Bike Edmonton - User contributions [en]

Board Minutes January 2014

2014-01-21T02:02:40Z

Meghan.thiessen: /* Treasurer's Report (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 January 22, 2014 ==

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

* Location: Romm 262 Education South, University of Alberta main campus
* 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: Caylie
* Minute-taker: Anna
* Food by: Justin
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve December 2013 minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==

Board Development Workshop
* Friday January 31 @ 7pm - 10pm @ room 262 Ed South
* Saturday February 1 @ 9am - 4pm @ room 262 = '''potluck or catering? need to decide budget.'''

February Board meeting:
* Date: Wed Feb 19
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker:
* Food by:
* Anna has invited Phil (Spoke Coordinator) to present an update on the spoke program

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1FiWm8I3tozNt6zGxmzxhj5p8ygHkXcPmON9vIF7kO24/edit?usp=sharing President's Report January 2014]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the January 2014 President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (5 min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YFSLDuXnVWP9hFNN6QcCp3NXA91OXG_ZH1H_ZGmvFhU/edit November 2013 Financials] from our bookkeeper, Neil
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBlgnznu_H2Awbipgw2NJNXFFR-1SV9DtBpfUqLTUxo/edit December 2013 Financials] from our bookeeper, Neil
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1HKwX6tJdfvb-4uAZZjvLOgG_EHEojBwarmg8ls23W1I/edit January 2014 Treasurer's Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro] covering Nov 18 - Dec 12, submitted after the Dec 5 deadline (i.e. Dec 13) therefore will not be reviewed until January meeting
*[[ED Report (Month) (Year)|Executive Director's Report]]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (10 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1OHq9YbRwUq2lhBnHgGbsFiZHcqwgw7yEelhOsJjQ1e8/edit BikeWorks Manager December 2013 report] submitted January 6th 2014
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the December 2013 BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (2 mins)===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1TkEodK9yOLfiJPo0DJOPhlv9G62mqYKYWfgL1zUILMc/edit?usp=sharing Strategic Planning Committee January 5, 2014 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the January 5, 2014 Strategic Planning Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== H.R. Committee Report (__ min)===
[H.R. Committee Report (Month) (Year)]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Advocacy Committee Report (__ min)===
[Advocacy Committee Report (Month) (Year)]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Please review the [https://docs.google.com/a/edmontonbikes.ca/document/d/1x0_YAjGdQD3Q3EUVKc73ZcjBVckcmmEhUwVsXTcj068/edit draft Policy Development and Implementation] for discussion
* Suggested amendment to EBC Bylaws, [http://edmontonbikes.ca/w/Bylaws_(2013)#Election_of_the_Board_of_Directors Election of the Board of Directors] section (b):
** Current wording: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members in good standing, which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member in good standing who is present at the meeting, or who has indicated in writing his/her willingness to serve."
** Proposed wording: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM."
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the Policy Development & Implementation policy as presented. Motioned by Kristen. Seconded by . '''Motion Failed/Carried.'''

Motion: To approve the following changes to 2013 EBC Bylaw 'Election of the Board of Directors' (b) to read: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM." This shall be presented to EBC members at the 2014 AGM for approval. Motioned by Kristen. Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''Chris Corrigan''' to change email name back to "Chris Corrigan" (not "EBC Board Mail").
* Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union.
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress.
* Nov 2013: '''Coreen''', '''Justin''', '''Matt''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file and provide additional points/comments.
* Dec 2013: '''Board''' to review Chris' comments on the S.W.O.T. anaylsis.
* Dec 2013: '''Sarah''' will create a google doc for charitable status barriers & needs (strategic planning collaboration).
* Dec 2013: '''Board''' will read the read the [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1aDJVQmJkTlUwcUE 2013 Bikeology Annual Report] and discuss funding in January.
* Dec 213: '''Matt''' will look into CRA requirements for membership and voting and send to Kristen for further review.
* Dec 2013: '''Chris Chan''' will call CFF to see what their timeline for decision is and email board with response.

'''COMPLETED:'''
* Dec 2013: '''Anna, Matt''' mini board orientation before Jan meeting. '''COMPLETED.'''
* Dec 2013: '''Chris Chan''' will send board + Coreen the CFF email discussion points that were considered from 2010 board. '''COMPLETED.'''

