Board Minutes March 2015: Difference between revisions

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* Minute-taker: Geoffh
* Minute-taker: Geoffh
* Food by:
* Food by:
* Board attendance:
* Board attendance: Rachel, Alexey, Nancy, Geoff, Daniel, Adrian, Anna, Alex
* Staff attendance:
* Staff attendance: none
* Regrets:
* Regrets: Michelle, Jonathon
* Absent:
* Absent: Chris H, Chris C
* Guests:
* Guests: none


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Rachel  at 6:37  pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Wed April 15 or 22 ?
* Date: Wed April 22  
* Location:  
* Location: Room 113
* Chair:
* Chair: Adrian
* Minute-taker:
* Minute-taker: Geoff
* Food by:
* Food by: Anna


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve this March 2015 agenda, the Feb 2015 minutes, and reports as presented below. Moved by Nancy. Seconded by Alex . '''Motion Carried.'''


=== President's Report ===
=== President's Report ===
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*[https://docs.google.com/a/edmontonbikes.ca/document/d/1F8Btb-wbsGjAE5L3xDlIfI2Uys5_9ydF_QNw76UA6Cw/edit Financial Report Jan 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1F8Btb-wbsGjAE5L3xDlIfI2Uys5_9ydF_QNw76UA6Cw/edit Financial Report Jan 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/17WClAZI6PO1Nf7qBtmqHrOScELOQs9De1eJmLG82Rsw/edit Financial Report Feb 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/17WClAZI6PO1Nf7qBtmqHrOScELOQs9De1eJmLG82Rsw/edit Financial Report Feb 2015]
*[Treasurer's Report (Month) (Year)]


=== Executive Director's Report ===
=== Executive Director's Report ===
*[ED Report Feb 2015]  
*[ED Report Feb 2015] not posted
??? didn't see an email about this


=== BikeWorks Report ===
=== BikeWorks Report ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/18_um8NxF5UkwqCxWO-cojmfQ5Ud1ZwXgnorcWKcbWSI/edit BikeWorks Report Feb 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/18_um8NxF5UkwqCxWO-cojmfQ5Ud1ZwXgnorcWKcbWSI/edit BikeWorks Report Feb 2015]
=== Advocacy Committee Report ===
*[Advocacy Committee Report (Month) (Year)]
=== H.R. Committee Report ===
*[H.R. Committee Report (Month) (Year)]
=== Policy Committee Report ===
*[Policy Committee Report (Month) (Year)]
=== Strategic Planning Committee Report ===
*[Strategic Planning Committee Report (Month) (Year)]




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*
*
''FROM PREVIOUS MEETINGS'''
''FROM PREVIOUS MEETINGS'''
* May 2014: '''Policy Committee''' will create an procedure for expense reimbursement procedure.
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.
* Feb 2015: '''HR committee'' Hazard assessment to be added  to the HR to  do list-this will likely be added to the procedures task list of the new program coordinator
* Feb 2015: '''Chris C''' becoming a tenant with JFC- we have applied and we are waiting to hear
* Feb 2015: '''Chris C''' becoming a tenant with JFC- we have applied and we are waiting to hear
* Feb 2015: '''Michelle''' expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
* Feb 2015: '''Michelle''' expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
* Feb 2015: '''Chris C''' jobs have been posted- interviews are being scheduled


'''COMPLETED'''
'''COMPLETED'''
* Job postings (program coordinator and external relations) have been offered and verbally accepted
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
* Hiring ???
* Hiring ???
* The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
* The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
*
* ATB Grant - deadline March 11th - we applied (as per email from Jonathon)


'''DISCUSSED'''
'''DISCUSSED'''
* ATB Grant - March 11th, did we apply?
* Mar 2015: '''HR committee'' Hazard assessment to be added  to the HR to  do list - Nancy lining up someone to perform this
* Signs of Support grant - March 31st deadline - are we applying?
* Rachel - Signs of Support grant - March 31st deadline - will coordinate with staff members (Daniel applied for this for another organization) - would be good to get signage at bikeworks north
*  
* Daniel - Policy committee has worked on some financial policies
*  
* Anna - mentioned Neighbourhood Engagement grant from CIty, will forward to Rachel


