Board Minutes January 2013: Difference between revisions
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Bernadette | ||
* Minute-taker: '''Sarah''' | * Minute-taker: '''Sarah''' | ||
* Board attendance: | * Board attendance: chris, neil, anna, duncan, adam, lee, sarah, justin, bern, | ||
* Staff attendance: | * Staff attendance: chris chan | ||
* Regrets: | * Regrets: micah, paul, leila | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: alex and brett | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Bern at 6:45 pm. | ||
== Approval of Agenda == | == Approval of Agenda == | ||
* <span style="background: yellow;">Motion: </span> To approve agenda by . Seconded by . | * <span style="background: yellow;">Motion: </span> To approve agenda by Duncan. Seconded by Lee . | ||
== Approval of Last Month's Minutes == | == Approval of Last Month's Minutes == | ||
* <span style="background: yellow;">Motion:</span> to approve ( | * <span style="background: yellow;">Motion:</span> to approve (dec 2012) minutes by adam . Seconded by duncan . | ||
== Date, Location & Food for Next Meeting == | == Date, Location & Food for Next Meeting == | ||
* Date: | * Date: feb | ||
* Location: | * Location: tba - adam will check with micah | ||
* Food: | * Food: adam | ||
== Meeting Process == | == Meeting Process == | ||
| Line 43: | Line 43: | ||
** Board member job description - Sarah | ** Board member job description - Sarah | ||
* Discussion and decisions on meeting hand signals (10 min) - Sarah | * Discussion and decisions on meeting hand signals (10 min) - Sarah | ||
-twinkle: agree | |||
-Hand up (or finger in): point on topic | |||
-C shape: question or clarification (takes presedent) | |||
* Review of group agreement and accountability (5 min) - Anna | * Review of group agreement and accountability (5 min) - Anna | ||
-Keep group agreement | |||
== Reports == | == Reports == | ||
| Line 50: | Line 54: | ||
[[President's Report (Month) (Year)|President's Report]] | [[President's Report (Month) (Year)|President's Report]] | ||
* Nothing to report | * Nothing to report | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
| Line 56: | Line 60: | ||
=== Treasurer's Report (5 min)=== | === Treasurer's Report (5 min)=== | ||
[[Treasurer's Report (Month) (Year)|Treasurer's Report]] | [[Treasurer's Report (Month) (Year)|Treasurer's Report]] | ||
* Discussion notes: | * Discussion notes: report to come in February | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
What can we do to help paul? More time, he's getting it. | |||
=== Executive Director's Report (15 min)=== | === Executive Director's Report (15 min)=== | ||
[[ED Report (Month) (Year)|Executive Director's Report]] | [[ED Report (Month) (Year)|Executive Director's Report]] | ||
* Security system overview and discussion (10 min)? | * Security system overview and discussion (10 min)? | ||
BWN Motion sensor hooked to phone line and camera pointing towards yard, chris does not THINK it record sound, | |||
Alex - question - inform people that there is surveillance? | |||
cHris says it was originially a temporary measure for when the alarm goes off. | |||
ALex - advertise to the public | |||
theoretic potnetial for abuse of viewing hte camera in conclusion I ugre the board to consider what kind of message this sends nad if it an ethical issue of having a camera but not telling the public. More professional security system | |||
duncan - action item - put up signs | |||
adam - chris do you have plans to adjust the system? | |||
chris - currently testing the system | |||
several random suggestions from adam and alex | |||
Leave this in chris's hands - he knows the concerns and can make necessary adjustments and changes to the system. | |||
Poor working webcam at BWS | |||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
Mechanic course mondays nights at BWN | |||
Anna requests at least two sentences of more information in ED report | |||
=== BikeWorks Report (5 min)=== | === BikeWorks Report (5 min)=== | ||
| Line 72: | Line 92: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
Came in this morning - not enough time for board to read. | |||
Focus on the north shop because it needs attention and growth in the new community. | |||
Could each board member be at the shop once on Saturday to open and close from now until AGM? | |||
Too much to commit. | |||
Volunteer orientation - board should attend? | |||
Adam notes on conveying information to Coreen about board assistance with volunteer appreciation. | |||
Sarah - How do we address complaints and suggestions for members. | |||
Specific questions - question of the month? | |||
Operational concerns - coreen is asking for ideas from a wider knowledge base. | |||
brett - tough issue and the way things are right now chris has full authority over shoo issues and I have yet to be in a state where I can deal with it. especually because this regards personal health issues for me so explaining my situation outs me and my personal situation so I dont feel comforatable explaining this to the board at this time. I may respond by email. I would like to address chris in the future as well | |||
its unfortuantae the way things went down. | |||
alex - questions about cameras | |||
Action item to respond - adam will liase about volunteer appreciation and volunteer orientation. reiterate that this is within her scope but remind her that she can run wiht ideas. | |||
=== Retreat Committee Report (5 min)=== | === Retreat Committee Report (5 min)=== | ||
| Line 78: | Line 112: | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: ''' | * Action Items: '''Add to calendar building''' will today (deadline) | ||
=== Advocacy Committee Report (10 min)=== | === Advocacy Committee Report (10 min)=== | ||
| Line 124: | Line 159: | ||
From December meeting: | From December meeting: | ||
* '''Everyone''' to calculate and report your board volunteer hours to President by January 22. | * '''Everyone''' to calculate and report your board volunteer hours to President by January 22. | ||
* '''Paul''' to coordinate new signing authorities with bank. | * '''Paul''' to coordinate new signing authorities with bank. not here | ||
*'''Duncan''' will change password for backup board email address and make passwords available to board only. | *'''Duncan''' will change password for backup board email address and make passwords available to board only. done | ||
*'''Duncan''' will send Coreen another note of thanks and praise for another excellent report. | *'''Duncan''' will send Coreen another note of thanks and praise for another excellent report. | ||
