Board Minutes December 2014 - Revision history

Anna Vesala: /* Logistics for Next Meeting (2 min) */

2015-01-15T01:49:03Z

Logistics for Next Meeting (2 min)

← Older revision		Revision as of 01:49, 15 January 2015
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	== Logistics for Next Meeting (2 min)==		== Logistics for Next Meeting (2 min)==
	* Michelle has classes on Weds in January.		* Michelle has classes on Weds in January-April.
	* <span style="background: lime;">Action Items:</span> '''Geoff''' will send out poll to determine if there is alt date where 12 people may attend in jan.
	* Alex: we could move to non-wed for alternating months to allow Michelle to attend some.		* Alex: we could move to non-wed for alternating months to allow Michelle to attend some.
			* We will keep January meeting same as usual ((3rd Wed).
			* <span style="background: lime;">Action Items:</span> '''Geoff''' will send out poll to determine if there is alt date where 12 people may attend in Feb-Apr.


	* Date: Wednesday January 21, 2015		* Date: Wednesday January 21, 2015

Anna Vesala: /* New Business */

2015-01-07T23:23:08Z

New Business

← Older revision		Revision as of 23:23, 7 January 2015
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	** Chris C: Grant Writing into SP Committee? Jon: Open to changes. Nancy: There is a draft TOR for SP, and Nancy met with Kristen and Steve for plans for policy that are needed.		** Chris C: Grant Writing into SP Committee? Jon: Open to changes. Nancy: There is a draft TOR for SP, and Nancy met with Kristen and Steve for plans for policy that are needed.
	** Geoff: Grant Writing, IT, Treasurer = Operations (additional committee)? Acknowledge that this is contrary to Policy Board but may fit. Nancy: We thought this would work closely with Treasurer... Jon: Flexibility in this initial categorization but we wanted to ensure that each role has support from other board members.		** Geoff: Grant Writing, IT, Treasurer = Operations (additional committee)? Acknowledge that this is contrary to Policy Board but may fit. Nancy: We thought this would work closely with Treasurer... Jon: Flexibility in this initial categorization but we wanted to ensure that each role has support from other board members.
	** Anna: Concerned that HR Committee and Terms of Reference (TOR) has currently a large focus on staff... Jon: Committee TOR will trump Director's particular position/point of view		** Anna: Concerned that HR Committee and Terms of Reference (TOR) has currently a large focus on staff... Jon: Committee TOR will trump Director's particular position/point of view

			* <span style="background: lime;">Action Items:</span> '''Anna''' will post new positions on website.

	== Current & Completed Business ==		== Current & Completed Business ==

Anna Vesala: /* Current & Completed Business */

2015-01-07T23:19:16Z

Current & Completed Business

← Older revision		Revision as of 23:19, 7 January 2015
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	* <span style="background: lime;">Action Items:</span> '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC.		* <span style="background: lime;">Action Items:</span> '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC.

	=== Bike Builder Job Posting (5 min) - ~~ALexey~~ ===		=== Bike Builder Job Posting (5 min) - Alexey ===
	* In June 2014, the board decided to draft a job description for a bike builder in order to alleviate this task from the shop volunteers and expedite the fixing and selling of bikes.		* In June 2014, the board decided to draft a job description for a bike builder in order to alleviate this task from the shop volunteers and expedite the fixing and selling of bikes.
	* Alexey has drafted a [https://docs.google.com/a/edmontonbikes.ca/document/d/1FpQKVJtm-vraiDBurpnZgVAheL0jhE931a80Hkv4gkg/edit Bike Builder job description]		* Alexey has drafted a [https://docs.google.com/a/edmontonbikes.ca/document/d/1FpQKVJtm-vraiDBurpnZgVAheL0jhE931a80Hkv4gkg/edit Bike Builder job description]
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	**		**
	**		**


