These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
EBC Board Meeting Minutes for (December)(2017)
Board meetings are open to the EBC members and the public.
- Location: room WC 112 HP Centre NAIT
- Start Time: 10:20 am Dec 10
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: Jonathon
- Minute-taker: Geoff
- Food by: Geoff
- Board attendance:
Ali Charkeih,
Geoff Hansen,
Helen Frost,
Jasmine Farahbakhsh,
Jeremy Shepherd,
Jonathan Woelber,
Kabir Nadkarni,
Michael Cenkner,
Mike Pybus,
Mike Sacha,
Nancy Milakovic
- Staff attendance: None
- Regrets: none
- Absent: none
- Guests: none
Call to Order
- Meeting called to order by at 10:20 am.
Logistics for Next Meeting
- Date: Monday, Jan 8th
- Location: TBD
- Chair: TBD
- Minute-taker: TBD
- Food by: TBD
Approval of Agenda (5 min)
MOTION
| To approve December 2017 agenda,
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| Moved:
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Nancy
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| Seconded:
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Helen
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| Aye
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No
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Abstain
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| 10
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0
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0
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| Yes
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New Business
Business Item 1 EBC new Executive Jonathan (10 min)
- To recognize the selection and appointment of EBC executive officers
- Discussion notes:
- VP - Nancy Milakovic acclaimed
- President - Jeremy Shepherd acclaimed
- Secretary - Jasmine Farahbakhsh acclaimed
- Treasurer - Ali Charkeih acclaimed
MOTION
| To appoint Jasmine Farahbakhsh as Secretary, as Jeremy Shepherd President, Ali Charkeih as Treasurer and as Vice-President
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| Moved:
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Geoff
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| Seconded:
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Michael C
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| Aye
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No
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Abstain
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| 10
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0
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0
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| Passed
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Business Item 2 Change of Bank Signing Authorizations Jonathan (10 min)
- Appoint new Bank signing authorities. Note that it does not necessarily have to be executive roles that act as signing officers for EBC although this has traditionally been our practice. Any director may serve as a signing officer.
- An important consideration in appointing signing officers is, among other things, ensuring that they are capable and competent to manage financial matters, especially payments, in a timely manner.
- Discussion notes:
- Two ways of paying funds - EFT (CAFT sys, and writing cheques
- Treasurer will be responsible for writing cheques and recording them
- Jonathon has been processing EFT, and one of the signing authorities
- Neil will start processing EFT, but is not a signing authority, and two signing officers need to approve the file in order to be release, by about 2:15 or 2:30 on the day it was set up
- Signing authorities should be reviewing the payments, to be comfortable that all payments are legitimate
- If the expense payment is to one of the signing authorities, that person cannot authorize payments to themselves
MOTION
| To appoint Jeremy Shepherd (President), Nancy Milakovic (VP), Jasmine Farahbakhsh (Secretary), Ali Charkeih (Treasurer) as signing authorities for all 3 of EBC's Servus Bank accounts (EBC General; EBC Casino; You Can Ride 2) and electronic payments processed through CAFT system. Two signatures/approvals are required. All should have On-line banking access; Ali Charkeih is designated the On-line Banking administrator. To remove Yitong Martindale, former bookkeeper, Geoff Hansen, former Treasurer, Derek Pluim, former secretary and Jonathan Woelber, former President from all EBC Servus accounts, On-Line banking access and CAFT access and appoint Neil Carey as Bookkeeper with On-Line Banking access and access to input EBC transactions into the CAFT payment system. Neil Carey has input authority only; no authority to approve transactions.
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| Moved:
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Geoff
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| Seconded:
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Jasmine
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| Aye
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No
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Abstain
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| 10
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0
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0
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| Passed
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- Action Items: Jonathan and Nancy will coordinate the update of signing authorities with Servus Credit Union by Jan 31 2018.
New Business
Future meeting dates (15 min)
- Discussion notes:
- Two people can't do Wednesdays
- Two people can't do Tue/Thu
- One person can't attend Mondays, until April or May
- Friday/weekends not seen to be an option
- Decided on 2nd monday of the month
Adjournment
MOTION
| To adjourn the meeting at 11:06 pm.
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| Moved:
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Jonathon
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| Seconded:
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