*'''Anna''' will ask Carbon about monitors for the shop. | *'''Anna''' will ask Carbon about monitors for the shop. still looking | ||
* '''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. | * '''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. leilas notes - send to the board | ||
* '''Unassigned''' to review Bylaws and draft edits re: board election of members in good standing by (deadline). | * '''Unassigned''' to review Bylaws and draft edits re: board election of members in good standing by (deadline). | ||
From Retreat: | From Retreat: | ||
* '''Anna''' will type up group notes from Retreat. | * '''Anna''' will type up group notes from Retreat. done | ||
* '''Sarah''' will type up and circulate the SMART goal for the Charitable status goal. | * '''Sarah''' will type up and circulate the SMART goal for the Charitable status goal. done | ||
* '''Duncan''' will type up and circulate the SMART goal for the financial goal. | * '''Duncan''' will type up and circulate the SMART goal for the financial goal. not done - sarah asks that it be typed | ||
* '''Justin''' will type up and circulate the [https://docs.google.com/a/edmontonbikes.ca/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit SMART goal for the HR goal]. | * '''Justin''' will type up and circulate the [https://docs.google.com/a/edmontonbikes.ca/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit SMART goal for the HR goal]. done | ||
* '''Sarah''' will circulate the Non-Violent Communication handouts and consensus decision-making map | * '''Sarah''' will circulate the Non-Violent Communication handouts and consensus decision-making map. done | ||
* '''Duncan''' will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. | * '''Duncan''' will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. will bring chris chan to meeting to ensure man power | ||
* '''Leila''' will contact staff asking to complete a [[http://edmontonbikes.ca/w/Board_Development_Workshop_-_February_2012#Government-Management-Implementation_scale Governance-Management-Implementation chart]] to compliment the board one | * '''Leila''' will contact staff asking to complete a [[http://edmontonbikes.ca/w/Board_Development_Workshop_-_February_2012#Government-Management-Implementation_scale Governance-Management-Implementation chart]] to compliment the board one | ||
* '''Micah''' will send out info to board on how to use wiki and how to save folders/docs in Google Drive | * '''Micah''' will send out info to board on how to use wiki and how to save folders/docs in Google Drive. not done | ||
* '''Unassigned''' will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. | * '''Unassigned''' will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. adam will mention that to coreen. | ||
=== Board Job Descriptions (10 min)=== | === Board Job Descriptions (10 min)=== | ||
| Line 145: | Line 181: | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: ''' | * Action Items: '''Duncan''' will...consolidate comments in two weeks by feb 6(deadline) final review at feb meeting | ||
=== (Ethical) Funding Committee (5 min)=== | === (Ethical) Funding Committee (5 min)=== | ||
| Line 151: | Line 187: | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Sarah''' will chair the Funding Committee. First meeting | * Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27. | ||
=== Business Item 1 (__ min)=== | === Business Item 1 (__ min)=== | ||
| Line 169: | Line 205: | ||
=== Vision, Mission, Values (15 min)=== | === Vision, Mission, Values (15 min)=== | ||
* Adam, Bernadette, Chris Corrigan to present final draft. | * Adam, Bernadette, Chris Corrigan to present final draft. | ||
* Discussion notes: | * Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation" | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
Motion adam to pass vision statement as it appears in the email, and the mission statement using the words civic representation instead of advocacy and 'without the third sentence'. | |||
duncan seconds. | |||
motion passed. | |||
=== Calendar for 2013 (20 min) === | === Calendar for 2013 (20 min) === | ||
* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for: | * In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for: | ||
** board meetings for 2013 | ** board meetings for 2013 | ||
divided discussion on planning in advance - approx 50% present seem interests | |||
-Feb 20th | |||
-March 20th | |||
-April 17th | |||
** board committee meetings: HR, Advocacy, Funding, etc. | ** board committee meetings: HR, Advocacy, Funding, etc. | ||
** Volunteer Appreciation event(s) | ** Volunteer Appreciation event(s) | ||
| Line 198: | Line 241: | ||
=== Board Committees 2013 (5 min)=== | === Board Committees 2013 (5 min)=== | ||
* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee? | * Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee? | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
| Line 206: | Line 249: | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: ''' | * Action Items: '''Bern''' will... send out information by email by (deadline) | ||
=== New Business Item 6 (__ min)=== | === New Business Item 6 (__ min)=== | ||
| Line 215: | Line 258: | ||
== In Camera Session (__ min)== | == In Camera Session (__ min)== | ||
in camera duncan second adam | |||
* Review new process for In Camera sessions (from the Special Meeting) (10 min) - Paul from email? Anna? | * Review new process for In Camera sessions (from the Special Meeting) (10 min) - Paul from email? Anna? | ||
* Security system (10min) | * Security system (10min) | ||
* Anna and Sarah's topic (20 min) | * Anna and Sarah's topic (20 min) | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
Procedure for lodging a concern following a chain of command. | |||
chris needs to be more diplomatic in delivery | |||
need reports minimum 48hrs before with more detail | |||
after hours facility access policy - neil with consultation from Coreen | |||
volunteer code of behaviour - (during regular hours) | |||
Bern - to chris chan | |||
Bret - doing well appreciate what ou've done wiht security support decisions | |||
lack of diplomacy with bret - when communicating with clients be more concious about wording | |||
Reports - SUbmit reports minimum 48 hrs in advance, reports do not need to be read in the meeting | |||
More detail - send confirmation | |||
lack of procedure and policy for volunteer complaints | |||
bret will talk with chris about goals for next year. this will happen next week. | |||
motion to go out of camera duncan second lee | |||
== Adjournment == | == Adjournment == | ||