Board Minutes March 2015: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes April 2015|April 2015]] board meeting.''''' | ||
== EBC Board Meeting Minutes for March 18, 2015 == | == EBC Board Meeting Minutes for March 18, 2015 == | ||
Line 14: | Line 15: | ||
* Minute-taker: Geoffh | * Minute-taker: Geoffh | ||
* Food by: | * Food by: | ||
* Board attendance: | * Board attendance: Rachel, Alexey, Nancy, Geoff, Daniel, Adrian, Anna, Alex | ||
* Staff attendance: | * Staff attendance: none | ||
* Regrets: | * Regrets: Michelle, Jonathon | ||
* Absent: | * Absent: Chris H, Chris C | ||
* Guests: | * Guests: none | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Rachel at 6:37 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Wed April | * Date: Wed April 22 | ||
* Location: | * Location: Room 113 | ||
* Chair: | * Chair: Adrian | ||
* Minute-taker: | * Minute-taker: Geoff | ||
* Food by: | * Food by: Anna | ||
== 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 2015 agenda, the Feb 2015 minutes, and reports as presented below. Moved by Nancy. Seconded by Alex . '''Motion Carried.''' | ||
=== President's Report === | === President's Report === | ||
*[ | *[https://docs.google.com/a/edmontonbikes.ca/document/d/11AalAYcPS0fjPY2zUzRpWBJhHWrfk1sFqjezb82ntGU/edit?usp=sharing Presidents Report Feb 2015] | ||
=== Treasurer's Report === | === Treasurer's Report === | ||
*[Financial Report | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1F8Btb-wbsGjAE5L3xDlIfI2Uys5_9ydF_QNw76UA6Cw/edit Financial Report Jan 2015] | ||
*[https://docs.google.com/a/edmontonbikes.ca/document/d/17WClAZI6PO1Nf7qBtmqHrOScELOQs9De1eJmLG82Rsw/edit Financial Report Feb 2015] | |||
=== Executive Director's Report === | === Executive Director's Report === | ||
*[ED Report Feb 2015] | *[ED Report Feb 2015] not posted | ||
=== BikeWorks Report === | === BikeWorks Report === | ||
*[ | *[https://docs.google.com/a/edmontonbikes.ca/document/d/18_um8NxF5UkwqCxWO-cojmfQ5Ud1ZwXgnorcWKcbWSI/edit BikeWorks Report Feb 2015] | ||
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* | * | ||
* | * | ||
''FROM PREVIOUS MEETINGS''' | |||
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process. | |||
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max) | |||
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc. | |||
* Feb 2015: '''Chris C''' becoming a tenant with JFC- we have applied and we are waiting to hear | |||
* Feb 2015: '''Michelle''' expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up | |||
'''COMPLETED''' | '''COMPLETED''' | ||
* | * Job postings (program coordinator and external relations) have been offered and verbally accepted | ||
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly. | |||
* Hiring ??? | * Hiring ??? | ||
* The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000. | * The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000. | ||
* ATB Grant - March 11th | * ATB Grant - deadline March 11th - we applied (as per email from Jonathon) | ||
'''DISCUSSED''' | |||
* Mar 2015: '''HR committee'' Hazard assessment to be added to the HR to do list - Nancy lining up someone to perform this | |||
* Rachel - Signs of Support grant - March 31st deadline - will coordinate with staff members (Daniel applied for this for another organization) - would be good to get signage at bikeworks north | |||
* Daniel - Policy committee has worked on some financial policies | |||
* Anna - mentioned Neighbourhood Engagement grant from CIty, will forward to Rachel | |||
=== Social Media Policy ( | === Social Media Policy - Daniel (10 min)=== | ||
* https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing | * https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing | ||
* Discussion notes: | * Discussion notes: | ||
** | ** made some clarification since the last draft | ||
** | ** wording changes around contentious vs consensus | ||
** no issues / problems brought up | |||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To approve the Social Media Policy. Moved by Adrian , seconded by Anna . Alex abstains: Alex, no objections '''Motion Carried.''' | ||
=== Conflict of Interest Policy ( | === Conflict of Interest Policy (10 min)=== | ||
* | * | ||
* Discussion notes: | * Discussion notes: | ||
Line 95: | Line 92: | ||
** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit | ** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit | ||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To adopt conflict of interest policy. Moved by Daniel , seconded by Adrian . Abstains: Alexey '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Nancy''' will bring or email conflict of interest forms for board to sign and return or scan and email, and board members will sign by the next the April board. | ||
=== Plans for Retreat (10 min)=== | |||
=== | |||
* Discussion notes: | * Discussion notes: | ||
** | ** https://docs.google.com/a/edmontonbikes.ca/document/d/1OX0XmeXiRz-IveHBprR1xcKKaWzKjiCdo2RLAnQLLSs/edit | ||
** | ** Discussed purpose of the day (see link to retreat agenda) | ||
** External facilitator coming in (volunteering time) | |||
** Discussed can we move to ... 11-4 instead of 9-1? Anna will check in with other board members/facilitator and confirm start time (see if we can start later) | |||
== <i>In Camera </i> Session (20 min)== | |||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. '''Motion Carried.''' note taker failed to record who moved and seconded | |||
* HR discussion | |||
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. '''Motion Carried.''' note taker failed to record who moved and seconded | |||
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. | |||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. | * <span style="background: yellow;">Motion:</span> To adjourn the meeting. . '''Motion Carried.''' note taker failed to record who moved and seconded | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category: | [[Category:2014-2015 Board minutes]] |
Latest revision as of 09:56, 11 November 2017
These minutes were approved at the April 2015 board meeting.