	== Logistics for Next Meeting (2 min)==		== Logistics for Next Meeting (2 min)==

Anna Vesala: /* Board Basics (20 min) - Nancy */

2015-01-06T21:52:17Z

Board Basics (20 min) - Nancy

← Older revision		Revision as of 21:52, 6 January 2015
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	* Discussion notes:		* Discussion notes:
	** EBC has been a Policy Governing board for past few years since we have an ED; however, we were an Admin board for all the years before that time.		** EBC has been a Policy Governing board for past few years since we have an ED; however, we were an Admin board for all the years before that time.
	** Chris C: In 80s, Tooker Gomberg was also an "ED." In recent years, Action For Healthy Communities ~~had~~ a grant that allowed us ~~to hire~~ an ED (2010). Since then the Board has been transitioning to Policy Board.		** Chris C: In 80s, Tooker Gomberg was also an "ED." In recent years, Action For Healthy Communities received a grant that allowed them to provide a project coordinator to work with EBC, which helped us move towards hiring an ED (2010). Since then the Board has been transitioning to Policy Board.
	** Nancy: Board has approved 2 new staff positions, which will create a new structure of reporting of 4 staff reporting to the Board. (Currently staff report to ED, who then reports to Board.)		** Nancy: Board has approved 2 new staff positions, which will create a new structure of reporting of 4 staff reporting to the Board. (Currently staff report to ED, who then reports to Board.)
	** Nancy: What type of board do we want to be going forward? Anna: Difficult to be one or the other -- many layers of grey, although we should clarify which admin duties the board would take on, if any.		** Nancy: What type of board do we want to be going forward? Anna: Difficult to be one or the other -- many layers of grey, although we should clarify which admin duties the board would take on, if any.

Anna Vesala: /* Social Media (20 min) - Geoff */

2014-12-22T22:54:20Z

Social Media (20 min) - Geoff

← Older revision		Revision as of 22:54, 22 December 2014
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	* <span style="background: yellow;">Motion:</span> To permit staff to engage on social media using their good judgement and the mandate of the organization for next 30 days. Moved by Alex, seconded by Alexey. 10 in favor, Adrian abstains, Geoff opposes. '''Motion Carried.'''		* <span style="background: yellow;">Motion:</span> To permit staff to engage on social media using their good judgement and the mandate of the organization for next 30 days. Moved by Alex, seconded by Alexey. 10 in favor, Adrian abstains, Geoff opposes. '''Motion Carried.'''

	* <span style="background: lime;">Action Items:</span> '''Policy Committee'''will provide policy clarity by January meeting.		* <span style="background: lime;">Action Items:</span> '''Policy Committee''' will provide policy clarity by January meeting.

	=== IT Knowledge Transfer (0 min) - Geoff - TABLED===		=== IT Knowledge Transfer (0 min) - Geoff - TABLED===

Anna Vesala: /* Board Basics (20 min) - Nancy */

2014-12-22T22:50:32Z

Board Basics (20 min) - Nancy

← Older revision		Revision as of 22:50, 22 December 2014
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	*** Program Coordinator		*** Program Coordinator
	*** External Relations		*** External Relations
	** Nancy will circulate positions to staff for review and comment. Chris C is in favour. Coreen would like to add one piece to Program Coordinator. ~~Coreenw~~ would like to have flexibility in the recruiting and hiring to allow for the talents and skills of the applicants to be considered.		** Nancy will circulate positions to staff for review and comment. Chris C is in favour. Coreen would like to add one piece to Program Coordinator. Coreen would like to have flexibility in the recruiting and hiring to allow for the talents and skills of the applicants to be considered.
	~~the applicants.~~		*** Geoff: Should this go to HR Committee? Nancy: Yes, this was a start but will go to the forthcoming HR Committee to approve. Dont want to delay the process much longer, although will ensure to take due process. We are behind as these positions were approved (financially) in Oct.
	** Geoff: Should this go to HR Committee? Nancy: Yes, this was a start but will go to the forthcoming HR Committee to approve. Dont want to delay the process much longer, although will ensure to take due process. We are behind as these positions were approved (financially) in Oct.		*** Chris H: straw vote - Give Nancy authority to post position. Majority in favour.
	** Chris H: straw vote - Give Nancy authority to post position. Majority in favour.

	* <span style="background: lime;">Action Items:</span> '''Nancy''' will share postings with board and staff for feedback but the postings are able to go out asap.		* <span style="background: lime;">Action Items:</span> '''Nancy''' will share postings with board and staff for feedback but the postings are able to go out asap.


	Snack time 7:22-7:33!		Snack time 7:22-7:33!

