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Board Minutes March 2016: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes April 2016|April 2016]] board meeting.''''' | ||
== EBC Board Meeting Minutes for March 16, 2016 == | == EBC Board Meeting Minutes for March 16, 2016 == | ||
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Board meetings are open to the EBC members and the public. | Board meetings are open to the EBC members and the public. | ||
* Location: room | * Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 Education South], University of Alberta | ||
* Start Time: 6:30pm | * Start Time: 6:30pm | ||
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Derek | ||
* Minute-taker: | * Minute-taker: Anna | ||
* Food by: | * Food by: Nancy | ||
* Board attendance: | * Board attendance: Nancy, Jon, Adrian, Jamsine, Rachel, Derek, Dan, Anna | ||
* Staff attendance: | * Staff attendance: Chris (641) | ||
* Regrets: | * Regrets: Geoff | ||
* Absent: | * Absent: Kathy, Karl | ||
* Guests: | * Guests: n/a | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Derek at 635pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: Monday April 11 | ||
* Location: | * Location: rm 113 Ed South | ||
* Chair: | * Chair: Adrian | ||
* Minute-taker: | * Minute-taker: Derek | ||
* Food by: | * Food by: Jasmine | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
* <span style="background: yellow;">Motion:</span> To approve this | * <span style="background: yellow;">Motion:</span> To approve this March agenda, the [http://edmontonbikes.ca/w/Board_Minutes_February_2016 Feb 2016 minutes], and reports as presented below. Moved by Jasmine. Seconded by Anna. '''Motion Carried.''' | ||
=== President's Report - Jon === | === President's Report - Jon === | ||
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=== Executive Director's Report - Chris Chan === | === Executive Director's Report - Chris Chan === | ||
*[ED Report | *[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report Jan 2016] - submitted by Chris Feb 17 | ||
* [ED Report Feb 2016] | |||
=== H.R. Committee Report - Nancy === | === H.R. Committee Report - Nancy === | ||
*[H.R. Committee Report | *[https://docs.google.com/document/d/1lH_0ng3MZ-Qsiowk--SPwjk2OAYh23j5yLpefymtffk/edit?ts=56e0ac46 H.R. Committee Report] | ||
=== Policy Committee Report - Dan === | === Policy Committee Report - Dan === | ||
The Policy Committee met in late February to go over a draft of Travel-specific policy which will deal with reimbursement of staff for EBC travel. Jasmine is looking into whether Pogo CarShare would suit our occasional in-town travel needs for moving cargo (bike parts, etc). A draft of the policy should be ready for April for Board review. | |||
=== Strategic Planning Committee Report === | === Strategic Planning Committee Report - Derek === | ||
*[Strategic Planning Committee Report ( | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1kwajeKgYBaD-XM1ubnhjath-qrWwDWf0w7FxvJM5Gug/edit?usp=sharing Strategic Planning Committee Report Feb 2016] | ||
* Discussion: | |||
** Need feedback on evaluation criteria for EBC programs (see report). | |||
** Jon: committee would apply criteria to bike rental program as a start and determine outcomes. Once we have outcomes, we would change whatever needs to be changed and then go forward applying criteria to other programs. | |||
** Anna: great criteria, but getting indicators/metrics for each criteria will be laborious. Which metrics (if any) do we currently track? Staff and volunteers can likely help gather info but may need more. | |||
Recommendation: divide and complete the tasks, we are in a position to move soon, but we may need more ambitious time lines to complete all our tasks. | |||
Perhaps the staff should conduct the actual program evaluation in the slow season. The board can set the criteria to evaluate the program(s). | |||
Our programs are not bleeding the budget. They will consume some of our non-financial resources, that time could be put towards higher returning activities. We need to focus more attention towards revenue generation. | |||
'''Action Item: Strategic Planning''' committee to report back to the board with a timeline and a proposal of how we, as a committee, can bring more value to the organization. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* '''Everyone''' log your [https://docs.google.com/ | * '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=47 2016 board volunteer hours] for the past month. | ||
* '''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. | |||
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website. | |||
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | |||
* Feb 2016: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques. | |||
* Feb 2016: '''Anna''' will post Executive, Policy, and HR TOR to wiki | |||
* Feb 2016: '''All committee chairpersons''' to hold committee mtg and look through retreat action items. Update the board on plan and progress since last planning session. | |||
** March 2016: add to next meeting too! | |||
'''COMPLETED''' | '''COMPLETED''' | ||
* | * Feb 2016: '''Anna''' to book Ed South for rest of 2016 for 2nd Monday. | ||
* | * Feb 2016: '''Anna''' to create 2016 board volunteer hours doc | ||
=== Funding for CSJ/STEP BWN Assistant (1 min) Nancy=== | |||
* Email vote was circulated Feb 25 and closed Mar 2. | |||
* Discussion: | |||
** Chris: Already have candidate in mind to hire due to the criteria from CSJ. | |||
= | * <span style="background: yellow;">Motion:</span> To amend budget to allocate up to $1,000 to hire a BikeWorks Assistant through a [http://www.servicecanada.gc.ca/eng/epb/yi/yep/programs/scpp.shtml Canada Summer Jobs] application. Moved by Anna, seconded by Nancy. '''Motion Carried.''' 9 in favour, Kathy and Derek abstained. | ||
* | * <span style="background: lime;">Action Items:</span> '''Nancy''' will communicate the budget update with Chris asap. | ||
=== Edmonton Bike Show (2 min)=== | |||
* Derek attended EBS. Good crowd, approx 2900. EBC, YCR2 both tabled. | |||
* | |||
== New Business == | == New Business == | ||
=== | === ED verbal report (10 min)=== | ||
* | * Have hired Bike Builder, Keith. | ||
* | ** Adrian: Were there any concerns | ||
** | * Casino (Dec30-31) was $81,000 deposited in bank. | ||
** | * BikeWorks was extremely busy this past weekend. Early season! | ||
* Talking about setting up a program for Newcomers and Refugees. Not a full build a bike program like the spoke. Want to help people find bike, maybe more like Women & Trans Program where time can be allocated for program at shop. May be helpful to recruit donations. | |||
* | * Advocacy: | ||
* | ** jasper ave 109 St to 124 St | ||
*** currently only pedestrian focused, very little bike infrastructure in drafts | |||
*** Dan: 102 Ave cycle track may be impacting this? Chris: Pushing to show that 102 ave will have a completely diff purpose (i.e. high speed transport for bikes) versus Jasper Ave purpose (i.e. stopping to shop, etc). March 21 is open house at Oliver School. | |||
* | ** 109 St from jasper ave to 97 ave | ||
* Discussion | ** 40 ave former bike lane replacement infrastructure | ||
** | ** Provincial strategy meeting later this week | ||
** | **April 15 Paths For People event | ||
* Discussion: | |||
** Nancy: Any interest in re-forming the broader Advocacy Committee? Chris: Yes, if there was a diff chairperson. Challenge to get engaged, organized, informed chairperson. | |||
** Derek: Could we expand some of the Advocacy topics into the Board Outreach Committee? Jon: Karl seems already engaged in many advocacy. | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Nancy, seconded by Anna. '''Motion Carried.''' | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** | ** Nancy (10 min) | ||
** | ** Chris (10 min) | ||
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion at 7:15. Moved by Rachel, seconded by Nancy. '''Motion Failed/Carried.''' | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at | * <span style="background: yellow;">Motion:</span> To adjourn the meeting at 7:29pm. Moved by Rachel, seconded by Dan. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2015-2016 Board minutes]] | [[Category:2015-2016 Board minutes]] | ||