Bike Edmonton - User contributions [en]

Board Minutes January 2017

2017-01-10T03:24:45Z

Daniel.Thompson: /* Business Item 2 (__ min) */

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

== EBC Board Meeting Minutes for January 9 2017 ==

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

* 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

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: Jeremy
* Minute-taker: Michael
* Food by:
* Board attendance:
Jon
Dan
Adrian
Derek
Nancy
Jasmine
Michael
Jeromy
Geoff

* Staff attendance:
Chris

* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Jeromy at 6:42 pm.

== Logistics for Next Meeting ==
* Date: February 13th
* Location: Room 113 Education Building South
* Chair: ?
* Minute-taker: ?
* Food by: ?

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
|first= Geoff
|second= Jon
|yes=9
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[https://docs.google.com/document/d/1JfA1PNzCgfFXS9urBmeSTTmfxxRezAptqzo5qm4xHBo/edit?ts=5861ba28 Presidents Report Dec 2016]

=== Treasurer's Report - Geoff ===
* [https://docs.google.com/document/d/1k3RfKEu6dS3BEyDbIU7U1wDu7jxoK3JtA7Ixk8twlAg/edit Treasurer's Report Dec 2016]

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GuLwqvSFPS7lgvU0nVjrYUKJ3tcX_7CdFfjAEKahw5s/edit H.R. Committee Report January 2017]-submitted January 3

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
[[https://docs.google.com/a/edmontonbikes.ca/document/d/1PtOgT4n59rqBjKWo-eIZU2MqX0LJafbkGwLQxvVk6JQ/edit?usp=sharing| read here]]

=== Finance Committee Report - Geoff ===
* we did not have a finance committee meeting

=== Membership Committee Report - Adrian (...?) ===
*[Membership Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
** Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Oct 2016: '''Retreat coordinator''' add discussion of AGM to Nov planning retreat agenda.
* Oct 2016: '''Nancy''' will strike HR ad-hoc committee to implement OH&S plan by December 31st.

'''COMPLETED'''
* Derek book meeting room 113 for Jan 9th (and Feb 13th, and March 13th)
*

=== Business Item 1 (__10 min)===
*Charitable Staus sub committee Update
* Discussion notes:
**update and next steps timelines
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 2 (__ min)===
*
* Discussion notes:
**You Can Ride 2 Not For Profit Status Update
** YCR2 has clarified their intention to pursue charitable status. It is a need for their organization. We're looking for a board consensus on what we feel would be a good relationship moving forward. The issues arising are EBC paid staff using their time for YCR2 (however they have offered to offset this expense as required). Ultimately we should not sour relations with this excellent organization and we will continue to support them as best we can while moving to keep our respective finances separated. Many of our volunteers are currently shared and we are optimistic that this will not cause any conflicts among our volunteers who assist both EBC and YCR2.

There is some financial risk if they choose to hire a new Program Coordinator. Our costs are currently being subsidized by YCR2. Alternatively we may need to hire a new Program Coordinator if they opt to hire Molly full-time.

New Business

Item 1. New Brand/ Name for EBC

*
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Action Items: '''name''' will ____ by (date).

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Nancy (15 min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2016-2017 Board minutes]]

Board Minutes October 2016

2016-10-18T03:39:28Z

Daniel.Thompson: /* Adjournment */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===

* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]

* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)

* Action Items: '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first= Nancy
|second= Anna
|yes=7
|no=0
|abstain=0
|result=
}}

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=Geoff
|second=Adrian
|yes=7
|no=0
|abstain=0
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at 9:38pm.
|first= Dan
|second= everyone
|yes=7
|no=0
|abstain=0
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:39:12Z

Daniel.Thompson: /* Adjournment */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===

* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]

* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)

* Action Items: '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first= Nancy
|second= Anna
|yes=7
|no=0
|abstain=0
|result=
}}

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=Geoff
|second=Adrian
|yes=7
|no=0
|abstain=0
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at 9:38pm.
|first= Dan
|second=
|yes=7
|no=0
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:38:44Z

Daniel.Thompson: /* In Camera Session */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===

* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]

* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)

* Action Items: '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first= Nancy
|second= Anna
|yes=7
|no=0
|abstain=0
|result=
}}

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=Geoff
|second=Adrian
|yes=7
|no=0
|abstain=0
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:30:12Z

Daniel.Thompson: /* In Camera Session */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===

* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]

* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)

* Action Items: '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first= Nancy
|second= Anna
|yes=7
|no=0
|abstain=0
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=Nancy
|second=Anna
|yes=7
|no=0
|abstain=0
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:28:05Z

Daniel.Thompson: /* Logistics for Nov Board Retreat (15 min) Anna and Jonathan */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===

* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]

* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)

* Action Items: '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:17:31Z

Daniel.Thompson: /* Getting Things Done! Committees */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Jasmine,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:13:04Z

Daniel.Thompson: /* Getting Things Done! Committees */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl, Adrian.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:12:38Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T03:06:07Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl, Adrian.

