Board Minutes February 2015 - Revision history

Anna Vesala at 23:05, 7 July 2015

2015-07-07T23:05:47Z

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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_March_2015 March 2015] board meeting.'''''

	== EBC Board Meeting Minutes for February 9, 2015 ==		== EBC Board Meeting Minutes for February 9, 2015 ==

Geoffrey.Hansen: /* Approval of Agenda, Minutes, Reports (15 min) */

2015-03-18T18:24:50Z

Approval of Agenda, Minutes, Reports (15 min)

← Older revision		Revision as of 18:24, 18 March 2015
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	== Approval of Agenda, Minutes, Reports (15 min) ==		== Approval of Agenda, Minutes, Reports (15 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.'''		* <span style="background: yellow;">Motion:</span> To approve this Feb 2015 agenda, the Jan 2015 minutes, and reports as presented below. Moved by Alex . Seconded by Rachel . '''Motion Carried.'''

	=== President's Report ===		=== President's Report ===

Geoffrey.Hansen at 18:07, 18 March 2015

2015-03-18T18:07:42Z

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	* Date: Wed March 18, 2015		* Date: Wed March 18, 2015
	* Location: Rm 113 Ed South		* Location: Rm 113 Ed South
	* Chair: ?		* Chair: Rachel
	* Minute-taker: Geoff		* Minute-taker: Geoff
	* Food by:		* Food by:

Geoffrey.Hansen at 22:45, 6 March 2015

2015-03-06T22:45:33Z

← Older revision		Revision as of 22:45, 6 March 2015
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	=== President's Report ===		=== President's Report ===
	*[President's Report Jan 2015]
	*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting		*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting


	=== Executive Director's Report ===		=== Executive Director's Report ===
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	=== BikeWorks Report ===		=== BikeWorks Report ===
	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5		*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5


	=== H.R. Committee Report ===		=== H.R. Committee Report ===
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	** NAIT is proposed as a venue, nancy will check availability.		** NAIT is proposed as a venue, nancy will check availability.
	** meeting time is tenatative- 9 am proposed by Jon		** meeting time is tenatative- 9 am proposed by Jon


	~~== <i>In Camera</i> Session (__ min)==~~
	* <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.'''
	* Please list how long you believe your topic will take to discuss:
	** Conflict of Interest Policy (15 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.'''

	== Adjournment ==		== Adjournment ==
	* <span style="background: yellow;">Motion:</span> To adjourn the meeting (7:52pm). Moved by Jon , seconded by Michelle . '''Motion Carried.'''		* <span style="background: yellow;">Motion:</span> To adjourn the meeting (7:52pm). Moved by Jon , seconded by Michelle . '''Motion Carried.'''



	[[Category:minutes]]		[[Category:minutes]]
	[[Category:~~2013~~-~~2014~~ Board minutes]]		[[Category:2014-2015 Board minutes]]

Geoffrey.Hansen at 22:35, 6 March 2015

2015-03-06T22:35:58Z

Show changes

Geoffrey.Hansen at 21:58, 6 March 2015

2015-03-06T21:58:39Z

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	== Attendance ==		== Attendance ==
	* Meeting Chair: Geoff		* Meeting Chair: Geoff
	* Minute-taker: ~~Anna~~		* Minute-taker: Nancy
	* Food by: Jon		* Food by: Jon
	* Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, ~~Alexy~~		* Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexey, Nancy
	* Staff attendance: Chris		* Staff attendance: Chris
	* Regrets: Adrian		* Regrets: Adrian, Anna
	* Absent:		* Absent:
	* Guests:		* Guests:
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	* Date: Wed March 18, 2015		* Date: Wed March 18, 2015
	* Location: Rm 113 Ed South		* Location: Rm 113 Ed South
	* Chair: ~~Geoff~~		* Chair: ?
	* Minute-taker: Geoff		* Minute-taker: Geoff
	* Food by:		* Food by:
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	**		**

	* <span style="background: yellow;">Motion:</span> To ~~___~~. Moved by , seconded by . '''Motion ~~Failed/~~Carried.'''		** office hires/ new office space-we currently have 4 office work stations but not really what most people would consider working space-
			** additional space at bws is available for $250/month including expenses.
			** Chris chan recommends that this would be a good idea to move some of the available space.
			** Budget deficit of $34k for the year, new budgets including new hires, new space and will be projecting a 4k deficit as it stands,

