Board Minutes May 2013: Difference between revisions
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* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the May 2013 BW report as presented. Motioned by . Seconded by . '''Motion | <span style="background: yellow;">Motion:</span> To return/approve the May 2013 BW report as presented. Motioned by Lee. Seconded by Sarah. '''Motion Carried.''' | ||
=== Advocacy Committee Report (5 min)=== | === Advocacy Committee Report (5 min)=== | ||
* [[Advocacy Committee Report]] | * [[Advocacy Committee Report]] | ||
* Discussion notes: | * Discussion notes: Nothing to report. Chris Co is unclear what this job consists of. Went to a Molson's redevelopment consultation (everyone there aside from the developer said this is an inappropriate, car-oriented development), and there's a public consultation tomorrow. Chris Ch-- what's your assessment of the urgency, should EBC be rallying ppl to go to this public consultation tomorrow? Will it happen regardless? Will be EBC look good by joining in? Chris Co -- I think it will look great. Chris Ch -- as advocacy chair, you should be emailling me right away. If there's anything else on your radar in future, send those emails. | ||
** | ** | ||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the May 2013 Advocacy Committee report as presented. Motioned by . Seconded by . '''Motion | <span style="background: yellow;">Motion:</span> To return/approve the May 2013 Advocacy Committee report as presented (orally). Motioned by Anna. Seconded by Leila. '''Motion Carried.''' | ||
=== H.R. Policy Committee Report (10 min)=== | === H.R. Policy Committee Report (10 min)=== | ||
* [[HR Policy Committee Report]] | * [[HR Policy Committee Report]] | ||
* Discussion notes: | * Discussion notes: | ||
** | ** We've been working on finalizing a policy for staff performance reviews. Our goal would have been to have it approved today, but we need to add a few things. We also talked about the role of a staff liaison, what has worked for apirg, etc. | ||
** | ** | ||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the May 2013 HR Policy Committee report as presented. Motioned by . Seconded by . '''Motion | <span style="background: yellow;">Motion:</span> To return/approve the May 2013 HR Policy Committee report as presented (orally). Motioned by Sarah. Seconded by Adam. '''Motion Carried.''' | ||
=== Volunteer Appreciation Event Committee Report (5 min)=== | === Volunteer Appreciation Event Committee Report (5 min)=== | ||
* Hosted at Chansion. Ride led by Coreen and Chris. BBQ bike present but unused. Vegan glory meal by Kevin S. Awards presented by Lee. Budget was $200; we spent $204.79 on food/supplies and $87.91 on beverages (got $21 back in donations for alcoholic bevs). Oops. | * Hosted at Chansion. Ride led by Coreen and Chris. BBQ bike present but unused. Vegan glory meal by Kevin S. Awards presented by Lee. Budget was $200; we spent $204.79 on food/supplies and $87.91 on beverages (got $21 back in donations for alcoholic bevs). Oops. | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Attendance ~20. | ||
** | ** Some liquor is left over, Chris Ch may store it for the next event. | ||
** We didn't get a lot of feedback afterwards -- 20 is pretty good turnout. Chris Ch -- I think ppl enjoyed the bike ride. The north shop seemed well-rep'd. | |||
** Coreen felt a lift in morale the week after the event. That's great. | |||
** Should we do one sooner than the fall? Maybe, but there's the budget issue. Sarah -- there was a lot of food left over, so we can do less. | |||
** What about social committee-style things (picnic, art gallery)? Get volunteers learning each others' names. (Lots of agreement with this.) We can think of some volunteers that might like this. | |||
* <span style="background: yellow;">Motion:</span> Anna will be reimbursed for the alcohol, despite being overbudget. Motioned by Leila. Seconded by Justin. '''Motion Carried.''' | |||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the May 2013 Vol App Event report as presented. Motioned by . Seconded by . '''Motion | <span style="background: yellow;">Motion:</span> To return/approve the May 2013 Vol App Event report as presented. Motioned by Adam. Seconded by Chris Co. '''Motion Carried.''' | ||
== Current & Completed Business == | == Current & Completed Business == | ||
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* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month. | * '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month. | ||
* '''Anna''' will send Coreen listing of community calendars that courses could be posted on for free. '''DONE.''' | * '''Anna''' will send Coreen listing of community calendars that courses could be posted on for free. '''DONE.''' | ||
* '''Leila''' will email Coreen to ask if she needs any more board support in regards to participation for Bike Building nights. | * '''Leila''' will email Coreen to ask if she needs any more board support in regards to participation for Bike Building nights. - done a few hours ago. | ||
* '''??''' will email Cam W to arrange a day to receive the cement blocks he would like to donate for BWS yard. | * '''??''' will email Cam W to arrange a day to receive the cement blocks he would like to donate for BWS yard. - Coreen likes the idea. We should email him soon cause that was a while ago. He knows what we need in terms of equipment. Leila will send Cam's info to Coreen, who will contact him. | ||