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:57:01Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl, Adrian

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:26:46Z

Daniel.Thompson: /* Getting Things Done! Committees */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

* EBC board currently has 4 committees:
** Executive = President Jon , VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:26:22Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon , VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:25:12Z

Daniel.Thompson: /* New Business */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon , VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:24:28Z

Daniel.Thompson: /* New Business */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President , VP , Treasurer , Secretary: Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
|first= Jon
|second= Anna
|yes= 7
|no= 0
|abstain= 0
|result=
}}

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:21:20Z

Daniel.Thompson: /* New Business */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President , VP , Treasurer , Secretary: Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T02:19:47Z

Daniel.Thompson: /* New Business */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President , VP , Treasurer , Secretary
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:56:16Z

Daniel.Thompson: /* New Business */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:54:15Z

Daniel.Thompson: /* Alberta Bikes Conference Highlights (10 min) Karl */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers. Theme on cycle tourism. Sustainability of the conference is important; next year's focus may be on advocacy. Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:46:31Z

Daniel.Thompson: /* AGM Evaluation (10 min) Anna */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: food
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM.
** Michael: Molly wasn't able to attend, would have been valuable. Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?

* Action Items: '''Retreat coordinator''' will add discussion of AGM to planning retreat.

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:39:37Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

* Action Items: '''Nancy''' will will get sub-committee together to help implement safety by December 31st.

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:37:13Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:34:54Z

Daniel.Thompson: /* Treasurer's Report - Geoff */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result=
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:34:36Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain= 0
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result= in favour
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:34:15Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first= Anna
|second= Nancy
|yes= 8
|no= 0
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result= in favour
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:33:20Z

Daniel.Thompson: /* Treasurer's Report - Geoff */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**

{{Motion
|motion= board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
|first= Geoff
|second= Derek
|yes= 7
|no= 0
|abstain= 0
|result= in favour
}}

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:31:46Z

Daniel.Thompson: /* H.R. Committee Report - Nancy */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**
** MOTION from Geoff: board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible. Second from Derek. All in favour.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:31:00Z

Daniel.Thompson: /* Treasurer's Report - Geoff */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

** Geoff eager to get hiring process done immediately, impacts quality of books
**
** MOTION from Geoff: board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible. Second from Derek. All in favour.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:21:50Z

Daniel.Thompson: /* Treasurer's Report - Geoff */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:19:04Z

Daniel.Thompson: /* Logistics for Next Meeting */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair: Adrian
* Minute-taker: Geoff
* Food by: Jon

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:17:09Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy. Less control in EBC compared to most workplaces. Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes @ 7:16

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T01:07:51Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members, up to maximum occupancy of each shop

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:59:17Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:57:53Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board on HR committee: timeline for implementation
*
* deliverables:
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:46:44Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards

*Roles for board, staff, and volunteers respectively

* Staff/Board: timeline for implementation
*
* deliverables:
*
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:42:35Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Roles for board, staff, and volunteers respectively
*
* deliverables
*
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:40:55Z

Daniel.Thompson: /* Attendance */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance: Chris C.
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Roles for board, staff, and volunteers respectively
* deliverables
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:39:46Z

Daniel.Thompson: /* Attendance */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance:
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Roles for board, staff, and volunteers respectively
* deliverables
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:38:55Z

Daniel.Thompson: /* Call to Order */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by Jon at 6:38 pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Roles for board, staff, and volunteers respectively
* deliverables
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:29:42Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by at pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*link to Google Doc: [https://drive.google.com/file/d/0B-D1LNQVyBh6RmVlMG8xdFgtX2thbE8tR0NhaU82cXVKQzd3/view?usp=sharing here]
*Dan Daerendinger introduction
*Outline of proposed OH&S plan,
* Roles for board, staff, and volunteers respectively
* deliverables
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes October 2016

2016-10-18T00:27:54Z

Daniel.Thompson: /* Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) */

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

== EBC Board Meeting Minutes for October 17, 2016 ==

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

* Location: room 128 [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

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: Jon
* Minute-taker: Dan
* Food by: Karl
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests: Dan D

== Call to Order ==
* Meeting called to order by at pm.

== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*link to Google Doc: [https://drive.google.com/file/d/0B-D1LNQVyBh6RmVlMG8xdFgtX2thbE8tR0NhaU82cXVKQzd3/view?usp=sharing]
*Dan Daerendinger introduction
*Outline of proposed OH&S plan,
* Roles for board, staff, and volunteers respectively
* deliverables
* Discussion notes:
**
**

== Logistics for Next Meeting ==
* Usual Date: 2nd Monday of the month = Monday Nov 14
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Location: Room 128, Education South, U of A
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.