Anna Vesala: /* Board Member Q&A (20 min) - Jonathan */

2014-12-22T22:46:34Z

Board Member Q&A (20 min) - Jonathan

← Older revision		Revision as of 22:46, 22 December 2014
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	** Confidentiality - in camera sessions should be kept completely confidential, i.e. within the room when discussed.		** Confidentiality - in camera sessions should be kept completely confidential, i.e. within the room when discussed.
	** Who has delegation to speak on behalf of organization? Official spokesperson is technically President, but ED has also been delegated authority.		** Who has delegation to speak on behalf of organization? Official spokesperson is technically President, but ED has also been delegated authority.
	** If media asks you as board member to comment on EBC policy or position on a topic, please direct question to Pres or ED to keep consistent message to public.		*** If media asks you as board member to comment on EBC policy or position on a topic, please direct question to Pres or ED to keep consistent message to public.
	** Rachel: Should we speak as an individual cyclist? Jon: We should develop policy to provide greater clarity on EBC's opinion on a topic. If you are speaking or posting on social media on your own behalf, share you opinion, however it is not EBC's position.		*** Rachel: Should we speak as an individual cyclist? Jon: We should develop policy to provide greater clarity on EBC's opinion on a topic. If you are speaking or posting on social media on your own behalf, share you opinion, however it is not EBC's position.
	* EBC job description. Beyond this, get involved in EBC programs outside of board meetings to help inform & enrich your decision making. BikeWorks, You Can Ride 2, the spoke, EBC-sponsored events, etc.
	** Group Norms:		** Group Norms:
			*** See EBC board member job description. Beyond this, get involved in EBC programs outside of board meetings to help inform & enrich your decision making! (BikeWorks, You Can Ride 2, the spoke, EBC-sponsored events, etc.)
	*** Check emails regularly to determine messages pertaining to you.		*** Check emails regularly to determine messages pertaining to you.
	*** Attend meetings!		*** Attend meetings!

Anna Vesala: /* Board Member Q&A (20 min) - Jonathan */

2014-12-22T22:43:36Z

Board Member Q&A (20 min) - Jonathan

← Older revision		Revision as of 22:43, 22 December 2014
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	* Review [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit?usp=drive_web Code of Conduct] and general [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit job description]		* Review [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit?usp=drive_web Code of Conduct] and general [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit job description]
	** What is helpful in these docs? What is missing? What do you like? What do you want to change?		** What is helpful in these docs? What is missing? What do you like? What do you want to change?
	* * Questions to be followed up on or added to future orientation (can create list throughout today's meeting)		** Questions to be followed up on or added to future orientation (can create list throughout today's meeting)
	* Create our group norms		* Create our group norms
	* Discussion notes:		* Discussion notes:
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	** Who has delegation to speak on behalf of organization? Official spokesperson is technically President, but ED has also been delegated authority.		** Who has delegation to speak on behalf of organization? Official spokesperson is technically President, but ED has also been delegated authority.
	** If media asks you as board member to comment on EBC policy or position on a topic, please direct question to Pres or ED to keep consistent message to public.		** If media asks you as board member to comment on EBC policy or position on a topic, please direct question to Pres or ED to keep consistent message to public.
			** Rachel: Should we speak as an individual cyclist? Jon: We should develop policy to provide greater clarity on EBC's opinion on a topic. If you are speaking or posting on social media on your own behalf, share you opinion, however it is not EBC's position.
	* EBC job description. Beyond this, get involved in EBC programs outside of board meetings to help inform & enrich your decision making. BikeWorks, You Can Ride 2, the spoke, EBC-sponsored events, etc.		* EBC job description. Beyond this, get involved in EBC programs outside of board meetings to help inform & enrich your decision making. BikeWorks, You Can Ride 2, the spoke, EBC-sponsored events, etc.
	*** Rachel: Should we speak as an individual cyclist? Jon: We should develop policy to provide greater clarity on EBC's opinion on a topic. If you are speaking or posting on social media on your own behalf, share you opinion, however it is not EBC's position.
	** Group Norms:		** Group Norms:
	*** Check emails regularly to determine messages pertaining to you.		*** Check emails regularly to determine messages pertaining to you.

Anna Vesala at 22:40, 22 December 2014

2014-12-22T22:40:32Z

Show changes

Anna Vesala: /* Applying to Become A Registered Charity (10 min) - Michelle */

2014-12-18T02:25:38Z

Applying to Become A Registered Charity (10 min) - Michelle

← Older revision		Revision as of 02:25, 18 December 2014
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	=== Applying to Become A Registered Charity (10 min) - Michelle ===		=== Applying to Become A Registered Charity (10 min) - Michelle ===
	* EBC is currently a registered not-for-profit society under the Alberta Societies Act. There has been work on completing an application to become a registered charity for several years...		* EBC is currently a registered not-for-profit society under the Alberta Societies Act. There has been work on completing an application to become a registered charity for several years...
			* See [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B6btBX6BmD0ecHNJdWQyem1HUFE Michelle's amazing doc]!
	* What is a registered charity vs. a registered society/not-for-profit?		* What is a registered charity vs. a registered society/not-for-profit?
	* What are the advantages and disadvantages of being a registered charity?		* What are the advantages and disadvantages of being a registered charity?