Present: Simon Field, Pippa Gallop (throughout), Gabby Hermann, Jason Meggs, Steph Routh (part).

Date: 11 March 2009.

Present: Simon Field, Pippa Gallop (all), Gabby Hermann, Jason Meggs, Steph Routh (part).

Date: 11 March 2009, from 20:25 to 22:20 CET.

Present: Simon Field, Pippa Gallop, Steph Routh.

Minutes prepared by Simon.

1. Time limit, chairperson, notetaker, etc.

2. Strategic Planning meeting

• Review and matters arising: SP, AGM

3. WCN Global Statutes review

• Simon to circulate suggested changes in advance

4. TCC IX - South Africa (Simon)

5. TCC X proposals - selection process (Simon)

6. AOB

• ? Updates on European meeting and AGM (Tanja) ?

7. Next SC skype meeting

2. Strategic Planning Meeting

Item deferred until next meeting.

3. WCN Global Statutes review

Pippa, Simon and Steph went through Simon's edited version with tracked changes.

Action: SF to send latest version to SC once the 'vision' and 'aims' articles (from the Strategic Plan) have been updated. It should then go to WCN-intern and the AB for final comments.

4. TCC IX - South Africa

SF and TE spoke to the South Africa team last week - the proposal is strong and we recommend going ahead with a conference there in Oct/Nov 2009. Lloyd and Andrew will send us a final proposal very soon. A major issue will be fundraising to pay for travel and accommodation expenses, as the bicycle trade show will probably only cover venue and meal costs.

5. TCC X proposals - selection process

We have received proposals from Guadalajara, San Luis Potosi (both Mexico) and York (UK). A crucial funding deadline is the end of March.

Action: SF to ask for comments on big list by 21 March.

Action: SC to vote by midnight GMT at the end of Tuesday 24 March.

6. AOB

Capacity building seminar and 2009 AGM in Europe: everything now rests on recent grant applications being successful.

Jason's travels in China: Jason would like ideas for things he could do in China. Car dependency, bicycle use restrictions and tram and trolleybus cutbacks were suggested topics to investigate.

Fran has spoken to Steph and would like to be more involved if Skype issues can be fixed.

7. Date of next SC Skype meeting

TBC.

World Carfree Network Steering Committee monthly meeting minutes

Date: 11 February 2009, from 20:25 to 22:20 CET.

Place: via Skype

Present: Eda Beyazit, Tanja Eskola, Simon Field.

Minutes taken by Simon.

AGENDA:

Time limit, admin, etc.

1. 1. ICC update

1. 2. TCC IX alternatives

2. 3. AGM process reform

3. 4. Strategic planning meeting

4. 5. Green Idea Factory WCN membership

5. 6. AOB

6. 7. Date of next SC Skype meeting

NOTES:

Date: 11 February 2009, from 20:25 to 22:20 CET.

Present: Eda Beyazit, Tanja Eskola, Simon Field.

Time limit, admin, etc.

1. 1. ICC update

1. 2. TCC IX alternatives

2. 3. AGM process reform

3. 4. Strategic planning meeting

4. 5. Green Idea Factory WCN membership

5. 6. AOB

6. 7. Date of next SC Skype meeting

Action: all to have a think about WCN structure and strategy. SF to write agenda, based on strategic plan, Berlin original agenda and SC comments. Action: TE to send recent funding summary and fundraising workplan to SC before meeting.

5. Green Idea Factory

Todd sent Tanja (cc: Simon and Pippa) a lengthy e-mail proposing a reconciliation meeting. Simon and Tanja reluctant to spend yet more time dealing with this at the moment.

Action: TE to acknowledge Todd's long email about membership. Will devote max. 30 mins at strategic planning meeting to this issue.

6. AOB

AGM + Workshop

We have a grant related to online campaigning, so will have a related workshop. Tanja will respond to funding opportunities as they arise: will not contact SC with details of every grant.

Fran

We have not heard from Fran. Discuss again at next meeting.

7. Date of next SC Skype meeting

Not before strategic planning meeting.

Action: Please use to indicate your availability.

Motion: The removal of World Carfree Network member organisation Green Idea Factory and the individual Todd Edelman, using Steering Committee powers in Article 5d of the Global Statutes.

Votes were received by 26 January 2009 as follows:

6 in favour; 1 abstention. The motion was duly passed.

World Carfree Network Steering Committee monthly meeting minutes

Date: 21 January 2009, from 20:05 to 23:32 CET.

Attendees: Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Stephanie Routh.

Chair: Eda

• Time limit, admin, etc.

• AGM process reform

• TCC IX alternatives

• Strategic planning meeting

• Any other business

• Date of next SC Skype meeting

iii. Provisional member organisation Better Times

In response to a web enquiry, Simon has received an auto-response e-mail from tom@cooltubes.org. Nothing more to report!

5. Date of next SC Skype meeting

Action: Please use http://www.doodle.com/participation.html?pollId=9ndmnvyvxgx8aiix to indicate your availability between 9 and 15 February.

Minutes of Steering Committee Skype meeting 9 December 2008

Date: 10 December 2008, from 20:10 to 22:40 CET.

Place: via Skype

Attendees: All current SC members: Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs, Stephanie Routh.

Chair: Pippa

Minutes taken by Simon.

AGENDA:

Action: Steph to ask SC and ICC about their availability to attend a Skype meeting with Jeroen Verhoeven. Tanja/Theo to contact Jeroen about a date. If possible, this should be held before Christmas (ICC office is closed from 18th. December until 5th. January).

4. Update on approval of provisional member organisations

CarLess Carbon: Simon has received no reply to e-mail communication. Their website states: “Probably permanently closed”. Recommendation to reject this application. Action: Reject application and delete references to this organisation.

Better Times: No e-mail address is provided, and website contact forms do not work. Simon has downloaded various documents describing the organisation, its affiliations and sources of funding, but has not had time to read these yet. He will try to do so and inform the SC before the next meeting.

Arrive Safe: This organisation’s application for WCN membership was accepted at the last SC meeting. They have not been contacted by the ICC, unless Justin did so. Action: Tanja will contact them shortly.

5. WCN project priorities

Tanja will use the SC’s views as guidance for formulating the WCN Annual Workplan for 2009, but we need further discussion about overall priorities. This is best done at our next face to face meeting, which, together with the membership survey, will come up with the strategy that should have been developed at the Portland AGM.

However, new project ideas should be developed before we meet, both by the SC and via the detailed membership surveys to be sent to member orgs and individuals. Surveys will include detailed project descriptions. Outreach is vital. The carfree_network list could also be used for this purpose. We should be able to collect more ideas before the face to face meeting (see item 7). Key questions: How do we re-activate dormant projects, or make changes when problems are encountered? How can good ideas/enthusiasm best be converted into projects?

Action: if you have not done so, please fill in Excel sheet ‘ProjectPriorities_Dec_2008’, which was last saved and sent to the SC list by Eda.

6. Membership survey (organisations)

Only 18 organisations have replied so far. The deadline for submission is 12 December. A lack of contact with member orgs has been a problem for a couple of years. The contact person database is old and incomplete, but the survey and letter about membership fees should go to the nominated representative of each org. Tanja confirmed that the full survey has not yet been sent, as the ICC did not want to overwhelm orgs in the first instance. Reasons for the poor response rate include: survey timing, potentially incorrect contact details and organisation status (active/closed), and apathy. Two reminders have been sent to each org.

Feedback from the 18 suggests that Carbusters, the Resource Centre, TCC conferences, the WCN website and the mailing list are all valued by members. Some orgs responded to the question about how WCN can/should serve them better: communication and interaction have been flagged as key issues.

As mentioned above, detailed project descriptions will follow in the next survey(s), expected to be distributed by mid-January 2009.

7. Strategic planning meeting

Tanja could not commit to a date, as this depends on Workplan progress. Weekends are better. Gabby unlikely to attend, but Jason is planning a trip to Europe. Mid to late January seems likely.

Action: Eda to set up a Doodle calendar, in which SC members should enter their availability.

(Steph and Jason left meeting at this point.)

8. Any other business

Membership and fees proposal: Tanja will send the SC a first draft of the full document to consider.

Decision: The SC approved the following summary membership structure, with provision for orgs to request an exemption from paying fees: Full: €150 Normal: €80 Reduced: €40

Financial situation Gabby asked to be notified specifically about serious financial problems, as it’s difficult to assess this from the detailed financial spreadsheets. We need to avoid a repeat of the situation in which we were informed about serious problems a few days before what became the January crisis meeting in Berlin. Tanja confirmed that we have €25,000, and there has been no significant change since our last meeting.

TCC X Conference in 2010. Action: Tanja will send a call for proposals to the carfree_network list, in the week beginning 15th. December.

The WCN Annual Report has been based on the same template for a number of years, effectively meaning only names and figures change from one year to the next. Is the SC happy with this method of report production?

The report is read by funders and should be of high quality. The next major grant application deadline is February 2009 – as there is time for only one to be done, should Tanja prioritise the Workplan for 2009 or the Annual Report 2008? Difficulties include the lack of TCC VIII (Portland) Conference evaluation. At present nobody at the ICC or in the SC knows what happened there, and there appear to be bad feelings between the WCN representatives that attended and the host organisers. The accurate reporting of WCN’s highest-profile event is vital, to keep funders and the membership informed.

Do we really want to document all the problems of the last year i.e. do members and funders need/want to know? The Annual Report should focus on the magazine, conference (when known) and positive developments in the office/ICC structure. Pippa said that the Workplan for 2009 should take priority, and emphasise the positive. Dwelling on the negative will not encourage donations and funding. In any case, the fundraising appeal being planned by Tanja indicates, as it does for all organisations, that money is in short supply. A suggestion is that we could produce separate reports for funders and members, in which case the former should take priority.

Action: Tanja will ask Steph and Sara Stout about the Portland conference evaluation.

Action: Tanja will prioritise a new-look Annual Report for 2008 only if we decide to apply for the 2009 EYF administrative grant. A deadline of the end of March 2009 is the aim in any event.

