Board Minutes February 2018

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for February 2018

Board meetings are open to the EBC members and the public.

• Location: Room 113 Education South Education South, University of Alberta
• Start Time: 6:30pm

Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Helen
• Minute-taker: Jasmine
• Food by: Mike S.
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by ________ at ________.

Logistics for Next Meeting

• Date: Monday March 12, 2018 6:30
• Location: U of A, Education South 1-13
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February 12 agenda, the January 2018 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jeremy

• Presidents Report February 2018

H.R. Committee Report - Nancy

• H.R. Committee Report December 2017

• There is an HR committee meeting on January 24th- so a verbal report will be made at the board meeting with updates from that committee meeting. There will be no written report for February.

HR Report Discussion

Treasurer's Report - Geoff/Ali

• Treasurer's Report

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Report

Strategic Planning Committee Report

• Appointing members to lead different areas
• BW North location is the priority shorter-term project

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Business Item 1: Transfer of YCR2 funds to Goodwill Industries -

• Discussion notes:
  • Asset transfer agreement has been signed, and all funds have been reconciled.
  • Transfer all but $1; do this to keep YCR2 account open to facilitate fund transfer. No service fees associated with this account.

MOTION

To issue a cheque to Goodwill Industries in the amount of $41,365.38 representing funds owned by the YCR2 program to conclude the transfer of the YCR2 program from EBC to Goodwill Industries as per Asset Transfer Agreement dated Oct 1 2017.
Moved:	Jonathan
Seconded:	Geoff

Aye	No	Abstain
6	0	0
Carried

New Business: Committee Expectations, reporting and document templates -

• Terms of reference, workplan templates, monthly reporting discussion

• Discussion notes:
  • Workplan Template
    • All committees' workplans due at February's board meeting
    • Workplan
  • Terms of Reference
    • Template located on the Wiki
    • Add your committees' Terms of Reference if it doesn't exist
  • Monthly Reporting
    • Use the workplans as monthly reports; notes and progress function at the far right to indicate progress

• Workplan Template

• Terms of Reference Wiki Page

New Business: Board Evaluation

• We will propose an initial board evaluation tool for the February meeting.

New Business: BWN Shop Update (Geoff)

• Mike Sasha to lead strategic planning component of this
• Need to decide what to do prior to August (renew lease or consider moving)
• Replacement of BWN; one option being considered is close to MacEwan.
  • Fronts onto 105 Street, with little foot traffic or car traffic. Would there be enough foot traffic at this location?
• Potential to create informal subcommittee in considering finances of various options
• Strike a working group to investigate new spaces
• Would like to see rationale/business case behind any decision
• Mike Sasha to put in conditional offers on different spots

MOTION

Empower Mike Sasha Chris, Geoff, and Ali to enter into non-binding negotiations for a lease for BikeWorks North as soon as possible. No final agreement can be signed without board approval.
Moved:	Jonathan
Seconded:	Ali

Aye	No	Abstain
6	0	0
Carried

Board Strategic Planning Session - Jeremy (25 min)

• Retreat Planning (April)
  • Dates are April 6 evening (3 hours) and April 7 morning (3 hours), with the option of a 3-hour follow-up
  • Planning would be looking at what we do, why we do it, and long-term visioning
    • Part one would be affirmation of the mandate, and how internal systems are working to support that
    • Parts two and three are what direction we'd like to go in and how to achieve it
  • Any action items from this planning would be set in motion in the following year; starting fall 2018
  • Would be beneficial for our board's future
  • Valuable for Bike Edmonton staff to attend

• Discussion notes:
  • Notes below from December 2017 Board Meeting

Strategic Planning Session (March/April)

   What should the focus of the session be
   Dates?
   Agenda preparation/ad hoc committee

• Discussion notes

• Action Items: Jeremy will inquire into dates, and time commitments for strategic planning sessions.

Adjournment

MOTION

Moved:
Seconded:

Aye	No	Abstain