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Board Minutes October 2016: Difference between revisions

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Board Minutes October 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes November 2016|November 2016]] board meeting.'''''


== EBC Board Meeting Minutes for October 17, 2016 ==
== EBC Board Meeting Minutes for October 17, 2016 ==
Line 12: Line 12:
== Attendance ==
== Attendance ==
* Meeting Chair: Jon
* Meeting Chair: Jon
* Minute-taker: Derek
* Minute-taker: Dan
* Food by:
* Food by: Karl
* Board attendance:
* Board attendance: Jeremy, Geoff, Adrian, Nancy, , Derek, Michael
* Staff attendance:
* Staff attendance: Chris C.
* Regrets:
* Regrets:  
* Absent:
* Absent:
* Guests:
* Guests: Dan D


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Jon at 6:38 pm.
 
== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger introduction
* [https://docs.google.com/document/d/119XL3N_oJwnyUFTAfUFhcAYyW0zY7BbkSZjKNTm_raM/edit Outline of proposed OH&S plan]
* Note: no guidelines specific to voluntary organizations, instead using provincial standards
*Roles for board, staff, and volunteers respectively
 
*  Staff/Board on HR committee: timeline for implementation
* Legally, needs to be a quarterly safety meeting between staff, board (key volunteers?)
*
* deliverables: see above document on google docs
*
* Discussion notes:
** Jon: no problem to ID risks; are there essential elements of a emergency management system required by law?
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy.  Less control in EBC compared to most workplaces.  Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm
 
* <span style="background: lime;">Action Items:</span> '''Nancy''' will will get sub-committee together to help implement safety by December 31st.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Usual Date: 2nd Monday of the month = Monday Nov 14
* Location:  
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.
* Chair:
* Location: Room 128, Education South, U of A
* Minute-taker:
* Chair: Adrian
* Food by:
* Minute-taker: Geoff
* Food by: Jon


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
   |motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
   |first=
   |first= Anna
   |second=
   |second= Nancy
   |yes=  
   |yes= 8
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result=
}}
}}
Line 45: Line 75:


=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process
 
** Geoff eager to get hiring process done immediately, impacts quality of books
**
 
 
{{Motion
  |motion=Board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
  |first= Geoff
  |second= Derek
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}


=== Executive Director's Report - Chris ===
=== Executive Director's Report - Chris ===
Line 51: Line 99:


=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
*[H.R. Committee Report (Month) (Year)]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16


=== Policy Committee Report - Dan ===
=== Policy Committee Report - Dan ===
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* '''Everyone''' sign reports that you have reviewed each 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.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
*
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
*
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* May 2016: '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access.
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available.
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* Sept 2016: '''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization.
* Sept 2016: '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor.


'''COMPLETED'''
'''COMPLETED'''
*
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
*
* Apr 2016:  '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Sept 2016: '''Geoff''' to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. '''Nancy''' to follow up with Anna to see if a location is booked. '''Jonathan''' to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.
 
 
=== AGM Evaluation (10 min) Anna ===
* The Annual Report has been signed by Jon and Nancy and now posted on the [http://edmontonbikes.ca/about/board/ website] and [http://edmontonbikes.ca/w/Annual_Reports wiki].
* October 4 AGM was technically successful (quorum, all motions passed, etc.)
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
** Successes: Derek: venue
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM. 
** Michael: Molly wasn't able to attend, would have been valuable.  Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?
 
 
* <span style="background: lime;">Action Items:</span> '''Retreat coordinator''' will add discussion of AGM to planning retreat.


=== Alberta Bikes Conference Highlights (10 min) Karl ===
* Formerly called Alberta Bicycle Commuters Conference (ABBCC).
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers.  Theme on cycle tourism.  Sustainability of the conference is important; next year's focus may be on advocacy.  Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**


=== Orientation of the New Board Members and Structure of the New Board (30 min)===
=== Business Item 3 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
Line 79: Line 167:
**
**


{{Motion
== New Business ==
  |motion=
 
  |first=
=== Introductions! (15 min) All ===
  |second=
* Round table of introductions for the benefit of new board members.
  |yes=
* Name, past & current involvement with EBC, personal skills/profession/personal interests
  |no=
 
  |abstain=
=== What is a Governance Board? ===
  |result=
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks].
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== EBC Vision, Mission, Objectives, Programs ===
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/]
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/]
* Discussion:
**


=== Scheduling and Creating the Workshop Agenda (__ min)===
=== Board Responsibilities ===
*
* Job descriptions
* Discussion notes:
** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions]
**
* [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required'''
**
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required'''
* Internal communications
* Committees
** wiki > [http://edmontonbikes.ca/w/Committees Committees]


=== Strategic Plan ===
* March 2016 plan needs updating. This is generally done at the November board retreat (see below).


== New Business ==
=== Getting Things Done! Committees ===


=== New Business Item 1 (__ min)===
* EBC board currently has 4 committees:
*
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
* Discussion notes:
** Human Resources Committee = Nancy, Geoff,
**
** Policy Committee = Dan, Jasmine,
**
** Strategic Committee = Derek, Karl, Adrian.


== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=
   |motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
   |first=
   |first= Jon
   |second=
   |second= Anna
   |yes=
   |yes= 7
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result=
}}
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
=== Scheduling Monthly Board Meetings ===
*
* Board currently meets on 2nd Monday of each month.
* Discussion notes:
* Is this a regular conflict for anyone for 2016-7?
**
* Location currently Education South at U of A. Is this accessible and appropriate for current board?
**
 
=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
 
* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
 
* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)


* <span style="background: lime;">Action Items:</span> '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.


=== Sharing Round Table ===
* What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?
*


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |first=
   |first= Nancy
   |second=
   |second= Anna
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
* Please list how long you believe your topic will take to discuss:
 
** Name (___ min)
** Name (___ min)


{{Motion
{{Motion
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
   |first=
   |first=Geoff
   |second=
   |second=Adrian
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at 9:38pm.
   |first=
   |first= Dan
   |second=
   |second= everyone
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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