Board Minutes January 2014: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [http://edmontonbikes.ca/w/Board_Minutes_February_2014 February 2014] board meeting.''''' | ||
== EBC Board Meeting Minutes for January 22, 2014 == | == EBC Board Meeting Minutes for January 22, 2014 == | ||
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=== Advocacy Committee Report (1 min)=== | === Advocacy Committee Report (1 min)=== | ||
* Meeting next week! | * Meeting next week! | ||
* Action | * <span style="background: lime;">Action Items:</span> '''Steve''' to put future meeting info on EBC Event calendar (which shows up on website). | ||
=== Policy Committee Report (10 min)=== | === Policy Committee Report (10 min)=== | ||
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<span style="background: yellow;">Motion:</span> To approve the following changes to 2013 EBC Bylaw 'Election of the Board of Directors' (b) to read: <em>"The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member who is present at the meeting, or who has indicated in writing his/her willingness to serve."</em> This shall be presented to EBC members at the 2014 AGM for approval. Motioned by Kristen. Seconded by Leila. '''Motion Carried.''' | <span style="background: yellow;">Motion:</span> To approve the following changes to 2013 EBC Bylaw 'Election of the Board of Directors' (b) to read: <em>"The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member who is present at the meeting, or who has indicated in writing his/her willingness to serve."</em> This shall be presented to EBC members at the 2014 AGM for approval. Motioned by Kristen. Seconded by Leila. '''Motion Carried.''' | ||
* Action Items: '''Kristen''' bring this bylaw change to AGM 2014. '''Board''' to review proposed policy by Wed Jan 29 so committee can move forward. '''Committees''' to post all committee meetings to EBC calendar - public ones go on EBC Events, other committee meetings go on EBC Internal calendar. | * <span style="background: lime;">Action Items:</span> '''Kristen''' bring this bylaw change to AGM 2014. '''Board''' to review proposed policy by Wed Jan 29 so committee can move forward. '''Committees''' to post all committee meetings to EBC calendar - public ones go on EBC Events, other committee meetings go on EBC Internal calendar. | ||
== Current & Completed Business == | == Current & Completed Business == | ||
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** review these at development workshop | ** review these at development workshop | ||
* Dec 2013: '''Sarah''' will create a google doc for charitable status barriers & needs (strategic planning collaboration). | * Dec 2013: '''Sarah''' will create a google doc for charitable status barriers & needs (strategic planning collaboration). | ||
'''COMPLETED:''' | '''COMPLETED:''' | ||
* Nov 2013: '''Chris Chan, Sarah, Coreen''' to submit proposals to the board for staff/board development for the Winter Cycling Congress. '''COMPLETE.''' | |||
* Dec 2013: '''Anna, Matt''' mini board orientation before Jan meeting. '''COMPLETED.''' | * Dec 2013: '''Anna, Matt''' mini board orientation before Jan meeting. '''COMPLETED.''' | ||
* Dec 2013: '''Chris Chan''' will send board + Coreen the CFF email discussion points that were considered from 2010 board. '''COMPLETED.''' | * Dec 2013: '''Chris Chan''' will send board + Coreen the CFF email discussion points that were considered from 2010 board. '''COMPLETED.''' | ||
* | * Dec 2013: '''Board''' will read the read the [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1aDJVQmJkTlUwcUE 2013 Bikeology Annual Report] and discuss funding in January. '''COMPLETE''' | ||
* Dec | * Dec 2013: '''Matt''' will look into CRA requirements for membership and voting and send to Kristen for further review. '''COMPLETE.''' | ||
* Dec 2013: '''Chris Chan''' will call CFF to see what their timeline for decision is and email board with response. '''COMPLETE.''' Answer = end of Jan or Feb. | * Dec 2013: '''Chris Chan''' will call CFF to see what their timeline for decision is and email board with response. '''COMPLETE.''' Answer = end of Jan or Feb. | ||
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* <span style="background: yellow;">Motion:</span> To approve the $24,200 BikeWorks South renovation budget as presented. Motioned by Bernadette. Seconded by Matt. Leila abstains. '''Motion Carried.''' | * <span style="background: yellow;">Motion:</span> To approve the $24,200 BikeWorks South renovation budget as presented. Motioned by Bernadette. Seconded by Matt. Leila abstains. '''Motion Carried.''' | ||
* Action Items: '''Chris Ch''' will get quote for roll shutters. '''Chris''' will submit an updated budget to CFEP. | * <span style="background: lime;">Action Items:</span> '''Chris Ch''' will get quote for roll shutters. '''Chris''' will submit an updated budget to CFEP. | ||
=== Bikeology (5 min)=== | === Bikeology (5 min)=== | ||
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* Discussion notes: | * Discussion notes: | ||