EBC Board Meeting Minutes for March 18, 2015
Board meetings are open to the EBC members and the public.
- Location: Rm 113 Education South, U of A
- Start Time: 6:30pm
Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!
Attendance
- Meeting Chair: Rachel
- Minute-taker: Geoffh
- Food by:
- Board attendance: Rachel, Alexey, Nancy, Geoff, Daniel, Adrian, Anna, Alex
- Staff attendance: none
- Regrets: Michelle, Jonathon
- Absent: Chris H, Chris C
- Guests: none
Call to Order
- Meeting called to order by Rachel at 6:37 pm.
Logistics for Next Meeting
- Date: Wed April 22
- Location: Room 113
- Chair: Adrian
- Minute-taker: Geoff
- Food by: Anna
Approval of Agenda, Minutes, Reports (5 min)
- Motion: To approve this March 2015 agenda, the Feb 2015 minutes, and reports as presented below. Moved by Nancy. Seconded by Alex . Motion Carried.
President's Report
Treasurer's Report
Executive Director's Report
- [ED Report Feb 2015] not posted
BikeWorks Report
Current & Completed Business
Updates on Action Items From Previous Meeting (5 min)
- Everyone log your 2015 board volunteer hours for the past 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.
FROM PREVIOUS MEETINGS'
- Aug 2014: HR Committee will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
- Dec 2014: Michelle will take on completing the Financial Mgmt policy (incl petty cash max)
- Jan 2015: All board members will add questions or IT topics of interest to Geoff or add to Board Q & A doc.
- Feb 2015: Chris C becoming a tenant with JFC- we have applied and we are waiting to hear
- Feb 2015: Michelle expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
COMPLETED
- Job postings (program coordinator and external relations) have been offered and verbally accepted
- Jan 2015: Nancy will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
- Hiring ???
- The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
- ATB Grant - deadline March 11th - we applied (as per email from Jonathon)
DISCUSSED
- Mar 2015: 'HR committee Hazard assessment to be added to the HR to do list - Nancy lining up someone to perform this
- Rachel - Signs of Support grant - March 31st deadline - will coordinate with staff members (Daniel applied for this for another organization) - would be good to get signage at bikeworks north
- Daniel - Policy committee has worked on some financial policies
- Anna - mentioned Neighbourhood Engagement grant from CIty, will forward to Rachel
Social Media Policy - Daniel (10 min)
- https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
- Discussion notes:
- made some clarification since the last draft
- wording changes around contentious vs consensus
- no issues / problems brought up
- Motion: To approve the Social Media Policy. Moved by Adrian , seconded by Anna . Alex abstains: Alex, no objections Motion Carried.
Conflict of Interest Policy (10 min)
- Discussion notes:
- Motion: To adopt conflict of interest policy. Moved by Daniel , seconded by Adrian . Abstains: Alexey Motion Carried.
- Action Items: Nancy will bring or email conflict of interest forms for board to sign and return or scan and email, and board members will sign by the next the April board.
Plans for Retreat (10 min)
- Discussion notes:
- https://docs.google.com/a/edmontonbikes.ca/document/d/1OX0XmeXiRz-IveHBprR1xcKKaWzKjiCdo2RLAnQLLSs/edit
- Discussed purpose of the day (see link to retreat agenda)
- External facilitator coming in (volunteering time)
- Discussed can we move to ... 11-4 instead of 9-1? Anna will check in with other board members/facilitator and confirm start time (see if we can start later)
In Camera Session (20 min)
- Motion: To go in camera. Motion Carried. note taker failed to record who moved and seconded
- HR discussion
- Motion: To close the in camera discussion. Motion Carried. note taker failed to record who moved and seconded
Adjournment
- Motion: To adjourn the meeting. . Motion Carried. note taker failed to record who moved and seconded