			** Question from Dan- do we have things for them to use, furniture, computers, etc - yes we do.

			* <span style="background: yellow;">Motion:</span> To authorizes Chris Chan to enter into a lease with the BWS space (186 sq feet) . Moved by Jon , seconded by Chris H , all in favour- no abstain, no opposed. '''Motion Carried.'''
	* <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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	jobs have been posted- interviews are being scheduled		jobs have been posted- interviews are being scheduled

	~~finacial~~ update from ~~michelle~~, applied for the eft process, need another signature to apply- ~~teh~~ YCR@ account is a community account- which allows access to all accounts- opening a different type of account will allow janine to look at the accounts - same amount of work with either new account asking for approval of which way to go- will ask Neil to go down to get signing authority for the ycr2 account. 4 deposit cards have been picked up- one for Jon, one for Michelle, one for BWN and BWS. Only problem with the shop cards is that people can see the bank balance. ~~will~~ take about 2 weeks to get the new bank account working (march).		financial update from Michelle,
			applied for the eft process, need another signature to apply- the YCR@ account is a community account- which allows access to all accounts
	office hires/ new office space-we currently have 4 office work stations but not really what most people would consider working space- additional space at bws is available for $250/month including expenses. Chris chan recommends that this would be a good idea to move some of the available space. budget deficit of $34k, new budgets including new hires, new space and will be projecting a 4k deficit as it stands,		opening a different type of account will allow janine to look at the accounts
			same amount of work with either new account asking for approval of which way to go
			will ask Neil to go down to get signing authority for the ycr2 account.
			4 deposit cards have been picked up- one for Jon, one for Michelle, one for BWN and BWS.
			Only problem with the shop cards is that people can see the bank balance.
			Will take about 2 weeks to get the new bank account working (march).

	~~move that the board authorizes Chris Chan to enter into a lease with the BWS space, for thhe 186 sq feet- motion by Jon, seconded by Chris H and all in favour- no abstain, no opposed.~~
	~~Question from Dan- do we have things for them to use, furniture, computers, etc - yes we do.~~

	social media policy discussion- hopefully everyone has reviewed it- at the point where it likely needs some discussion with Chris Chan and Dan- they will meet in person to discuss and then revisit at a later date- will be deferred for next meeting.		social media policy discussion- hopefully everyone has reviewed it- at the point where it likely needs some discussion with Chris Chan and Dan- they will meet in person to discuss and then revisit at a later date- will be deferred for next meeting.

Geoffrey.Hansen at 02:52, 10 February 2015

2015-02-10T02:52:51Z

← Older revision		Revision as of 02:52, 10 February 2015
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	Board meetings are open to the EBC members and the public.		Board meetings are open to the EBC members and the public.

	* Location: Room ~~113~~ Education South, U of A		* Location: Room 164 Education South, U of A
	* Start Time: 6:~~30pm~~		* Start Time: 6:41pm

	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!		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!
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	* Minute-taker: Anna		* Minute-taker: Anna
	* Food by: Jon		* Food by: Jon
	* Board attendance:		* Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexy
	* Staff attendance:		* Staff attendance: Chris
	* Regrets:		* Regrets: Adrian
	* Absent:		* Absent:
	* Guests:		* Guests:

	== Call to Order ==		== Call to Order ==
	* Meeting called to order by at pm.		* Meeting called to order by 6:41 at pm.

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date: Wed March 18, 2015		* Date: Wed March 18, 2015
	* Location: Rm 113 Ed South		* Location: Rm 113 Ed South
	* Chair:		* Chair: Geoff
	* Minute-taker: Geoff		* Minute-taker: Geoff
	* Food by:		* Food by:
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	*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting		*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting

	~~=== Treasurer's Report ===~~
	*[Treasurer's Report (Month) (Year)]
	* Treasurer Update ? Here or below ?

