Board Minutes January 2013 - Revision history

Justin.bartlett at 01:39, 9 August 2013

2013-08-09T01:39:37Z

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	~~'''''These minutes are not yet approved. They are scheduled for review and approval~~ at the ~~upcoming board~~ meeting.~~'''''~~		Approved at the [[Board Minutes February 2013 \| February 2013 Board meeting]].

	== EBC Board Meeting Minutes for January 23, 2013 ==		== EBC Board Meeting Minutes for January 23, 2013 ==

Duncan.kinney: /* BikeWorks Report (5 min) */

2013-01-31T05:38:27Z

BikeWorks Report (5 min)

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	* Operational concerns - Coreen is asking for ideas from a wider knowledge base.		* Operational concerns - Coreen is asking for ideas from a wider knowledge base.
	* Brett (guest) - Tough issue and the way things are right now, Chris has full authority over shop issues and I have yet to be in a state where I can deal with it. Especially because this regards personal health issues for me, so explaining my situation outs me and my personal situation. So I don't feel comfortable explaining this to the board at this time. I may respond by email. I would like to address Chris in the future as well. It's unfortunate the way things went down.		* Brett (guest) - Tough issue and the way things are right now, Chris has full authority over shop issues and I have yet to be in a state where I can deal with it. Especially because this regards personal health issues for me, so explaining my situation outs me and my personal situation. So I don't feel comfortable explaining this to the board at this time. I may respond by email. I would like to address Chris in the future as well. It's unfortunate the way things went down.
	* Alex - ~~questions~~ about cameras.		* Alex - Questions about cameras.
	* Action item to respond - '''Adam''' will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas.		* Action item to respond - '''Adam''' will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas.

Duncan.kinney: /* Executive Director's Report (15 min) */

2013-01-31T05:37:06Z

Executive Director's Report (15 min)

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	[https://docs.google.com/document/d/1FnkalyovrVJS4N_hDA_fihi4TZ2dCmLx0wuxYlvg5vA/edit Executive Director's Report January 2013]		[https://docs.google.com/document/d/1FnkalyovrVJS4N_hDA_fihi4TZ2dCmLx0wuxYlvg5vA/edit Executive Director's Report January 2013]
	* Security system overview and discussion (10 min)		* Security system overview and discussion (10 min)
	* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards ~~yard~~ the yard. Chris is unsure if it records sound.		* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards the yard. Chris is unsure if it records sound.
	* Alex - Should we inform people that there is surveillance?		* Alex - Should we inform people that there is surveillance?
	* Chris says it was originally a temporary measure for when the alarm goes off.		* Chris says it was originally a temporary measure for when the alarm goes off.
	* Alex - We need to advertise this to the public. There is theoretical potential for abuse of viewing the camera feed. ~~In conclusion I urge~~ the board to consider what kind of message this sends and if it is an ethical issue of having a camera but not telling the public. Maybe a more professional security system is needed.		* Alex - We need to advertise this to the public. There is theoretical potential for abuse of viewing the camera feed. Alex urges the board to consider what kind of message this sends and if it is an ethical issue of having a camera but not telling the public. Maybe a more professional security system is needed.
	* Duncan - action item - ~~put~~ up signs		* Duncan - action item - Put up signs
	* Adam - ~~Chris do you have~~ plans to adjust the system?		* Adam - Are there plans to adjust the system?
	* Chris - currently testing the system		* Chris - currently testing the system
	* Several random suggestions from Adam and Alex
	* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.		* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.
	* Poor working webcam at BWS		* Poor working webcam at BWS

Cwc: /* In Camera Session (__ min) */

2013-01-27T02:59:05Z

In Camera Session (__ min)

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	* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.		* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.

