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


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] 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 ===
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=== 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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=== Orientation of the New Board Members and Structure of the New Board (30 min)===
=== 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].
* Discussion notes:
* 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?
 


{{Motion
* <span style="background: lime;">Action Items:</span> '''Retreat coordinator''' will add discussion of AGM to planning retreat.
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== 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!)
**


=== Scheduling and Creating the Workshop Agenda (__ min)===
=== Business Item 3 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
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== New Business ==
== New Business ==


=== New Business Item 1 (__ min)===
=== Introductions! (15 min) All ===
*
* Round table of introductions for the benefit of new board members.
* Discussion notes:
* Name, past & current involvement with EBC, personal skills/profession/personal interests
**
 
**
=== What is a Governance Board? ===
* 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].
 
=== 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:
**  
 
=== Board Responsibilities ===
* Job descriptions
** 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).
 
=== Getting Things Done! Committees ===
 
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** 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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