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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 ==
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* 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:
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== 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) ==
== Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min) ==
*Dan Daerendinger to introduce himself to the board and outline his proposed deliverables for an OHS plan. He will give us an idea of what the staff and board roles will be as part of the development process.
*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=
}}
}}
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=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
* Bookkeeper
** Our bookkeeper (contractor) resigned in September.  
** 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!
** 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.
** 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 ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing[H.R. Committee Report (October) (2016)]
*[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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=== AGM Evaluation (10 min) Anna ===
=== 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.)
* 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?
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
* 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
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Retreat coordinator''' will add discussion of AGM to planning retreat.


=== Alberta Bikes Conference Highlights (10 min) Karl ===
=== Alberta Bikes Conference Highlights (10 min) Karl ===
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* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* 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?
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
* 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!)
**
**
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Business Item 3 (__ min)===
=== Business Item 3 (__ min)===
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=== Getting Things Done! Committees ===
=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Human Resources Committee = Nancy, Geoff,  
** Policy Committee = Dan, Anna, Rachel,  
** Policy Committee = Dan, Jasmine,  
** Strategic Committee = Derek, Karl,  
** Strategic Committee = Derek, Karl, Adrian.
 
== Approval of Agenda, Minutes, Reports (5 min) ==
{{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= Jon
  |second= Anna
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}


=== Scheduling Monthly Board Meetings ===
=== Scheduling Monthly Board Meetings ===
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* Location currently Education South at U of A. Is this accessible and appropriate for current board?
* Location currently Education South at U of A. Is this accessible and appropriate for current board?


=== Logistics for Nov Board Retreat (15 min) Anna ===
=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
 
* Dates:
* Dates: Friday 18th evening & Sun Nov 20 afternoon
** Friday Nov 11 is a stat holiday.
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Sat Nov 12 & Sun Nov 13 are options for retreat
 
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Location: NAIT (Nancy to book)
* Time:
* Agenda: TBD by Exec committee at next board meeting (14th)
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**


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


=== Sharing Round Table ===
=== Sharing Round Table ===
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{{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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