Donations to WCN. Should we develop a code of practice or other form of guidelines for large donations? What is considered normal practice, in terms of publishing names and accepting money with conditions placed on its use? We need to do a little research on this issue. Simon suggested that, as we demand transparency of others, we should practice what we preach. A figure of €500 could be the threshold for revealing sources. Donors should be asked beforehand. WCN has received anonymous donations in the past – could this rule threaten a valuable source of funding? WCN received three donations of >€500 last year, and we maintain an internal record of their sources. We should discuss further and establish a policy at the next SC meeting.

Action: SC to ask around regarding the policies of other organisations – what is normal?

Thanking volunteers. Many people have assisted the ICC and Network recently. Who are they and how should they be thanked for their help?

Action: Tanja to provide the list of names and e-mail addresses.

Action: Pippa to draft thank-you e-mail; SC to send comments to the list.

SC list facilitation. We are supposed to have a rota of volunteers, but in practice this does not happen. The current ‘system’ in which we all send reminders on an ad-hoc basis appears to work at the moment.

9. Date of next SC Skype meeting

Proposal: Sometime after 7th. January; Tanja would like to avoid Wednesdays. The 13th. and 20th. are possible dates.

Action: Eda will create a Doodle calendar and e-mail details to the SC. SC to indicate availability. As usual, please send notes/apologies in advance if unable to attend.

Minutes of Steering Committee Skype meeting 11 November 2008

Gabby, Pippa, Tanja, Simon, Steph in attendance.

DECISIONS / ACTIONS

• Gabby will send letter to Justin on behalf of SC in response to his e-mail
• Arrive Safe approved as new member
• Simon will contact potential member Carless Carbon and see if they exist
• Tanja to try to find out from Justin about corporate members.
• Simon will contact Better Times to determine their organization type. shall wait for answer with Simon before approving
• everyone fill in spreadsheet that Simon created
• Strategic Planning Face to Face Meeting: mid-January, location not yet determined (thinking Brussels or Germany)
• Next Skype Meeting: DEC. 9 20:00 CET.

MINUTES Gabby, Pippa, Tanja, steph in attendance. Simon trying valiantly. meeting to be no more than 2 hours update from ICC (Tanja): nothing radical. plan to do external. started working on TCC09, more or less priority at present. (Simon joined). now Randy, Tanja and Theo on the coordinating committee (Randy as often and much as his time will allow). meeting with their team with Jeroen this week for Conference contract. after that, organized a committee for developing conference program. hope to work more independently. so now contract drafted.

MAGAZINE: fabulous new magazine, best they've ever seen.

FINANCES: we have heard nothing new, so financial state is nothing new. EVS is now approved, so should be coming through in December. will be big help Membership fees play a big role. must now delegate some tasks for membership fees. implementing pending

PERSONNEL: Justin no longer working. currently with hand-off. no other tasks for him for the remaining week. Sam was hired to work on magazine editing and distribution until December (1/2 time). third talk with Radana, discovered through evaluation than Sam's assistance was needed at the time. Sapi has been helping with office, particularly with fundraising. ex-EVS volunteer, Anna, is visiting from Spain and helping with several issues. Sapi and Anna have been a great help. new EVS volunteer in December, then on in January, and two more in early Spring. plan to hire someone on project coordination (EVS coordination and TCC09). planning to come up with job post. might be useful to have someone who speaks Czech. this will be happening in the next few weeks.

STAFF ISSUES Pippa: We need to respond to Justin’s e-mail and ensure that the issues he mentioned about membership co-ordination are addressed. ACTION ITEM: Gabby will send the letter already agreed on, on behalf of SC Tanja: wouldn't be too concerned about the issue. if read the emails Tanja sent. membership meeting at ICC on Friday. had a clear picture of what needed to be done within all staff. the aim in ICC is now that everyone should be in contact with members, rather than just one person. there will be issues, and it would be good to assign someone who would be able to coordinate. the new person hired in the near future will most likely have this task. Tanja is not concerned with these issues. Pippa: when or how is the announcement to be made about change in personnel handover? Tanja: drafted email this week to introduce staff to members with invitation to contact with issues or comments. there will also be a membership survey with the email. met with applause! steph: is there currently a list or database of membership? Tanja: whatever has to do with membership, don't know. January looking for restructuring steph: starting in January, I will have 20% more time and can help set up some database. will be doing this for Umbrella anyway. just for thought working group with Anna, Tanja and (Theo?) about membership. Will meet on Thursday with Justin.

STICKY QUESTION - PENDING MEMBERS: mess around issue. Gabby pointed out that someone should approach to get more information about them. not very far with this. ARRIVE SAFE: have a few votes in favor OTHER MEMBERS: unclear can we approve Arrive Safe? Eda, steph and Gabby voted in favor. need one more in order to approve Gabby says should just approve but make clearer for future members that process will be more stringent. Tanja seconds Gabby, in part because they mean money and we need all that we can get right now. also, changes to membership coordination are in progress. Tanja would approve all of them because if they have any questions about membership they can be discussed at AGM. ACTION: Arrive Safe approved. ACTION ITEM: Simon will contact Carless Carbon and see if they exist BETTER TIMES: Gabby recommends that they should approve. Tanja recommends approval. Pippa is not convinced because she doesn't see as group, more a one-man band attached to company. Pippa would like someone to contact them and state that we are not clear about their status. unclear still about corporate membership (Istanbul AGM, corp. sponsorship should be looked into. Pippa circulated a guideline sample, but last that they heard about it). ACTION ITEM: Tanja try to find out from Justin about corporate members. Pippa would feel better if someone contacted Better Times ACTION ITEM: Simon will contact Better Times to determine their organization type others have question about Better Times? [steph has same as Pippa] shall we wait for answer with Simon? generally agreed

why is it at AGM to approve members? Tanja: if we have ability to approve members on rolling basis rather than just at AGM, will help with funding as well as helping new members mix with network. Tanja will look at this during project development process

TCC09 PROGRESS: any more details about evaluation of TCC08 and looking to TCC09? mostly, right now need contract that sets deadlines (venue, program, etc). ICC's tasks, everything seems feasible and will be able to manage everything. able to get their organization ready from Jeroen's standpoint will be the steeplechase. Simon: Skype meeting about conference. is that happening? Tanja: can propose before developing program need some foundational things, such as brochure. working on this, so hopefully a meeting will happen this week

INDIVIDUAL MEMBERS: did anyone read it? [steph did]. Simon did. Tanja: Stephan wondered what membership role is for individual members. should ask them. As for SC, what can we do except make proposals for the AGM? would like to see discussion on this issue. recap on email about statutes (Pippa read). statues very vague about their role. don't have to conclude discussion about IM in this meeting. how about a go around? vague? clearly defined? open for them to decide? Tanja, whether you have some individuals that made you start thinking about this? Tanja: have 100s of IMs. many examples that could mention ideally, could get many types of benefits from members. currently, mag is only method of contact with individuals. ICC's workload. if see only as supporters, they should be taken account of as donors. if they are members, the workload is different because need to make sure their participation is facilitated. steph: [I think asking members is great. in the US, individual fundraising is bolstered by opportunities to "get involved". lack of capacity could very well be an issue, but how about asking in survey if they would like to be invited to be part of working groups as a low-maintenance resource. this could be "media", "research", "website", "outreach", "grantwriting", etc] Tanja: at ICC meeting, but agreed that from now on, will start sending welcome packages [that's totally awesome!] :Simon agrees it is great Pippa agrees, possible alternative to survey that they don't have to answer Pippa: does this start for new members or renewing? Tanja: current and new. would like to give this a little more time for feedback, please encourage others to discuss on list.

SC TASKS FOR THE YEAR: Pippa: did we discuss at last meeting? Tanja: wanted to wait until we had a bunch of people. Gabby: Simon made wonderful spreadsheet, one person did. that's related? Simon: yes ACTION ITEM: everyone fill in spreadsheet that Simon created

PROJECT PRIORITIES: this year's AGM was not able to decide on priorities Pippa: if AGM failed to do it, it should fall on SC. not sure of statutes, but it makes sense in Istanbul, list of projects and decided on priorities. not too difficult. Simon: what info. is needed? Pippa: simply list of projects, can get from website. can we do this now, and if it goes beyond 15 minutes, then table to next skype call? Gabrielle Hermann says: yes Tanja: propose next call [steph agrees]. Simon agrees ACTION ITEM: add project priorities to next skype agenda

ICC ANNUAL WORKPLAN: Tanja feels would be good to have face-to-face meeting. Gabby and Simon agree. without project priorities, cannot create work plan. Pippa: makes most sense for strategic, then project priorities, then work plan. should have process more firmly in hand. tried to go into what WCN members want from ICC, but scope of understanding was limited. when is deadline for membership survey? : mid-December Simon: which member survey? groups Tanja: good to have call with Randy and others who have something to contribute. Gabby: face to face meeting sounds good in theory, but difficult when so scattered. Pippa: when and where for meeting? Discussion. Looking at mid-January for face to face meeting,. Location not yet determined (thinking Brussels or Germany). Pippa: Christmas is not far away, strategic plan needed before work plan, and work plan needed by 1 Dec. for funding. can at least do project priorities before then, but when is next deadline? Tanja: concentrating on funding. need a "tie-over" for funding, then strategic plan later and final work plan. workwise, Tanja is working on 2 grants, so beginning of January would be better timing for strategic plan. attendees should be SC, ICC, and possibly AB.

SKYPE MEETING: Tuesday evenings? fine for Gabby, Tanja [steph, too]. Dec. 9 or 16. [steph's fine with either]. let's say the 9th and can move it if need to. DEC. 9 20:00CET next Skype mtg. haven't even taken 2 hours

Current Steering Committee Members

Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs and Stephanie Routh.

http://www.worldcarfree.net/about_us/global/steering-int.php

Update 11 September 2008

Simon Field is now a moderator of the Steering Committee mailing list. All non-SC individuals have been removed from the list, except for the current owners Eduardo Green and Giselle Xavier.

