Board Minutes August 2014

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These minutes were approved at the Sept 2014 board meeting.

EBC Board Meeting Minutes for August 20, 2014

Board meetings are open to the EBC members and the public.

  • Location: Room 113, Education South, UofA
  • Start Time: 6:30 p.m.

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Sarah
  • Minute-taker: Anna
  • Food by: Leila
  • Board attendance: Sarah, Leila, Matt, Caylie, Chris Co, Bernadette, Kristen, Carlos, Doug, Anna
  • Staff attendance: Chris Ch, Coreen
  • Regrets: Steve
  • Absent:
  • Guests: Kyra (CSL non-profit board internship intern)

Call to Order

  • Meeting called to order by Sarah at 640pm.

Logistics for Next Meeting

  • Date: Wed Sept 17, 2014
  • Location: UofA, room TBA
  • Chair: Matt
  • Minute-taker: Anna
  • Food by: Carlos
  • Regret: Sarah, Doug, Bern (?)

AGM

  • Date: Sunday Sept 28, 2014 @ 1pm-3pm
  • Location: Ritchie Community Hall, 7727 98 Street
  • Regrets: Sarah
  • Action Items: Board members and staff should plan to be available to help out 11am-4pm

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this August meeting agenda, July 2014 minutes, and reports as presented below. Motioned by Leila, seconded by Kristen. Doug abstains. Carried.

President's Report

  • n/a

Treasurer's Report

Executive Director's Report

  • n/a

BikeWorks Report

  • BikeWorks Report July 2014 - submitted Aug 5
  • Discussion:
    • As of Aug, Coreen is working normal hours (40/wk)
    • Action Items: HR Committee will meet with Coreen to discuss solutions to interpersonal issues at BW.

Advocacy Committee Report

  • n/a

H.R. Committee Report

  • n/a

Policy Committee Report

  • n/a

Strategic Planning Committee Report

  • n/a

Current & Completed Business

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Ongoing: Committee chairs to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • Oct 2013: Anna to make record of what to do for next AGM.
  • Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: Anna will check with Servus to clarify what status of card application is...
  • Jan 2014: Kristen present proposed bylaw change at AGM 2014.
  • Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
  • April 2014: Bernadette will get further details on procedure to submit a letter to AGLC or sign onto a group letter.
  • April 2014: Anna will draft a response to patron about EBC current and proposed practices re inclusion/accessibility.
  • April 2014, June 2014: Chris Co will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. Chris Co will send to Caylie for review. Final position will be posted to Advocacy listserv.
    • Update: Chris Co will send to Caylie before Sept meeting.
  • May 2014: Anna will follow up with ATB and YCR2 with report/thank you for donations.
  • May 2014: Executive Committee (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements)
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
  • June 2014: Caylie will write draft job description for bike builder, workshop instructor, admin position and send to staff. Chris, Coreen to present draft to volunteers by end of August 2014.
    • Update: Need clarification about whether this is happening.
  • June 2014: Chris Co will begin coordinate memorial ride event (contacting people, food pick up, etc). Leila will get card. Sarah will look into mental health partnerships or initiatives that EBC could take on.
    • Leila done.
  • June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts.
    • Update: Leila has contacted RBC. More to do...
  • July 2014: Everyone review your personal board goals that were written at the Nov 2013 board retreat to do a personal reflection on how you are doing so far

COMPLETED

  • Feb 2014: Strategic Planning Committee will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014. DONE
  • May 2014: Sarah will research organizing First Aid classes for staff and BW volunteers. DONE
    • Update: Sarah will email quotes for training for further consideration. Will check into getting safety audits at our location at same time as first aid training.
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
    • Update: Next steps... require outside safety audit. Doug and Sarah will seek some quotes.
  • June 2014: Strategic Planning Committee will contact Janine to have further meeting about You Can Ride 2. DONE
  • June 2014: Anna will review 2014 budget to determine if any food budget is available. If not, BYOL/potluck. DONE
  • June 2014: Doug will send Janine contact info for Good100 fellow who is running a social enterprise storage facility.
    • Update: Doug will follow up with Janine to see if anything needs to be done.
  • June 2014: Policy Committee to add an Advertising Policy to the wish list.
  • June 2014: Leila will get card for Des.
  • July 2014: Caylie will post the notes from the small group discussions here

