Board Minutes July 2015

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

EBC Board Meeting Minutes for (month)(year)

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

• Location: Room 213 Education South Building, U of A campus
• Start Time: 6:30 pm

Please RSVP to [[email protected]] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Geoff
• Minute-taker: Anna
• Food by: Alex
• Board attendance:
• Staff attendance:
• Regrets: Dan, Jonathan
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Wed Aug 19
• Location: 213 Ed S, UofA
• Chair:
• Minute-taker: Anna
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this July agenda, the June 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

Treasurer's Report

• Financial Report April 2015 - submitted by Neil May 16 (missed motion to approve in May minutes)
• Financial Report May 2015 - submitted by Neil Jun 22

Executive Director's Report

• ED Report May 2015 - submitted by Chris May 9 (missed motion to approve in May minutes)
• [ED Report June 2015]

H.R. Committee Report - Nancy

• [H.R. Committee Report June 2015]

Policy Committee Report - Dan

• Financial Management Policy - draft submitted by Dan May 2015
• [Policy Committee Report June 2015]

Strategic Planning Committee Report - Alexey

• [Strategic Planning Committee Report June 2015]

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.
• Apr 2015: Anna will create new website application for 2015 board. Board will share with contacts and review applications prior to board meetings; applicants will be invited to meetings to be guest or interview.
• May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
• May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
• May 2015: Jon, Neil will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed.
• Jun 2015: Jon to meet with Michael (urban planning intern) to discuss 95 ave bike lane data analysis.

COMPLETED

• Anna will add Strategic Plan check in as standing item in future agendas.

Strategic Plan Updates (5 min)

• Review action items from March 2015 Planning Retreat

BikeWorks North Lease Update (5 min) Adrian, Jon

• Need to make decision on new lease asap. Current lease expires next month.
• Need to prep cheques for next 6 months.
• Discussion notes:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

Charitable Status Application Decision (10 min) Jon

• In our June meeting, we discussed progress and pushed decision to July.

Conflict of Interest Disclosure Form Signatures (1 min) Anna

• Still need signatures on disclosure form from: Chris Corrigan, all staff

Asana Software Overview (10 min) - Chris Chan

• Tabled from May meeting
• view an intro video as background info
• from NYT article: "Asana is task-based software, a shared to-do list for the company. Work is assigned and completed by a potentially unending set of teams created on the fly. Tasks can be named and assigned across the company, then shut down or subdivided as the work progresses. People can rank, or have others rank, which of their jobs need attention soonest. If a company wants, anyone can look in on anyone else’s work, offering help and criticism. 'We think of e-mail, in-person meetings, and whiteboards as our competition,' said Justin Rosenstein, Mr. Moskovitz’s co-founder at Asana."
• Discussion notes:

Business Item 1 (__ min)

• Discussion notes:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

New Business

Guest Speaker: AB Bicycle Commuters Conference (10 min) Sarah, Bernadette

• Conference website: http://albertabicyclecommuters.weebly.com/2015-conference.html
• Dates: Sept 26-27, 2015
• Location: Canmore
• Cost: $60
• Discussion:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

AGM Planning (5 min) Anna

• Date?
  • Ususally held end of Sept or early Oct
  • Our fiscal yearend is Aug 30, 2015. Neil prefers some time to compile the financial report.
  • Community Investment Operating Grant from City of Edmonton requires all AGM docs to be submitted with application (deadline is mid October). Can submit paperwork after grant deadline if necessary.
• AGM reports to prep at least 3 weeks in advance for circulation to members.
  • Annual Report:
    • President's Report (all governance overview)
    • ED's Report (all operations overview)
    • Financial Report
  • Proposed 2015-6 Budget
• Discussion:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

Director Assignments (5 min) Anna

• Suggested by Nathan/Spoke at June meeting.
  • "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program."
• Should we have a Director assigned to each Program? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?
• Discussion:

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session (__ 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.