Board Minutes July 2013: Difference between revisions

From Bike Edmonton
Jump to navigation Jump to search
No edit summary
Line 27: Line 27:


== Approval of Last Month's Minutes ==
== Approval of Last Month's Minutes ==
* <span style="background: yellow;">Motion:</span> To approve (month)(year) minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve June 2013 minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
Line 35: Line 35:
* Minute-taker:
* Minute-taker:
* Food by:
* Food by:


== Reports ==
== Reports ==


=== President's Report (__ min)===
=== President's Report (15 min)===
[[President's Report (Month) (Year)|President's Report]]  
[https://docs.google.com/a/edmontonbikes.ca/document/d/1C6nlX_ontBwa3-E2abVR-gUo2y38lyYeYTME2T08PSU/edit President's Report July 2013]  
* Discussion notes:
* Discussion notes:
**
**
Line 48: Line 49:
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Treasurer's Report (__ min)===
 
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]  
=== Treasurer's Report (15 min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B9peHrsdhVbseVNLQXdlU3Y4TGM/edit Treasurer's Report July 2013]  
* Discussion notes:
* Discussion notes:
**
**
Line 58: Line 60:
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Executive Director's Report (__min)===
 
[[ED Report (Month) (Year)|Executive Director's Report]]  
=== Executive Director's Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/17G2kxUuYhc0Pkbe9oR-AExTbJ8ehe6fZdthEyx0DPk4/edit#heading=h.tfioge1ewak5 ED Report July 2013]  
* Discussion notes:
* Discussion notes:
**
**
Line 68: Line 71:
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== BikeWorks Report (__ min)===
=== BikeWorks Report (15 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
[https://docs.google.com/a/edmontonbikes.ca/document/d/1xLuiIzlhfYD0LKQiw7LlZgpfc6jn1SbQVa7oK5ENY-c/edit BikeWorks Report July 2013]
* Discussion notes:
* Discussion notes:
**
**
Line 77: Line 80:


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Board Retreat Committee Report (7 min)===
=== Board Retreat Committee Report (7 min)===
Line 89: Line 93:
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Charitable Status Committee Report (5 min)===
[[Committee Report]]
* Sarah, Neil
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span>      . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Charitable Status Committee Report (5 min)===
=== Charitable Status Committee Report (5 min)===
Line 113: Line 107:


=== Performance Evaluation Committee Report (2 min)===
=== Performance Evaluation Committee Report (2 min)===
[[Committee Report]]
* Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
* Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
* Details to be discussed <i>in camera</i>.
* Details to be discussed <i>in camera</i>.
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span>      . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Committee 2 Report (__ min)===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]
* Discussion notes:
* Discussion notes:
**
**
Line 142: Line 125:




=== Board Member Appointments (20 min)===
=== Board Member Appointments (25 min)===
* Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
* Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
* Overview of appointment process...
* Overview of appointment process:
* 2 minute introductions of board applicants (may be present or may read application if absent)
** 2 minute introductions of board applicants (may present in person or meeting Chair may read application/intro if applicant is absent)
* Vote by secret ballot
** Current board members vote for up to 2 candidates by secret ballot
* Votes tallied and announced. Review other ways to get involved with EBC. Review process for formal election at AGM.  
** Votes tallied and announced.  
* '''Chris Chan''' to create e-mail and wiki accounts for 2 new board members. '''Leila''' to add 2 new board members to board email list.
** Review other ways to get involved with EBC.  
* '''Anna''' will meet with new board members to do mini orientation next week or 1st week of August.
** Review process for formal election at AGM. '''Anna''' will contact 2 new board members for a mini orientation in the next two weeks.
* Discussion notes:
* Discussion notes:
**
**
Line 158: Line 141:
**'''Leila''' to add 2 new board members to board email list.
**'''Leila''' to add 2 new board members to board email list.
**'''Anna''' will meet with new board members to do mini orientation next week or 1st week of August.
**'''Anna''' will meet with new board members to do mini orientation next week or 1st week of August.


