Board Minutes August 2016 - Revision history

Cwc at 09:52, 11 November 2017

2017-11-11T09:52:17Z

← Older revision		Revision as of 09:52, 11 November 2017
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	'''''These minutes were approved at the [~~http://edmontonbikes.ca/w/Board_Minutes_September_2016~~ September 2016] board meeting.'''''		'''''These minutes were approved at the [[Board Minutes September 2016\|September 2016]] board meeting.'''''


	== EBC Board Meeting Minutes for August 8, 2016 ==		== EBC Board Meeting Minutes for August 8, 2016 ==

Cwc at 09:46, 11 November 2017

2017-11-11T09:46:14Z

← Older revision		Revision as of 09:46, 11 November 2017
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	'''''These minutes ~~are not yet~~ approved~~. They are scheduled for review and approval~~ at the ~~upcoming~~ board meeting.'''''		'''''These minutes were approved at the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 September 2016] board meeting.'''''


	== EBC Board Meeting Minutes for August 8, 2016 ==		== EBC Board Meeting Minutes for August 8, 2016 ==

Anna Vesala: /* In Camera Session */

2016-09-06T21:27:17Z

In Camera Session

← Older revision		Revision as of 21:27, 6 September 2016
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	{{Motion		{{Motion
	\|motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.		\|motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.
	\|first=		\|first=Anna
	\|second=		\|second=Jasmine
	\|yes=		\|yes=7
	\|no=		\|no=0
	\|abstain=		\|abstain=0
	\|result=		\|result=
	}}		}}

Anna Vesala at 21:25, 6 September 2016

2016-09-06T21:25:18Z

← Older revision		Revision as of 21:25, 6 September 2016
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	{{Motion		{{Motion
	\|motion=To approve this ~~(month)~~ agenda, the ~~(month)(year)~~ minutes), and reports as presented below.		\|motion=To approve this August agenda, the [http://edmontonbikes.ca/w/Board_Minutes_July_2016 July 2016 minutes] with amendment of attendance, and reports as presented below.
	\|first=Jon		\|first=Jon
	\|second=Anna		\|second=Anna
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	=== President's Report - Jon ===		=== President's Report - Jon ===
	*[President's Report July 2016 report]		*[https://docs.google.com/document/d/1tpiWi-nhnwJcTj6JB0mRnjrStmIA0NvgNOLfqqdQX0A/edit?ts=57a77dab President's Report July 2016 report] - submitted Aug 7

	~~=== Treasurer's Report~~ - ~~Geoff ===~~
	*[Treasurer's June 2016 report]
	*[Treasurer's July 2016 report]

	=== Executive Director's Report - Chris ===		=== Executive Director's Report - Chris ===
	*[ED Report July 2016]		*[https://docs.google.com/document/d/1jtsJDZzaGwat8xsJvN40_LsR8whFbZdaGNPMigBZfPQ/edit ED Report July 2016] - submitted Aug 5

	~~=== H.R. Committee Report~~ - ~~Nancy ===~~
	*[H.R. Committee Report (Month) (Year)]

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

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


Line 89:		Line 76:
	*		*


	~~=== Business Item 1 (__) ===~~
	*
	* Discussion notes:
	**
	**

	~~{{Motion~~
	~~\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.~~
	~~\|first=~~
	~~\|second=~~
	~~\|yes=~~
	~~\|no=~~
	~~\|abstain=~~
	~~\|result=~~
	}}
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

