Board Minutes June 2014: Difference between revisions

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== Attendance ==
== Attendance ==
* Meeting Chair:  
* Meeting Chair: Caylie
* Minute-taker: Anna
* Minute-taker: Anna
* Food by:  
* Food by: Doug
* Board attendance:  
* Board attendance:  
* Staff attendance:  
* Staff attendance:  
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* Date: Mid Year Board Retreat Sunday July 13, 2014 @ 10am-4pm
* Date: Mid Year Board Retreat Sunday July 13, 2014 @ 10am-4pm
* Location: TBA
* Location: TBA
* Chair:  
* Chair: n/a
* Minute-taker: Anna
* Minute-taker: Anna
* Food by:  
* Food by: TBA
 


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
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=== President's Report ===
=== President's Report ===
*[President's Report (Month) (Year)]
*via email: I won't be submitting a report this month as all my work will be summarized in the HR report.


=== Treasurer's Report ===
=== Treasurer's Report ===
*[Treasurer's Report (Month) (Year)]  
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1DU_JaAJw6t68dd-2bQvoNsOeXM1nmc9-NEGCBXjRGDk/edit Financial Report May 2014] - submitted by Neil on June 15
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nITxI2Fgqz__NvZ0POuXZtH3pux7AzorrwSctMyF0fs/edit 2015 Budget Planning] - submitted by Neil on June 5
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nITxI2Fgqz__NvZ0POuXZtH3pux7AzorrwSctMyF0fs/edit 2015 Budget Planning] - submitted by Neil on June 5


=== Executive Director's Report ===
=== Executive Director's Report ===
*[ED Report (Month) (Year)]
*No April report submitted.
*No May report submitted.


=== BikeWorks Report ===
=== BikeWorks Report ===
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=== 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/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
*
* '''Everyone''' sign reports that you have reviewed each month.
*
* Ongoing: '''Committee chairs''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director.
** No update this month.
* Jan 2014: '''Kristen''' present proposed bylaw change at AGM 2014.
* Feb 2014: '''Anna''' to take pics and write bio for website.
* Feb 2014: '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy.
** Policy Committee Report says committee is working on proposal at next Board meeting (June)
* Feb 2014: '''Strategic Planning Committee''' will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014.
**Douglas: information is in, hasn’t been analyzed. July date seems doable.
* April 2014: '''Carlos, Chris Chan, Neil''' to start drafting Sept 2014-Sept 2015 budget.
** In progress.
* April 2014: '''Bernadette''' will get further details on procedure to submit a letter to AGLC or sign onto a group letter.
* April 2014: '''Anna''' will draft a response to patron about EBC current and proposed practices re inclusion/accessibility.
* April 2014: '''Chris Co''' will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting.
** Draft Done. May go through further drafting.
* April 2014: '''Doug''' will coordinate to get promo material from Chris Chan for Good 100 event.
* May 2014: '''Chris Chan''' will follow up with ATB and YCR2 with report/thank you for donations.
* May 2014: '''Chris Corrigan''' will follow up with the BW Contractor proposer.
* May 2014: '''Executive Committee''' (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process.
* May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done.
* May 2014: '''Sarah''' will research organizing First Aid classes for staff and BW volunteers.
* May 2014: '''Anna,  Sarah''' will plan July mid-year board retreat.
* May 2014: '''Chris Ch, Coreen''' to consider job description for workshop/class instructor and make future recommendations to Board,


'''COMPLETED'''
'''COMPLETED'''
*
* May 2014: '''Chris Chan''' will send an email to see if anyone can attend Neighbourhood Action Program meeting.
*




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


=== New Business Item 1 (__ min)===
=== Staff Vacation (5 min)===
*
* From May Financial report: "Chris has now accumulated about a month of vacation, and Coreen is around 3 weeks.  They should be encouraged to take some time off in the fall."
* Staff to submit vacation requests at least 1 month in advance, please (or as soon as dates are known).
* Discussion notes:
* Discussion notes:
**
**
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* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
=== Closing TD and RBC accounts (5 min)===
*
* From May Financial report: "We still have an outstanding GIC [at RBC]... ideally Leila and Micah, if they're available. We need to both close the bank account and request that the GIC be cashed out when it matures.  They can either mail us the cheque or deposit straight to our Servus General account.
* Discussion notes:
* Discussion notes:
**
**
**
**


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).




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