Board Minutes December 2012: Difference between revisions

* Regrets: Neil, Bern, Paul

* Absent: n/a

* Time: 6:48pm

* Food by: potluck :)

* <span style="background: yellow;">Motion:</span> Adam: I move to approve; Sarah: Seconded; '''carried'''.  

* Please be more specific about who says what.

* <span style="background: yellow;">Motion:</span> Micah: I move to approve last month's minutes; Anna seconds; '''carried'''.

* '''Sarah''' will take notes since Micah will be absent.   

* '''Micah''' will try to book this room (Ed S 327) again as people seem to like it better.

* Food: '''Duncan'''

* Leila will be temporary chair.

* From emailed report Dec 9: "Very little to report. Not much time has passed since our last meeting. Reviewed the board member job descriptions done by Anna. Provided comments. Going to meet with Anna on Tuesday to go over board member job descriptions."

* Paul, Neil absent.

* From emailed report Dec 11: "I do not have much of a report as I am still trying to figure out how to make use of Simply Accounting over the Google Docs VPN client. I have paid staff members, so that is good. I am going to spend a few hours on it tongiht, and come tomorrow with questions for Chris. I then hope to set up a meeting to attend both banks this weekend. I will call them tomorrow to schedule this, so we will need a letter from the past signing authorities (I believe two people) in order to switch that over. Then the Exec can head over and get it set up. I understand that we dont all have to go at the same time, but I will confirm this tomorrow."

** Duncan: board does not use google group anymore; Adam: are we going to maintain an archive? Chris: still exists; just not for continued use.  Leila: Is this the same thing we have access to?  Duncan: yes.  Leila: I was looking through; google quite new to me; is there an archive? All posts seemed extremely recent; couldn't find emails I sent to group in past.  Chris: I haven't touched anything; there is an ebc-board email account that has been archiving emails since 2008; anyone can have access; passwords in passwords document.  Adam: list of all emails; had to actually click through back arrows.  Chirs demonstrates.

** Duncan: board backup emails: Chris Ch, should not have access, correct?  Chris: Yes.  I could gain access if I wanted to [technically, since has admin privilege].

** Leila: Duncan has access to all the passwords- do we all?  Chris: No, just exec at this point.  Need new one to share with rest of board.

** Anna: new website looks lovely; where do we access reports, eg. Complete Streets- why not publicly available through our website?  Chris: Complete Streets is there now.  Anna: I think that things in the public interest would be sought by the public on our website.  Chris: I will post it to the website.

** Leila: still link to wiki on website?  Chris: Yes.

 

** Leila: Once again, her report is really great, awesome.

** Anna: WCB coverage: volunteer coverage through WCB; board of director coverage: through what?  Chris: we don't have it.  Anna: co-operators insurance?  Chris: that's for Directors & Officers (D&O)- directors' liability, not injury.  We pay for our volunteers as workers.

** Alex: when I left there was no clear training on safety; Adam: there are things we could do: have work gloves; we could come up with some other things.  Anna: good thread on [http://www.bikecollectives.org/about.html Think Tank listserv]: what is your shop doing for OH&S?  Might be worthwhile to look into this. eg, WHMIS on everything.  Coreen is going over the volunteer training; maybe we could ask her to go over safety.  Sarah: Health and safety is def board.  Duncan: really? - workplace.  Chris: staff responsible for volunteers, therefore Coreen.  Problem is she's on;y 20 hours.  Leila: if we do download this responsibility to her, we should send her to training and pay for it so that she's qualified.  We've never had MSDS forms.  Maybe write it into manual.  Adam: or help her form a committee.  Sarah: yeah, collaborative effort.

** Coreen's big-picture questions.  Adam: Spoke with Coreen and she realises that answers might take a while to develop.  Anna/Duncan: this would be ongoing.

** Coreen's hurdles: Leila: re: anti-oppression training- would we pay for this?  Duncan/Chris: we should see what she wants first; she might already have connections.  Micah: like one of the workshops APIRG puts on?  Leila: not sure.  Justin: seems to me that she's looking and if we know of anything, we could volunteer the information, but not particularly soliciting.  Anna: The Good Life has held anti-oppression workshops, and now they have volunteers who run them.  Could liaise with them.  Even just ask them to come up and deliver a workshop.  Duncan: I'm in Calgary frequently, maybe in new year, could meet up with them.  Knows Ethan?  Anna: Jackie and Johnny are good people to connect with.  Anyway, Leila will talk to her (non-action item).

* <span style="background: yellow;">Motion</span>: Anna: I move that we sign her up for WHMIS training. Adam: should we research whether this would be effective?  Alex: I've taken it and it's not that rigorous, it's mainly common sense.  Leila: something more institutional; talk to her and see what course she would find most appropriate.  Anna: '''I withdraw my motion.''' Alex: I think it would be a good idea for BW manager to have current first aid.

* Action Items:  

** '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting.  (Duncan: remember budget for board & staff dev'pt!)

**'''Anna''' will send doodle poll to determine time of second retreat day on 5th.

=== Advocacy Committee Report (2 min)===

** identified deliverables

** Chris Corrigan: what kind of progress has been made in terms of awareness amongst other groups in city, business assoc'n etc.  Duncan: haven't had a chance to really connect with larger group.  A few business owners on board at this point.