CSL Intern! (10 min)

  • Welcome Kyra!
  • 3rd year degree in Biz and Biz Law.
  • Will be volunteering with EBC Sept2014-Apr2015 through the U of A's community service learning (CSL) board internship program
  • Caylie and Kyra will be attending a meeting on Sept 6 as an orientation. Will clarify whether Kyra should attend in camera discussions.
  • Interests: poverty alleviation in particular homelessness, reaching out to marginalized communities, etc
  • You Can Ride 2 c/o Janine will have a number of CSL interns as well but focused on Marketing, Psychology. Caylie is working with Janine on this.

Budget FY2015 (90 min)

  • Motion: To go in camera. Moved by Matt, seconded by Sarah. Motion Carried.
  • break 8:20-830pm
  • Motion: To extend the meeting time by 30 min to 9:05pm. Moved by Kristen, seconded by Doug. Motion Carried.
  • Chris Ch: Spoke has $300/mo each and all goes to pizza. Would like to increase program expenses for the Spoke to $700/year each (no pizza, 300 volunteer coordinator honoraria, 400 program expenses). Demographics of participants has changed and pizza is no longer essential for participation... Will work on ways to have (healthier) food options still available.
    • Action Items: Anna will ask Neil to incorporate $700/year to Program Expenses into FY2015 Budget for Spoke. Inquire where YCR2 budget increases are listed.
  • Motion: To end in camera discussion. Moved by Anna, seconded by Leila. Motion Carried.

Alberta Bicycle Commuter's Conference (5 min)

  • After great success last year and growing support, Bernadette will host this year's conference on Oct 4 - 5 with the help of Sarah.
  • We would like to officially extend an invite to all Board Members who are interested in attending and participating in this event. A collaboration on transportation and lodging can be arranged to save expenses. Please save the date.
  • Donations have been made by AB Bike Swap and ABA.
  • We would like to add EBC to this list of donors, with a contribution of $500.
  • Motion: To donate $500 to ABCC. Moved by Matt, seconded by Kristen. Motion Carried.


New Business

Annual General Meeting 2014 plans (5 min)

  • Are you staying on the board for 2014-2015?
    • Leila - yes seeking reelection
    • Sarah - not seeking reelection
    • Carlos - yes (seeking official election)
    • Anna - yes seeking reelection
    • Bernadette - max term (4yr) superstar!
    • Caylie - yes second half of term
    • Chris Co - yes second half of term
    • Douglas - undecided
    • Kristen - not seeking reelection
    • Matthew - not seeking election
    • Steve - unsure?
    • Vacant - still vacant
  • Reports for Annual Report
  • Food coordinator - Matt
  • Door prize coordinator - Kristen
  • Volunteer awards coordinator - Chris Co
  • Action Items: Matt, Kristn, Chris Co will arrange the food, door prizes and volunteer awards, respectively by Sept board meeting.

Social Media Directive (10 min)

  • Review of new procedure for social media directive
  • Tabled. Will discuss in Sept

Women, Trans, Femme Day (10 min)

  • Tabled. Will discuss in Sept

Cash Deposits (10 min)

  • Will discuss in Sept
  • Action Items: Carlos will ask Servus if we can get 2 deposit cards. Anna will make a deposit before sept.

In Camera Session (40 min)

  • Motion: To go in camera. Moved by Bernadette, seconded by Sarah. Motion Carried.
  • Please list how long you believe your topic will take to discuss:
    • Chris Chan's topic (20 min)

Adjournment

  • Motion: To adjourn the meeting at 9:58pm. Moved by Anna, seconded by Leila. Motion Carried.
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