Board Minutes February 2013: Difference between revisions
→EBC Board Meeting Minutes for February 20, 2013
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Approved at the [[Board Minutes March 2013 | March 2013 Board meeting]]. | |||
== EBC Board Meeting Minutes for February 2013 == | == EBC Board Meeting Minutes for February 27, 2013 == | ||
Board meetings are open to the public. | Board meetings are open to the public. | ||
| Line 25: | Line 25: | ||
== Approval of Agenda == | == Approval of Agenda == | ||
* <span style="background: yellow;">Motion: </span> To approve agenda by Duncan. Seconded by Chris Corrigan. | * <span style="background: yellow;">Motion: </span> To approve agenda by Duncan. Seconded by Chris Corrigan. | ||
Passed. | |||
== Approval of Last Month's Minutes == | == Approval of Last Month's Minutes == | ||
* <span style="background: yellow;">Motion:</span> to approve | * <span style="background: yellow;">Motion:</span> to approve [[Board Minutes January 2013]] by Duncan. Seconded by Chris Corrigan. | ||
Passed. | |||
== Date, Location & Food for Next Meeting == | == Date, Location & Food for Next Meeting == | ||
| Line 67: | Line 71: | ||
* Discussion notes: | * Discussion notes: | ||
What is CACL? -coalition of south-central community leagues, those relevant to Complete | What is CACL? -coalition of south-central community leagues, those relevant to Complete Strathcona | ||
=== Treasurer's Report (__ min)=== | === Treasurer's Report (__ min)=== | ||
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* [[Media:EBC Financial Report - October 2012.xlsx]] | * [[Media:EBC Financial Report - October 2012.xlsx]] | ||
* Discussion notes: | * Discussion notes: | ||
* | *We have been short in some of the cash deposits. Staff seem to be taking appropriate steps. It comes out to $600 over 3 months. | ||
* | *Neil: last year we were often over. So some money is not being recorded as it comes in, and some money may be going missing. So because of our loose system, it's hard to really know how much is going missing. | ||
*Paul-- I understand we're curious about North Shop revenue specifically, so ACTION: PAUL-- will send that out. | |||
*ACTION: Paul to get short PayPal tutorial from Neil tonight. | |||
*November - a big Babac order put us in the red, no grant money came in. December - the opposite. (but a lot of that grant money is committed to particular stuff-- it shows as revenue, but we should really show the corresponding program expense, since it's dedicated to stuff that also wasn't in the budget.) | |||
*How is Paul finding his job? --Has monthly duties written down, believe he understands relatively well except some things written down to ask Neil tonight. Will swing by both shops in next day or two to pick up monies in the safe ... Duncan-- in future could you draw out the important stuff in bullet points as part of your report? Paul-- of course. Anna-- can we do anything for you? Paul --no I'm fine, but I can be a procrastinator, especially when I don't understand things. You will get monthly reports, with bullet points highlighting important points. Anna-- acknowledges that no one wanted to take over Treasurer, so thanks! Neil-- you might want some help with cash handling come the summer. Paul-- thanks, I have appreciated Neil and Chris's assistance and patience. | |||
=== Executive Director's Report (__min)=== | === Executive Director's Report (__min)=== | ||
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*Anna: at work, I'm helping community leagues set up "Ride to Survive" (hate that name) classes. Offered on a demand basis, so we'd have to do more promotion at the League level. Chris: I still have some money I'm sitting on for adult education, we should work together on that. Community Services might be a good way to go rather than Sustainable Transportation. | *Anna: at work, I'm helping community leagues set up "Ride to Survive" (hate that name) classes. Offered on a demand basis, so we'd have to do more promotion at the League level. Chris: I still have some money I'm sitting on for adult education, we should work together on that. Community Services might be a good way to go rather than Sustainable Transportation. | ||
*Could some Ride to Symphony money go to Minnesota mayor for speaking fees? Something to keep in mind. | *Could some Ride to Symphony money go to Minnesota mayor for speaking fees? Something to keep in mind. | ||
=== BikeWorks Report (__ min)=== | === BikeWorks Report (__ min)=== | ||
[[BikeWorks Report (Month) (Year)|BikeWorks Report]] | [[BikeWorks Report (Month) (Year)|BikeWorks Report]] | ||
* Discussion notes: | * Discussion notes: | ||
* | *She asks us about doing something celebratory for volunteers. Maybe roll it in with the Spring bike/bake sale? Yes, people like this idea. Lee-- it should be at the shop. House parties in the past have not been well-attended by volunteers. Yes, people say, and make it the North. That's April 27th, folks! We need someone to bottom-line that ... Lee is interested, Anna if she's not the only one, Micah except there'll be finals, Duncan's down with being there for the day. ACTION: Anna, Lee, and Micah form an ad hoc committee on that. | ||
=== Advocacy Committee Report (__ min)=== | === Advocacy Committee Report (__ min)=== | ||
| Line 156: | Line 158: | ||
We need bike infrastructure grandmas and seven year olds | We need bike infrastructure grandmas and seven year olds | ||
*This is old news. | |||
*Tomorrow: Public meeting in Oliver. Thursday: Advocacy committee meeting. | |||
