Board Minutes September 2016 - Revision history

Cwc at 09:49, 11 November 2017

2017-11-11T09:49:01Z

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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 [[Board Minutes October 2016\|October 2016]] board meeting.'''''

	== EBC Board Meeting Minutes for September 12, 2016 ==		== EBC Board Meeting Minutes for September 12, 2016 ==

Anna Vesala: /* Guest discussion topics (10 min) */

2016-10-12T02:45:53Z

Guest discussion topics (10 min)

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	** Karl did a good job promoting this, we could have done a better job responding to this		** Karl did a good job promoting this, we could have done a better job responding to this

	=== ~~Guest discussion topics~~ (10 min)===		=== Member Topics (10 min) Mr. Constantine ===
	* Phoenix Bikes - Washington - lots of outreach to groups with economic disadvantages. Big orientation to helping people with financial needs - earn a bike, fix bikes, etc. Edmonton has lots of homeless people, EBC might want to look at what Phoenix Bikes does		* Phoenix Bikes - Washington - lots of outreach to groups with economic disadvantages. Big orientation to helping people with financial needs - earn a bike, fix bikes, etc. Edmonton has lots of homeless people, EBC might want to look at what Phoenix Bikes does
	** Nancy mentioned the Spoke program		** Nancy mentioned the Spoke program

Anna Vesala: /* Adjournment */

2016-10-12T02:43:29Z

Adjournment

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	\|abstain=0		\|abstain=0
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	}}		}}

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

Anna Vesala: /* New Business */

2016-10-12T02:42:59Z

New Business

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

	=== ~~Chris -~~ Medical ~~incident~~ at BikeWorks (10 min)===		=== Medical Incident at BikeWorks (10 min) Chris ===
			* Incident at Bikeworks south where a volunteer had a medical incident. EMS called, dealt with situation, and left. Volunteer was fine, but discussed what the best procedures where in an incident like this. No clear answer to this. Volunteer is a keyholder, and comes into the shop a lot
			* We don't have a policy about coming in on own / working on own (non-public hours)
			* Next step - have a longer conversation about best practices
			* if volunteer able to manage risk when on own? If not discourage volunteer from going to shop on own. Or, checking in when in shop on own
	* Discussion notes:		* Discussion notes:
	** ~~Incident at Bikeworks south where a volunteer had a medical incident~~		**
	** EMS called, dealt with situation, and left
	** Volunteer was fine, but discussed what the best procedures where in an incident like this. No clear answer to this.
	** Volunteer is a keyholder, and comes into the shop a lot
	** We don't have a policy about coming in on own / working on own (non-public hours)
	** Next step - have a longer conversation about best practices
	*** if volunteer able to manage risk when on own? If not discourage volunteer from going to shop on own
	*** or checking in when in shop on own
	** Nancy will have ah yeah or nay on

	* <span style="background: lime;">Action Items:</span> '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk.		* <span style="background: lime;">Action Items:</span> '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk.
	* <span style="background: lime;">Action Items:</span> '''Nancy ''' will follow up on Occupational Health and Safety Advisor =.		* <span style="background: lime;">Action Items:</span> '''Nancy''' will follow up on Occupational Health and Safety Advisor.

	=== ~~Jasmine~~ - ~~Pogo~~ (10 min)===		=== Pogo Car-Share (10 min) Jasmine ===
			* EBC has a business account with Pogo - if doing business on behalf of EBC, person could use EBC's pogo account for this business. Chris set up a promo code with Pogo - a EBC member can use this and get a free membership (normally one-time fee)
			* EBC could have some shop FOBs. Chris isn't aware of this / didn't set it up
	* Discussion notes:		* Discussion notes:
	** EBC has a business account with Pogo - if doing business on behalf of EBC, person could use EBC's pogo account for this business
	** EBC could have some shop FOBs
	** Chris isn't aware of this / didn't set it up
	** Chris set up a promo code with Pogo - a EBC member can use this and get a free membership (normally one-time fee)
	** Adrian said someone asked about getting a shop discount (Pogo membership) - this has been set up
	** We don't currently have a transportation policy - what to do if transportation is required for business activities		** We don't currently have a transportation policy - what to do if transportation is required for business activities
	** Could be a good idea - but how would this be controlled?		*** Could be a good idea - but how would this be controlled?
	** Chris isn't sure that a corporate membership would be that useful - things could be out of the zone.		*** Chris isn't sure that a corporate membership would be that useful - things could be out of the zone.
	** The staff member that doesn't already have a POGO membership wouldn't use this		*** The staff member that doesn't already have a POGO membership wouldn't use this. We can still reimburse volunteers for expenses. It is fairly expensive to do a run from the north to the south shop (over $20)
	** Members can sign up for free		** Discussion points to the need for a travel policy...
	** We can still reimburse volunteers for expenses
	** It is fairly expensive to do a run from the north to the south shop (over $20)
	** Discussion points to the need for a travel policy

