Board Minutes April 2017: Difference between revisions

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(Created page with "'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' == EBC Board Meeting Minutes for March 2017 == Board...")
 
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== Attendance ==
== Attendance ==
* Meeting Chair: Nancy
* Meeting Chair: Jasmine
* Minute-taker: Derek
* Minute-taker: Derek
* Food by: Adrian (Geoff brought coffee!!)
* Food by: Jonathan
* Board attendance: Adrian, Nancy, Jasmine, Derek, Dan, Michael C, Alexi, Geoffrey, Jeremy
* Board attendance:  
* Staff attendance: Chris
* Staff attendance:  
* Regrets: Jonathan
* Regrets:  
* Absent:
* Absent:
* Guests: Mike Pybus, Kristen Flath
* Guests:  


== Call to Order ==
== Call to Order ==
* Meeting called to order by Nancy at 6:35 pm.
* Meeting called to order by [x] at 6:30 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: April 10th
* Date: May 8th
* Location: Room 113, Education South
* Location: Room 113, Education South
* Chair: Jasmine
* Chair:  
* Minute-taker: Derek
* Minute-taker:  
* Food by: Jonathan
* Food by:  


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this March meeting agenda, and the February 2017 minutes [http://edmontonbikes.ca/w/Board_Minutes_February_2017 Feb Minutes], and commitee reports as presented below.
   |motion=To approve this April meeting agenda, and the March 2017 minutes [http://edmontonbikes.ca/w/Board_Minutes_March_2017 March Minutes], and commitee reports as presented below.
   |first= Geoff
   |first=  
   |second= Adrian
   |second=  
   |yes= 7
   |yes=  
   |no=0
   |no=
   |abstain=0
   |abstain=
   |result=
   |result=
}}
}}


=== President's Report - Jon ===
=== President's Report - Jon ===
*[https://docs.google.com/document/d/1GQZ8jE3nejshqZUQ5TAxEJ5XDBm2YQoWV0RX8V6pvH4/edit?ts=58bc7538 President's Report Feb. 2017]
*[add link here President's Report March 2017]


=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
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=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1xs_zR1VIf-B1T41KGDzpCj6hd9xNrP0gBnXy5NeEwAk/edit?usp=sharing H.R. Committee Report (March) (2017)]
*[add link here H.R. Committee Report March 2017]


=== Policy Committee Report - Dan ===
=== Policy Committee Report - Dan ===
Line 57: Line 57:


=== Strategic Planning Committee Report - Derek ===
=== Strategic Planning Committee Report - Derek ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1oNxKsj-ZeYhwH0VlNsFZIl8bmv4XH_Ipo0p5obi8aXk/edit?usp=sharing 2017 EBC Name Change Proposal] (Feb) (2017)]
*[add link here March 2017]


=== Finance Committee Report -  ===
=== Finance Committee Report -  ===
Line 75: Line 75:


'''COMPLETED'''
'''COMPLETED'''
* Booked meeting space for April and May (Room 113, Education South). APIRG is holding elections now. As a formality, they need the new board to consent to continue room bookings on behalf of EBC in May. So they will do that and then book the June meeting.
*
*


=== Business Item 1: OH&S responsibilities and hazard assessment (10 min)===
=== Business Item 1: Google docs training session (10 min)===
* Discussion notes:
* Discussion notes:
** Adrian presented on the OH&S policy progress. Mike was very helpful in his electrical background that would be relatively simple fixes. Other shop safety examples were suggested during the meeting. Geoff suggested that maybe this is something that we 'may' want to address before the busy season (and possibly close the shop for a period of a week or two?). Michael added that there is a significant amount of work involved with this project (maybe months or even years to really address and mitigate all of the hazards and produce the associated documentation). Once the program is up and running there shouldn't be a lot of work required to maintain it.
** Monday April 3, 7:30pm -> ???


=== Business Item 2 (__ min)===
=== Business Item 2 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
**
**
**


Line 91: Line 89:
== New Business ==
== New Business ==


=== New Business Item 1: EBC Board Orientation Manual (15 min)===
=== New Business Item 1: (15 min)===
* Part of the HR Committee.
*  
* Discussion notes: This is part of the part development training that Jeremy took at MacEwan recently. This is a framework and the gaps can be filled in through the committee. The more I got into the orientation manual the more I realized the importance of having documents to outline what our committees do and how they operate. Each committee should have a TOR (terms of reference) that should reflect the fiscal year (or between AGMs) with what the goals for each committee are for the given year.
 
The Edmonton Chamber of Volunteer Organizations offers a day and a half of service to review how they operate and to provide some tools for improvement. It is similar to a supported board retreat. It is free to the organization and is something that EBC may want to consider.
 
'''NOTE: All committees should review and update their committee Terms of Reference. There is an outline for each committee on the Google drive. There is also a new request for Google docs/drive training
'''
 
=== New Business Item 2: PEEPS (Pilot EBC/ESA Partnership) (20 min)===
* [https://docs.google.com/document/d/1pq_WTNOd7h3gFcfX1NjKJrCW6bEFnI0AFOi0jtOE-cM/edit?ts=58c2f2a6# Michael's report, March 13, 2017]
* Asking for board approval in principle
* Discussion notes:
*A form will be going out UofA Education students to gauge their interest and experience in three areas: mechanical and mentoring; operational; governance. The plan at this point is (Jonathan and Michael) to follow up the survey with an info session at U of A tentatively April 11 or 12 at 5:00 PM. Board members and staff are welcome to attend. 
 
