 of previous minutes required pursuit of Deductible Gift Recipient status. However, to apply for DGR status is necessary for Loci to have 50 members and an established dedicated fund. Given these requirements, it is considered that applying for DGR status can wait until Loci established its membership.

o Action 9 required modelling for membership options to be undertaken. This was not completed in time and will be undertaken in time for the next meeting of the Board.

Action 1: Investigate membership options for next meeting (SB & JS)

§ Our Green Infrastructure Practitioners Seminar is well progressed and tickets selling well. The challenge will be achieving diversity of attendees. We will delay inviting students to ensure maximum attendance by existing practitioners (who most need exposure to new knowledge and practices). The Seminar will be run at cost, including 10% contingency.

Action 2: All members to promote attendance of Green Infrastructure Practitioners Seminar. Diversity of attendees is an important goal for Loci E&P Inc. (All)

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§ The Schools EcoMasterplan Outreach Program has further revealed a lack of awareness and capacity within the Department of Education to support its 1500 schools on best practice sustainability solutions to help deal with their increasing school populations. Loci has identified gaps and lessons learnt, created templates for others to use, and proposed new bulk purchase ideas that it can partner with the Department of Education in order to create greater environmental and financial efficiencies and as evidence shows, improve learning outcomes.

Action 3: Board to consider the potential of further developing project proposals with the Department of Education in its upcoming strategic planning. (All)

§ Loci has been awarded a contract with City of Port Phillip to deliver WSUD Training for Urban Planners. The following features were included in Loci’s brief to align with our charter:

o Evidence based approach: in this instance applying ‘social learning’, ‘champions philosophy’ and ‘placemaking and stewardship approach’.

o Innovative element: The guidelines are interactive and at the same time are the system for processing, referring if necessary, data compilation and monitoring.

o Industry growth element: Loci partnered with another firm (Design Flow), and included two sole traders (Sheridan Blunt and Jamie Comley) as subcontractors. The guidelines are set up to be adapted by other Councils so they do not need to ‘reinvent the wheel’.

o Pro bono element beyond the brief: Techniques for planners to link their single site decisions to a wider land use and stewardship role.

Whilst Loci was successful in being awarded the project, it is noted that the project managers are not very interested in the above features of the proposal. This has implications for the branding of Loci, as we ability to get future grants and respect for doing things differently will be lessened.

The Board believes that upcoming strategic planning will help define our point of difference and approach.

Action 4: Board to consider Loci’s future role in delivering ‘client-led’ consulting services in upcoming strategic planning. (All)

§ It was noted that a Facebook page will help with promotions and profile for Loci E&P Inc.

Action 5: Set up a Loci Facebook Page to assist with future promotions and messaging (SB)

• We have progressed our proposal to offer an affordable, small scale and mobile service to help provide organisations with the latest evidence and strategy considerations for a range of urban issues. The service is called The Urban Well and the service is now promoted on our website. We are seeking to trial The Urban Well a few times to best understand its value. We are still seeking partners for the first trials and it is hoped that Board members can facilitate these trials within their organisations. Peter and Sara are to investigate the natural interest and any hesitations in the service in their own organisations. Free trials will then be run. Other options to explore include linking the sessions across multiple organisations, as it may be hard to get a whole group from one organisation. It is also possible to go for a grant for The Urban Well service as a whole, which would enable the events to be run with a minimal fee.

Action 6: Market test The Urban Well to refine the service. (SB, SL, PM)

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• Two brief expressions of interests for grants were lodged over the Christmas break. Neither were successful which is not surprising as the proposals did not apply connections or direct benefits. One application was made with One10 for a grant to help us develop a business case for a CoWorking Studio. The other application was made with the Myer Foundation to help grow our skills in environmental marketing. It was noted that ideally it would be best for the grant application to be sent to the Board members for additional ideas and inputs.

Item 2: Treasurers Report (to be read in conjunction with Attachment 2) Members noted the following points:

The Board accepted the Treasurers Report as true and correct, including the following motions within;

- That Loci applies through the Bendigo Bank to secure a debit card to procure incidentals. That the Executive Manager have delegation to use the debit card up to $500.

- That Loci invests in an online accounting software package to support the generation of quarterly BAS statements and general financial management.

Moved: Steve Seconded: Lester Approved unanimously.

Members noted the following points:

• There are several cloud based accounting products available.

Action 7: Investigate and establish accounting software system for Loci operations (SB, JS, AE)

• CoWorking office solutions will require the preparation of a business plan to ensure most viable way to pursue. Partnerships will be essential for this to happen.

Action 8: Investigate possible partnership with Victoria University for Co-Working Office (CC, SB)

Item 3: Strategic Plan: Timeframe and Interim Project Delivery (to be read in conjunction with Attachment 3)

Members noted the following points:

• Members agreed that they need an active role in developing the Strategic Plan as this is its key function. This is an important opportunity to increase the two-way conversation between the Directors and the Executive Manager, Sheridan.

• It was noted that Community Indicators Victoria is a useful resource to draw upon.

