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Board Minutes March 2017: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes April 2017|April 2017]] board meeting.''''' | ||
== EBC Board Meeting Minutes for March 2017 == | == EBC Board Meeting Minutes for March 2017 == | ||
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* Minute-taker: Derek | * Minute-taker: Derek | ||
* Food by: Adrian (Geoff brought coffee!!) | * Food by: Adrian (Geoff brought coffee!!) | ||
* Board attendance: Adrian, Nancy, Jasmine, Derek, Dan, Michael C, Alexi, Geoffrey | * Board attendance: Adrian, Nancy, Jasmine, Derek, Dan, Michael C, Alexi, Geoffrey, Jeremy | ||
* Staff attendance: Chris | * Staff attendance: Chris | ||
* Regrets: Jonathan | * Regrets: Jonathan | ||
| Line 36: | Line 35: | ||
|second= Adrian | |second= Adrian | ||
|yes= 7 | |yes= 7 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 93: | Line 92: | ||
=== New Business Item 1: EBC Board Orientation Manual (15 min)=== | === New Business Item 1: EBC Board Orientation Manual (15 min)=== | ||
* Part of the HR Committee. | * Part of the HR Committee. | ||
* Discussion notes: | * Discussion notes: This is part of the part development training that Jeremy took at MacEwan recently. This is a framework and the gaps can be filled in through the committee. The more I got into the orientation manual the more I realized the importance of having documents to outline what our committees do and how they operate. Each committee should have a TOR (terms of reference) that should reflect the fiscal year (or between AGMs) with what the goals for each committee are for the given year. | ||
The Edmonton Chamber of Volunteer Organizations offers a day and a half of service to review how they operate and to provide some tools for improvement. It is similar to a supported board retreat. It is free to the organization and is something that EBC may want to consider. | |||
'''NOTE: All committees should review and update their committee Terms of Reference. There is an outline for each committee on the Google drive. There is also a new request for Google docs/drive training | |||
''' | |||
=== New Business Item 2: PEEPS (Pilot EBC/ESA Partnership) (20 min)=== | === New Business Item 2: PEEPS (Pilot EBC/ESA Partnership) (20 min)=== | ||
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* Asking for board approval in principle | * Asking for board approval in principle | ||
* Discussion notes: | * Discussion notes: | ||
*A form will be going out UofA Education students to gauge their interest and experience in three areas: mechanical and mentoring; operational; governance. The plan at this point is (Jonathan and Michael) to follow up the survey with an info session at U of A tentatively April 11 or 12 at 5:00 PM. Board members and staff are welcome to attend. | |||
If these ED students do 1 reflection in a form early on in the 'program' then another form at approx. 70% completion of the 40 hours, and a third survey form asking about what they learned in the entirety of the course. This would likely help the students and help EBC attract new skilled volunteers. | |||
The pilot would run from March to December. The goal would be that this would not be an extra burden for the staff. As much as possible this form would be automated. We would follow-up through email, or meet the student in the shop and they would be treated similar to any other board member. | |||
Jeremy, do we need an MOU? | |||
Jonathan (not present) had previously suggested that the survey could be given to the entire EBC volunteer membership and volunteer base. | |||
Geoff, so you want to run with this, on behalf of EBC without asking for many additional resources. Great. | |||
Nancy, what is the nature of the certificate? Michael, the letter is yes, they did 40 hours that we tracked, then what they do with that is up to the student through the reflection. | |||
Next steps (proposed): | Next steps (proposed): | ||
EBC board approve the initiative (that’s the ask for our March 13 meeting) | **EBC board approve the initiative (that’s the ask for our March 13 meeting) | ||
ESA and EBC to finalize the MOU and submit for approval to both boards | **ESA and EBC to finalize the MOU and submit for approval to both boards | ||