=== Executive Director's Report - Chris ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.

'''COMPLETED'''
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
**
**

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Action Items: '''name''' will ____ by (date).

=== Business Item 3 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== Introductions! (15 min) All ===
* Round table of introductions for the benefit of new board members.
* Name, past & current involvement with EBC, personal skills/profession/personal interests

=== What is a Governance Board? ===
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].

=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**

=== Board Responsibilities ===
* Job descriptions
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]

=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).

=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Human Resources Committee = Nancy, Geoff,
** Policy Committee = Dan, Anna, Rachel,
** Strategic Committee = Derek, Karl,

=== Scheduling Monthly Board Meetings ===
* Board currently meets on 2nd Monday of each month.
* Is this a regular conflict for anyone for 2016-7?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?

=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
* Dates:
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**

* Action Items: '''name''' will ____ by (date).

=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*

== In Camera Session ==
{{Motion
|motion=To go [https://en.wikipedia.org/wiki/In_camera in camera].
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

{{Motion
|motion=To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at __pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes April 2016

2016-03-15T01:08:53Z

Daniel.Thompson: /* Attendance */

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

== EBC Board Meeting Minutes for April 11, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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:
* Minute-taker:
* Food by:
* Board attendance:
* Staff attendance:
* Regrets: Dan (is in Portland!)
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by at pm.

== Logistics for Next Meeting ==
* Date:
* Location:
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]

=== Executive Director's Report - Chris Chan ===
*[ED Report (Month) (Year)]

=== H.R. Committee Report - Nancy ===
*[H.R. Committee Report (Month) (Year)]

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
*
*

'''COMPLETED'''
*
*

=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**

* Motion: To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
* Action Items: '''name''' will ____ by (date).

=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**

* Motion: To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
* Action Items: '''name''' will ____ by (date).

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes March 2016

2016-03-14T23:03:31Z

Daniel.Thompson: /* Policy Committee Report - Dan */

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

== EBC Board Meeting Minutes for March 16, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Derek
* Minute-taker: Anna
* Food by: Nancy
* Board attendance:
* Staff attendance:
* Regrets: Geoff
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by at pm.

== Logistics for Next Meeting ==
* Date: Monday April 11
* Location: rm 113 Ed South
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this March agenda, the [http://edmontonbikes.ca/w/Board_Minutes_February_2016 Feb 2016 minutes], and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report Jan 2016] - submitted by Chris Feb 17
* [ED Report Feb 2016]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/document/d/1lH_0ng3MZ-Qsiowk--SPwjk2OAYh23j5yLpefymtffk/edit?ts=56e0ac46 H.R. Committee Report]

=== Policy Committee Report - Dan ===
The Policy Committee met in late February to go over a draft of Travel-specific policy which will deal with reimbursement of staff for EBC travel. Jasmine is looking into whether Pogo would suit our occasional in-town travel needs for moving cargo (bike parts, etc). A draft of the policy should be ready for April for Board review.

=== Strategic Planning Committee Report - Derek ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1kwajeKgYBaD-XM1ubnhjath-qrWwDWf0w7FxvJM5Gug/edit?usp=sharing Strategic Planning Committee Report Feb 2016]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=47 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Feb 2016: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques.
* Feb 2016: '''Anna''' will post Executive, Policy, and HR TOR to wiki
* Feb 2016: '''All committee chairpersons''' to hold committee mtg and look through retreat action items. Update the board on plan and progress since last planning session.

'''COMPLETED'''
* Feb 2016: '''Anna''' to book Ed South for rest of 2016 for 2nd Monday.
* Feb 2016: '''Anna''' to create 2016 board volunteer hours doc

=== Funding for CSJ/STEP BWN Assistant (1 min) Nancy===
* Email vote was circulated Feb 25 and closed Mar 2.

* Motion: To amend budget to allocate up to $1,000 to hire a BikeWorks Assistant through a CSJ application. Moved by Anna, seconded by Nancy. '''Motion Carried.''' 9 in favour, Kathy and Derek abstained.
* Action Items: '''Nancy''' will communicate the budget update with Chris asap.

=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**

* Motion: To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
* Action Items: '''name''' will ____ by (date).

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes March 2016

2016-03-14T23:03:05Z

Daniel.Thompson: /* Policy Committee Report - Dan */

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

== EBC Board Meeting Minutes for March 16, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Derek
* Minute-taker: Anna
* Food by: Nancy
* Board attendance:
* Staff attendance:
* Regrets: Geoff
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by at pm.