	=== Alberta Bikes Conference (10 min)===		=== Alberta Bikes Conference (10 min) Karl ===
			* Promoting free tickets to the conference.
	* Discussion notes:		* Discussion notes:
	** Karl was promoting free tickets to the conference		** Nancy want going to go, but didn't think the topics this year (cycle tourism) were as relevant
	** Nancy ~~was~~ going to go, but didn't think the topics this year (cycle tourism) were as relevant		** Jon thinks we aren't doing much for outreach currently. Looking forward to next year, should develop a travel policy. If we are successful in having a surplus budget, we could get more involved in outreach - other bicycle related organization
	** Jon ~~things~~ we aren't doing much for outreach currently
	** Looking ~~foward~~ to next year, should develop a travel policy. If we are successful in having a surplus budget, we could get more involved in outreach - other bicycle related organization
	** Nancy noted that it was good to meet with and connect		** Nancy noted that it was good to meet with and connect
	** Karl did a good job promoting this, we could have done a better job responding to this		** Karl did a good job promoting this, we could have done a better job responding to this

	=== Guest discussion topics (10 min)===		=== Guest discussion topics (10 min)===
	* Discussion notes:		* Phoenix Bikes - Washington - lots of outreach to groups with economic disadvantages. Big orientation to helping people with financial needs - earn a bike, fix bikes, etc. Edmonton has lots of homeless people, EBC might want to look at what Phoenix Bikes does
	** Phoenix Bikes - Washington - lots of outreach to groups with economic disadvantages
	** Big orientation to helping people with financial needs - earn a bike, fix bikes, etc.
	** Edmonton has lots of homeless people , EBC might want to look at what Phoenix ~~bikes~~ does
	** Nancy mentioned the Spoke program		** Nancy mentioned the Spoke program
	** Phoenix bikes has a heavier orientation to social work		** Phoenix bikes has a heavier orientation to social work
	** Jon - suggested going to the North shop - a very different clientele - probably much more aligned - this is part of our mandate		** Jon - suggested going to the North shop - a very different clientele - probably much more aligned - this is part of our mandate
			* Proposed Bylaw Amendment
			** Guest suggest sending out a 'before and after' for what the amendment would mean, as it wasn't clear to him
	** ~~Suggest~~ sending out a 'before and after' for what the amendment would mean, as it wasn't clear to him		** Jon clarified. We've had good board members that have to leave the board after 4 years. We want to allow directors to stay on for more than 4 consecutive years but ... member could not serve on the executive more than 4 consecutive years
	** Jon clarified ~~this in the meeting -~~
	*** we've had good board members that have to leave the board after 4 years.
	~~***~~ We want to allow directors to stay on for more than 4 consecutive years
	~~***~~ but ... member could not serve on the executive more than 4 consecutive years

	== Adjournment ==		== Adjournment ==

Anna Vesala: /* Current & Completed Business */

2016-10-12T02:32:55Z

Current & Completed Business

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	* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.		* 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		* 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.		* 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.

	'''COMPLETED'''		'''COMPLETED'''
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	=== Review ~~Budget~~ (15 min)===		=== Budget Proposal - Final Review (15 min) Geoff===
	*
	* As YCR2 has lots of deferred revenue, this can be claimed if revenues are less than expenses. Thus YCR2 budgets should be near balanced. A revised budget taking this into account has been prepared.		* As YCR2 has lots of deferred revenue, this can be claimed if revenues are less than expenses. Thus YCR2 budgets should be near balanced. A revised budget taking this into account has been prepared.
	* Geoff would like this revised budget approved.		* Geoff would like this revised budget approved.
	~~Discussion notes:~~
	**
	**

	{{Motion		{{Motion
	\|motion=We amend the 2017 budget, to increase BikeWorks cost of sales by $~~7000~~ and draw down on YCR2 deferred revenue to cover any YCR2 expenses that exceed revenue		\|motion= To amend the 2017 budget, to increase BikeWorks cost of sales by $7,000 and draw down on YCR2 deferred revenue to cover any YCR2 expenses that exceed revenue.
	\|first= Geoff		\|first= Geoff
	\|second= Adrian		\|second= Adrian
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	\|no=0		\|no=0
	\|abstain=0		\|abstain=0
	\|result=~~Passed~~		\|result=
	}}		}}

	=== ~~Business Item 2~~ Update on Charity Directorate, Goodwill (~~Jonathan 10~~ min)===		=== Update on Charity Directorate & Goodwill Space (5 min) Jonathan ===
	*Finally made contact with the adjudicator handling our Charitable Status application.		*Finally made contact with the adjudicator handling our Charitable Status application.
	* Discussion notes:		* Discussion notes:
	** How do we decide/start being a charity after being approved		** How do we decide/start being a charity after being approved? When we get approved, we are - but we'd have to determine when we start making operational changes (issues tax receipts ... )
	** When we get approved, we are - but we'd have to determine when we ~~starting~~ making operational changes (issues tax receipts ... )		** Once we get it, what do we need to do to run with it?
	** Once we get it, what do we need to do to run with it

