Board Minutes January 2015 - Revision history

Cwc at 09:50, 11 November 2017

2017-11-11T09:50:17Z

← Older revision		Revision as of 09:50, 11 November 2017
Line 1:		Line 1:
	'''''These minutes were approved at the [~~http://edmontonbikes.ca/w/Board_Minutes_February_2015 Feb~~ 2015] board meeting.'''''		'''''These minutes were approved at the [[Board Minutes February 2015\|February 2015]] board meeting.'''''

	== EBC Board Meeting Minutes for January 21, 2015 ==		== EBC Board Meeting Minutes for January 21, 2015 ==

Anna Vesala at 23:04, 7 July 2015

2015-07-07T23:04:40Z

← Older revision		Revision as of 23:04, 7 July 2015
Line 1:		Line 1:
	'''''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_February_2015 Feb 2015] board meeting.'''''

	== EBC Board Meeting Minutes for January 21, 2015 ==		== EBC Board Meeting Minutes for January 21, 2015 ==

Anna Vesala at 19:50, 9 February 2015

2015-02-09T19:50:26Z

← Older revision		Revision as of 19:50, 9 February 2015
Line 169:		Line 169:
	*Discussion:		*Discussion:
	**Nancy: Are board volunteer hours included in advocacy activities? Jon: Staff time and hours do count, any purchases of print material/campaigning/etc do count. EBC could use 12.5% of our resources toward political activity at a max.		**Nancy: Are board volunteer hours included in advocacy activities? Jon: Staff time and hours do count, any purchases of print material/campaigning/etc do count. EBC could use 12.5% of our resources toward political activity at a max.
	**Chris: Partisan activity is never permitted. ~~But even~~ political activity is ~~not permitted~~ by CRA~~'s definition~~.		**Chris: Partisan activity is never permitted. Political activity is restricted to 10% of financial resources for charities. What constitutes "political activity" is well-defined by the CRA (and does not necessarily include what many people would consider political). [http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-022-eng.html Info] and [http://www.cra-arc.gc.ca/vdgllry/chrts-gvng/srs-pltclctvts-eng.html more info].
	**Dan: CPAWS is a charity and does a lot of good advocacy work. EBC has a lot of non-advocacy programs so i dont think we would find this difficult.		**Dan: CPAWS is a charity and does a lot of good advocacy work. EBC has a lot of non-advocacy programs so i dont think we would find this difficult.
	**Alex: could we give money to another org (non charity) to do advocacy?		**Alex: could we give money to another org (non charity) to do advocacy?
	**Chris: Political is defined by CRA as anything trying to influence policy. We can only donate to other charities. This would affect our relationship to Bikeology (but that org is undergoing dramatic changes this year too).		**Chris: Political is defined by CRA as anything trying to influence policy. We can only donate to other charities. This would affect our relationship to Bikeology (but that org is undergoing dramatic changes this year too). We can still partner with other non-charity organizations and pay for things (e.g. the projector rental of the YEG Bike Coalition). The difference is that whatever we spend our money on has to be related to our charitable objects, and if that spending is political, it comes out of our 10%.
	**Jon: Record keeping. There will be more, but our bookkeeper doesnt think this will be a problem. This would enhance our record keeping.		**Jon: Record keeping. There will be more, but our bookkeeper doesnt think this will be a problem. This would enhance our record keeping.
	**Jon: CRA recommends that charities have their financials reviewed by an auditor which will cost at least $4k and must be done annually.		**Jon: CRA recommends that charities have their financials reviewed by an auditor which will cost at least $4k and must be done annually.