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

	== New Business ==		== New Business ==
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	** wayfinding signage for venue		** wayfinding signage for venue
	** bike racks?		** bike racks?
			* Discussion:
			** Derek, Dan, Nancy, Jasmine, Anna will be ad-hoc committee.
			** Derek: What budget do we have for venue? Anna: Included in next year budget each year. Have been $0-250...
	* timeline for annual report prep:		* timeline for annual report prep:
	** Aug 8 vote on 2016-7 budget		** Aug 8 vote on 2016-7 budget
Line 138:		Line 105:
	** Sept 26 post web version and print copies for AGM		** Sept 26 post web version and print copies for AGM
	** Oct 2 AGM		** Oct 2 AGM
			* Discussion:
			** Jon: How many printed copies? Anna: A few available at front table, mostly referred to screen PDF.
			** Jon: Advertising the event? Anna: webpage news post, fb event, and included in newsletter.
			** Geoff: Should add amendments to Bylaws that we have discussed regarding [http://edmontonbikes.ca/w/Bylaws_(2014)#Election_of_the_Board_of_Directors board member term] changing from max 4 years to max 4 years on the Executive. Nancy: Should we approve a motion at the board table as a recommendation for the AGM? Dan: Yes, this would be good context for members so see that board is in support. Derek: Would this theoretically allow someone to stay on the board for 30 years? Anna: Yes, if we only limit Executive term, would allow non-Exec to stay on for any length of term. Would have to include a separate amendment or addition about general board member term length (eg. 8 years) if we are interested in limiting this. Jon: Current bylaws seem to allow for 1 year “vacation” from board member but then return. Karl: Would need a draft of Special Resolution for change to Bylaws within 21 days of the AGM on Oct 2, i.e. Sept 11.

			* <span style="background: lime;">Action Items:</span> '''Dan''' will draft a motion for email vote prior to Sept 11.

	=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===		=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===
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	* Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues.		* Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues.
	* Discussion notes:		* Discussion notes:
	**		** Derek is interested to join :)
	**

	~~{{Motion~~
	~~\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.~~
	~~\|first=~~
	~~\|second=~~
	~~\|yes=~~
	~~\|no=~~
	~~\|abstain=~~
	~~\|result=~~
	}}
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

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

	== <i>In Camera</i> Session ==		== <i>In Camera</i> Session ==
	{{Motion		{{Motion
	\|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.		\|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
	\|first=		\|first=Dan
	\|second=		\|second=Nancy
	\|yes=		\|yes=7
	\|no=		\|no=0
	\|abstain=		\|abstain=0
	\|result=		\|result=
	}}		}}
	* Please list how long you believe your topic will take to discuss:		* Please list how long you believe your topic will take to discuss:
	** Draft FY 2017 Budget (30 min) Jon		** Draft FY 2017 Budget (30 min) Jon
	** Name (___ min)

	{{Motion		{{Motion
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	== Adjournment ==		== Adjournment ==
	{{Motion		{{Motion
	\|motion=To adjourn the meeting at __ pm.		\|motion=To adjourn the meeting at 9:16 pm.
	\|first=		\|first=Jasmine
	\|second=		\|second=Derek
	\|yes=		\|yes=7
	\|no=		\|no=0
	\|abstain=		\|abstain=0
	\|result=		\|result=
	}}		}}

Anna Vesala at 21:18, 6 September 2016

2016-09-06T21:18:09Z

← Older revision		Revision as of 21:18, 6 September 2016
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	* Minute-taker: Anna		* Minute-taker: Anna
	* Food by: Nancy		* Food by: Nancy
	* Board attendance:		* Board attendance: Dan, Nancy, Jon, Anna, Geoff, Jasmine, Karl, Derek
	* Staff attendance:		* Staff attendance: n/a
	* Regrets: Dan, Rachel, Adrian,		* Regrets: Dan, Rachel, Adrian
	* Absent:		* Absent:
	* Guests:		* Guests: n/a

	== Call to Order ==		== Call to Order ==
	* Meeting called to order by at pm.		* Meeting called to order by Karl at 6:40pm.

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date: Monday September 12		* Date: Monday September 12
	* Location: Discussion whether to continue meeting at UofA or somewhere else?		* Location: Discussion whether to continue meeting at UofA or somewhere else?
	* Chair:		** Continue with U of A? Need current UofA student to log in to use projector/screen.
	* Minute-taker:		** Red Ribbon Building (111 ave / 97 st)?
	* Food by:		* Chair: Jon
	* Regrets: Anna?		* Minute-taker: Dan
	* <span style="background: lime;">Action Items:</span> '''Anna''' to book facility for Sept-Dec		* Food by: Karl
			* Regrets: Anna
			* <span style="background: lime;">Action Items:</span> '''Anna''' to book U of A facility for Sept-Dec