	*Goodwill Warehouse still appears to be a construction zone. May have to employ an alternate location for YCR2 October intake event
	** Jon has emailed and called Ivan, and may call Dale with Goodwill as we need to know if this facility will be available for October intake		=== Update on Goodwill Space for YCR2 (5 min) Jonathan ===
			* Goodwill Warehouse still appears to be a construction zone. May have to employ an alternate location for YCR2 October intake event. Jon has emailed and called Ivan, and may call Dale with Goodwill as we need to know if this facility will be available for October intake
			* Discussion:
	** Adrian - where is the backup? Jon - Sherwood Park - the Robin Hood center - the issue is ... after getting all the bikes back, where do they go? Hoping Goodwill space will be available for storing bikes right away		** Adrian - where is the backup? Jon - Sherwood Park - the Robin Hood center - the issue is ... after getting all the bikes back, where do they go? Hoping Goodwill space will be available for storing bikes right away

	* <span style="background: lime;">Action Items:</span> '''~~Jonathon~~''' to find out what happens / timing after charitable status getting approval - registration of organization		* <span style="background: lime;">Action Items:</span> '''Jonathan''' to find out what happens / timing after charitable status getting approval - registration of organization.

	=== ~~Business Item 3~~ AGM Preparations Discussion (~~All~~ 20 min)===		=== AGM Preparations Discussion (20 min) Jon ===
			* AGM Sunday Oct 2nd
	* Location?		* Location?
	*update on reports: President; Treasurer; Executive Director		* update on reports: President; Treasurer; Executive Director. Sep 26th deadline for board-reviewed reports (circulate reports the week before). Jon suggests moving some of the detail on agreement with Goodwill into Treasurer's report.
	*Resolution to amend Bylaws		* Resolution to amend Bylaws
	*any other considerations		* any other considerations
	* Discussion notes:		* Discussion notes:
	** AGM Sunday Oct 2nd		** we need a list of who is going into their second year, who needs to be re-elected, who is running
	** Sep 26th deadline for board-reviewed reports (circulate reports the week before)
	** Jon - suggests moving some of the detail on agreement with Goodwill into Treasurer's report
	** we need a list of ~~...~~ who is going into their second year, who needs to be re-elected, who is running

	<~~ACTION ITEMS~~>		* <span style="background: lime;">Action Items:</span> '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.
	** Geoff to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday
	** Nancy to follow up with Anna to see if a location is booked
	** Jonathon to provide Chris with interpretation and ~~explaination~~ of bylaw amendment for circulation to the membership prior to the general meeting

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

Anna Vesala: /* Logistics for Next Meeting */

2016-10-12T02:21:32Z

Logistics for Next Meeting

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	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date: Monday Oct 17		* Date: Monday Oct 17
	* Location: Room 113 Ed S, U of A		* Location: Room <s>113</s> 128, Ed S, U of A
	* Chair: Derek		* Chair: Derek
	* Minute-taker: Dan		* Minute-taker: Dan

Anna Vesala: /* Call to Order */

2016-10-12T02:20:59Z

Call to Order

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

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==

Geoffrey.Hansen at 02:39, 13 September 2016

2016-09-13T02:39:23Z

← Older revision		Revision as of 02:39, 13 September 2016
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	*** We want to allow directors to stay on for more than 4 consecutive years		*** We want to allow directors to stay on for more than 4 consecutive years
	*** but ... member could not serve on the executive more than 4 consecutive years		*** but ... member could not serve on the executive more than 4 consecutive years

	~~== <i>In Camera</i> Session ==~~
	~~{{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:
	** Name (___ min)
	** Name (___ min)

	~~{{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 ==
	{{Motion		{{Motion
	\|motion=To adjourn the meeting at ~~__pm~~.		\|motion=To adjourn the meeting at 8:38 pm.
	\|first=		\|first=Adrian
	\|second=		\|second=Nancy
	\|yes=		\|yes=5
	\|no=		\|no=0
	\|abstain=		\|abstain=0
	\|result=		\|result=0
	}}		}}

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

Geoffrey.Hansen: /* Business Item 3 AGM Preparations Discussion (All 20 min) */

2016-09-13T02:38:03Z

Business Item 3 AGM Preparations Discussion (All 20 min)

← Older revision		Revision as of 02:38, 13 September 2016
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	** we need a list of ... who is going into their second year, who needs to be re-elected, who is running		** we need a list of ... who is going into their second year, who needs to be re-elected, who is running

	ACTION ITEMS		<ACTION ITEMS>
	** Geoff to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday		** Geoff to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday
	** Nancy to follow up with Anna to see if a location is booked		** Nancy to follow up with Anna to see if a location is booked
			** Jonathon to provide Chris with interpretation and explaination of bylaw amendment for circulation to the membership prior to the general meeting

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

Geoffrey.Hansen: /* Jasmine - Pogo (10 min) */

2016-09-13T02:34:15Z

Jasmine - Pogo (10 min)

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	=== Jasmine - Pogo (10 min)===		=== Jasmine - Pogo (10 min)===
	*
	* Discussion notes:		* Discussion notes:
	** EBC has a business account with Pogo - if doing business on behalf of EBC, person could use EBC's pogo account for this business		** EBC has a business account with Pogo - if doing business on behalf of EBC, person could use EBC's pogo account for this business