	== In Camera Session (__ min)==		== In Camera Session (25 min)==
	<span style="background: yellow;">Motion:</span> to go in camera: Duncan Seconded: Adam		<span style="background: yellow;">Motion:</span> to go in camera: Duncan Seconded: Adam
	* Review new process for In Camera sessions (from the Special Meeting) (10 min)		* Review new process for In Camera sessions (from the Special Meeting) (10 min)

Cwc: /* New Business */

2013-01-27T02:58:11Z

New Business

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	* Adam, Bernadette, Chris Corrigan to present final draft.		* Adam, Bernadette, Chris Corrigan to present final draft.
	* Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation"		* Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation"
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)
	* <span style="background: yellow;">Motion:</span> '''Adam''' motions to pass Vision Statement as it appears in the email, and the Mission Statement using the words 'civic representation' instead of advocacy and "without the third sentence".		* <span style="background: yellow;">Motion:</span> '''Adam''' motions to pass Vision Statement as it appears in the email, and the Mission Statement using the words 'civic representation' instead of advocacy and "without the third sentence".

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	=== Calendar for 2013 (20 min) ===		=== Calendar for 2013 (20 min) ===
	* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for:		* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for:
	** board meetings for 2013		* board meetings for 2013
	-Feb 20th		** Feb 20th
	-March 20th		** March 20th
	-April 17th		** April 17th
	** board committee meetings: HR, Advocacy, Funding, etc.		* board committee meetings: HR, Advocacy, Funding, etc.
	** Volunteer Appreciation event(s)		* Volunteer Appreciation event(s)
	** Mid-term evaluation session for our Board SMART goals (possibly a half day session)		* Mid-term evaluation session for our Board SMART goals (possibly a half day session)
	** Facilitation Workshop date (Sarah and Justin will book APIRG workshop)		* Facilitation Workshop date (Sarah and Justin will book APIRG workshop)
	* Discussion notes: Divided discussion on planning in advance - approx 50% present seems interested. Several people note that they don't know their schedule that far in advance and this kind of planning is challenging, especially with not everyone present.		* Discussion notes: Divided discussion on planning in advance - approx 50% present seems interested. Several people note that they don't know their schedule that far in advance and this kind of planning is challenging, especially with not everyone present.
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline).

	=== Logging Board Volunteer Hours (5 min)===		=== Logging Board Volunteer Hours (5 min)===
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	* Spreadsheet could have 1 summary page (total hrs for easy staff use on grants) and 12 individual pages with details of date, total hours and nature of activity (similar to BW volunteer log)		* Spreadsheet could have 1 summary page (total hrs for easy staff use on grants) and 12 individual pages with details of date, total hours and nature of activity (similar to BW volunteer log)
	* President could review and report on total board volunteer hours in monthly report. As per the draft Pres job description, this hours log would also allow for individual board member evaluation, support, and appreciation.		* President could review and report on total board volunteer hours in monthly report. As per the draft Pres job description, this hours log would also allow for individual board member evaluation, support, and appreciation.
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Adam''' will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.		* Action Items: '''Adam''' will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.

	=== Board Committees 2013 (5 min)===		=== Board Committees 2013 (5 min)===
	* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee?		* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee?
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

	=== AB bicycle commuters conference (10 min)===		=== AB bicycle commuters conference (10 min)===
	* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.		* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Bern''' will... send out information by email by (deadline)

	~~=== New Business Item 6 (__ min)===~~
	*
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

	== In Camera Session (__ min)==		== In Camera Session (__ min)==

Cwc: /* In Camera Session (__ min) */

2013-01-27T02:55:10Z

In Camera Session (__ min)

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	* Review new process for In Camera sessions (from the Special Meeting) (10 min)		* Review new process for In Camera sessions (from the Special Meeting) (10 min)
	* Security system (10min)		* Security system (10min)
	* <span style="background: yellow;">Motion:</span>

	== Adjournment ==		== Adjournment ==

Cwc: /* Current & Completed Business */

2013-01-27T02:54:47Z

Current & Completed Business

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	* Anna submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].		* Anna submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
	* Discussion notes: There have been more comments made and we cannot finalize these yet.		* Discussion notes: There have been more comments made and we cannot finalize these yet.
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Duncan''' will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting		* Action Items: '''Duncan''' will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting

	=== (Ethical) Funding Committee (5 min)===		=== (Ethical) Funding Committee (5 min)===
	* December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?		* December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?
	* Discussion notes:
	* Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27.		* Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27.