** Chris Ch: Group may be having difficulty with their primary arts funder. We should probably consider resources (vs. funds) to support them, eg. Bike-A-Friend-To-Work Day (corporate challenge type of event), which would also be in line with our own mandate. Megan: Do we have the volunteer resources to support them? Chris Ch: Not really. We put out the call for mechanics for their events and general volunteers but not much success. Leila: Agree with Chris! Partnering with them seems most valuable. Sarah: Will the support (new event) help Bikeology since they have identified they are already struggling with current events? Chris Ch: Details are in my Jan report. Talked to Karly. The event is our priority and mandate. The event will have costs (staff time, resources, etc) so that value is going to Bikeology. Dont expect that this event will happen in 2014 but certainly for 2015. Contributions (prep for event) will certainly be in 2014. Sarah: Could we have more public presence at Bikeology events in 2014? Chris Ch: If Bikeology wants EBC signs, this probably wont impact their success. If Bikeology wants support on their balance sheet, this proposal of the event will help. Caylie: Could we have a pared-down version of the event in 2014 to show (public) commitment to supporting Bikeology? Chris Ch: Would be a different event if it was smaller. Megan: It is ok not to fulfil other organization's hopes and dreams. We will be busy at the shops this summer. If we have a realistic commitment to support for 2015, that is probably more valuable to them. Leila: Stretching our volunteer or funding resources is in our best interest this year. Our existing $5k contribution is substantial. Steve: Vancouver version of Bikeology ([http://velopalooza.ca/ Velopolooza]) has a budget of $7-10K for a 2 week festival. Chris Ch: As I understand Karly's request of EBC, it is that they are having trouble with funding because their money comes from one significant group who seems to be pulling back. They seems to want help in balancing their financial statements to show that they are healthy. | ** Chris Ch: Group may be having difficulty with their primary arts funder. We should probably consider resources (vs. funds) to support them, eg. Bike-A-Friend-To-Work Day (corporate challenge type of event), which would also be in line with our own mandate. Megan: Do we have the volunteer resources to support them? Chris Ch: Not really. We put out the call for mechanics for their events and general volunteers but not much success. Leila: Agree with Chris! Partnering with them seems most valuable. Sarah: Will the support (new event) help Bikeology since they have identified they are already struggling with current events? Chris Ch: Details are in my Jan report. Talked to Karly. The event is our priority and mandate. The event will have costs (staff time, resources, etc) so that value is going to Bikeology. Dont expect that this event will happen in 2014 but certainly for 2015. Contributions (prep for event) will certainly be in 2014. Sarah: Could we have more public presence at Bikeology events in 2014? Chris Ch: If Bikeology wants EBC signs, this probably wont impact their success. If Bikeology wants support on their balance sheet, this proposal of the event will help. Caylie: Could we have a pared-down version of the event in 2014 to show (public) commitment to supporting Bikeology? Chris Ch: Would be a different event if it was smaller. Megan: It is ok not to fulfil other organization's hopes and dreams. We will be busy at the shops this summer. If we have a realistic commitment to support for 2015, that is probably more valuable to them. Leila: Stretching our volunteer or funding resources is in our best interest this year. Our existing $5k contribution is substantial. Steve: Vancouver version of Bikeology ([http://velopalooza.ca/ Velopolooza]) has a budget of $7-10K for a 2 week festival. Chris Ch: As I understand Karly's request of EBC, it is that they are having trouble with funding because their money comes from one significant group who seems to be pulling back. They seems to want help in balancing their financial statements to show that they are healthy. | ||
** Update: Clarification from Chris on his points above... | |||
***Velofest Edmonton League & Organization (VELO) currently gets most of its support from Edmonton Arts Council (EAC). | |||
***EAC looks at VELO's financial statements, which includes in-kind contributions, and sees that most of VELO's support comes from EAC. | |||
***EAC doesn't want to see that. They want to see that EAC is just one smaller part of VELO's budget, not the only major funder. EAC doesn't want to be in that position. | |||
***VELO needs support from other organizations so that the proportion of each individual funder (specifically, EAC) is smaller. | |||
***If EBC contributes to part of a project of VELO's (e.g. Bike-a-friend to work day), VELO gets to record all of those contributed resources (our staff time, any volunteer time, and any actual spending) in its own financials. If we find other sponsors to help support this project of VELO's (through time or money), they get to add that to their financials, too. | |||
***EAC looks at VELO's financials next year, and sees that EAC's financial contribution (which hasn't changed) is no longer the majority of VELO's financial statements, and this makes EAC happy, so they continue to contribute in subsequent years. | |||
***This is really largely a numbers game. My feeling is that if we're going to play the numbers game, we may as well use it as a chance to do something with great potential to be very effective and even self-sustaining. | |||
** Kristen: Given we just approved the updated the BWS budget, we should probably hold off on additional funding requests. | ** Kristen: Given we just approved the updated the BWS budget, we should probably hold off on additional funding requests. | ||
* Action Items: '''Chris Ch''' will provide board with project updates as they are made. | * <span style="background: lime;">Action Items:</span> '''Chris Ch''' will provide board with project updates as they are made. | ||