If these ED students do 1 reflection in a form early on in the 'program' then another form at approx. 70% completion of the 40 hours, and a third survey form asking about what they learned in the entirety of the course. This would likely help the students and help EBC attract new skilled volunteers.
 
The pilot would run from March to December. The goal would be that this would not be an extra burden for the staff. As much as possible this form would be automated. We would follow-up through email, or meet the student in the shop and they would be treated similar to any other board member.
 
Jeremy, do we need an MOU?
Jonathan (not present) had previously suggested that the survey could be given to the entire EBC volunteer membership and volunteer base.
Geoff, so you want to run with this, on behalf of EBC without asking for many additional resources. Great.
Nancy, what is the nature of the certificate? Michael, the letter is yes, they did 40 hours that we tracked, then what they do with that is up to the student through the reflection.
 
Next steps (proposed):
**EBC board approve the initiative (that’s the ask for our March 13 meeting)
**ESA and EBC to finalize the MOU and submit for approval to both boards
**Initial questionnaire (=”the form”) goes out.
**Info session at UA, April 11 or 12
**Volunteer orientation at EBC
 
 
{{Motion
  |motion= To approve the PEEPS pilot initiative in principle. Starting with the form going out to Ed students.
  |first= Derek
  |second= Geoff
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 3: EBC Name Change/Rebranding Proposal (30 min)===
=== New Business Item 2:  (20 min)===
*  Outline the reason behind the proposed name change and the extent of the rebranding.
*  
* Discussion notes:   
** [https://docs.google.com/document/d/1PIMpHKLIMEU8yKE9VaZuXOklgGc-WhxI1Y6jDb1MLiE/edit 2014 EBC Name Change Survey]
** [https://docs.google.com/a/edmontonbikes.ca/document/d/1oNxKsj-ZeYhwH0VlNsFZIl8bmv4XH_Ipo0p5obi8aXk/edit?usp=sharing 2017 Name Change Proposal]
* Correction, the $600 is really only for print materials.
Nancy, it may be better to invest more now and make a wholesale rebranding efforts.
Michael, it may be better to open this up the membership prior to vote and solicit new name ideas and logos.
Jeremy, we want to use a competition for the artwork. We should arrive at the AGM with single name proposal.
Dan, there is a legal notice of 90 or 30 days. We can do the pre-work and let the consultation
Chris, this is something that we could use to promote the AGM.
Geoff, I don't think that changing our name will change our operations and it may not be necessary.
 
 
{{Motion
  |motion= we empower the committee to make the plan, including the name, the requirements, timeline, budget
  |first= Alexy
  |second= Jeromy
  |yes= 8
  |no= 1
  |abstain=0
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
'''New Business Item 4: EBC New Board Members'''  (10 min)===
* Discussion notes:
** Mike Pybus is in!
** Kristen Flath is open to helping with strategic planning but declined another board role at this time due to her other prior commitments in the greater cycling community.
 
{{Motion
  |motion=Motion to approve assignment of new board member Mike Pybus. (yay!)
  |first= Adrian
  |second= Derek
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
=== New Business Item 5: Give Jonathan and Geoff Access to the Tangerine Account (5 min)===
* Discussion notes:
** To give access to the Treasurer and President access to the high interest account.
 
 
{{Motion
  |motion= Give Jonathan Wolber and Geoff Hansen access to the Tangerine Account in addition to Chris Chan
  |first= Nancy
  |second= Derek
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
== <i>In Camera</i> Session ==
{{Motion
  |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
  |first= Geoff
  |second= Nancy
  |yes=9
  |no=0
  |abstain=0
  |result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (10 min)
** Name (___ min)
 
{{Motion
  |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
  |first= Geoff
  |second= Jasmine
  |yes=9
  |no=0
  |abstain=0
  |result=
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at 8:50 pm.
   |motion=To adjourn the meeting at pm.
   |first= Jasmine
   |first=  
   |second= Derek
   |second=  
   |yes= 9
   |yes= 9
   |no=0
   |no=0

Revision as of 02:14, 5 April 2017

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

EBC Board Meeting Minutes for March 2017

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

  • Location: room 113 Education South, University of Alberta
  • Start Time: 6:30pm

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: Jasmine
  • Minute-taker: Derek
  • Food by: Jonathan
  • Board attendance:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by [x] at 6:30 pm.

Logistics for Next Meeting

  • Date: May 8th
  • Location: Room 113, Education South
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this April meeting agenda, and the March 2017 minutes March Minutes, and commitee reports as presented below.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

President's Report - Jon

  • [add link here President's Report March 2017]

Treasurer's Report - Geoff

  • [Treasurer's Report (Month) (Year)]

Executive Director's Report - Chris

  • [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

  • [add link here H.R. Committee Report March 2017]

Policy Committee Report - Dan

  • [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Derek

  • [add link here March 2017]

Finance Committee Report -

  • [Strategic Planning Committee Report (Month) (Year)]

Membership Committee Report -

  • [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2017 board volunteer hours for the past month. (We need to update this spreadsheet and fill it in retroactively).
  • 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.

COMPLETED

Business Item 1: Google docs training session (10 min)

  • Discussion notes:
    • Monday April 3, 7:30pm -> ???

Business Item 2 (__ min)

  • Discussion notes:


New Business

New Business Item 1: (15 min)

New Business Item 2: (20 min)

Adjournment

MOTION
To adjourn the meeting at pm.
Moved:
Seconded:
Aye No Abstain
9 0 0
Carried
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