=== BikeWorks South Reno Budget (15 min) ===
* Floor plan [https://drive.google.com/a/edmontonbikes.ca/#folders/0ByPA_mxTBvz1QzFHWGN3Skg5VWM image]
* Proposed new [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dDVlallkb3EzMGdNUWZEUTZtWlZYMkE#gid=0 renovation budget]
** Chris Chan: I warned in the last Board meeting that I was estimating the budget might be about 50% over. With a clearer picture of the needs and numbers now, the budget I am requesting is $16,200, about 60% beyond the original $10k.
** Click on fields showing an orange tab to view further comments, including the explanation of the priority system.
** Most prices are conservatively high.
** All priority 1 items are critical to simply maintain operations at status quo, or else are very high priority items which would be cost-prohibitive to delay.
** Priority 2 items are very high priority. They replace existing aspects of our operations, though not strictly critical for operations. Not achieving them imposes significant and direct, non-recoverable costs
** Priority 3 items are high priority. Missing them will have moderate impacts on our business. They represent an improvement over our existing operations, but the new location gives us an opportunity to improve.
** Priority 4 items: Low-priority, not tied to the timeline of renovation.
** Most large items (including priority 4) are included in our CFEP grant application. If awarded in full, this 50/50 matching grant would provide nearly $15000 in funding. Any approved expenses made since December 15 would be eligible.
** Additionally, this budget assumes no grant funding, and no more IndieGogo funding.
** To summarize the priorities in one sentence: the only items I’d be interested in actually delaying on this budget are priority 4 items.
* Chris Chan: I spent a lot of time refining the physical plan for the new space. I think it’s worth the investment, as it’s unlikely that we’d be able to spend too much time planning our physical facility: the main risk in over-planning is by planning for uncertain aspects of the future (e.g. building capacity for something that we might want to do, but that we’re not sure we actually will); right now, the plan essentially only includes capacity for what we can justify based on current actual needs:
**at least 10 work stations,
**storage for at least as many bikes and at least as many parts as the old shop,
**keep the main floor area flexible (in case we do come up with new ideas), so we want to limit the number of fixed items (e.g. shelves) in the main floor area,
**easy entry for larger vehicles (i.e. a double door), which can only be accommodated through the rear,
**open hearing/sightlines to all areas (except the washroom, of course), especially entryways, for security & safety
**a kitchenette
**at least 2 volunteer computers and 1 staff computer
**a wash sink
**durable, attractive, easy to maintain floor
* Chris Chan: I could list more, but they’re all essentially an improved version of the status quo that boils down to: “a professional, functional, inviting space for all demographics that will help us to get more people on bikes through teaching, repairs, and sales, while creating an environment that will allow us to not only sustain our operations, but grow within the space”.
* Discussion notes:
**
**
* * Motion: To approve the $16,200 BikeWorks South renovation budget as presented. Motioned by . Seconded by. . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Bikeology (5 min)===
* EBC approved a $5k donation to Bikeology in June as part of our 2013-2014 budget.
* They are requesting additional resources, monetary or labour, over and above the $5k already allocated.
* Extra funding from board?
* Resources (volunteers, equip, facilities, etc) from ED?
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== Civil Forfeitures Fund (10 min)===
* Background info on CFF: [http://justice.alberta.ca/programs_services/safe/Pages/civil_forfeiture.aspx http://justice.alberta.ca/programs_services/safe/Pages/civil_forfeiture.aspx]
* Chris submitted a Letter of Intent in December. Applications are currently being reviewed and decisions will be sent out by the end of February.
* Complete [https://docs.google.com/a/edmontonbikes.ca/document/d/1ECoiwLEybcNJ735yKsVVGRNNFc9dwzT6lRjyeBW-0nw/edit# summary of email discussions] from 2010 EBC Board on CFF
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

== New Business ==

=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T04:26:14Z

Meghan.thiessen: /* Treasurer's Report (__ min) */

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

== EBC Board Meeting Minutes for December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013, November 2013 and December 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. '''Leila/Meghan COMPLETED'''
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. '''COMPLETED.'''
** Anna submitted Annual Return to Corporate Registries, which includes our updated board of directors, our financial statements from 2013, our 2013 AGM minutes, bylaw changes (special resolution at AGM).
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting. '''COMPLETED.'''
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan. ''COMPLETED.'''
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress.
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bookkeeper hiring (20 min)===
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_LU9tdEJ6MmJPRFk/edit?usp=sharing Applicant 1]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_SGFMSjF5d0o1cTg/edit?usp=sharing Applicant 2]
* Recommendation to be presented by Leila, Sarah and Meghan
* Discussion notes:
**
**
* Action Items: '''Name''' wil... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T04:24:19Z

Meghan.thiessen: /* Bookkeeper hiring (20 min) */

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

== EBC Board Meeting Minutes for December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. '''Leila/Meghan COMPLETED'''
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. '''COMPLETED.'''
** Anna submitted Annual Return to Corporate Registries, which includes our updated board of directors, our financial statements from 2013, our 2013 AGM minutes, bylaw changes (special resolution at AGM).
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting. '''COMPLETED.'''
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan. ''COMPLETED.'''
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress.
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bookkeeper hiring (20 min)===
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_LU9tdEJ6MmJPRFk/edit?usp=sharing Applicant 1]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_SGFMSjF5d0o1cTg/edit?usp=sharing Applicant 2]
* Recommendation to be presented by Leila, Sarah and Meghan
* Discussion notes:
**
**
* Action Items: '''Name''' wil... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T04:22:40Z