=== Civil Forfeitures Fund (10 min)=== | === Civil Forfeitures Fund (10 min)=== | ||
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=== Winter Cycling Congress budget (5 min)=== | === Winter Cycling Congress budget (5 min)=== | ||
* Chris Chan, Sarah, Coreen attending congress Feb 12-14 in Winnipeg. Budget requested is $970. | * Chris Chan, Sarah, Coreen attending congress Feb 12-14 in Winnipeg. [https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0ByPA_mxTBvz1WHRGTUVoVlZRNHc Budget] requested is $970. | ||
* Discussion notes: | * Discussion notes: | ||
** Matt: Could some of costs be moved to Advocacy or something in our budget? | ** Matt: Could some of costs be moved to Advocacy or something in our budget? | ||
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* <span style="background: yellow;">Motion:</span> To approved the proposed Winter Cycling Congress budget. Motioned by Matt. Seconded by Bernadette '''Motion Carried.''' | * <span style="background: yellow;">Motion:</span> To approved the proposed Winter Cycling Congress budget. Motioned by Matt. Seconded by Bernadette '''Motion Carried.''' | ||
* Action Items: '''Megan''' will look at options for splitting the budget into various line items by Feb meeting. | * <span style="background: lime;">Action Items:</span> '''Megan''' will look at options for splitting the budget into various line items by Feb meeting. | ||
=== Casino April 5-6 (5 min)=== | === Casino April 5-6 (5 min)=== | ||
* Bernadette updating info on casino volunteers so far and more sign ups. | * Bernadette updating info on casino volunteers so far and more sign ups. | ||
* Action Items: '''Sarah, Caylie, Kristen, Steve, Matt, Chris Ch, Chris Corr''' will volunteer. | * <span style="background: lime;">Action Items:</span> '''Sarah, Caylie, Kristen, Steve, Matt, Chris Ch, Chris Corr''' will volunteer. | ||
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** Caylie: We could do 1 student as board intern or 2 students if it was credit-based for a course. This would time well with our Strategic Plan! | ** Caylie: We could do 1 student as board intern or 2 students if it was credit-based for a course. This would time well with our Strategic Plan! | ||
** Steve: have had very poor experience with 3 CSL interns (course-based) over 5 years. Caylie: If we do the board internship option we have a better chance of getting valuable work and time from this. | ** Steve: have had very poor experience with 3 CSL interns (course-based) over 5 years. Caylie: If we do the board internship option we have a better chance of getting valuable work and time from this. | ||
* Action Items: '''Caylie''' will take on paper work to apply and go forward with the CSL internship. '''Sarah''' is interested in leading with any mentorship that is involved. | * <span style="background: lime;">Action Items:</span> '''Caylie''' will take on paper work to apply and go forward with the CSL internship. '''Sarah''' is interested in leading with any mentorship that is involved. | ||
=== Board Visibility (5 min)=== | === Board Visibility (5 min)=== | ||
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* Discussion notes: | * Discussion notes: | ||
** Caylie: video of the board to show who we are? Chris Ch: Proposal to have headshots and bios on website. Will give a face to the org and help with future recruitment. Leila: Hate writing bios. How about we write each others'? | ** Caylie: video of the board to show who we are? Chris Ch: Proposal to have headshots and bios on website. Will give a face to the org and help with future recruitment. Leila: Hate writing bios. How about we write each others'? | ||
* Action Items: '''Board''' to take pics and write bios for website. | * <span style="background: lime;">Action Items:</span> '''Board''' to take pics and write bios for website. | ||
=== Board Appointment (5 min)=== | === Board Appointment (5 min)=== | ||
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** Steve: received an email that he may not be in town for very long... | ** Steve: received an email that he may not be in town for very long... | ||
** If Derek does not accept position, we will discuss next actions in camera. | ** If Derek does not accept position, we will discuss next actions in camera. | ||
* <span style="background: yellow;">Motion:</span> To invite a board appointment to Derek for the current vacancy. Motioned by Kristen. Seconded by Leila. '''Motion Carried.''' | * <span style="background: yellow;">Motion:</span> To invite a board appointment to Derek Yau for the current vacancy. Motioned by Kristen. Seconded by Leila. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> '''Steve''' will offer position to Derek via email this week and update board | |||
* Action Items: ''' | === Treasurer (5 min)=== | ||
* Meghan T has resigned as Treasurer via email January 26 effective immediately. | |||
* <span style="background: yellow;">Motion:</span> To remove Meghan Thiessen and appoint Caylie Gnyra as Treasurer with full signing authority for our General and Casino bank account. Motioned by Bernadette. Seconded by Kristen. '''Motion Carried.''' | |||
* <span style="background: lime;">Action Items:</span> '''Caylie, Anna''' will go to Servus to remove Meghan and add Caylie to account as soon as possible. | |||
== <i>In Camera</i> Session (20 min)== | == <i>In Camera</i> Session (20 min)== | ||
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* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** 10 min topic | ** 10 min topic | ||
== Adjournment == | == Adjournment == | ||