• Members agreed that a consultant was not needed. Lester volunteered to facilitate the session, Peter volunteered to coordinate session, Steve volunteered to find a room at Burnley campus for us.

Action 9: Attend Loci Strategic Planning Session on 8-11am on 20 April 2016 at Burnley (all)

Action 10: Organise the structure and content of Strategic Planning Session (PM, LT)

Next Meeting Proposed meeting: Wednesday 4th May 12.30pm (not confirmed due to pending Strategic Planning session) Close 1.40pm

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AttachmentItem1:ProgresstoDate

ConfirmationofPreviousMinutes:12October2015Meeting 2 of Loci Environment & Place Inc. was held 12 October 2015. The minutes of this meeting have been provided separately, and at this dropbox link.

Motion: That the Board confirm the minutes of 12 October 2015.

Actions arising from 12 October 2015 meeting Action 1: Review legal status and name of the organisation after 6 months (April 2016) (All) Update: On track. Scheduled for next Loci Board meeting.

*Action 2: Seek Deductible Gift Recipient status if successful in obtaining charitable status. (SB) Update: To pursue this, Loci needs to set up a ‘Public Fund’ and have 50 members.

Action 3: Pursue outstanding Actions (2, 8, 10, 11, 14, 15) from previous meeting (SB) Update: Action 15 still outstanding.

Action 2: Investigate a student research project to add rigour to the gap analysis (SB/AE/SLy) Update: Project brief lodged on UoM Masters Capstone Portal.

Action 8: Develop membership form and arrange for all to sign (AE) Update: Completed.

Action 10: Seek directors insurance (or equivalent) and public liability for members (SB) Update: Not considered necessary at early start up stage. Will reconsider in 12 months.

Action 11: Seek additional board members with different skills (must be female) (SB/CC) Update: Completed. Recommendation to accept Helen Rowe as new Loci Board member.

Action 14: Further investigation of social impact investment and fee for service options (JS/SLd/SB) Update: Underway.

*Action 15: Progress Healthy Urban Soils project proposal with design workshop (SB/Sly/AE) Update: Not yet commenced.

Action 4: Establish Executive Manager agreement/contract with Sheridan Blunt (SLd/JS) Update: Completed. Preferred Supplier Contract now in place.

Action 5: Develop cost-structure to determine future Loci profit point and charge out rate (SB, JS) Update: Completed. See profit and loss forecast statements.

Action 6: Develop agreement/contract for Sheridan Blunt to be remunerated as Loci Executive Manager to be applied on project-basis) (SLd, JS) Update: Completed. Letter of Engagement currently in place.

Action 7: Refine, promote and deliver Urban Strategy Packages at no net cost to Loci (SB, LT) Update: The Urban Well packages now set up. Awaiting market testing and improved graphics.

Action 8: Pursue sponsorship for delivery of Green Infrastructure Seminar for Practitioners (SB) Update: Completed. DELWP $10,000 and CWW $1800 received.

*Action 9: Develop options for future Loci membership fees (SB, JS) Update: Not yet commenced.

Action 10: Where beneficial, support student volunteer requests to work with Loci (on project basis) (SB) Update: Limited by Loci’s lack of office.

Action 11: Develop options paper for potential establishment of Loci CoWork office (SB) Update: Underway. Grant requests lodged to develop a business case for best options.

Action 12: Open a Bendigo Bank transactional account (SB, JS, AE) Update: Completed.

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ConfirmationofMembership

The Membership Register comprises the following inaugural members (all of whom are Directors) Founding Members will be pursued over the coming months.

Dropbox link for Members Register. Dropbox link for Member Application Form

A new membership application received from Helen Rowe.

Motion: That the Board accept the membership application from Helen Rowe.

BoardMembershipThat the Board consider the nomination of Helen Rowe as a Director of Loci Environment & Place Inc.

Helen Rowe is currently a Principal at CoDesign Studio and is able to offer the Loci Board a different set of skills including tactical urbanism, transport planning, place making. Helen can also link Loci to the lessons learnt by CoDesign Studio which is proving to be a the very progressive Melbourne-based social enterprise that applies placemaking-led approach to community development.

Helen has over twelve years’ experience in transport, urban planning and engagement, gained through positions with the Victorian State Government in transport policy, planning, community consultation and program delivery, as well as consulting and research roles. Before joining CoDesign Studio, recent roles included Director of Sustainable Transport Programs and Senior Policy Manager for Transport Strategies.

Motion: That the Board consider the nomination of Helen Rowe as an additional Director of Loci Environment & Place Inc.

ExecutiveOfficerUpdatea) Green Infrastructure Practitioners Seminar

Role of Board members on the day. Draft program. Ticket sales and promotions.

b) Schools Local Water Management Outreach

School templates completed and available for use. Can now seek grants for new range of turnkey school options if justified under holistic EcoMasterplan approach.

c) CoPP WSUD Training for Planners. Just commenced.

