Board Minutes November 2017

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for November 2017

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

• Location: NOTE ROOM CHANGE to room 327 Education South, University of Alberta
• Start Time: 6:30pm

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:Jonathan
• Minute-taker: Geoff
• Food by: Nancy
• Board attendance: Jonathon, Nancy, Michael C, Jeremy, Geoff, Jasmine
• Newly Elected Board Members: Kabir Nadkarni
• Staff attendance: Chris, Carly
• Regrets: Derek, Mike P
• Absent: Adrian P, Daniel T, Ali Charkeih
• Guests:Michael Sacha, Helen Frost

Call to Order

• Meeting called to order by at 6:47 pm.

Logistics for Next Meeting

• Date: Fri Dec 8th evening 6:30-9:30, and Sun Dec 10th morning 10:00-2:00
• Location: NAIT (Nancy will arrange)
• Chair: TBD
• Minute-taker: TBD
• Food by: TBD

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this November 8 agenda, the October 2017 AGM minutes), and reports as presented below.
Moved:	Michael C
Seconded:	Nancy

Aye	No	Abstain
5	0	0
carried

President's Report - Jonathan

• President's Report November 2017 https://docs.google.com/a/edmontonbikes.ca/document/d/1goE7AEHrY9PTwQUH7ZF0orkmkJ4i7rOuQiK95QMCuow/edit?usp=sharing

H.R. Committee Report - Nancy

• H.R. Committee Report November 2017 https://docs.google.com/a/edmontonbikes.ca/document/d/1YyBNhVbUDYXvGg3fDIlxT4DxwIXmCak35BkDjBAXk4o/edit?usp=sharing

Treasurer's Report - Geoff

• Treasurer's Report November 2017 https://docs.google.com/document/d/1OEN5qUMIBiv573bRW-rkFpV9m96W51XcvywXnMD8i0M/edit?ts=5a028fa9

AGM Minutes

• October 2017
• https://docs.google.com/a/edmontonbikes.ca/document/d/1o6viVz7KCkWld4H1kpROCi4R9gz01Zec0L1i2-pJGjI/edit?usp=sharing

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New Business: Appointment New Directors - Jonathan (15 min)

• Helen Frost and Michael (Mike) Sacha
• Nomination information is contained in the President's Report

• Discussion notes:
  • Hele and Michael introduced themselves, and spoke to why they are interested in becoming board members

MOTION

Board appoint Helen Frost and Michael Sacha as directors
Moved:	Geoff
Seconded:	Nancy

Aye	No	Abstain
5	0	0
Carried

New Board Overview and Orientation Nancy (25 min)

• Overview of the Board

   Introduction of Board Members
   Review of Board Committees and work accomplished this year
   Discussion of Board Committees for this year

• Orientation Plan for new board members

   Access to orientation manual
   Guided questions for review
   Specific one on one orientations
   Mentor assignments

• Board Member Recruitment Plan

Board Retreat Planning Session and Board Strategic Planning Session - Nancy (25 min)

• Retreat Planning (Nov)

   What should the focus of the Nov retreat be
   Dates?
   Agenda preparation/ad hoc committee

• Discussion notes:
  • Geoff: more focus on near term issues, finishing initiatives - less on blue sky/ grandious
  • Nancy: consistent with discussion in HR committee
  • Jonathon: prior to retreat can directors propose priorities and circulate
  • Michael C: can we do that in 10 minutes here?

• Ideas for priorities
  • Review current initiatives - so we don't take on too many things
  • Lease at bikeworks north coming up. Consolidation to one shop?
  • Financial sustainability - how to bring in more money (fundraising, raise feeds
  • Volunteer engagement
  • Charitable status
  • Rebranded - get it done, extract benefits
  • Programming - getting people out to events
  • Programming around accessibility - International students, new immigrants, newcomers; workshops, community outreach

• Retreat
  • discussed Friday evening, Sunday morning
  • proposing Dec 8th, 10th and include a board meeting on the 10th

Strategic Planning Session (March/April)

   What should the focus of the session be
   Dates?
   Agenda preparation/ad hoc committee

• Discussion notes
  • How much time? Is there a set agenda?
  • Who is the facilitator? Can we request someone in particular?
  • Like the idea of planning this , so we can focus on near term/this year items in our planning session in Nov
  • discussion about what we'd need to do for charitable status , other organization in Hamilton didn't find they needed to change programming much
  • should charitable status not be part of our initial meetings?
  • charitable status is a means to an end
  • what we want to do might be in initial meetings, how might be in spring meetings
  • good idea to separate the operational from strategic planning
  • Jeremy will inquire into dates, and time commitments

• Action Items: Jeremy will inquire into dates, and time commitments for strategic planning sessions.

Adjournment

MOTION

To adjourn the meeting at 8:47 pm.
Moved:
Seconded:

Aye	No	Abstain