Meghan.thiessen: /* 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 December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. '''Leila/Meghan COMPLETED'''
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. '''COMPLETED.'''
** Anna submitted Annual Return to Corporate Registries, which includes our updated board of directors, our financial statements from 2013, our 2013 AGM minutes, bylaw changes (special resolution at AGM).
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting. '''COMPLETED.'''
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan. ''COMPLETED.'''
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress.
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bookkeeper hiring (20 min)===
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_LU9tdEJ6MmJPRFk/edit?usp=sharing Neil Carey]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B6QgbvEZdem_SGFMSjF5d0o1cTg/edit?usp=sharing Holly Miller]
* Recommendation to be presented by Leila, Sarah and Meghan
* Discussion notes:
**
**
* Action Items: '''Name''' wil... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T04:00:56Z

Meghan.thiessen: /* Updates on Action Items From Previous Meeting (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 December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. '''Leila/Meghan COMPLETED'''
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's SWOT analysis in the Notes from Retreat file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. Not done
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting. '''COMPLETED.'''
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T03:54:34Z

Meghan.thiessen: /* Updates on Action Items From Previous Meeting (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 December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file.
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's SWOT analysis in the Notes from Retreat file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. Not done
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting. '''COMPLETED.'''
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]

Board Minutes December 2013

2013-12-17T03:38:29Z

Meghan.thiessen: /* Treasurer's Report (__ min) */

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

== EBC Board Meeting Minutes for December 18, 2013 ==

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

* Location: room 262, Education South, University of Alberta main campus
* 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: Meghan
* Minute-taker: Anna
* Food by: Kristen
* Board attendance:
* Staff attendance:
* Regrets: Bernadette
* Absent:
* Guests: Alexey, Matthew?, Heather?, Derek?, Karly

== Call to Order ==
* Meeting called to order by at pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Motion: To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday January 15, 2014
* Location: room 262, Education South, U of A
* Chair:
* Minute-taker: Anna
* Food by:

Reminder: Board Development Workshop
* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
* Location: room 262, Education South, U of A

== Reports ==

=== President's Report (__ min)===
* [President's December 2013 Report https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (__ min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]
* [Treasurer's November 2013 Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's December 2013 Report]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (__min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18)
* [ED November 2013 Report] (covering Nov 18-30 or all of November)
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] (submitted Dec 13) and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (__ min)===
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== HR Committee Report (30min)===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
* Discussion notes: to be discussed in camera
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Policy Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Strategic Planning Committee Report (10 min)===
* Review priorities for the next several months...
* Discussion notes:
*
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* May 2013?: '''Sarah''' to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.'''
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file.
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's SWOT analysis in the Notes from Retreat file, and provide additional points.
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. Not done
* Nov 2013: '''Anna''' will pursue legal advice on the content of the lease. '''COMPLETED.'''
* Nov 2013: '''Leila''' will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. '''COMPLETED.'''
* Nov 2013: '''HR committee (Leila, Sarah, and Anna) and Meghan''' will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting.
* Nov 2013: '''Policy Committee (Kristen et al.)''' to review [http://edmontonbikes.ca/w/Cycling_Event_Promotion_Policy Cycling Event Promotion Policy] and [http://edmontonbikes.ca/w/Financial_Management_Policy Financial Management Policy] before bringing these policies to the board.
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will change signing authority on existing accounts by December 1st. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. '''COMPLETED.'''
* Nov 2013: '''The Executive Committee (Leila, Sarah, Anna, and Meghan)''' will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
* Nov 2013: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.
* Nov 2013: '''Strategic Planning Committee (Doug, Caylie, Meghan)''' will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress
* Nov 2013: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. '''COMPLETED.'''

=== Board Appointment (20 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZFS1JPZWxST0tKeWltcUNsMnE5emc&usp=drive_web#gid=0 Applicants] will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
** Alexey applied July 23 and stood for election at the AGM.
** Matthew applied on Nov 30.
** Heather applied on Dec 9.
** Derek applied on Dec 13.
* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
* Discussion notes:
**
**
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation.
Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== New Business ==

=== Bikeology (15 min)===
* Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
* Discussion notes: to follow
**
**
* Action Items: '''Name''' will... by (deadline)

=== Bylaw change proposal (5 min)===
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
* Discussion notes:
** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
**
* Action Items: '''Name''' will... by (deadline)

=== IndieGoGo.com campaign (10 min)===
* [http://igg.me/at/ebc http://igg.me/at/ebc]
* "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
** "We hit 10% ($700) of our goal in 4 hours."
* How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== CFO grant (10 min) ===
* http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
** Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
** Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]].
* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

=== Media Representation (5 min)===
* Currently only the President and ED are cleared to speak publicly on behalf of EBC.
* Discussion notes:
**
**
*Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2013-2014 Board minutes]]