	=== Executive Director's Report ===		=== Executive Director's Report ===
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	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5		*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5

	~~=== Advocacy Committee Report ===~~
	*[Advocacy Committee Report (Month) (Year)]

	=== H.R. Committee Report ===		=== H.R. Committee Report ===
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	[[Category:minutes]]		[[Category:minutes]]
	[[Category:2013-2014 Board minutes]]		[[Category:2013-2014 Board minutes]]
			Motion to approve president, Hr, policy committee, ED, BW manager, reports by Alex, seconded by rachel

			reminder to log volunteer hours and review and sign all reports

			discussed servus credit card requirements and will not be pursued at this time

			Hazard assessment to be added to the HR to do list-this will likely be added to the procedures task list of the new program coordinator

			expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up

			becoming a tenant with JFC- we have applied and we are waiting to hear

			jobs have been posted- interviews are being scheduled

			finacial update from michelle, applied for the eft process, need another signature to apply- teh YCR@ account is a community account- which allows access to all accounts- opening a different type of account will allow janine to look at the accounts - same amount of work with either new account asking for approval of which way to go- will ask Neil to go down to get signing authority for the ycr2 account. 4 deposit cards have been picked up- one for Jon, one for Michelle, one for BWN and BWS. Only problem with the shop cards is that people can see the bank balance. will take about 2 weeks to get the new bank account working (march).

			office hires/ new office space-we currently have 4 office work stations but not really what most people would consider working space- additional space at bws is available for $250/month including expenses. Chris chan recommends that this would be a good idea to move some of the available space. budget deficit of $34k, new budgets including new hires, new space and will be projecting a 4k deficit as it stands,

			move that the board authorizes Chris Chan to enter into a lease with the BWS space, for thhe 186 sq feet- motion by Jon, seconded by Chris H and all in favour- no abstain, no opposed.
			Question from Dan- do we have things for them to use, furniture, computers, etc - yes we do.

			social media policy discussion- hopefully everyone has reviewed it- at the point where it likely needs some discussion with Chris Chan and Dan- they will meet in person to discuss and then revisit at a later date- will be deferred for next meeting.
			There is a motion to extend our extend teh December social media motion- michelle moves to do this, Chris H seconds- no disucssion- all in favour, Alex abstains, motion carried

			Jon's discussion on the committee structure- reviewed current committee chart- proposes that each director is part of the group of "committees' but could also volunteer to participate in a different committee. Would like to bring to resolution the individuals who are on the 3 committees, ( HR, Policy, strategic planning)- having people cross over is a good plan (Dan) and is supportive of the idea. Geoff suggests that keeping directors up to speed on what they are working on, its a good opportunity to stretch and learn about new areas. Michelle indicated that moving around is a good idea also. Alexey would like to speak to transparancies of discussions and would like to share meeting dates and meeting notes so that other directors can be involved. primary objective with the committees is to get all directors involved in moving the society forward- ensrue we have 3 or 4 directors in each of the areas- Jon reviewed all the committees- and sees his role to ensure that all the directors are engaged in the society- helping with development opportunties to ensure all 12 directors are contributing. jon proposes the the committees stand as they are and directors attend . Should their be a formal leader for each of the committees? scheduling meeting, minutes, notes, should one person be responsible, should it be rotating or have one person in charge. Geoff suggests that there is a responsible person on each committee. Jon suggests that Alex and Dan take on the leader of these roles- Alex is o.k. either way... Alexey has volunteered to lead the strategic planning committee- Alex will defer the leader to Alexey and will remain part of that group. Dan will remain as leader of the policy group.

			new business:

			Conflict of interest policy- alert directors it's there- please review by march 1 with comments and then changes will be made with an expectation of making a motion to approve policy.

			Jon suggests a board planning session for early april with an intent of 4 ot 5 hours with a purpose to establish our priorities for EBC for teh coming year. What do we want to do this year, that really matter to EBC and what are our goals and priorties, how will we use our resources. Chris H will take care of the details of planning it= most everyone likes the idea- planning for late April ro early march. Alexey away from march 28 to april 21- Sunday March 22 is proposed- Chris Co and Rachel will check thier schedule- tentatively booked for the morning of March 22. NAIT is proposed as a venue, nancy will check availability. meeting time is tenatative- 9 am proposed by Jon

			nancy- looking for feedback on new report- Alexey loves the new report, Chris H has to scroll, Jon loves it, Geoff likes it, Chris Chan indicates less work, Dan asked about amount of detail if there was enough but is comfortable asking for more detail and the shorter one seems more efficient. Geoff likes the first report as good for a new board member, but this report was an excellant improvement. suggested once a year for new members. O.k. to continue with this format.