We are currently trying to make contact with Eduardo to change list ownership.

Motion: The removal of World Carfree Network member organisation Green Idea Factory and the individual Todd Edelman, using Steering Committee powers in Article 5d of the Global Statutes.

Votes were received by 26 January 2009 as follows:

6 in favour; 1 abstention. The motion was duly passed.

• Time limit, admin, etc.

• AGM process reform

• TCC IX alternatives

• Strategic planning meeting

• Any other business

• Date of next SC Skype meeting

• Demand: Temporary removal of Markus Heller from the Advisory Board and his associated organisation from WCN membership.

• Demand: Full disclosure to Members of Justin Hyatt's employment record and related ICC and SC decisions at WCN in relation to complaints about his work from ICC staff, WCN members and others. This is especially important as Justin was the main contact to Members.

• Demand: Full disclosure to Members of participation of Gabrielle Hermann and any other non-SC members in the hiring of Tanja Eskola.

• Demand: Full disclosure to Members of current and past participation of all persons involved in an advisory capacity to SC, as far back as can be determined accurately. This will presumably include persons who were on SC Yahoo Groups list that were finally removed some months after the 2007 AGM.

• Demand: Full disclosure to Members of problems of relationship of 2007 TCC conference organisers and WCN representatives.

• Demand: Full disclosure of names of members of working group at 2008 AGM which considered proposal from Markus Heller and Joel Crawford that I, Todd Edelman, be removed from the Network. (This request has been made informally at least three times since the AGM).

• Demand: Steering Committee meeting times and related - It would be great if SC could inform Members in advance about their exact Skype meeting times AND could also set a general deadline for comments, proposals etc to be discussed at the next meeting.

• Demand: I propose that internal list used to send messages to Members be opened to use by Members for messages, information etc they feel is only appropriate for their fellow Members, rather than to entire WCN list, which contains many entities identified only by an email address. The content can be carfree- or WCN-related. (This request has been informally several times since late 2007).

World Carfree Network Steering Committee monthly meeting minutes

Date: 21 January 2009, from 20:05 to 23:32 CET.

Attendees: Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Stephanie Routh.

Chair: Eda

• Unordered list

Time limit, admin, etc.

• Unordered list

AGM process reform

• Unordered list

TCC IX alternatives

• See recent e-mail correspondence

• Unordered list

Strategic planning meeting

• When exactly? Where? Pre-preparation required?

• Unordered list

Any other business

• Unordered list

Date of next SC Skype meeting

iii. Provisional member organisation Better Times

In response to a web enquiry, Simon has received an auto-response e-mail from tom@cooltubes.org. Nothing more to report!

5. Date of next SC Skype meeting

Action: Please use http://www.doodle.com/participation.html?pollId=9ndmnvyvxgx8aiix to indicate your availability between 9 and 15 February.

Minutes of Steering Committee Skype meeting 9 December 2008

Date: 10 December 2008, from 20:10 to 22:40 CET.

Place: via Skype

Attendees: All current SC members: Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs, Stephanie Routh.

Chair: Pippa

Minutes taken by Simon.

AGENDA:

Action: Steph to ask SC and ICC about their availability to attend a Skype meeting with Jeroen Verhoeven. Tanja/Theo to contact Jeroen about a date. If possible, this should be held before Christmas (ICC office is closed from 18th. December until 5th. January).

4. Update on approval of provisional member organisations

CarLess Carbon: Simon has received no reply to e-mail communication. Their website states: “Probably permanently closed”. Recommendation to reject this application. Action: Reject application and delete references to this organisation.

Better Times: No e-mail address is provided, and website contact forms do not work. Simon has downloaded various documents describing the organisation, its affiliations and sources of funding, but has not had time to read these yet. He will try to do so and inform the SC before the next meeting.

Arrive Safe: This organisation’s application for WCN membership was accepted at the last SC meeting. They have not been contacted by the ICC, unless Justin did so. Action: Tanja will contact them shortly.

5. WCN project priorities

Tanja will use the SC’s views as guidance for formulating the WCN Annual Workplan for 2009, but we need further discussion about overall priorities. This is best done at our next face to face meeting, which, together with the membership survey, will come up with the strategy that should have been developed at the Portland AGM.

However, new project ideas should be developed before we meet, both by the SC and via the detailed membership surveys to be sent to member orgs and individuals. Surveys will include detailed project descriptions. Outreach is vital. The carfree_network list could also be used for this purpose. We should be able to collect more ideas before the face to face meeting (see item 7). Key questions: How do we re-activate dormant projects, or make changes when problems are encountered? How can good ideas/enthusiasm best be converted into projects?

Action: if you have not done so, please fill in Excel sheet ‘ProjectPriorities_Dec_2008’, which was last saved and sent to the SC list by Eda.

6. Membership survey (organisations)

Only 18 organisations have replied so far. The deadline for submission is 12 December. A lack of contact with member orgs has been a problem for a couple of years. The contact person database is old and incomplete, but the survey and letter about membership fees should go to the nominated representative of each org. Tanja confirmed that the full survey has not yet been sent, as the ICC did not want to overwhelm orgs in the first instance. Reasons for the poor response rate include: survey timing, potentially incorrect contact details and organisation status (active/closed), and apathy. Two reminders have been sent to each org.

Feedback from the 18 suggests that Carbusters, the Resource Centre, TCC conferences, the WCN website and the mailing list are all valued by members. Some orgs responded to the question about how WCN can/should serve them better: communication and interaction have been flagged as key issues.

As mentioned above, detailed project descriptions will follow in the next survey(s), expected to be distributed by mid-January 2009.

7. Strategic planning meeting

Tanja could not commit to a date, as this depends on Workplan progress. Weekends are better. Gabby unlikely to attend, but Jason is planning a trip to Europe. Mid to late January seems likely.

Action: Eda to set up a Doodle calendar, in which SC members should enter their availability.

(Steph and Jason left meeting at this point.)

8. Any other business

Membership and fees proposal: Tanja will send the SC a first draft of the full document to consider.

Decision: The SC approved the following summary membership structure, with provision for orgs to request an exemption from paying fees: Full: €150 Normal: €80 Reduced: €40

Financial situation Gabby asked to be notified specifically about serious financial problems, as it’s difficult to assess this from the detailed financial spreadsheets. We need to avoid a repeat of the situation in which we were informed about serious problems a few days before what became the January crisis meeting in Berlin. Tanja confirmed that we have €25,000, and there has been no significant change since our last meeting.

TCC X Conference in 2010. Action: Tanja will send a call for proposals to the carfree_network list, in the week beginning 15th. December.

The WCN Annual Report has been based on the same template for a number of years, effectively meaning only names and figures change from one year to the next. Is the SC happy with this method of report production?

The report is read by funders and should be of high quality. The next major grant application deadline is February 2009 – as there is time for only one to be done, should Tanja prioritise the Workplan for 2009 or the Annual Report 2008? Difficulties include the lack of TCC VIII (Portland) Conference evaluation. At present nobody at the ICC or in the SC knows what happened there, and there appear to be bad feelings between the WCN representatives that attended and the host organisers. The accurate reporting of WCN’s highest-profile event is vital, to keep funders and the membership informed.

Do we really want to document all the problems of the last year i.e. do members and funders need/want to know? The Annual Report should focus on the magazine, conference (when known) and positive developments in the office/ICC structure. Pippa said that the Workplan for 2009 should take priority, and emphasise the positive. Dwelling on the negative will not encourage donations and funding. In any case, the fundraising appeal being planned by Tanja indicates, as it does for all organisations, that money is in short supply. A suggestion is that we could produce separate reports for funders and members, in which case the former should take priority.

Action: Tanja will ask Steph and Sara Stout about the Portland conference evaluation.

Action: Tanja will prioritise a new-look Annual Report for 2008 only if we decide to apply for the 2009 EYF administrative grant. A deadline of the end of March 2009 is the aim in any event.

Donations to WCN. Should we develop a code of practice or other form of guidelines for large donations? What is considered normal practice, in terms of publishing names and accepting money with conditions placed on its use? We need to do a little research on this issue. Simon suggested that, as we demand transparency of others, we should practice what we preach. A figure of €500 could be the threshold for revealing sources. Donors should be asked beforehand. WCN has received anonymous donations in the past – could this rule threaten a valuable source of funding? WCN received three donations of >€500 last year, and we maintain an internal record of their sources. We should discuss further and establish a policy at the next SC meeting.

Action: SC to ask around regarding the policies of other organisations – what is normal?

Thanking volunteers. Many people have assisted the ICC and Network recently. Who are they and how should they be thanked for their help?

Action: Tanja to provide the list of names and e-mail addresses.

Action: Pippa to draft thank-you e-mail; SC to send comments to the list.

SC list facilitation. We are supposed to have a rota of volunteers, but in practice this does not happen. The current ‘system’ in which we all send reminders on an ad-hoc basis appears to work at the moment.

9. Date of next SC Skype meeting

Proposal: Sometime after 7th. January; Tanja would like to avoid Wednesdays. The 13th. and 20th. are possible dates.

Action: Eda will create a Doodle calendar and e-mail details to the SC. SC to indicate availability. As usual, please send notes/apologies in advance if unable to attend.

Minutes of Steering Committee Skype meeting 11 November 2008

Gabby, Pippa, Tanja, Simon, Steph in attendance.

DECISIONS / ACTIONS

• Gabby will send letter to Justin on behalf of SC in response to his e-mail
• Arrive Safe approved as new member
• Simon will contact potential member Carless Carbon and see if they exist
• Tanja to try to find out from Justin about corporate members.
• Simon will contact Better Times to determine their organization type. shall wait for answer with Simon before approving
• everyone fill in spreadsheet that Simon created
• Strategic Planning Face to Face Meeting: mid-January, location not yet determined (thinking Brussels or Germany)
• Next Skype Meeting: DEC. 9 20:00 CET.