Anna Vesala: /* Organizational Structure and Reporting Line for New Positions (10 min) - Nancy */

2015-01-28T10:07:04Z

Organizational Structure and Reporting Line for New Positions (10 min) - Nancy

← Older revision		Revision as of 10:07, 28 January 2015
Line 122:		Line 122:
	* Discussion:		* Discussion:
	**Rachel: Who decides who gets hired? Geoff: ED if current structure is in place. Jon: ED gathers applications, reviews appl, makes short list for board consideration, ED and board interview, ED made recommendations, board approve.		**Rachel: Who decides who gets hired? Geoff: ED if current structure is in place. Jon: ED gathers applications, reviews appl, makes short list for board consideration, ED and board interview, ED made recommendations, board approve.
	**Anna: I dislike the hierarchical structure. Value equal pay, equal power to staff who each have strong job responsibilities. EBC is ~~lot~~ a large organization and 2-5 staff would not be difficult to self-organize.		**Anna: I dislike the hierarchical structure. Value equal pay, equal power to staff who each have strong job responsibilities. EBC is not a large organization and 2-5 staff would not be difficult to self-organize then report to board.
	**Dan: Reporting structure vs organizational structure. More than 3-5 people, you need to roll info up. How we organize info for communication with an ED allows reports to go from many staff to one to the board. We are not looking for a hierarchical structure so much as an effective		**Dan: Reporting structure vs organizational structure. More than 3-5 people, you need to roll info up. How we organize info for communication with an ED allows reports to go from many staff to one to the board. We are not looking for a hierarchical structure so much as an effective reporting.
	**Nancy: historical HR issues is reason for recommendation of coaching/mentoring plan. How do we support Chris to gain the skills required to manage staff. Mentoring will tell us whether or not Chris is comfortable/capable of that role. HR will be an actively managed piece. Cant have flat structure without an admin committee and current HR committee was not interested in the admin committee side of things.		**Nancy: historical HR issues is reason for recommendation of coaching/mentoring plan. How do we support Chris to gain the skills required to manage staff? Mentoring will tell us whether or not Chris is comfortable/capable of that role. HR will be an actively managed piece. Cant have flat structure without an admin committee and current HR committee was not interested in the admin committee side of things.
	**Geoff: This can evolve; if we try it, it doesn't work, we can make changes.		**Geoff: This can evolve; if we try it, it doesn't work, we can make changes.
	**Nancy: Wrote the job descriptions based on perceived roles rather than current employees.		**Nancy: Wrote the job descriptions based on perceived roles rather than current employees.
	**Coreen: Hierarchical structure is simpler, easier, familiar. But if we go toward flatter structure and figure out roles, reporting, responsibilities, it may be opportunity. ~~Develop~~ skills. Concerned that if board support is needed and we know that board is volunteers and busy whereas staff are part or full time to manage ourselves and react/change as needed.		**Coreen: Hierarchical structure is simpler, easier, familiar. But if we go toward flatter structure and figure out roles, reporting, responsibilities, it may be opportunity. Staff can develop skills. Concerned that if board support is needed and we know that board members are volunteers (and busy) whereas staff are part or full time to manage ourselves and react/change as needed.
	**Nancy: I am committed to support Chris in the time to learn/mentor this role. Staff will need to hold board/committee accountable to this new structure.		**Nancy: I am committed to support Chris in the time to learn/mentor this role. Staff will need to hold board/committee accountable to this new structure.
	**Jon: Echo Nancy's comments. I am available. WRT hierarchical structure, when you have new people and new roles, likelihood of succeeding of productivity is more successful in hierarchy. Once they are comfortable in roles, that's when flat structure may be more useful.		**Jon: Echo Nancy's comments. I am available. WRT hierarchical structure, when you have new people and new roles, likelihood of succeeding of productivity is more successful in hierarchy. Once they are comfortable in roles, that's when flat structure may be more useful.

Anna Vesala at 09:45, 28 January 2015

2015-01-28T09:45:52Z

← Older revision		Revision as of 09:45, 28 January 2015
Line 225:		Line 225:
	* Have keys for shops for board members. Come see me!		* Have keys for shops for board members. Come see me!

