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| '''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
| | EBC Board Meeting Minutes for February 2017 |
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| == EBC Board Meeting Minutes for (month)(year) ==
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| Board meetings are open to the EBC members and the public. | | Board meetings are open to the EBC members and the public. |
| | | Location: * Location: room 113 Education South, University of Alberta |
| * Location: * Location: room 113 [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
| | Start Time: 6:30pm |
| * Start Time: 6:30pm
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| 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! | | 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: Geoff Hansen |
| | Minute-taker: Michael |
| | Food by: |
| | Board attendance: Adrian, Nancy, Alexis, Jeff, Jeremy, Jonathan, Jasmine |
| | Staff attendance: |
| | Regrets: |
| | Absent: |
| | Guests: |
| | Call to Order |
| | Meeting called to order by at pm. |
| | Approval of Agenda |
| | Jonathan moved, Nancy seconded |
| | Questions on Charitable Status report: did CS approve their finances, Dan will provide. They were approved prior to getting status. Jasmine asked about why only ESA, and suggested it could be a pilot and extended to other faculties or groups |
| | Question about Finances, bookkeeper putting in lots of hours? Jeff will meet with her to make sure she has everything she needs and engage with her on including salaries and other questions. Probably due to her being new. Jonathan and Chris to attend in person or on phone. |
| | Motion: To approve this (February ) agenda. Comment by Nancy about timing of reports, all in but need more time for board members to be read |
| | Motion Carried. |
| | == Approval of Minutes & Reports (5 min) == Read them here [[1]]Moved by Jasmine, seconded by Adrian . |
| | President's Report |
| | President's Report Feb 2017 |
| | Treasurer's Report |
| | Treasurer's Report Feb 2017 |
| | Executive Director's Report |
| | [ED Report (Month) (Year)] |
| | BikeWorks Report |
| | [BikeWorks Report (Month) (Year)] |
| | Advocacy Committee Report |
| | [Advocacy Committee Report (Month) (Year)] |
| | H.R. Committee Report |
| | H.R. Committee Report (Feb) (2017) |
| | Advocacy Committee Report |
| | [Advocacy Committee Report (Month) (Year)] |
| | Finance Committee Report |
| | Finance Committee meeting Notes |
| | Strategic Planning Committee Report |
| | Strategic Planning Committee Report Jan 2017 |
| | Charitable Status Committee Report Feb 2017 |
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| == Attendance ==
| | The following motion is formed as a "consent agenda" -- a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion. |
| * Meeting Chair: Geoff Hansen
| | Motion: To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . Motion Failed/Carried. |
| * Minute-taker:
| | Current & Completed Business |
| * Food by:
| | Updates on Action Items From Previous Meeting (5 min) |
| * Board attendance:
| | Everyone log your 2016 board volunteer hours for the past month.- this document is outdated. New document for 2017? |
| * Staff attendance:
| | Everyone sign reports that you have reviewed each month. |
| * Regrets:
| | Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. |
| * Absent:
| | Logistics for Next Meeting |
| * Guests:
| | Date: March 13th |
| | | Location: Room 113, Educatio South |
| == Call to Order ==
| | Chair: |
| * Meeting called to order by at pm.
| | Minute-taker: |
| | | Food by: |
| == Approval of Agenda ==
| | Regrets: |
| * <span style="background: yellow;">Motion:</span> To approve this (month) agenda. Moved by , seconded by . '''Motion Failed/Carried.'''
| | New Business |
| | | 1 New Director Appointment - Alexey Kalinen (all - 5 min) |
| == Approval of Minutes & Reports (5 min) == Read them here [[http://edmontonbikes.ca/w/Board_Minutes_January_2017]]
| | Motion: To ratify the nomination of Alexey Kalinen and appoint Mr. Kalinen to the EBC Board of Directors. Moved by Jonathan , seconded by Adrian. Motion Failed/Carried. |
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| === President's Report ===
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| *[https://docs.google.com/document/d/1avUk0JR-dhwi-l7Iqb3RneFVCAfuh1QNwfjTSxkLV6o/edit?ts=5894e6b3 President's Report Feb 2017]
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| === Treasurer's Report ===
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| * [https://docs.google.com/document/d/1ujgYyNO9a5oXtMRYU4PFR40XC0_WOB-Eu12-SJKYepc/edit Treasurer's Report Feb 2017]
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| === Executive Director's Report ===
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| *[ED Report (Month) (Year)]
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| === BikeWorks Report ===
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| *[BikeWorks Report (Month) (Year)]
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| === Advocacy Committee Report ===
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| *[Advocacy Committee Report (Month) (Year)]
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| === H.R. Committee Report ===
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| *[https://docs.google.com/a/edmontonbikes.ca/document/d/1GuLwqvSFPS7lgvU0nVjrYUKJ3tcX_7CdFfjAEKahw5s/edit?usp=sharing H.R. Committee Report (Feb) (2017)]
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| === Advocacy Committee Report ===
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| *[Advocacy Committee Report (Month) (Year)]
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| === Finance Committee Report ===
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| * [https://drive.google.com/open?id=1wsy5HIU3xB_JD9ForpNd2ESw8yI5gLnVEwtjCLqcvUY Finance Committee meeting Notes]
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| === Strategic Planning Committee Report ===
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| *[https://docs.google.com/document/d/1ZkIrYjgaWRpBgF8y2zCbMd2JNxdtV-NlZSeDEHckKqI/edit?ts=588a9200 Strategic Planning Committee Report Jan 2017]
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| *[https://docs.google.com/document/d/1p1NlKgYE4hA8QiAYqkyaB675s3yoXGat4eyg1xE51gg/edit Charitable Status Committee Report Feb 2017]
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| * The following motion is formed as a "[http://msue.anr.msu.edu/news/is_a_consent_agenda_right_for_your_board consent] [http://www.help4nonprofits.com/UseItToday/UseItToday-Consent_Agenda.htm agenda]" -- a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
| |
| * <span style="background: yellow;">Motion:</span> To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . '''Motion Failed/Carried.'''