*Anna: has Duncan worked closely with Old Scona CL recently? Because the city has a fairly unheard-og grant called neighborhood engagement strategy or something ... they want to have CLs reach out to local groups to ... engage a community. This could be an opportunity for EBC. One group was allocated $30,000. Anna can send info to Duncan, but it must be done through the league. ACTION: Anna will send this info to Duncan. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* 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. | * 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. --done | ||
* Add something about retreat goals check-in to calendar building - will today (deadline) (who?) | * Add something about retreat goals check-in to calendar building - will today (deadline) (who?) --keep this in the ACTION items going forward | ||
* Paul to coordinate new signing authorities with bank. | * Paul to coordinate new signing authorities with bank. --not known | ||
* Anna will ask Carbon about monitors for the shop. | * Anna will ask Carbon about monitors for the shop. --done. They don't do that anymore. | ||
* Leila will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. | * Leila will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. --not here. ACTION: Leila to do for next. | ||
* Someone, hopefully, will review Bylaws and draft edits re: board election of members in good standing by (deadline) | * Someone, hopefully, will review Bylaws and draft edits re: board election of members in good standing by (deadline) -- ACTION: PAUL. | ||
* Duncan will type up and circulate the SMART goal for the financial goal. | * Duncan will type up and circulate the SMART goal for the financial goal. --done | ||
* Duncan will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. | * Duncan will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. --done. Chris and Duncan met up with Karly. Yes, we support them. No, we can't commit big staff time. MOU from last year still applies: $5000 and access to our volunteer list, plus we're doing bike-to-ESO and repair-a-thon. | ||
* Micah will send out info to board on how to use wiki and how to save folders/docs in Google Drive. (not done) | * Micah will send out info to board on how to use wiki and how to save folders/docs in Google Drive. (not done) --Do ppl still want this? ACTION: Micah to find some good links and send them out. Deadline: March 19th. | ||
* Someone, hopefully, will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen. | * Someone, hopefully, will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen. --done. ACTION: Lee, Anna, and Micah are forming a committee. | ||
* 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 --done | ||
=== Approval of HR Policy Committee TOR (5-10 min)=== | === Approval of HR Policy Committee TOR (5-10 min)=== | ||
* [[HR Policy Committee]] TOR | * [[HR Policy Committee]] TOR | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | *It's an ad hoc committee to write policy for 6 months. | ||
* <span style="background: yellow;">Motion: We pass the TOR as written. Moved by Anna, 2nded Adam, passed. </span> | |||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
=== Approval of Board Member Job Descriptions (10-15 min)=== | === Approval of Board Member Job Descriptions and Code of Conduct (10-15 min)=== | ||
* Discussion notes: | * Discussion notes: | ||
* | ====Secretary==== | ||
* | *Seal? -- we don't have one. | ||
*Annual returns? -the deadline is Sept 30th. You sign the form saying you still exist, send in the financials signed by two "auditors" (members or qualified professionals) | |||
====Chairperson==== | |||
*Duncan: this took the longest. NB: Rusty's rules, rotating chair (no more than twice in a row). If you're next to chair, read this before you do so! Plus also online stuff about Rusty's. | |||
====Committee Chairperson==== | |||
*This could be a board member or an external chair. | |||
====President==== | |||
*all good | |||
====Treasurer==== | |||
*ok | |||
====VP==== | |||
*Replaced "chairs a major committee" with "takes a leadership role secondary to the president." | |||
====Board Member Job Description==== | |||
*clarified "financial support of EBC" could mean just buying a membership | |||
*ACTION-ANNA: a link will be added to our insurance policy. Chris: it covers everything that's not illegal. It's D & O insurance, sides A,B,C. | |||
====Code of Conduct==== | |||
*note: ACTION-unassigned for the future; make a policy covering this. (Maybe this policy could be drawn from APIRG/the HR Policy Committee.) | |||
* <span style="background: yellow;">Motion: That we pass these descriptions as written in the google docs now. Moved: Duncan. 2nded: Chris. Approved</span> | |||
* ACTION Items: '''Anna''' will post all these to the wiki. | |||
=== | === Signing authority transfer (5 min)=== | ||
* | * | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion: Signing authority be removed from previous delegates and be delegated to Duncan, Leila, Paul, and Micah. Moved by Adam, 2nded Anna, carried.</span> | ||
* | * ACTION Items: '''Paul''' will coordinate this. | ||
=== | === Mid-term checkin (5 min)=== | ||
* | *We'll do it in the first half of July. | ||
== In Camera Session ( | == In Camera Session (5 min)== | ||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion to go in camera: Micah, Chris, carried:</span> | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> | *Thanks to Chris for his recent communications work! --Chris: this is the first time I've felt this much support behind me on advocacy work. | ||
* <span style="background: yellow;">Motion: to adjourn. Adam, Duncan, carried.</span> | |||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2011-2012 Board minutes]] | [[Category:2011-2012 Board minutes]] | ||