Board Minutes July 2009

EBC Board of Directors Meeting

July 9, 2009

Present: Steve Andersen, Michael Kalmanovitch, James Storrie, Ryan Kerwin, Chris Chan, Scott McAnsh, Scott Harris, Erich Welz, Bill Sellers, Keegan McEvoy, Ang McCartney

Apologies: Alex Hindle

Introduction of paid summer staff

• Ryan Kerwin – Outreach Mechanic
• James Storrie – Project Coordinator

Board Development programme

• Michael met with a woman from Action for Healthy Communities.
• She recommended that we go through this program
• Province of Alberta offers 'development mentors' with this program
• Michael would like the board to go through this after the AGM so that it will be more organised
• Some board members have done this program with other boards and said it was interesting but not useful
• board agrees some board development needs to occur but that this program does not meet our needs

Meeting length

• Michael does not want meetings to be rushed and thinks that board members should set aside three hours
• All board members agreed to make this commitment

Meeting procedures

• Chair needs to keep the board on course
• Board members need to focus on discussions
• Discussions need to be followed by decisions, reading of the decision and action items so there is more clarity
• From now on Scott Harris will be a much stricter chair. Board members need to raise their hands and be recognised by the chair to speak

Hiring Committee report

• Chris Chan moves that the board proceed in camera.
• Scott Harris seconds.
• Minutes of this discussion not available.

Bike Month update

• VELO meeting was last night
• there was a risein numbers at all events except salons
• VELO was pleased with EBC's Volunteer Coordinator Lauren Price
• Areas to improve for next year are communication between EBC and VELO

Employee Supervision

• Michael will be away July 10-22
• Erich Welz will take over his supervision duties

Bike Works Orientation

• Two have been held
• One and a half hours long
• 3 volunteers recruited
• 5 keys handed out
• every shift now has two key holders
• Erich will hold one more to catch any one who missed it
• Michael would like to see these held at least twice a year
• Chris & Erich will write an article for the newsletter

Newsletter

• Nothing has happened yet
• Scott McAnsh will draft a new one in the next two weeks

Membership database

• Kent sent a form
• Scott Harris did not understand it and has not had a chance to follow up
• Scott H will email Kent within 3 minutes of the meeting asking for it in EXCEL
• Scott H will be the Director in charge of the Database

Policies

• Ang has been the only person on the committee since February
• Some work was done before burn out
• Ang will send an email in two weeks either forwarding all work or asking for more help
• Erich moves that James work on creating a procedures manual
• Some members thought it was too much to give James in the beginning of his contract
• Erich withdraws the motion. He believes it's premature in their contracts

AGM

• Chris set the date
• September 13, 2009
• He is looking at trying to book a hall and requests $300 for hall rentals
• Scott McAnsh moves that EBC allocate $600 for the AGM.
• Scott Harris seconds
• Passed unanimously
• Board Election procedures were discussed
• This year we will be trying to recruit new board members and bylaws will be followed strictly
• Steve will create a mail out article for the newsletter and website in two weeks

Insurance

• We are insured with Cooperators
• 5 million liability
• $1300/year
• no sports insurance
• insurance for events and bike works

Bissell Centre

• wants tools for an in house program
• Chris Chan moves that EBC donate excess tools to the Bissell Centre.
• Scott Harris seconds
• Passed
• Chris will ask Alex to do this.

Bicycle Sound System

• $5000 for a pedal powered stage
• Michael will ask James to try finding funding for this purchase

Bike Rental program

• 9-12 bikes are ready to go
• insurance does cover this
• James will research contracts and babysitting options
• Erich will email James
• This program will be up and running within three weeks

New Signs

• no one available to speak on the issue

MEC Bikefest/bike swap

• Chris is loading trailers and going down to sell stuff on behalf of EBC

Lease

• NAA meeting is Sunday at 4:30pm
• we have no lease
• Utilities need to be reconciled
• Bill Sellers and Alex Hindle will go on behalf of EBC
• Scott McAnsh will forward the lease he prepared to Bill Sellers

Bike Trailer

• Was stolen at a bike month event
• will we replace it?
• Scott Harris moves that we buy an adjustible trailer and spare hitches.
• Erich Welz seconds.
• Passed
• Steve Andersen will place an order

August meeting food

• Steve Andersen will get the food
• Scott Harris will not be attending

Scott Harris moves to adjourn the meeting at 7:41pm