	== Approval of Agenda, Minutes, Reports (5 min) ==		== Approval of Agenda, Minutes, Reports (5 min) ==
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	{{Motion		{{Motion
	\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.		\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
	\|first=		\|first=Jon
	\|second=		\|second=Anna
	\|yes=		\|yes=7
	\|no=		\|no=0
	\|abstain=		\|abstain=0
	\|result=		\|result=
	}}		}}

Anna Vesala at 21:42, 2 August 2016

2016-08-02T21:42:12Z

← Older revision		Revision as of 21:42, 2 August 2016
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	== Attendance ==		== Attendance ==
	* Meeting Chair:		* Meeting Chair: Karl
	* Minute-taker:		* Minute-taker: Anna
	* Food by:		* Food by: Nancy
	* Board attendance:		* Board attendance:
	* Staff attendance:		* Staff attendance:
	* Regrets:		* Regrets: Dan, Rachel, Adrian,
	* Absent:		* Absent:
	* Guests:		* Guests:
Line 24:		Line 24:

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date:		* Date: Monday September 12
	* Location:		* Location: Discussion whether to continue meeting at UofA or somewhere else?
	* Chair:		* Chair:
	* Minute-taker:		* Minute-taker:
	* Food by:		* Food by:
			* Regrets: Anna?
			* <span style="background: lime;">Action Items:</span> '''Anna''' to book facility for Sept-Dec

	== Approval of Agenda, Minutes, Reports (5 min) ==		== Approval of Agenda, Minutes, Reports (5 min) ==

Anna Vesala at 20:53, 2 August 2016

2016-08-02T20:53:33Z

← Older revision		Revision as of 20:53, 2 August 2016
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	== Approval of Agenda, Minutes, Reports (5 min) ==		== Approval of Agenda, Minutes, Reports (5 min) ==
	* <span style=~~"background: yellow;">Motion:</span>~~ To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. ~~Moved by . Seconded by . '''Motion Failed/Carried.'''~~
			{{Motion
			\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}

	=== President's Report - Jon ===		=== President's Report - Jon ===
	*[President's Report ~~(Month) (Year)~~]		*[President's Report July 2016 report]

	=== Treasurer's Report - Geoff ===		=== Treasurer's Report - Geoff ===
	*[Treasurer's ~~Report (Month) (Year)~~]		*[Treasurer's June 2016 report]
			*[Treasurer's July 2016 report]

	=== Executive Director's Report - Chris ~~Chan~~ ===		=== Executive Director's Report - Chris ===
	*[ED Report ~~(Month) (Year)~~]		*[ED Report July 2016]

	=== H.R. Committee Report - Nancy ===		=== H.R. Committee Report - Nancy ===
Line 58:		Line 68:
	* '''Everyone''' sign reports that you have reviewed each month.		* '''Everyone''' sign reports that you have reviewed each month.
	* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.		* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
	*		* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
	*		* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
			* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
			* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
			* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
			* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
			* May 2016: '''Geoff''' will look into putting Simply back ups into Google Drive.
			* May 2016: '''Nancy''' will share final copy of Bikeway Design doc when available.
			* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
			* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
			* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
			* July 2016: '''Geoff''' will go to Servus with Heather to complete her sign-on for YCR2 account signing and online view-only access.

	'''COMPLETED'''		'''COMPLETED'''
	*		* July 2016: '''All board''' send budget related comments or ideas via email to Executive and Chris by end of July.
	*		*


	=== ~~Draft Budget FY2017~~ (~~20 min~~) ~~Jon~~ ===		=== Business Item 1 (__) ===
	* ~~[https://docs.google.com/spreadsheets/d/17Jiqy9T7PecteN6iifx_W162qXyPFwBfVtZAcT6uEMQ/edit#gid=407301339 Draft budget] for discussion~~		*
	* Discussion notes:		* Discussion notes:
	**		**
	**		**

	* <span style=~~"background: yellow;">Motion:</span>~~ To ~~___~~. ~~Moved by~~ ~~, seconded by . '''Motion Failed/Carried.'''~~		{{Motion
			\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).		* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