Cwc: /* Reports */

2013-01-27T02:54:26Z

Reports

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	=== President's Report (5 min)===		=== President's Report (5 min)===
	~~[[President's Report (Month) (Year)\|President's Report]]~~
	* Nothing to report		* Nothing to report
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

	=== Treasurer's Report (5 min)===		=== Treasurer's Report (5 min)===
	~~[[Treasurer's Report January 2013 \|Treasurer's Report]]~~
	* Discussion notes: Full report to come in February		* Discussion notes: Full report to come in February
	What can we do to help Paul? Neil has assisted in training Paul. Paul asks questions as needed.		What can we do to help Paul? Neil has assisted in training Paul. Paul asks questions as needed.
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

	=== Executive Director's Report (15 min)===		=== Executive Director's Report (15 min)===
	[~~[ED Report January 23 2013 \|~~Executive Director's Report]]		[https://docs.google.com/document/d/1FnkalyovrVJS4N_hDA_fihi4TZ2dCmLx0wuxYlvg5vA/edit Executive Director's Report January 2013]
	* Security system overview and discussion (10 min)		* Security system overview and discussion (10 min)
	* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards yard the yard. Chris is unsure if it records sound.		* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards yard the yard. Chris is unsure if it records sound.
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	* Several random suggestions from Adam and Alex		* Several random suggestions from Adam and Alex
	* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.		* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.
			* Poor working webcam at BWS
	Poor working webcam at BWS		* Anna requests more information in ED Report - at least two sentences of more information for each section would be acceptable
	* ~~Discussion notes:~~

	Anna requests more information in ED Report - at least two sentences of more information for each section would be acceptable

	=== BikeWorks Report (5 min)===		=== BikeWorks Report (5 min)===
	[[BikeWorks Report ~~(Month) (Year)\|BikeWorks Report]~~]		[https://docs.google.com/document/d/1b2CbYu3Fub4ZPkPN2lZMd73zMlhjLGPUzFDmyshVG8E/edit BikeWorks Report January 2013]
	* Discussion notes:		* Discussion notes:

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	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nyE2hU6f85GZTU2gNQQyR5lIxOGPSCN9ALmLn_Wq3Og/edit Retreat Notes] and [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AqcZFRfj5bERdHV6YkE5YzlaQWRXSWZjWHJlY1F3amc#gid=2 Retreat Evaluations]		*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nyE2hU6f85GZTU2gNQQyR5lIxOGPSCN9ALmLn_Wq3Og/edit Retreat Notes] and [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AqcZFRfj5bERdHV6YkE5YzlaQWRXSWZjWHJlY1F3amc#gid=2 Retreat Evaluations]
	* Lee, Sarah, Anna suggest a mid-point check in on our board goals and personal goals. This could be a half-day (eg. similar to our Saturday retreat, 1-4:30) in end of May?		* Lee, Sarah, Anna suggest a mid-point check in on our board goals and personal goals. This could be a half-day (eg. similar to our Saturday retreat, 1-4:30) in end of May?
	* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Add to calendar building''' will today (deadline)		* Action Items: '''Add to calendar building''' will today (deadline)

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	=== Advocacy Committee Report (10 min)===		=== Advocacy Committee Report (10 min)===
	[[Advocacy Committee Report (January) (2013)\|Advocacy Committee Report]]		[[Advocacy Committee Report (January) (2013)\|Advocacy Committee Report]]

	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

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

Cwc: /* Current & Completed Business */

2013-01-27T00:50:47Z

Current & Completed Business

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 * Discussion notes:
 * Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27.
 == New Business ==

Cwc: /* BikeWorks Report (5 min) */

2013-01-27T00:50:26Z

BikeWorks Report (5 min)

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	[[BikeWorks Report (Month) (Year)\|BikeWorks Report]]		[[BikeWorks Report (Month) (Year)\|BikeWorks Report]]
	* Discussion notes:		* Discussion notes:
	* <span style="background: yellow;">Motion:</span>
	* Action Items: '''Name''' will... by (deadline)

	* The report was made available to the board the day of the meeting. This is not enough time for board to read it before the meeting.		* The report was made available to the board the day of the meeting. This is not enough time for board to read it before the meeting.