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


=== BikeWorks South Lease (20 min)===
=== BikeWorks South Lease (10 min)===
* Review info about current lease
* Review info about current lease
* Review current possibilities for other locations (Chris)
* Review current possibilities for other locations (Chris)
Line 172: Line 156:




=== Annual General Meeting planning (10 min)===
=== Annual General Meeting planning (5 min)===
* Strike AGM ad-hoc committee.
* Strike AGM ad-hoc committee.
** Book a location near BWN. Location _______ being booked by _____.
** Book a location near BWN. Location _______ being booked by _____.
Line 178: Line 162:
** Door prize recruitment
** Door prize recruitment
** New board member recruitment and organizing applications
** New board member recruitment and organizing applications
* Board members: mark your calendars for Nov 2-3 as the Board Orientation/Retreat.
* Discussion notes:
* Discussion notes:
**
**
Line 183: Line 168:
* <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)


=== Creating Budget for 2013-2014 (10 min)===
=== Creating Budget for 2013-2014 (10 min)===
* Current budget goes to end of August 2013. Initial discussions on next budget...
* Current budget goes to end of August 2013. Initial discussions on next budget... (Neil)
* Discussion notes:
* Discussion notes:
**
**
Line 193: Line 179:




=== AB Bicycle Commuters Conference (7 min)===
=== Alberta Bicycle Commuters Conference (5 min)===
* Update on conference planning.
* Update on conference planning (Bernadette)
* Discussion notes:
* Discussion notes:
**
**
Line 201: Line 187:
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Name''' will... by (deadline)


=== New Business Item 2 (__ min)===
 
=== New Business Item (__ min)===
*
*
* Discussion notes:
* Discussion notes:
Line 210: Line 197:




== <i>In Camera</i> Session (__ min)==
== <i>In Camera</i> Session (15 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 Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* One topic hosted by Leila (15 min)
* One topic hosted by Leila (15 min)
** [https://docs.google.com/a/edmontonbikes.ca/document/d/1Mctm5VjSzNkhRk8l89EzpR6x3qWcEnttUoQvvgncD0I/edit related document]


== Adjournment ==
== Adjournment ==

Revision as of 20:12, 24 July 2013

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for July 24, 2013

Board meetings are open to the EBC members and the public.

  • Location: BikeWorks South, 2nd floor meeting room
  • Start Time: 6:30pm

Please RSVP to board at edmontonbikes dot ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Paul
  • Minute-taker: Justin
  • Food by: Sarah
  • Board attendance:
  • Staff attendance:
  • Regrets: Anna
  • Absent:
  • Guests: Geoff S, Jason P, Kristin F, Paul B, Alex F (TBC)

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve June 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

  • Date: Wednesday August 21, 2013 @ 6:30pm
  • Location: BikeWorks North
  • Chair:
  • Minute-taker:
  • Food by:


Reports

President's Report (15 min)

President's Report July 2013

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Treasurer's Report (15 min)

  • Treasurer's Report July 2013
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Executive Director's Report (15 min)

ED Report July 2013

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (15 min)

BikeWorks Report July 2013

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Board Retreat Committee Report (7 min)

Committee Report

  • Lee, Sarah
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Charitable Status Committee Report (5 min)

Committee Report

  • Sarah, Neil
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Performance Evaluation Committee Report (2 min)

  • Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
  • Details to be discussed in camera.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)


Board Member Appointments (25 min)

  • Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
  • Overview of appointment process:
    • 2 minute introductions of board applicants (may present in person or meeting Chair may read application/intro if applicant is absent)
    • Current board members vote for up to 2 candidates by secret ballot
    • Votes tallied and announced.
    • Review other ways to get involved with EBC.
    • Review process for formal election at AGM. Anna will contact 2 new board members for a mini orientation in the next two weeks.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items:
    • Chris Chan to create e-mail and wiki accounts for 2 new board members.
    • Leila to add 2 new board members to board email list.
    • Anna will meet with new board members to do mini orientation next week or 1st week of August.


New Business

BikeWorks South Lease (10 min)

  • Review info about current lease
  • Review current possibilities for other locations (Chris)
  • Discussion on criteria for BWS location to guide Operational tasks
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Annual General Meeting planning (5 min)

  • Strike AGM ad-hoc committee.
    • Book a location near BWN. Location _______ being booked by _____.
    • Budget for AGM (venue costs, catering, printing, etc)
    • Door prize recruitment
    • New board member recruitment and organizing applications
  • Board members: mark your calendars for Nov 2-3 as the Board Orientation/Retreat.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Creating Budget for 2013-2014 (10 min)

  • Current budget goes to end of August 2013. Initial discussions on next budget... (Neil)
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Alberta Bicycle Commuters Conference (5 min)

  • Update on conference planning (Bernadette)
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


New Business Item (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


In Camera Session (15 min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • One topic hosted by Leila (15 min)


Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_July_2013&oldid=1988"