MINUTES Gabby, Pippa, Tanja, steph in attendance. Simon trying valiantly. meeting to be no more than 2 hours update from ICC (Tanja): nothing radical. plan to do external. started working on TCC09, more or less priority at present. (Simon joined). now Randy, Tanja and Theo on the coordinating committee (Randy as often and much as his time will allow). meeting with their team with Jeroen this week for Conference contract. after that, organized a committee for developing conference program. hope to work more independently. so now contract drafted.

MAGAZINE: fabulous new magazine, best they've ever seen.

FINANCES: we have heard nothing new, so financial state is nothing new. EVS is now approved, so should be coming through in December. will be big help Membership fees play a big role. must now delegate some tasks for membership fees. implementing pending

PERSONNEL: Justin no longer working. currently with hand-off. no other tasks for him for the remaining week. Sam was hired to work on magazine editing and distribution until December (1/2 time). third talk with Radana, discovered through evaluation than Sam's assistance was needed at the time. Sapi has been helping with office, particularly with fundraising. ex-EVS volunteer, Anna, is visiting from Spain and helping with several issues. Sapi and Anna have been a great help. new EVS volunteer in December, then on in January, and two more in early Spring. plan to hire someone on project coordination (EVS coordination and TCC09). planning to come up with job post. might be useful to have someone who speaks Czech. this will be happening in the next few weeks.

STAFF ISSUES Pippa: We need to respond to Justin’s e-mail and ensure that the issues he mentioned about membership co-ordination are addressed. ACTION ITEM: Gabby will send the letter already agreed on, on behalf of SC Tanja: wouldn't be too concerned about the issue. if read the emails Tanja sent. membership meeting at ICC on Friday. had a clear picture of what needed to be done within all staff. the aim in ICC is now that everyone should be in contact with members, rather than just one person. there will be issues, and it would be good to assign someone who would be able to coordinate. the new person hired in the near future will most likely have this task. Tanja is not concerned with these issues. Pippa: when or how is the announcement to be made about change in personnel handover? Tanja: drafted email this week to introduce staff to members with invitation to contact with issues or comments. there will also be a membership survey with the email. met with applause! steph: is there currently a list or database of membership? Tanja: whatever has to do with membership, don't know. January looking for restructuring steph: starting in January, I will have 20% more time and can help set up some database. will be doing this for Umbrella anyway. just for thought working group with Anna, Tanja and (Theo?) about membership. Will meet on Thursday with Justin.

STICKY QUESTION - PENDING MEMBERS: mess around issue. Gabby pointed out that someone should approach to get more information about them. not very far with this. ARRIVE SAFE: have a few votes in favor OTHER MEMBERS: unclear can we approve Arrive Safe? Eda, steph and Gabby voted in favor. need one more in order to approve Gabby says should just approve but make clearer for future members that process will be more stringent. Tanja seconds Gabby, in part because they mean money and we need all that we can get right now. also, changes to membership coordination are in progress. Tanja would approve all of them because if they have any questions about membership they can be discussed at AGM. ACTION: Arrive Safe approved. ACTION ITEM: Simon will contact Carless Carbon and see if they exist BETTER TIMES: Gabby recommends that they should approve. Tanja recommends approval. Pippa is not convinced because she doesn't see as group, more a one-man band attached to company. Pippa would like someone to contact them and state that we are not clear about their status. unclear still about corporate membership (Istanbul AGM, corp. sponsorship should be looked into. Pippa circulated a guideline sample, but last that they heard about it). ACTION ITEM: Tanja try to find out from Justin about corporate members. Pippa would feel better if someone contacted Better Times ACTION ITEM: Simon will contact Better Times to determine their organization type others have question about Better Times? [steph has same as Pippa] shall we wait for answer with Simon? generally agreed

why is it at AGM to approve members? Tanja: if we have ability to approve members on rolling basis rather than just at AGM, will help with funding as well as helping new members mix with network. Tanja will look at this during project development process

TCC09 PROGRESS: any more details about evaluation of TCC08 and looking to TCC09? mostly, right now need contract that sets deadlines (venue, program, etc). ICC's tasks, everything seems feasible and will be able to manage everything. able to get their organization ready from Jeroen's standpoint will be the steeplechase. Simon: Skype meeting about conference. is that happening? Tanja: can propose before developing program need some foundational things, such as brochure. working on this, so hopefully a meeting will happen this week

INDIVIDUAL MEMBERS: did anyone read it? [steph did]. Simon did. Tanja: Stephan wondered what membership role is for individual members. should ask them. As for SC, what can we do except make proposals for the AGM? would like to see discussion on this issue. recap on email about statutes (Pippa read). statues very vague about their role. don't have to conclude discussion about IM in this meeting. how about a go around? vague? clearly defined? open for them to decide? Tanja, whether you have some individuals that made you start thinking about this? Tanja: have 100s of IMs. many examples that could mention ideally, could get many types of benefits from members. currently, mag is only method of contact with individuals. ICC's workload. if see only as supporters, they should be taken account of as donors. if they are members, the workload is different because need to make sure their participation is facilitated. steph: [I think asking members is great. in the US, individual fundraising is bolstered by opportunities to "get involved". lack of capacity could very well be an issue, but how about asking in survey if they would like to be invited to be part of working groups as a low-maintenance resource. this could be "media", "research", "website", "outreach", "grantwriting", etc] Tanja: at ICC meeting, but agreed that from now on, will start sending welcome packages [that's totally awesome!] :Simon agrees it is great Pippa agrees, possible alternative to survey that they don't have to answer Pippa: does this start for new members or renewing? Tanja: current and new. would like to give this a little more time for feedback, please encourage others to discuss on list.

SC TASKS FOR THE YEAR: Pippa: did we discuss at last meeting? Tanja: wanted to wait until we had a bunch of people. Gabby: Simon made wonderful spreadsheet, one person did. that's related? Simon: yes ACTION ITEM: everyone fill in spreadsheet that Simon created

PROJECT PRIORITIES: this year's AGM was not able to decide on priorities Pippa: if AGM failed to do it, it should fall on SC. not sure of statutes, but it makes sense in Istanbul, list of projects and decided on priorities. not too difficult. Simon: what info. is needed? Pippa: simply list of projects, can get from website. can we do this now, and if it goes beyond 15 minutes, then table to next skype call? Gabrielle Hermann says: yes Tanja: propose next call [steph agrees]. Simon agrees ACTION ITEM: add project priorities to next skype agenda

ICC ANNUAL WORKPLAN: Tanja feels would be good to have face-to-face meeting. Gabby and Simon agree. without project priorities, cannot create work plan. Pippa: makes most sense for strategic, then project priorities, then work plan. should have process more firmly in hand. tried to go into what WCN members want from ICC, but scope of understanding was limited. when is deadline for membership survey? : mid-December Simon: which member survey? groups Tanja: good to have call with Randy and others who have something to contribute. Gabby: face to face meeting sounds good in theory, but difficult when so scattered. Pippa: when and where for meeting? Discussion. Looking at mid-January for face to face meeting,. Location not yet determined (thinking Brussels or Germany). Pippa: Christmas is not far away, strategic plan needed before work plan, and work plan needed by 1 Dec. for funding. can at least do project priorities before then, but when is next deadline? Tanja: concentrating on funding. need a "tie-over" for funding, then strategic plan later and final work plan. workwise, Tanja is working on 2 grants, so beginning of January would be better timing for strategic plan. attendees should be SC, ICC, and possibly AB.

SKYPE MEETING: Tuesday evenings? fine for Gabby, Tanja [steph, too]. Dec. 9 or 16. [steph's fine with either]. let's say the 9th and can move it if need to. DEC. 9 20:00CET next Skype mtg. haven't even taken 2 hours

Current Steering Committee Members

Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs and Stephanie Routh.

http://www.worldcarfree.net/about_us/global/steering-int.php

Update 11 September 2008

Simon Field is now a moderator of the Steering Committee mailing list. All non-SC individuals have been removed from the list, except for the current owners Eduardo Green and Giselle Xavier.

We are currently trying to make contact with Eduardo to change list ownership.

Minutes of Steering Committee Skype meeting 11 November 2008

• Time limit, admin, etc.

• ICC update (Tanja)

• AGM process reform

• TCC IX progress

• Update on approval of provisional member organisations (Simon)

• WCN project priorities

• Membership survey (organisations)

• Strategic planning meeting

• Any other business

• Date of next SC Skype meeting

Tanja has asked Justin to send the ICC more information regarding membership data. Simon asked about the SC’s thank-you/farewell letter to Justin. This hadn’t been sent.

A donation of €1,000 was received. 80% of the €25,000 EVS grant is expected soon (this should be used for volunteer-related expenses). On average, the Resource Centre provides an income of $1500 per month, but very little was sold in November.

Tanja has applied for the €35,000 EC administrative grant. Last year’s application was unsuccessful, but we received this grant in each of the previous four years. We should know by Christmas.

Primary question for SC: do we accept a postponement to September (host’s suggestion) or is a wider discussion needed? The ICC’s preference is to hold the conference in Brussels in September; as well as maintaining the tradition of an annual conference, the income generated is desperately needed. It gives more time for fundraising (for participant travel reimbursement, etc.). Holding the event in European Mobility Week (EMW) is a great opportunity for publicity and outreach, and Brussels is well known for its extensive street closures on World Carfree Day. Regarding the AGM, that is the sole responsibility of WCN and does not necessarily have to be part of TCC. It could be held at any time between July and October, although a separate event incurs greater costs and generates more work.

CarLess Carbon: Simon has received no reply to e-mail communication. Their website states: “Probably permanently closed”. Recommendation to reject this application.

Arrive Safe: This organisation’s application for WCN membership was accepted at the last SC meeting. They have not been contacted by the ICC, unless Justin did so.

Tanja will use the SC’s views as guidance for formulating the WCN Annual Workplan for 2009, but we need further discussion about overall priorities. This is best done at our next face to face meeting, which, together with the membership survey, will come up with the strategy that should have been developed at the Portland AGM.