=== Social Media Policy (__ min)===
=== Social Media Policy - Daniel (10 min)===
* https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
* https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
* Discussion notes:
* Discussion notes:
**
** made some clarification since the last draft
**  
** wording changes around contentious vs consensus
** no issues / problems brought up


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve the Social Media Policy. Moved by Adrian  , seconded by Anna  . Alex abstains: Alex, no objections '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Conflict of Interest Policy (__ min)===
=== Conflict of Interest Policy (10 min)===
*
*
* Discussion notes:
* Discussion notes:
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** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit
** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adopt conflict of interest policy. Moved by Daniel  , seconded by Adrian  . Abstains: Alexey  '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Nancy''' will bring or email conflict of interest forms for board to sign and return or scan and email, and board members will sign by the next the April board.


=== Business Item 3 (__ min)===
=== Plans for Retreat (10 min)===
*
* Discussion notes:
* Discussion notes:
**
** https://docs.google.com/a/edmontonbikes.ca/document/d/1OX0XmeXiRz-IveHBprR1xcKKaWzKjiCdo2RLAnQLLSs/edit
**
** Discussed purpose of the day (see link to retreat agenda)
 
** External facilitator coming in (volunteering time)
== New Business ==
** Discussed can we move to ... 11-4 instead of 9-1? Anna will check in with other board members/facilitator and confirm start time (see if we can start later)
 
 
=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
 




== <i>In Camera</i> Session (__ min)==
== <i>In Camera - HR </i> Session (20 min)==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved 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>. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
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[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2014-2015 Board minutes]]

Revision as of 01:27, 19 March 2015

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

EBC Board Meeting Minutes for March 18, 2015

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

  • Location: Rm 113 Education South, U of A
  • Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.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: Rachel
  • Minute-taker: Geoffh
  • Food by:
  • Board attendance: Rachel, Alexey, Nancy, Geoff, Daniel, Adrian, Anna, Alex
  • Staff attendance: none
  • Regrets: Michelle, Jonathon
  • Absent: Chris H, Chris C
  • Guests: none

Call to Order

  • Meeting called to order by Rachel at 6:37 pm.

Logistics for Next Meeting

  • Date: Wed April 22
  • Location: Room 113
  • Chair: Adrian
  • Minute-taker: Geoff
  • Food by: Anna

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this March 2015 agenda, the Feb 2015 minutes, and reports as presented below. Moved by Nancy. Seconded by Alex . Motion Carried.

President's Report

Treasurer's Report

Executive Director's Report

  • [ED Report Feb 2015] not posted

BikeWorks Report


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2015 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.

FROM PREVIOUS MEETINGS'

  • Aug 2014: HR Committee will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
  • Dec 2014: Michelle will take on completing the Financial Mgmt policy (incl petty cash max)
  • Jan 2015: All board members will add questions or IT topics of interest to Geoff or add to Board Q & A doc.
  • Feb 2015: Chris C becoming a tenant with JFC- we have applied and we are waiting to hear
  • Feb 2015: Michelle expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up

COMPLETED

  • Job postings (program coordinator and external relations) have been offered and verbally accepted
  • Jan 2015: Nancy will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
  • Hiring ???
  • The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
  • ATB Grant - deadline March 11th - we applied (as per email from Jonathon)

DISCUSSED

  • Mar 2015: 'HR committee Hazard assessment to be added to the HR to do list - Nancy lining up someone to perform this
  • Rachel - Signs of Support grant - March 31st deadline - will coordinate with staff members (Daniel applied for this for another organization) - would be good to get signage at bikeworks north
  • Daniel - Policy committee has worked on some financial policies
  • Anna - mentioned Neighbourhood Engagement grant from CIty, will forward to Rachel

Social Media Policy - Daniel (10 min)

  • Motion: To approve the Social Media Policy. Moved by Adrian , seconded by Anna . Alex abstains: Alex, no objections Motion Carried.

Conflict of Interest Policy (10 min)

  • Motion: To adopt conflict of interest policy. Moved by Daniel , seconded by Adrian . Abstains: Alexey Motion Carried.
  • Action Items: Nancy will bring or email conflict of interest forms for board to sign and return or scan and email, and board members will sign by the next the April board.

Plans for Retreat (10 min)


In Camera - HR Session (20 min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.
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