Bidding for this fee for service work raises the importance of Loci holding to its guiding principles. Most importantly, that the work applies latest evidence, finds cross-disciplinary opportunities, and is available for use by others in the industry wherever possible.

d) The Urban Well program has now been scoped. Alas, we’ve had no take-up yet to market test it. Ideas from the Board on next steps for are welcomed.

e) Grant applications. Two brief expressions of interest were lodged in January 2016. One was with One10 to fund a business case for our potential co-work office, the second was with the Myer Foundation to fund our own capacity building in environmental marketing. Neither were successful. This is likely due to the proposals not having project partners, not providing contributing funds, and being very rushed efforts! The alternative approach of building more comprehensive project ideas with partners will be pursued in the coming months.

Motion: That the Board accept the Officers Report as true and correct.

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AttachmentItem2:TreasurersReport

Profit and Loss Statement

Loci Environment & Place Inc. has $7,819 in the bank on 31 January 2016. This is due to the sponsorship payments made by DELWP ($10,000) and Greening the West ($1800).

The Balance Sheet, Income & Expenses, and Profit and Loss Statement are shown below.

Banking

In November 2015, Loci established a Transaction Account (BSB: 633000 Acct:156073348) with Bendigo Bank. Authorisation of payments was provided for the Treasurer (JS), Secretary (AE) and Executive Manager (SB) with dual signatures required for transactions over $1000.

Motion: That Loci applies through the Bendigo Bank to secure a debit card to procure incidentals. That the Executive Manager have delegation to use debit card.

Insurance

In December 2015, Loci E&P Inc. signed with QBE for Public Liability Insurance and Professional Indemnity Insurance. The coverage included a variation to also cover small sole traders that primarily supply Loci E&P Inc.

Suppliers

In November and December 2015, under delegation, a Preferred Suppliers Agreement (with Letter of Engagement) was established with sole trader, Sheridan Blunt for the delivery of funded projects.

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Accounting

Whilst Loci Environment & Place Inc. is exempt from GST due to its endorsement for charitable tax concessions, it has been deemed necessary for us to still register for GST as some of our subcontractors will charge GST (which would leave Loci out of pocket). Once registered, Loci will be required to submit of quarterly BAS statements. It is recommended that Loci invest in online accounting software (at the approximate cost of $20/month).

Motion: That Loci invests in an online accounting software package to support the generation of quarterly BAS statements and general financial management.

Accommodation

Early consideration of the Loci CoWork Office facility has recognised that we ideally find a grant to help us establish the business case, and if feasible, an implementation plan. We are currently seeking partners to apply for this funding under the NAB Impact Investment Readiness Fund.

Motion: That the Board accepts the Treasurers Report as true and correct.

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AttachmentItem3:StrategicPlanningLoci Environment & Place Inc. needs to develop its Strategic Plan by mid 2016.

Our Constitution states:

Loci Environment & Place Inc. works to improve our local and global environment by: • fostering new approaches to reduce the impacts of population growth and climate change in Australian

cities, towns and regions • protecting and enhancing the natural environment in urban landscapes • making sustainable and healthy living easier for people • building the capacity of communities and professionals to reduce natural resource and pollution impacts

of urban place

As an early indication, does the Board like/dislike any of the following vision statements:

c By 2018, Loci is recognised as the most progressive centre for new policy and practice programs that improve urban liveability by reducing the natural resource and pollution impacts of cities.

c By 2020, all urban planning and design is applied with the newest knowledge and the greatest foresight. c By 2020, all urban planning and design is applied to meet community and environment cross-disciplinary needs. c By 2025, all city development is planned to fit within our environments capabilities. c By 2030, Loci is no longer needed as urban environmental stewardship now provided by State Government. c Other?

As an early indication, does the Board consider the key beneficiaries of Loci E&P work to be:

c practitioners (all? senior, junior, champions, non-champions)

c practitioners (all fields? priority fields?) c practitioners (all sectors? government,

consultants, community)

c elected representatives c academics c general community c other

As an early indication, which of these does the Board see as the Loci ‘point of difference’:

c Crossing disciplines and silos to bring together different expertise. c Applying evidence-based solutions and supporting further research opportunities. c Working together with business, industry and community. c Supporting a progressive economy that best captures fair and ecologically sustainable development

opportunities. c Maintaining integrity through an honest, engaged, transparent and accountable governance process

in all professional and personal dealings. c Dealing with emerging issues that are not yet addressed by government or the market c New and bold project ideas

Which of these Loci project ideas do you understand the most, and/or think are the best for Loci to pursue? c Centre for Planning Place (Theme 1: Green Infrastructure) c Soils for Cities Program c EcoMasterplanning for Educational Facilities c City Sustainability CoWorking Hub

c Sharing City Buildings and Grounds c Industry Sector Growth (eg GI Seminar) c Indigenous Sustainability for Cities c The Urban Well

Does the Board have a preference for how the draft Strategic Plan should be developed?

c By the Board directly c By the Executive Manager c By an External Consultant c Combination c Other

Does the Board want to be involved in the preparation of the Strategic Planning by:

c 3 hour workshop. Board only, or with additional industry representatives?

c Questionnaire. c Options report for decision at next meeting c Combination c Other

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Examples of bylines and messaging. What works, and what doesn’t? If needed, click here to view the following examples more clearly.

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