Action: if you have not done so, please fill in Excel sheet ‘ProjectPriorities_Dec_2008’, which was last saved and sent to the SC list by Eda.

Full: €150 Normal: €80 Reduced: €40

Gabby asked to be notified specifically about serious financial problems, as it’s difficult to assess this from the detailed financial spreadsheets. We need to avoid a repeat of the situation in which we were informed about serious problems a few days before what became the January crisis meeting in Berlin. Tanja confirmed that we have €25,000, and there has been no significant change since our last meeting.

The report is read by funders and should be of high quality. The next major grant application deadline is February 2009 – as there is time for only one to be done, should Tanja prioritise the Workplan for 2009 or the Annual Report 2008? Difficulties include the lack of TCC VIII (Portland) Conference evaluation. At present nobody at the ICC or in the SC knows what happened there, and there appear to be bad feelings between the WCN representatives that attended and the host organisers. The accurate reporting of WCN’s highest-profile event is vital, to keep funders and the membership informed.

Donations to WCN. Should we develop a code of practice or other form of guidelines for large donations? What is considered normal practice, in terms of publishing names and accepting money with conditions placed on its use? We need to do a little research on this issue. Simon suggested that, as we demand transparency of others, we should practice what we preach. A figure of €500 could be the threshold for revealing sources. Donors should be asked beforehand. WCN has received anonymous donations in the past – could this rule threaten a valuable source of funding? WCN received three donations of >€500 last year, and we maintain an internal record of their sources. We should discuss further and establish a policy at the next SC meeting.

Action: SC to ask around regarding the policies of other organisations – what is normal?

SC list facilitation. We are supposed to have a rota of volunteers, but in practice this does not happen. The current ‘system’ in which we all send reminders on an ad-hoc basis appears to work at the moment.

Minutes of Steering Committee Skype meeting 9 December 2008

11 Nov 2008

Gabby, Pippa, Tanja, Simon, Steph in attendance.

DECISIONS / ACTIONS

• Gabby will send letter to Justin on behalf of SC in response to his e-mail
• Arrive Safe approved as new member
• Simon will contact potential member Carless Carbon and see if they exist
• Tanja to try to find out from Justin about corporate members.
• Simon will contact Better Times to determine their organization type. shall wait for answer with Simon before approving
• everyone fill in spreadsheet that Simon created
• Strategic Planning Face to Face Meeting: mid-January, location not yet determined (thinking Brussels or Germany)
• Next Skype Meeting: DEC. 9 20:00 CET.

MINUTES Gabby, Pippa, Tanja, steph in attendance. Simon trying valiantly. meeting to be no more than 2 hours update from ICC (Tanja): nothing radical. plan to do external. started working on TCC09, more or less priority at present. (Simon joined). now Randy, Tanja and Theo on the coordinating committee (Randy as often and much as his time will allow). meeting with their team with Jeroen this week for Conference contract. after that, organized a committee for developing conference program. hope to work more independently. so now contract drafted.

MAGAZINE: fabulous new magazine, best they've ever seen.

FINANCES: we have heard nothing new, so financial state is nothing new. EVS is now approved, so should be coming through in December. will be big help Membership fees play a big role. must now delegate some tasks for membership fees. implementing pending

PERSONNEL: Justin no longer working. currently with hand-off. no other tasks for him for the remaining week. Sam was hired to work on magazine editing and distribution until December (1/2 time). third talk with Radana, discovered through evaluation than Sam's assistance was needed at the time. Sapi has been helping with office, particularly with fundraising. ex-EVS volunteer, Anna, is visiting from Spain and helping with several issues. Sapi and Anna have been a great help. new EVS volunteer in December, then on in January, and two more in early Spring. plan to hire someone on project coordination (EVS coordination and TCC09). planning to come up with job post. might be useful to have someone who speaks Czech. this will be happening in the next few weeks.

STAFF ISSUES Pippa: We need to respond to Justin’s e-mail and ensure that the issues he mentioned about membership co-ordination are addressed. ACTION ITEM: Gabby will send the letter already agreed on, on behalf of SC Tanja: wouldn't be too concerned about the issue. if read the emails Tanja sent. membership meeting at ICC on Friday. had a clear picture of what needed to be done within all staff. the aim in ICC is now that everyone should be in contact with members, rather than just one person. there will be issues, and it would be good to assign someone who would be able to coordinate. the new person hired in the near future will most likely have this task. Tanja is not concerned with these issues. Pippa: when or how is the announcement to be made about change in personnel handover? Tanja: drafted email this week to introduce staff to members with invitation to contact with issues or comments. there will also be a membership survey with the email. met with applause! steph: is there currently a list or database of membership? Tanja: whatever has to do with membership, don't know. January looking for restructuring steph: starting in January, I will have 20% more time and can help set up some database. will be doing this for Umbrella anyway. just for thought working group with Anna, Tanja and (Theo?) about membership. Will meet on Thursday with Justin.

STICKY QUESTION - PENDING MEMBERS: mess around issue. Gabby pointed out that someone should approach to get more information about them. not very far with this. ARRIVE SAFE: have a few votes in favor OTHER MEMBERS: unclear can we approve Arrive Safe? Eda, steph and Gabby voted in favor. need one more in order to approve Gabby says should just approve but make clearer for future members that process will be more stringent. Tanja seconds Gabby, in part because they mean money and we need all that we can get right now. also, changes to membership coordination are in progress. Tanja would approve all of them because if they have any questions about membership they can be discussed at AGM. ACTION: Arrive Safe approved. ACTION ITEM: Simon will contact Carless Carbon and see if they exist BETTER TIMES: Gabby recommends that they should approve. Tanja recommends approval. Pippa is not convinced because she doesn't see as group, more a one-man band attached to company. Pippa would like someone to contact them and state that we are not clear about their status. unclear still about corporate membership (Istanbul AGM, corp. sponsorship should be looked into. Pippa circulated a guideline sample, but last that they heard about it). ACTION ITEM: Tanja try to find out from Justin about corporate members. Pippa would feel better if someone contacted Better Times ACTION ITEM: Simon will contact Better Times to determine their organization type others have question about Better Times? [steph has same as Pippa] shall we wait for answer with Simon? generally agreed

why is it at AGM to approve members? Tanja: if we have ability to approve members on rolling basis rather than just at AGM, will help with funding as well as helping new members mix with network. Tanja will look at this during project development process

TCC09 PROGRESS: any more details about evaluation of TCC08 and looking to TCC09? mostly, right now need contract that sets deadlines (venue, program, etc). ICC's tasks, everything seems feasible and will be able to manage everything. able to get their organization ready from Jeroen's standpoint will be the steeplechase. Simon: Skype meeting about conference. is that happening? Tanja: can propose before developing program need some foundational things, such as brochure. working on this, so hopefully a meeting will happen this week

INDIVIDUAL MEMBERS: did anyone read it? [steph did]. Simon did. Tanja: Stephan wondered what membership role is for individual members. should ask them. As for SC, what can we do except make proposals for the AGM? would like to see discussion on this issue. recap on email about statutes (Pippa read). statues very vague about their role. don't have to conclude discussion about IM in this meeting. how about a go around? vague? clearly defined? open for them to decide? Tanja, whether you have some individuals that made you start thinking about this? Tanja: have 100s of IMs. many examples that could mention ideally, could get many types of benefits from members. currently, mag is only method of contact with individuals. ICC's workload. if see only as supporters, they should be taken account of as donors. if they are members, the workload is different because need to make sure their participation is facilitated. steph: [I think asking members is great. in the US, individual fundraising is bolstered by opportunities to "get involved". lack of capacity could very well be an issue, but how about asking in survey if they would like to be invited to be part of working groups as a low-maintenance resource. this could be "media", "research", "website", "outreach", "grantwriting", etc] Tanja: at ICC meeting, but agreed that from now on, will start sending welcome packages [that's totally awesome!] :Simon agrees it is great Pippa agrees, possible alternative to survey that they don't have to answer Pippa: does this start for new members or renewing? Tanja: current and new. would like to give this a little more time for feedback, please encourage others to discuss on list.

SC TASKS FOR THE YEAR: Pippa: did we discuss at last meeting? Tanja: wanted to wait until we had a bunch of people. Gabby: Simon made wonderful spreadsheet, one person did. that's related? Simon: yes ACTION ITEM: everyone fill in spreadsheet that Simon created

PROJECT PRIORITIES: this year's AGM was not able to decide on priorities Pippa: if AGM failed to do it, it should fall on SC. not sure of statutes, but it makes sense in Istanbul, list of projects and decided on priorities. not too difficult. Simon: what info. is needed? Pippa: simply list of projects, can get from website. can we do this now, and if it goes beyond 15 minutes, then table to next skype call? Gabrielle Hermann says: yes Tanja: propose next call [steph agrees]. Simon agrees ACTION ITEM: add project priorities to next skype agenda

ICC ANNUAL WORKPLAN: Tanja feels would be good to have face-to-face meeting. Gabby and Simon agree. without project priorities, cannot create work plan. Pippa: makes most sense for strategic, then project priorities, then work plan. should have process more firmly in hand. tried to go into what WCN members want from ICC, but scope of understanding was limited. when is deadline for membership survey? : mid-December Simon: which member survey? groups Tanja: good to have call with Randy and others who have something to contribute. Gabby: face to face meeting sounds good in theory, but difficult when so scattered. Pippa: when and where for meeting? Discussion. Looking at mid-January for face to face meeting,. Location not yet determined (thinking Brussels or Germany). Pippa: Christmas is not far away, strategic plan needed before work plan, and work plan needed by 1 Dec. for funding. can at least do project priorities before then, but when is next deadline? Tanja: concentrating on funding. need a "tie-over" for funding, then strategic plan later and final work plan. workwise, Tanja is working on 2 grants, so beginning of January would be better timing for strategic plan. attendees should be SC, ICC, and possibly AB.