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| == Current & Completed Business ==
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| === Updates on Action Items From Previous Meeting (5 min)===
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| * '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2016 board volunteer hours] for the past month.- this document is outdated. New document for 2017?
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| * '''Everyone''' sign reports that you have reviewed each month.
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| * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
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| == Logistics for Next Meeting ==
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| * Date: March 13th
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| * Location: Room 113, Education South
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| * Chair:
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| * Minute-taker:
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| * Food by:
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| * Regrets:
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| == New Business ==
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| ===1 New Director Appointment - Alexey Kalinen (all - 5 min)===
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| * <span style="background: yellow;">Motion:</span> To ratify the nomination of Alexey Kalinen and appoint Mr. Kalinen to the EBC Board of Directors. Moved by , seconded by . '''Motion Failed/Carried.'''
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| ===2 MEC Grant and BWN Theft update (Jonathan 5 min)===
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| * Discussion notes:
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| ** $6,000 with an additional credit for Spoke material purchased at MEC!
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| * <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
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| * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
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| ===3 OHS Policy (10 min)===
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| *
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| * Discussion notes:
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| ** Review policy document for OHS program
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| *[https://docs.google.com/a/edmontonbikes.ca/document/d/1G6naSF1VISsW6pfFVeOrLCVCzuaDz6hpwHS0HAzYSs8/edit?usp=sharing OHS Policy/ Draft ]
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| * <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
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| * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
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| == <i>In Camera</i> Session (45 min)==
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| * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
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| * Please list how long you believe your topic will take to discuss:
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| ** Nancy to lead discussion
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| **
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| * <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
| | 2 MEC Grant and BWN Theft update (Jonathan 5 min) |
| | Discussion notes: |
| | $6,000 with an additional credit for Spoke material purchased at MEC! |
| | Jonathan will communicate with Chris and Molly how to acknowledge |
| | Motion: To ___. Moved by , seconded by . Motion Failed/Carried. |
| | Action Items: name will ____ by (date). |
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| == Adjournment ==
| | 3 OHS Policy (10 min) |
| * <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion Failed/Carried.'''
| | Nancy, Chris, Adrian met with the consultant Dan. First part of plan to come up OHS policy. Dan gave samples. |
| | Nancy distributed a boilerplate document in draft from provincial requirements. Keep safe, everyone accountable. May have to change performance requirements re: responsibility of ED |
| | Biggest challenge with Dan is too much information and all ten steps. Asking for approval of this today with some changes. |
| | Second piece is hazard assessment nights, Monday 02-27 BWN, Tuesday 02-28 BWS, more people the better. |
| | Adrian sent Chris a blurb but haven’t seen an email back. |
| | Nancy to follow up with Chris on communication for this; and snacks. |
| | After that, look at hazard assessment, going baby steps |
| | Question: how many people are helpful? Will work in pairs, more the better e.g. 20. |
| | Discussion notes: |
| | Review policy document for OHS program |
| | Tweaks to signing authority including board and ED; wording re: ED |
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| [[Category:minutes]]
| | OHS Policy/ Draft |
| [[Category:2013-2014 Board minutes]]
| | Motion: To approve the policy as it stands ___. Moved by Jeremy, seconded by Jonathan. Motion/Carried with one abstention. |
| | Action Items: name will ____ by (date). |
| | In Camera Session (45 min) |
| | Motion: To go in camera. Moved by Jasmine , seconded by Nancy. Motion Carried. |