Board Minutes July 2014

These minutes were approved at the August 2014 board meeting.

EBC Board Meeting Minutes for Sunday July 13, 2014

Board meetings are open to the EBC members and the public. This month's board meeting will only be 5 minutes long to allow the board to have in camera board retreat for rest of the day.

• Location: Room 221, Education South, U of A campus
• Start Time: 10:00 a.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: Caylie
• Minute-taker: Anna
• Food by: Anna / BYOLunch
• Board attendance: Chris Co, Bernadette, Caylie, Anna 1002, Doug 1010, Sarah 1010, Leila 1025
• Staff attendance: n/a
• Regrets: Steve, Matt, Kristen, Carlos
• Absent: n/a
• Guests: n/a

Call to Order

• Meeting called to order by Caylie at 1018am.

Logistics for Next Meeting

• Date: Wednesday August 20, 2014
• Location: BikeWorks South??
  • BWS open 6-9pm
• Chair:
• Minute-taker: Anna
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve the July 2014 agenda, June 2014 minutes, and reports as presented below. Motioned by Caylie, seconded by Bernadette. Bern abstains from June minute approval. Leila not yet present. Motion Carried.

President's Report

• n/a

Treasurer's Report

• n/a

Executive Director's Report

• n/a

BikeWorks Report

• BikeWorks Report June 2014 - submitted July 5

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

Updates on Action Items From Previous Meeting (5 min)

• Action Items: Everyone review these action items and we will review at the August meeting.

• 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.
• Feb 2014: Strategic Planning Committee will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014.
• 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.
• 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.
• May 2014: Sarah will research organizing First Aid classes for staff and BW volunteers.
• June 2014: Anna will review 2014 budget to determine if any food budget is available. If not, BYOL/potluck.
• June 2014: Board must approve May 2014 reports as it was not included in the consent agenda motion in June 2014.
• 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.
• June 2014: Strategic Planning Committee will contact Janine to have further meeting about You Can Ride 2.
• June 2014: Doug will send Janine contact info for Good100 fellow who is running a social enterprise storage facility.
• June 2014: Policy Committee to add an Advertising Policy to the wish list.
• 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.
• June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts.

COMPLETED

• May 2014: Anna, Sarah, Caylie will plan July mid-year board retreat. DONE
• June 2014: Doug will contact possible facilitator from Good 100 Project by June 30 to see if she can facilitate retreat. DONE
• June 2014: Anna to update May minutes with correct consent agenda and Derek's resignation date. DONE
• June 2014: Anna to close Derek's ebc account. DONE

Check-In on 2014 Goals (45 min)

• individual (internal board eval)
  • Action Items: Everyone review your personal board goals that were written at the Nov board retreat to do a personal reflection on how you are doing.
• organizational
  • This is the entire retreat schedule :)

Strategic Plan (5h30min)

• organizational values: current and ideal (90 min)
  • Small group discussions
  • Action Items: Caylie will post the notes from the discussions here
• roles & responsibilities (45 min)
  • Forget all current positions/roles. What needs to be done in the organization?
  • Small group discussions
  • Discussion:
    • Leila: This is a difficult exercise. How do we accurately identify the roles and responsibilities currently in the org? What is EBC's role and responsibility in the city?
    • Strategic Planning Committee met with staff to ask what roles they could see as future positions in the org.
    • Doug: Our board is supposed to oversee that our staff is happy, healthy, and productive. They are productive, they seem happy, but they are definitely overburdened and overworked.
  • Action Items: Caylie will post the notes from the discussions here
• asset mapping of related organizations in Edm (45 min)
  • Who are the other players in the city?
  • Small group brainstorm
  • Action Items: Caylie will post the notes from the discussions here

(lunch! 12-12:30)

In Camera Session (120 min)

• Motion: To go in camera. Moved by Sarah, seconded by Doug. Motion Carried.
• Please list how long you believe your topic will take to discuss:
  • organizational structure and name (60 min)
  • budget Sept 2014-Sept 2015 (60 min)

Adjournment

• Motion: To adjourn the meeting at 3:15. Moved by Anna, seconded by Leila. Motion Carried.