			Jon makes a motion to adjour- Michelle seconded at 7:52

Anna Vesala at 20:20, 9 February 2015

2015-02-09T20:20:00Z

← Older revision		Revision as of 20:20, 9 February 2015
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	=== President's Report ===		=== President's Report ===
	*[President's Report (Month) (Year)]		*[President's Report (Month) (Year)]
			*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Report Jan 2015] - was deferred for approval at Jan's meeting
			*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting

	=== Treasurer's Report ===		=== Treasurer's Report ===
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	=== H.R. Committee Report ===		=== H.R. Committee Report ===
			*[https://docs.google.com/a/edmontonbikes.ca/document/d/1K5ClHCaUvOtT-KYxNahp-E_N41wu6YBkbqG7Jg6hVLQ/edit H.R. Committee Report January 2015] - submitted by Nancy Jan 16 - was deferred for approval at Jan's meeting
	*[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0Am0DB6hvS6q-dFJjaHZ0dC1lYWVRZ3I4WVJaT29BdFE#gid=0 H.R. Committee Report Feb 2015]		*[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0Am0DB6hvS6q-dFJjaHZ0dC1lYWVRZ3I4WVJaT29BdFE#gid=0 H.R. Committee Report Feb 2015]
	*Updated [http://edmontonbikes.ca/w/Human_Resources_Committee HR Committee Terms of Reference] for approval		*Updated [http://edmontonbikes.ca/w/Human_Resources_Committee HR Committee Terms of Reference] for approval
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	=== Policy Committee Report ===		=== Policy Committee Report ===
	*[Policy Committee Report (Month) (Year)]		*[Policy Committee Report (Month) (Year)]
			*[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B-D1LNQVyBh6TUNpX1dRTjZyZm8 Policy Committee Report Jan 2015] - submitted by Daniel Jan 20 - - was deferred for approval at Jan's meeting
	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit DRAFT Social Media Policy] for approval		*[https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit DRAFT Social Media Policy] for approval

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	* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)		* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
	* Dec 2014: '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC.*		* Dec 2014: '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC.*
			* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
			* Jan 2015: '''Chris Ch''' will post jobs asap. '''Coreen and Chris''' will short-list candidates.
			* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.

	'''COMPLETED'''		'''COMPLETED'''

Anna Vesala: /* Current & Completed Business */

2015-02-09T19:32:57Z

Current & Completed Business

← Older revision		Revision as of 19:32, 9 February 2015
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	*		*

	=== Financial Update (10 min) ===		=== Financial Update (10 min) - Michelle ===
	* ~~Michelle~~		* EFT, deposit cards, and YRC2 Bank Account
	* ~~Should it be here or above?~~		* Discussion notes:
			**
			**

			* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
			* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== New Hires and Office Space (10 min) ===		=== New Hires and Office Space (10 min) ===

Anna Vesala: /* H.R. Committee Report */

2015-02-09T19:30:54Z

H.R. Committee Report

← Older revision		Revision as of 19:30, 9 February 2015
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	=== H.R. Committee Report ===		=== H.R. Committee Report ===
	*[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0Am0DB6hvS6q-dFJjaHZ0dC1lYWVRZ3I4WVJaT29BdFE#gid=0 H.R. Committee Report (Feb~~) (~~2015)]		*[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0Am0DB6hvS6q-dFJjaHZ0dC1lYWVRZ3I4WVJaT29BdFE#gid=0 H.R. Committee Report Feb 2015]
			*Updated [http://edmontonbikes.ca/w/Human_Resources_Committee HR Committee Terms of Reference] for approval
	*[http://edmontonbikes.ca/w/Human_Resources_Committee ~~Updated~~ HR Terms of Reference] for approval
	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit DRAFT Conflict of Interest Policy] for approval		*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit DRAFT Conflict of Interest Policy] for approval