SKYPE MEETING: Tuesday evenings? fine for Gabby, Tanja [steph, too]. Dec. 9 or 16. [steph's fine with either]. let's say the 9th and can move it if need to. DEC. 9 20:00CET next Skype mtg. haven't even taken 2 hours

Tanja’s target is to get funding for project co-ordinator by end of the year

Carfree Day - Tanja working on evaluation - would like to hear opinions for external evaluation about WCN’s role and ICC’s role

Conference - evaluation of Portland still needed. We’d like to hear more about the progress with Brussels - Action: Simon to find out about it.

Isn’t Justin doing network organization?

NEED: write email to intern list asking people to step up to be coordinator (steph will do) – Markus, Sara, Giselle (wcn-intern – “hi Gabby and all!”)

3 Steering Committee’s role

AB is inviting next person to step in from back-up group, since with Eduardo’s resignation puts us at lower limit (steph will email Markus or Randy); alternates

Workings Plan – we need facilitator (2-3 months);

Facilitator find regular monthly meeting; if not present, please send notes and thoughts beforehand to group. Is monthly too ambitious? Let’s say every month

Decision-making process – must be stated yes of quorum Suggestion – reminder from facilitator saying “this month in future voting history” – what votes are upcoming, how much time to decide.

SC List – internal list of 7? Decision is that we the SC email list should be only open to SC members; the wcn-intern should be made the discussion list.

4 SC’s Tasks 2008

Should set up Skype call for strategic plan (next month’s Skype, 2 +hours)

Next month’s Skype meeting should be facilitated by someone versed in strategic planning and SWOT (invite Arie, Randy, Markus, or someone similar); list facilitator can find SP facilitator

	AGM changes – talking about issues irrelevant to AGM at last meeting

Individual members’ roles – should be based on skill set and interests; table until discuss strategic plan; finances, for example

Job descriptions – match with SC members, who commit to be helpful to those staff members. Perhaps a monthly check-in

ICC staff are working on the job descriptions, but SC’s input is welcome. Same with the job performance indicators. Tanja’s main question with the SC’s and ICC relations was “How to (and to what extent) SC wants to be involved in ICC's operations?” Are the ICC’s weekly minutes enough? How about updates during the monthly Skype calls? Do you want to check also our individual workplans/weekly progress reports?

TCC Conference – We should develop the Conference more strategically, particularly with outreach.

Media – Is this a strength or a weakness of WCN?

Decentralization – If we ask member organizations to do more tasks for the WCN, there should be more rewards. How about joint fundraising?

WCFD – We should work on broader media outreach, which will help all member organizations

Resource Centre – Developing resources to "sell"

AA – We should work to develop a carfree challenge that will be useful in more countries

e) Communication about different topics should be addressed in separate e-mails with the subject line indicating the topic. We’ll try to have only one topic under discussion at a time.\\

g) According to our statutes, a quorum for a decision is five people. This means that by any decision-making deadline we must have the opinion of at least five Steering Committee members. The majority position on any proposal must have 60% of all “votes” casted.\\

A media working group was formed in Budapest. For now it is focused on the project of support for the human rights of New York City cyclists who are being arrested at the monthly Critical Mass rides, but it will also coordinate press outreach for World Carfree Day, etc. Arie Farnam is looking at funding sources for a “Mobility Justice Project” which could expand from

Brian Smith (member of media working group) says to Arie: “I think you should ask for a staff position that would do alert work 50 percent and other organizing 50 percent, or something like that. It sound like you all don't really have anyone set aside as a campaigner. This could be the funding for a veteran activist with lots of PR experience to help take the message to the streets and coordinate an international activist network.”

Each Steering Committee member should become involved in at least one network project. Some SC members listed the projects they are involved in, or would like to become involved in. Carlos will be involved in TCFC VI Bogota. Markus is involved in the Carfree Area Pilot Project and the media working group (the latter is not technically a project). Randy is involved in some way in most WCN projects. He also announced that Carbusters founder Francois Schneider has started a ‘Rural Carfreedom Project’ that intends to establish one or more carfree ecovillages in France. Francois would like this to be considered as a WCN project.

Each network project is to provide a liaison person for communication with the rest of the network. That person’s name and contact details are to be listed on the www.worldcarfree.net/projects/ page. That person is also to provide a quarterly project report to the carfree_network discussion list. (We'll see if this works, but we'll request it.)

Arie (via Randy) brought up the importance of developing a ‘strategic plan,’ which is necessary to have in order to reach the next level and access larger grants, etc. A strategic plan is used to identify the desired goals of the network and to measure success towards reaching them. Individual projects are also supposed to fit into the strategic plan as well. Arie and the ICC are working on the beginnings of a WCN strategic plan, then this will go to the Steering Committee for further development. The final stages could possibly be done in person at the May 2006 network meeting in Tabor, Czech Republic. The SC agrees. Giselle brought up that in our Statutes, sometimes similar terms like ‘goals,’ ‘methods’ and ‘objectives’ are not used in the conventional way. We will make sure this is resolved in the final strategic plan.

Carlos will look at the Charter and see how to replace references to ‘car’ with ‘private motor vehicles.’ He will use a footnote on the first reference to ‘car’, explaining the various technologies that we’re intending to include. Randy sent a DOC file of the Charter to Carlos. Carlos then sent his recommended changes first to the Steering Committee discussion list. After agreement there, the recommendation will go to the carfree_network list.

Regarding the AGM, the Statutes say: ‘The meeting process should allow, to the greatest extent possible, for the participation of member organisations unable to physically send delegates.’ So we will have to assess what is possible and likely in terms of participation in person, via a virtual conference, and/or via written opinions in advance.

“In cases of ‘undue harm’ to the network, the Steering Committee may remove a disruptive member organisation with immediate effect.”

• Finances
• Projects

• Staff

Finances Projects

Only 18 organisations have replied so far. The deadline for submission is 12 December. A lack of contact with member orgs has been a problem for a couple of years. The contact person database is old and incomplete, but the survey and letter about membership fees should go to the nominated representative of each org. Tanja confirmed that the full survey has not yet been sent, as the ICC did not want to overwhelm orgs in the first instance. Reasons for the poor response rate include: survey timing, potentially incorrect contact details and organisation status (active/closed), and apathy. Two reminders have been sent to each org.

4. Update on approval of provisional member organisations

Membership and fees proposal: Tanja will send the SC a first draft of the full document to consider.

TCC X Conference in 2010. Action: Tanja will send a call for proposals to the carfree_network list, in the week beginning 15th. December.

Minutes of Steering Committee Skype meeting 9 December 2008

Date: 10 December 2008, from 20:10 to 22:40 CET. Place: via Skype Attendees: All current SC members: Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs, Stephanie Routh. Chair: Pippa Minutes taken by Simon.

AGENDA:

http://www.worldcarfree.net/about_us/global/steering-int.php

We are currently trying to make contact with Eduardo to change list ownership.

To introduce and to get an idea

1. Facilitator and notetaker: Steph Routh

2. Introductions

\\ http://www.worldcarfree.net/about_us/global/steering-int.php

\\ We are currently trying to make contact with Eduardo to change list ownership.

\\ To introduce and to get an idea

Current Steering Committee Members

\\http://www.worldcarfree.net/about_us/global/steering-int.php

Update 11 September 2008

\\We are currently trying to make contact with Eduardo to change list ownership.

\\To introduce and to get an idea

Eda Beyazit, Tanja Eskola, Simon Field, Pippa Gallop, Gabrielle Hermann, Jason Meggs and Stephanie Routh.

Current Steering Committee Members Milan Borić, Ton Daggers, Simon Field, Eduardo Green, Justin Hyatt,Susanna Iraci, Meltem Parlak, Stephanie Routh, Pippa Gallop

Minutes of Steering Committee 06/05/08

ECOCABS to receive WCN endorsement

ECOCABS, to be launched on June 15, is to be a "smart" pedicab system, relying on IT technology. Navdeep Asija, of Fazilka, India is working on this, and has requested WCN name support for endorsing this system.

Voting by steering committe:

7 in favor, 0 against

with participation by:

Simon Pippa Stephanie Ton Milan Justin Susana

Minutes of Steering Committee 01/28/08

sending such letters, but preapproval is not required. A copy of the

SC letter-writing proposal passed as written here:

announcement of 25 February 2007:

As I'm the network's conference coordinator and also a member of its steering committee, I've been delegated to report to you that Portland, Oregon, USA has been selected as the host for Towards Carfree Cities VIII in 2008.

The steering committee would like to thank both the Portland and the San Luis Potosi teams for their proposals and for their cooperation throughout this process. Thanks also to everyone who submitted their thoughts and questions.

The steering committee discussed both proposals in depth throughout the past months, listened to your comments, asked additional questions of the two aspiring hosts, and chose a point-based decision-making process (which ended up affirming the previous sentiment of the group). Eight questions were determined to be the most important, and each steering committee member gave each proposal 1-10 points in each of the eight categories. Portland came out ahead not just in the total (558 to 470) but also in the total votes in each of the eight categories, as you can see below.

Total score for SLP: 470
Total score for Portland: 558

Total votes: 9 (Justin, Milan, Ton, Susanna, Carlos, Giselle, Randy, Gabrielle, Markus)
Missing votes: 2 (Rajendra - inactive steering committee member; and Sara, not voting due to conflict of interest)

The eight categories with total votes (with 90 being the highest possible score for each):

1. What could we learn from the host city? Would the examples be replicable in other parts of the world?
(SLP 54, PL 72)
2. Strength of host organisation. Potential for broad range of local partners.
(SLP 63, PL 78)
3. Accessibility. Will network members be able afford the time and expense to travel to the host city?
(SLP 53, PL 60)
4. Political context. Will there be local support for a Towards Carfree Cities Conference?
(SLP 65, PL 75)
5. Influence on world stage? Will the location attract attention from the press?
(SLP 54, PL 76)
6. Ability to inspire. Will the ambiance of the city give the visitor positive examples of public space not dominated by motorised traffic?
(SLP 58, PL 69)
7. Which city would draw the most participants? Where would you prefer to go?
(SLP 70, PL 72)
8. What would the conference do that's new, interesting or different compared to past conferences? Is there some idea or purpose that ties the proposal together? (is there a conference concept or theme?)
(SLP 53, PL 56)

Factors in favour of Portland included:
a) the perception that more participants would attend there
b) that it's a good idea to hold a conference in the USA, as the network's support is mainly divided between Europe and USA/Canada and we've never had a conference there
c) that it's a good idea to hold a conference in the USA because of that country's influence on the world stage
d) that Portland is a very dynamic city with a lot of inspiration and support to offer the conference, and in addition the ideas of the conference have a high probability of being applied there
e) the perception that there were more positive examples in Portland to highlight and build on
f) it would be easier for Canadians to attend
g) the diversity and dynamism of the partner organisations, whereas the SLP partners were largely at the official and technical level
g) the conference was held in Latin America in 2006
h) the ease of communication in English between Prague and the host city
i) Sara Stout is on the organising committee, and Brian Smith has offered to take a few months off to help organise the conference

Additional comment from Justin: I also found Agustin's comments about a biketrip quite interesting. Hopefully we can talk a bit about inclusion of the two cities, once we have announced the results.