== Logistics for Next Meeting ==
* Date: Monday April 11
* Location: rm 113 Ed South
* Chair:
* Minute-taker:
* Food by:

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this March agenda, the [http://edmontonbikes.ca/w/Board_Minutes_February_2016 Feb 2016 minutes], and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''

=== President's Report - Jon ===
*[President's Report (Month) (Year)]

=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report Jan 2016] - submitted by Chris Feb 17
* [ED Report Feb 2016]

=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/document/d/1lH_0ng3MZ-Qsiowk--SPwjk2OAYh23j5yLpefymtffk/edit?ts=56e0ac46 H.R. Committee Report]

=== Policy Committee Report - Dan ===
*[Policy Committee Report Feb 2016]

The Policy Committee met in late February to go over a draft of Travel-specific policy which will deal with reimbursement of staff for EBC travel. Jasmine is looking into whether Pogo would suit our occasional in-town travel needs for moving cargo (bike parts, etc). A draft of the policy should be ready for April for Board review.

=== Strategic Planning Committee Report - Derek ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1kwajeKgYBaD-XM1ubnhjath-qrWwDWf0w7FxvJM5Gug/edit?usp=sharing Strategic Planning Committee Report Feb 2016]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=47 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Feb 2016: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques.
* Feb 2016: '''Anna''' will post Executive, Policy, and HR TOR to wiki
* Feb 2016: '''All committee chairpersons''' to hold committee mtg and look through retreat action items. Update the board on plan and progress since last planning session.

'''COMPLETED'''
* Feb 2016: '''Anna''' to book Ed South for rest of 2016 for 2nd Monday.
* Feb 2016: '''Anna''' to create 2016 board volunteer hours doc

=== Funding for CSJ/STEP BWN Assistant (1 min) Nancy===
* Email vote was circulated Feb 25 and closed Mar 2.

* Motion: To amend budget to allocate up to $1,000 to hire a BikeWorks Assistant through a CSJ application. Moved by Anna, seconded by Nancy. '''Motion Carried.''' 9 in favour, Kathy and Derek abstained.
* Action Items: '''Nancy''' will communicate the budget update with Chris asap.

=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== New Business ==

=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**

* Motion: To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
* Action Items: '''name''' will ____ by (date).

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:52:06Z

Daniel.Thompson: /* In Camera Session */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by Geoff, seconded by Derek. '''Motion Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by Derek, seconded by Geoff. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at 8:50 pm. Moved by Jonathan, seconded by Anna. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:51:47Z

Daniel.Thompson: /* In Camera Session */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by Geoff, seconded by Derek. '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by Derek, seconded by Geoff. '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at 8:50 pm. Moved by Jonathan, seconded by Anna. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:50:45Z

Daniel.Thompson: /* Adjournment */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at 8:50 pm. Moved by Jonathan, seconded by Anna. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:15:25Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:14:54Z

Daniel.Thompson: /* Approval of Agenda, Minutes, Reports (5 min) */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]

Board Minutes February 2016

2016-02-18T03:14:13Z

Daniel.Thompson: /* Terms of Reference for Committees (10 min) */

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

== EBC Board Meeting Minutes for February 17, 2016 ==

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

* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 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: Geoff
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Geoff at 6:38 pm.

== Logistics for Next Meeting ==
* Date: March 14th
* Location: Education South, room 113
* Chair: Derek
* Minute-taker: Anna
* Food by: Nancy

* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

== Approval of Agenda, Minutes, Reports (5 min) ==
* Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]

* To be read and approved by board before March meeting

=== H.R. Committee Report - Nancy ===
*[H.R. Committee Report (Month) (Year)]

=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]

=== Strategic Planning Committee Report ===
*[Strategic Planning Committee Report (Month) (Year)]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit?usp=sharing 2016 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.

=== Terms of Reference for Committees (10 min)===

* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
* Motion: To accept the above policies subject to grammar fixes. Moved by: Dan. Seconded by: Jonathan. Motion carried.

* Action Items: Anna will post Executive, Policy, and HR ToR to the EBC wiki

=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion notes:
** Review Dates that work best (Geoff's spreadsheet)
**Consider change (if any) on a trial basis until next AGM in October

== New Business ==

=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:

* Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
* Human resources: Nancy (chair), Geoff, Adrian (secondary)
* Policy: Dan (chair), Jasmine

* Action Items: all committees to have met and look through retreat action items. Update the board on plan and progress since last planning session.

== In Camera Session ==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)

* Motion: To close the [https://en.wikipedia.org/wiki/In_camera in camera] discussion. Moved by , seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting at pm. Moved by , seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2015-2016 Board minutes]]