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings. | * '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings. -Chris will do that now. | ||
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August. | * '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August. -not done yet. | ||
* Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. '''NOT COMPLETED.''' | * Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. '''NOT COMPLETED.''' | ||
* '''Anna''' will incorporate the action item that Micah had re: links/resources on how to use wiki and Google Drive into the next board retreat (prob Oct). | * '''Anna''' will incorporate the action item that Micah had re: links/resources on how to use wiki and Google Drive into the next board retreat (prob Oct). | ||
** One session could be in a computer lab so that each person can actually set up their accounts and figure everything out early on. Thoughts? | ** One session could be in a computer lab so that each person can actually set up their accounts and figure everything out early on. Thoughts? (Agreement) | ||
== New Business == | == New Business == | ||
=== Board changes and appointments (15 min)=== | === Board changes and appointments (15 min)=== | ||
* Micah has resigned leaving the Secretary position vacant. Need interim Secretary. | * Micah has resigned leaving the Secretary position vacant. Need new Secretary. | ||
**Justin volunteers for interim secretary. Motion to make Justin the Secretary. Moved Leila, Seconded Chris Co, Carried. Motion to switch signing authority from Micah to Justin. Moved by Leila, Seconded by Anna, Carried. | |||
* Adam update- resigning or participating remotely from Calgary during school? | * Adam update- resigning or participating remotely from Calgary during school? | ||
** Not resigning immediately, but will resign by AGM. | |||
* Need to update website with changes. | * Need to update website with changes. | ||
* Should we recruit interim board members? Do they get appointed until the AGM? By election? | * Should we recruit interim board members? Do they get appointed until the AGM? By election? | ||
** Adam -- we should ask the guy who tied with Sarah at the AGM. He has legitimacy and we need help. Chris Ch -- I don't know why you wouldn't fill that vacancy as soon as possible. As far as recruiting generally goes, you should always be recruiting, all year long, but especially now. "You have some really great ideas." "This is what I do as a board member." Sarah -- what are the bylaws surrounding this? Leila -- there aren't any. We could hold a special meeting (quorum = 20) as we did to split the tie with Sarah. There is a bylaw that explicitly allows us to add someone as an interim. | |||
**Action item: ADAM will contact Matt McCrank. | |||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | |||
* It may help to set the AGM date so we can begin to plan for board recruitment. | * It may help to set the AGM date so we can begin to plan for board recruitment. | ||
**Sunday Sept 22 (the day before is Community League Day which is a busy event for many community volunteers)? | **Sunday Sept 22 (the day before is Community League Day which is a busy event for many community volunteers)? | ||
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**Sunday Oct 6 (W+T day)? | **Sunday Oct 6 (W+T day)? | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Suggestion: we plan this at the retreat in July. (When is Bern's conference going to be). Tabled for the next retreat. | ||
** | ** | ||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
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* An ad hoc committee for planning and organizing the Board mid-year retreat is needed. At least 3 people are needed. | * An ad hoc committee for planning and organizing the Board mid-year retreat is needed. At least 3 people are needed. | ||
* Discussion notes: | * Discussion notes: | ||
** Lee will do it. Sarah. Will. Do. It. Again. All right, Leila'll be on the committee. | |||
** | ** | ||
* <span style="background: yellow;">Motion:</span> The committee will consist of at least Leila, Sarah, and Lee. Motioned by Leila. Seconded by Anna. '''Motion Carried.''' | |||
* <span style="background: yellow;">Motion:</span> | |||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
== <i>In Camera</i> Session (__ min)== | == <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>. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by Leila. Seconded by Adam. '''Motion Carried.''' | ||
* <i> In Camera</i> minutes will be distributed internally to Board members for records of discussions and decisions. This is important esp in regards to any formal verbal feedback given as a result of <i>in camera</i> talks. | * <i> In Camera</i> minutes will be distributed internally to Board members for records of discussions and decisions. This is important esp in regards to any formal verbal feedback given as a result of <i>in camera</i> talks. | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> . Motioned by Adam. Seconded by Anna. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2012-2013 Board minutes]] | [[Category:2012-2013 Board minutes]] | ||