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	**		**

	* <span style=~~"background: yellow;">Motion:</span>~~ To ~~___~~. ~~Moved by~~ ~~, seconded by . '''Motion Failed/Carried.'''~~		{{Motion
			\|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).		* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

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	== <i>In Camera</i> Session ==		== <i>In Camera</i> Session ==
	* <span style=~~"background: yellow;">Motion:</span>~~ To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. ~~Moved by , seconded by . '''Motion Failed/Carried.'''~~		{{Motion
			\|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}
	* Please list how long you believe your topic will take to discuss:		* Please list how long you believe your topic will take to discuss:
	** ~~Name~~ (~~___~~ min)		** Draft FY 2017 Budget (30 min) Jon
	** Name (___ min)		** Name (___ min)

	* <span style=~~"background: yellow;">Motion:</span>~~ To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. ~~Moved by , seconded by . '''Motion Failed/Carried.'''~~		{{Motion
			\|motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}

	== Adjournment ==		== Adjournment ==
	* <span style=~~"background: yellow;">Motion:</span>~~ To adjourn the meeting at pm. ~~Moved by , seconded by . '''Motion Failed/Carried.'''~~		{{Motion
			\|motion=To adjourn the meeting at __ pm.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}

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

Anna Vesala: /* New Business */

2016-08-02T04:51:12Z

New Business

← Older revision		Revision as of 04:51, 2 August 2016
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	== New Business ==		== New Business ==

			=== AGM Planning (10 min) Anna ===
			* Need ad-hoc committee to help organize:
			** Board member nominations, one-on-one meetings/intros, prep bios, voting slate for balllot...
			** venue rental (south side this year - options: La Cite Francophone, Ritchie Hall, Blush Lane 3rd floor community room, etc.)
			** website info, fb event
			** food, juice, tea, coffee
			** reusable dishes, cutlery, cups (Earth's Gen Store lends these for no cost from Whyte Ave location)
			** member package (agenda, voting slip, bylaws, 2015 minutes, 2016-7 proposed budget, board member job description, voting ballot, maybe annual report, stickers, etc)
			** wayfinding signage for venue
			** bike racks?
			* timeline for annual report prep:
			** Aug 8 vote on 2016-7 budget
			** Aug 15 finalize 2016-7 budget
			** reports drafted and circulated for Sept 1 (before Sept long wknd)
			*** President's Annual Report (governance and strategic overview of year)
			*** Treasurer’s Annual Report (financial overview)
			*** ED's Annual Report (operations overview - staff and volunteers, programs, services, events, partnerships, etc)
			** Sept 12 approve reports (content) at board meeting
			** Sept 19 finalize format of Annual Report and circulate for review
			*** proposed 2016-7 budget
			*** pictures!
			** Sept 26 post web version and print copies for AGM
			** Oct 2 AGM


	=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===		=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===

Anna Vesala: /* New Business */

2016-08-02T04:32:29Z

New Business

← Older revision		Revision as of 04:32, 2 August 2016
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	== New Business ==		== New Business ==

	=== ~~New Business Item 1~~ (__ min)===		=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===
	*		* Since 2013, EBC and Sustainable Food Edmonton have partnered to host 1-2 community garden bike tours each summer.
			* Saturday August 20
			* Gardens and bike route: [https://goo.gl/maps/d2HUU4mxsCA2 https://goo.gl/maps/d2HUU4mxsCA2]. Completed a route test ride on August 2.
			* Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues.
	* Discussion notes:		* Discussion notes:
	**		**
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	**		**
	**		**



	== <i>In Camera</i> Session ==		== <i>In Camera</i> Session ==

Anna Vesala: /* Current & Completed Business */

2016-08-02T04:26:08Z

Current & Completed Business

← Older revision		Revision as of 04:26, 2 August 2016
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	=== ~~Business Item 1~~ (__ min)===		=== Draft Budget FY2017 (20 min) Jon ===
	*		* [https://docs.google.com/spreadsheets/d/17Jiqy9T7PecteN6iifx_W162qXyPFwBfVtZAcT6uEMQ/edit#gid=407301339 Draft budget] for discussion
	* Discussion notes:		* Discussion notes:
	**		**
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	**		**
	**		**


	== New Business ==		== New Business ==