Initial questionnaire (=”the form”) goes out. | **Initial questionnaire (=”the form”) goes out. | ||
Info session at UA, April 11 or 12 | **Info session at UA, April 11 or 12 | ||
Volunteer orientation at EBC | **Volunteer orientation at EBC | ||
{{Motion | {{Motion | ||
|motion= To approve the PEEPS | |motion= To approve the PEEPS pilot initiative in principle. Starting with the form going out to Ed students. | ||
|first= | |first= Derek | ||
|second= | |second= Geoff | ||
|yes= | |yes= 9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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** [https://docs.google.com/document/d/1PIMpHKLIMEU8yKE9VaZuXOklgGc-WhxI1Y6jDb1MLiE/edit 2014 EBC Name Change Survey] | ** [https://docs.google.com/document/d/1PIMpHKLIMEU8yKE9VaZuXOklgGc-WhxI1Y6jDb1MLiE/edit 2014 EBC Name Change Survey] | ||
** [https://docs.google.com/a/edmontonbikes.ca/document/d/1oNxKsj-ZeYhwH0VlNsFZIl8bmv4XH_Ipo0p5obi8aXk/edit?usp=sharing 2017 Name Change Proposal] | ** [https://docs.google.com/a/edmontonbikes.ca/document/d/1oNxKsj-ZeYhwH0VlNsFZIl8bmv4XH_Ipo0p5obi8aXk/edit?usp=sharing 2017 Name Change Proposal] | ||
* Correction, the $600 is really only for print materials. | |||
Nancy, it may be better to invest more now and make a wholesale rebranding efforts. | |||
Michael, it may be better to open this up the membership prior to vote and solicit new name ideas and logos. | |||
Jeremy, we want to use a competition for the artwork. We should arrive at the AGM with single name proposal. | |||
Dan, there is a legal notice of 90 or 30 days. We can do the pre-work and let the consultation | |||
Chris, this is something that we could use to promote the AGM. | |||
Geoff, I don't think that changing our name will change our operations and it may not be necessary. | |||
{{Motion | {{Motion | ||
|motion= | |motion= we empower the committee to make the plan, including the name, the requirements, timeline, budget | ||
|first= | |first= Alexy | ||
|second= | |second= Jeromy | ||
|yes= | |yes= 8 | ||
|no= | |no= 1 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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'''New Business Item 4: EBC New Board Members''' (10 min)=== | '''New Business Item 4: EBC New Board Members''' (10 min)=== | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Mike Pybus is in! | ||
** | ** Kristen Flath is open to helping with strategic planning but declined another board role at this time due to her other prior commitments in the greater cycling community. | ||
{{Motion | {{Motion | ||
|motion=Motion to approve assignment of new board member ( | |motion=Motion to approve assignment of new board member Mike Pybus. (yay!) | ||
|first= | |first= Adrian | ||
|second= | |second= Derek | ||
|yes= | |yes= 9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
=== New Business Item 5: Give Jonathan and Geoff Access to the Tangerine Account (5 min)=== | === New Business Item 5: Give Jonathan and Geoff Access to the Tangerine Account (5 min)=== | ||
* Discussion notes: | * Discussion notes: | ||
** | ** To give access to the Treasurer and President access to the high interest account. | ||
{{Motion | {{Motion | ||
|motion= Give Jonathan and Geoff | |motion= Give Jonathan Wolber and Geoff Hansen access to the Tangerine Account in addition to Chris Chan | ||
|first= | |first= Nancy | ||
|second= | |second= Derek | ||
|yes= | |yes= 9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. | |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. | ||
|first= | |first= Geoff | ||
|second= | |second= Nancy | ||
|yes= | |yes=9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** Name ( | ** Name (10 min) | ||
** Name (___ min) | ** Name (___ min) | ||
{{Motion | {{Motion | ||
|motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. | |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. | ||
|first= | |first= Geoff | ||
|second= | |second= Jasmine | ||
|yes= | |yes=9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 8:50 pm. | ||
|first= | |first= Jasmine | ||
|second= | |second= Derek | ||
|yes= | |yes= 9 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||