	== <i>In Camera</i> Session (__ min)==		== <i>In Camera</i> Session (10 min)==
	* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Geoff, seconded by Rachel. '''Motion Carried.'''		* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Geoff, seconded by Rachel. '''Motion Carried.'''
	* Please list how long you believe your topic will take to discuss:		* Please list how long you believe your topic will take to discuss:

Anna Vesala: /* EBC Job Postings (10 min) - Nancy, Alexey */

2015-01-28T09:42:49Z

EBC Job Postings (10 min) - Nancy, Alexey

← Older revision		Revision as of 09:42, 28 January 2015
Line 144:		Line 144:
	*Jobs have been posted on website: [http://edmontonbikes.ca/ebc-is-hiring/ edmontonbikes.ca/ebc-is-hiring/]. Help spread the word!		*Jobs have been posted on website: [http://edmontonbikes.ca/ebc-is-hiring/ edmontonbikes.ca/ebc-is-hiring/]. Help spread the word!
	*4 positions were reviewed last month. Currently posted and have a few applications so far.		*4 positions were reviewed last month. Currently posted and have a few applications so far.
	*[https://docs.google.com/a/edmontonbikes.ca/document/d/1wyVLDINdHdS17mp5TRCylME4kyjNKn_kfOWUhyUn_5w/edit Bike Builder posting]		*Proposed [https://docs.google.com/a/edmontonbikes.ca/document/d/1wyVLDINdHdS17mp5TRCylME4kyjNKn_kfOWUhyUn_5w/edit Bike Builder posting]
	*Alexey: Hours will be seasonal and decided by Coreen. Coreen suggested 25 hrs/wk until mid-august.		*Alexey: Hours will be seasonal and decided by Coreen. Coreen suggested 25 hrs/wk until mid-august.
	*Will allow us to address overflow of bike donations into ready-to-ride bikes (save space, help fulfil 85% of requests for rideable bikes, put high end parts to use that have been sitting around BW for a while)		*Will allow us to address overflow of bike donations into ready-to-ride bikes (save space, help fulfil 85% of requests for rideable bikes, put high end parts to use that have been sitting around BW for a while)
Line 155:		Line 155:

	Break 7:48-8:05		Break 7:48-8:05


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

Anna Vesala at 09:33, 28 January 2015

2015-01-28T09:33:51Z

Show changes

Anna Vesala: /* IT Knowledge Transfer (10 min) - Geoff */

2015-01-22T00:07:24Z

IT Knowledge Transfer (10 min) - Geoff

← Older revision		Revision as of 00:07, 22 January 2015
Line 130:		Line 130:
	=== IT Knowledge Transfer (10 min) - Geoff ===		=== IT Knowledge Transfer (10 min) - Geoff ===
	* Tabled from Dec meeting		* Tabled from Dec meeting
	* Discussion notes:		* Geoff created a 5 min tutorial video of how to use Google Drive! [https://drive.google.com/a/edmontonbikes.ca/file/d/0BzZyUNq4OFThLThLdlJzWWp4a2s/view View it here].
			* Anna's mini session notes: [https://docs.google.com/a/edmontonbikes.ca/document/d/1oWlltlRzzWT7-sLd-obfmXBTR-IG5GJOGXsZy1W7xt0/edit Board Online Orientation] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A]
			*Discussion notes:
	**		**
	**		**

Anna Vesala: /* Online Banking (5 min) - Jonathan, Michelle */

2015-01-22T00:03:26Z

Online Banking (5 min) - Jonathan, Michelle

← Older revision		Revision as of 00:03, 22 January 2015
Line 138:		Line 138:
	*Discuss permissions granted to one board member for bill payments and e-transfers		*Discuss permissions granted to one board member for bill payments and e-transfers
	*Once board feedback is collected, we can then draft a policy/board motion for our next board meeting		*Once board feedback is collected, we can then draft a policy/board motion for our next board meeting
			*[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1VXNjc0RfV2lESEk Online Banking - EBC Financial Management]
			*[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1VXNjc0RfV2lESEk Deposit card request]
	* Discussion notes:		* Discussion notes:
	**		**

Anna Vesala: /* Attendance */

2015-01-21T23:57:58Z

Attendance

← Older revision		Revision as of 23:57, 21 January 2015
Line 16:		Line 16:
	* Board attendance:		* Board attendance:
	* Staff attendance:		* Staff attendance:
	* Regrets:		* Regrets: Michelle, Christopher H
	* Absent:		* Absent:
	* Guests:		* Guests:

	== Call to Order ==		== Call to Order ==