I think Justin's sentiment represents the whole steering committee, in that we'd encourage the San Luis Potosi team to organise a national or regional project/event that might fit in with or complement the Portland conference, as a network project or otherwise. We'd encourage members of the network and members of this list to give a hand to any such plans that may be developed.

Thanks again to everyone,

Randy

Minutes of Steering Committee Decisions 10/06-2/07

[insert here]

2. Should the WCN deny membership to organisations that have accepted $ from the automobile industry?

The Steering Committee voted in favor of WCN involvement in this project

1. SC member responsiblities clarified and communication difficulties addressed.

The following proposal of Sara and Randy (Feb. 3) for the 2006 AGM was tabled at our February 28 on-line meeting. The matter is potentially complicated and deserves further discussion:

Minutes of Steering Committee Decisions 6/06-10/06

1. SC member responsiblities clarified and comunication difficulties addressed.

2. Should the WCN deny membership to organisations that have accepted $ from the automobile industry?

3. WCN involvement in the Carfree Community Project.

The Steering Committee voted in favor of WCN involvement in this project.

Input or output from the Advisory Board can not be forced. However it is expressed that we would highly appreciate involvement. We will send the Advisory Board a letter introducing ourselves and offering various ways of getting involved in the network. Today Randy posted the draft letter on the Steering Committee Wiki pages. Once approved by the Steering Committee, the letter will be sent to the Advisory Board along with the network's 2005 annual report, which has just been completed.

"Instead of having 'active individuals' as in our current Charter, we propose to have 'individual members' in addition to 'member organisations.' Essentially this would allow any individual who pays $30/30 EUR to be a full member of the network, access the Members section of the website, take part in projects, and participate in AGM decisions. Those wanting to be individual members who cannot afford to pay would be able to request a free membership. These requests would be decided on a case-by-case basis by the [Steering Committee]/[ICC staff]?"

Official Endorsement of Events, Initiatives & Memberships":

"The Steering Committee must approve official WCN endorsement of any event or initiative, and cases where WCN as a whole would be joining another organisation or network. In cases of urgency, the Steering Committee quorum may be lowered to three members. The staff of the ICC may endorse as World Carfree Network - Czech Republic. Similarly, the boards of WCN Europe and WCN USA respectively may endorse under those names."

+Minutes of Steering Committee Decisions 6/06-10/06+

1. SC member responsiblities clarified and comunication difficulties addressed.

2. Should the WCN deny membership to organisations that have accepted $ from the automobile industry?

'''3. Next the SC voted in favor of WCN involvement in the Carfree

WCN's role in the project:

Big text

Minutes of Steering Committee Decisions 6/06-10/06

1. SC member responsiblities clarified and comunication difficulties addressed.

After the AGM, we welcomed new members. We reviewed Steering Committee responsibilities and all SC members affirmed their readiness to do the job. Some members expressed that communication difficulties (ie limited internet access and language barriers) were making participation challenging. Ideas were suggested about how to overcome these obstacles and participation and communication have been improved.

2. Should the WCN deny membership to organisations that have accepted $ from the automobile industry?

We discussed this question at length and no SC members were in favor of adopting strict rules about excluding members based on their funding sources. Instead, we were in favor of the WCN composing a "Best Practices Guide" to support member organisations when they are faced with the decision of whether to accept auto-industry money. We suggest that the AGM continue to consider applications from member organisations on a case by case basis.

'''3. Next the SC voted in favor of WCN involvement in the Carfree Community Project.'''

Project Description: To promote the development of carfree communities as a means for sustainable energy use, using multilayer mapping to identify potential locations for carfree development. The project will also identify the legal and institutional barriers/obstacles that have inhibited carfree communities from being built and give recommendations to create a European manual for setting up a carfree community.

WCN's role in the project:

To coordinate the dissemination of the results of the project and to develop supporting material for advocating carfree communities in order to convince politicians, developers etc. to (at least) investigate the possible realisation of a carfree community in their region. This material will be made available in the 6 main European languages (English, German, Spanish, France, Italian and Polish).

Input or output from the Advisory Board can not be forced. However it is expressed that we would highly appreciate involvement. We will send the Advisory Board a letter introducing ourselves and offering various ways of getting involved in the network. Today Randy posted the draft letter on the Steering Committee Wiki pages. Once approved by the Steering Committee, the letter will be sent to the Advisory Board along with the network's 2005 annual report, which has just been completed.

The following proposal of Sara and Randy (Feb. 3) for the 2006 AGM was tabled at our February 28 on-line meeting. The matter is potentially complicated and deserves further discussion:

"Instead of having 'active individuals' as in our current Charter, we propose to have 'individual members' in addition to 'member organisations.' Essentially this would allow any individual who pays $30/30 EUR to be a full member of the network, access the Members section of the website, take part in projects, and participate in AGM decisions. Those wanting to be individual members who cannot afford to pay would be able to request a free membership. These requests would be decided on a case-by-case basis by the [Steering Committee]/[ICC staff]?"

Official Endorsement of Events, Initiatives & Memberships":

"The Steering Committee must approve official WCN endorsement of any event or initiative, and cases where WCN as a whole would be joining another organisation or network. In cases of urgency, the Steering Committee quorum may be lowered to three members. The staff of the ICC may endorse as World Carfree Network - Czech Republic. Similarly, the boards of WCN Europe and WCN USA respectively may endorse under those names."

Minutes of SC decisions 6/06-10/06

1. After the AGM, we welcomed new members. We reviewed Steering Committee responsibilities and all SC members affirmed their readiness to do the job. Some members expressed that communication difficulties (ie limited internet access and language barriers) were making participation challenging. Ideas were suggested about how to overcome these obstacles and participation and communication have been improved.

2. Should the WCN deny membership to organisations that have accepted $ from the automobile industry?

We discussed this question at length and no SC members were in favor of adopting strict rules about excluding members based on their funding sources. Instead, we were in favor of the WCN composing a "Best Practices Guide" to support member organisations when they are faced with the decision of whether to accept auto-industry money. We suggest that the AGM continue to consider applications from member organisations on a case by case basis.

3. Next the SC voted in favor of WCN involvement in the Carfree

Community Project.

Project Description:

To promote the development of carfree communities as a means for sustainable energy use, using multilayer mapping to identify potential locations for carfree development. The project will also identify the legal and institutional barriers/obstacles that have inhibited carfree communities from being built and give recommendations to create a European manual for setting up a carfree community.

WCN's role in the project:

To coordinate the dissemination of the results of the project and to develop supporting material for advocating carfree communities in order to convince politicians, developers etc. to (at least) investigate the possible realisation of a carfree community in their region. This material will be made available in the 6 main European languages (English, German, Spanish, France, Italian and Polish).

After the host locations were previously narrowed to Istanbul (Turkey) and Sfax (Tunisia), we now decided to chose Istanbul. At least 60% of those in the network who voiced a preference chose Istanbul. We also felt that Istanbul scored better according to the seven criteria that we established earlier, especially in terms of criteria 2-5 (strength of host organisation/partners, accessibility, political context, and influence on world stage). Sfax will serve as a back-up location.

We proposed that an on-line forum be set up in the Members Only section of the website, at least on an experimental basis. The purpose would be to allow people to discuss network matters without non-members participating in discussions, and without the need to restrict the volume of communication. (Communication is not limited because anyone can type as much as they want without bothering people with lots of e-mails. It's organised by topic, and responses are added within each topic.) The forum has already been set up. We'll ask Webmaster Steve to look into how we might get an automatic message to member liaisons each time a new topic in the forum is added.

The Strategic Plan is the next agenda item for the Steering Committee. Since many of our agenda items so far have been of a formal and technical nature, we decided to begin this topic with a broad, open brainstorm of what we would like the network to work on and accomplish. The format of our on-line meeting (via Skype software with sometimes poor sound quality) did not allow us to do this. However, we decided to start by having each of us write a one-paragraph 'personal brainstorm' on this topic (what we think the network should be doing and how we'd like to participate), to be sent to the Steering Committee discussion list within the month of March. The discussion can begin at any time from March 1 on. Steering Committee members should also review the existing draft Strategic Plan that is available in the Members section of Worldcarfree.net, under 'Steering Committee'. The document, after modifications, could be adopted in May at the 2006 AGM. Many funders ask for or require strategic plans, but such documents also really help keep organisations/networks focused, effective and efficient in working toward their goals.

• our statutes say that efforts should be made to allow for AGM participation from those who cannot physically attend, and so opinions on agenda items will be encouraged from network members outside Europe

We proposed that an on-line forum be set up in the Members Only section of the website, at least on an experimental basis. The purpose would be to allow people discuss network matters without non-members participating in discussions, and without the need to restrict the volume of communication. (Communication is not limited because anyone can type as much as they want without bothering people with lots of e-mails. It's organised by topic, and responses are added within each topic.) The forum has already been set up. We'll ask Webmaster Steve to look into how we might get an automatic message to member liaisons each time a new topic in the forum is added.

