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 | * Meeting called to order by Rachel at 6:37 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Wed April | * 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 | * <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] | ||
=== Executive Director's Report === | === Executive Director's Report === | ||
*[ED Report Feb 2015] | *[ED Report Feb 2015] not posted | ||
=== 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] | ||
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* | * | ||
''FROM PREVIOUS MEETINGS''' | ''FROM PREVIOUS MEETINGS''' | ||
* 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: '''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: '''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 | ||
'''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''' | ||
* | * 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 - | * 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 ( | === 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 | * <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.''' | ||
=== Conflict of Interest Policy ( | === 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 | * <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> ''' | * <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. | ||
=== | === 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) | |||
** 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) | |||
* | |||
* | |||
** | |||
== <i>In Camera</i> Session ( | == <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: | [[Category:2014-2015 Board minutes]] |