February 28, 2006:

After the host locations were previously narrowed to Istanbul (Turkey) and Sfax (Tunisia), we now decided to chose Istanbul. At least 60% of those in the network who voiced a preference chose Istanbul. We also felt that Istanbul scored better according to the seven criteria that we established earlier, especially in terms of criteria 2-5 (strength of host organisation/partners, accessibility, political context, and influence on world stage. Sfax will serve as a back-up location.

Input or output from the Advisory Board can not be forced. However it is expressed that we would highly appreciate involvement. We will send the Advisory Board a letter introducing ourselves and offering various ways of getting involved in the network. Today Randy posted the draft letter on the Steering Committee Wiki pages. Once approved by the Steering Committee, the letter will be sent to the Advisory Board along with the network's 2005 annual report, which has just been completed.

As decided at the 2003 AGM in Prague, the network is to pursue nonprofit status in the United States in order to access increased funding and expand its activities there. The application for this was submitted in February, with Sara Stout, Gus Yates and Brian Smith as the directors. A bank account has already been established (balance: $430), and the address will be the same PO Box as for CarfreeCity USA in Berkeley, California.

The following proposal of Sara and Randy (Feb. 3) for the 2006 AGM was tabled at our February 28 on-line meeting. The matter is potentially complicated and deserves further discussion:

"Instead of having 'active individuals' as in our current Charter, we propose to have 'individual members' in addition to 'member organisations.' Essentially this would allow any individual who pays $30/30 EUR to be a full member of the network, access the Members section of the website, take part in projects, and participate in AGM decisions. Those wanting to be individual members who cannot afford to pay would be able to request a free membership. These requests would be decided on a case-by-case basis by the [Steering Committee]/[ICC staff]?"

Sara and Randy (Feb. 3) propose that there be a Wiki page within the Steering Committee Wiki pages titled "Agenda Items Proposed by Members" - where network members could post suggestions for our agenda. In addition, we'd like to add "languages spoken" next to each SC member's profile in the About Us section of the website.

Input or output from the Advisory Board can not be forced. However it is expressed that we would highly appreciate involvement. We will send the Advisory Board a letter introducing ourselves and offering various ways of getting involved in the network. Randy will send the draft of the letter to the SC after coordinating with Giselle. Once approved by the SC, the letter will be sent to the AB along with the network's 2005 annual report, which Randy is finishing in February.

Instead of having "active individuals" as in our current Charter, we propose to have "individual members" in addition to "member organisations." Essentially this would allow any individual who pays $30/30 EUR to be a full member of the network, access the Members-Only section of the website, take part in projects, and participate in AGM decisions. Those wanting to be individual members who cannot afford to pay would be able to request a free membership. These requests would be decided on a case-by-case basis by the [Steering Committee]/[ICC staff]???

February __, 2006:

Official Endorsement of Events, Initiatives & Memberships":

The Steering Committee must approve official WCN endorsement of any event or initiative, and cases where WCN as a whole would be joining another organisation or network. In cases of urgency, the SC quorum may be lowered to three SC members. The staff of the ICC may endorse as World Carfree Network - Czech Republic. Similarly, the boards of WCN Europe and WCN USA respectively may endorse under those names.

STEERING COMMITTEE: Minutes of Decisions Nov. 2005 to Feb. 2006

Addition to Charter, re: Definition of "Automobile":

The 2005 AGM in Budapest decided that the Charter should include not just automobiles but other non-desirable modes of transport. The Steering Committee was charged with suggesting new wording that would be proposed to the 2006 AGM. We suggest the following, as a footnote to the Charter's first reference to the word "automobile":

"While the explicit intention of the World Carfree Network is to discourage use of cars, it also implies discouraging the use of unsustainable private motor vehicles such as cars, motorcycles, Segways (in cases where they must share limited infrastructure with pedestrians, such as on sidewalks), tuk-tuks or motorized three-wheelers, while promoting public and preferably non-motorised forms of transport. In order to generalise this statement, please take this clarification into account when reading "car" or "automobile." For example, motorcycles are not mentioned in this Charter, however they are private motorised vehicles that the World Carfree Network does not intend to encourage at all."

Process for Network Members to Propose Agenda Items for the Steering Committee:

Sara and Randy (Feb. 3) propose that there be a Wiki page within the Steering Committee section of the Members-Only pages titled "Proposed Agenda Items," where network members can post suggestions for our agenda. In addition, we'd like to add "languages spoken" next to each SC member's profile in the About Us section of the website.

Creating an On-line Member Forum:

Sara and Randy (Feb. 3) propose that an on-line forum be set up in the Members Only section of the website, at least on an experimental basis. The purpose would be to allow people discuss network matters without non-members participating in discussions, and without the need to restrict the volume of communication. We'll ask Webmaster Steve to look into how we might get an automatic message to member liaisons each time a new thread in the forum is added.

Network Legal Status:

Sara and Randy (Feb. 3) propose the following wording for the SC quarterly report:

As decided at the 2003 AGM in Prague, the network is to pursue nonprofit status in the United States in order to access increased funding and expand its activities there. The application for this will be submitted in early February, with Sara Stout, Gus Yates and Brian Smith as the directors. A bank account has already been established (balance: $430), and the address will be the same PO Box as for CarfreeCity USA in Berkeley, California.

In addition, the network can greatly expand its capacity/funding in Europe if it establishes an official structure at the European level. We can maintain the Worldcarfree.net website and then have separate sections for European and USA activities. All existing European member orgs would become members of WCN Europe and it would need a Board of Directors. Clarification is needed on role of Board of Directors (of both WCN USA and WCN Europe) versus the WCN (global) Steering Committee.

Role of "Active Individuals":

Sara and Randy (Feb. 3) would like to get SC opinions on the following proposal to be made at the 2006 AGM in Tabor:

Instead of having "active individuals" as in our current Charter, we propose to have "individual members" in addition to "member organisations." Essentially this would allow any individual who pays $30/30 EUR to be a full member of the network, access the Members-Only section of the website, take part in projects, and participate in AGM decisions.

STEERING COMMITTEE: Minutes of Decisions Nov. 2005 to Jan. 2006

Jan 19, 2006:

STEERING COMMITTEE: Minutes of Decisions August to October, 2005

f) We will have a back-up facilitator, to help keep the process on track and to help resolve general communication and other problems. Randy will be this back-up facilitator until October, then Sara, then Markus. (Others are also free to volunteer.)\\

No decision necessary. Randy gave a report on his work to get each member organisation to provide a liaison person for communication with the rest of the network. He is following up by getting announcements to those people, informing them of opportunities to get involved, sending a survey to them, etc. This will be ongoing.

i) In addition to e-mail, we can communicate via Skype, which is a free Internet-based telephone service (see www.skype.com). Most SC members already have Skype headphones. If others need headphones, contact Randy.
j) Telephone numbers of Steering Committee members are to be [and now are] provided on the members-only section of Worldcarfree.net.

c) Also, if the Steering Committee loses a member for whatever reason, the Advisory Board will be notified and asked to select a replacement.

We will have a WCN spokesperson for each continent: Markus for Europe, Giselle for Latin America, Sara for North America, and Ting for Asia. Africa is not represented. Randy will be the main WCN spokesperson (not specific to any continent) until the 2006 AGM.

This is something that the Steering Committee should provide input on. We did discuss it and gave some ideas. No binding decisions made. The project has now begun.

Proposal for statutes change for next AGM: New network projects may be launched at any time, but are to be provisional until a decision at the next AGM to make them full network projects.

Sara Stout is now the list facilitator, taking over from Randy.

Gabrielle Hermann will send a report to the list ASAP. She will copy this Wiki page and send it.

STEERING COMMITTEE: Minutes of Decisions August to October, 2005

Decision on WCN Spokesperson - September 15, 2005

DECISION #2 - September 15, 2005

DECISION #3 - September 25, 2005

The deadline for conference hosting proposals for Towards Carfree Cities VII will be December 10, 2005. The host location will not be limited to a particular geographic area. Applicants should refer to the guidelines in the Conference Organising Manual, and consult the Conference Hosting Agreement. The Steering Committee will make its final selection by January 27, 2006.

DECISION #2 - September 25, 2005

We will have a WCN spokesperson for each continent: Markus for Europe, Giselle for Latin America, Sara for North America, and Ting for Asia. Africa is not represented. Randy will be the main WCN spokesperson (not specific to any continent) until the 2006 AGM. Sara will take over (from Randy) as facilitator of the carfree_network listserv.

So I (Randy still) would agree and propose that the first sentence of (c) be modified to: "Also, if the Steering Committee loses a member for whatever reason, the Advisory Board will be notified and asked to select a replacement." ...and that the second sentence in parentheses be removed.

c) Anyone introducing a topic can facilitate that topic to its conclusion,and provide the deadline for comment.\\

c) If the Steering Committee loses a member, the Advisory Board will be notified and asked to decide if a replacement person is necessary. (Once the Steering Committee reaches six members, the Advisory Board must act to replace at least one Steering Committee member.)

[Note by Randy on last point (c):

Joel Crawford, who's on the Advisory Board, saw these decisions when looking at the Carfree Pilot Project Wiki page, and says this:

"The statutes as written leave no option. The Steering Committee advises of interim vacancies and the Advisory Board appoints replacements. Any change in this probably should be handled as a change in the Statutes. The philosophy was to maintain an Steering Committee with an odd number of members to facilitate tie-breaking. As long as we work on a consensus basis, it doesn't matter, of course, but that approach might not always work."

So I (Randy still) would agree and propose that the (c) sentence be modified to: "Also, if the Steering Committee loses a member for whatever reason, the Advisory Board will be notified and asked to select a replacement."

j) Telephone numbers of Steering Committee members are to be provided on the (soon-to-exist) members-only section of Worldcarfree.net.

How to make decisions on the Steering Committee?:\\

Minimum requirements for Steering Committee members:\\

A Steering Committee member may be removed according to the following process:\\