Board Minutes February 2013: Difference between revisions
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* Minute-taker: Adam | * Minute-taker: Adam | ||
* Food by: Adam | * Food by: Adam | ||
* Board attendance: Lee, Chris Corrigan, Duncan, Adam, Micah, Neil, Anna | * Board attendance: Lee, Chris Corrigan, Duncan, Adam, Micah, Neil, Anna, Paul | ||
* Staff attendance: | * Staff attendance: | ||
* Regrets: Bern, Justin, Sarah, Leila, | * Regrets: Bern, Justin, Sarah, Leila, | ||
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* [[Media:EBC Financial Report - October 2012.xlsx]] | * [[Media:EBC Financial Report - October 2012.xlsx]] | ||
* Discussion notes: | * Discussion notes: | ||
*We have been short in some of the cash deposits. Staff seem to be taking appropriate steps. It comes out to $600 over 3 months. | |||
*Neil: last year we were often over. So some money is not being recorded as it comes in, and some money may be going missing. So because of our loose system, it's hard to really know how much is going missing. | |||
*Paul-- I understand we're curious about North Shop revenue specifically, so ACTION: PAUL-- will send that out. | |||
*ACTION: Paul to get short PayPal tutorial from Neil tonight. | |||
*November - a big Babac order put us in the red, no grant money came in. December - the opposite. (but a lot of that grant money is committed to particular stuff-- it shows as revenue, but we should really show the corresponding program expense, since it's dedicated to stuff that also wasn't in the budget.) | |||
*How is Paul finding his job? --Has monthly duties written down, believe he understands relatively well except some things written down to ask Neil tonight. Will swing by both shops in next day or two to pick up monies in the safe ... Duncan-- in future could you draw out the important stuff in bullet points as part of your report? Paul-- of course. Anna-- can we do anything for you? Paul --no I'm fine, but I can be a procrastinator, especially when I don't understand things. You will get monthly reports, with bullet points highlighting important points. Anna-- acknowledges that no one wanted to take over Treasurer, so thanks! Neil-- you might want some help with cash handling come the summer. Paul-- thanks, I have appreciated Neil and Chris's assistance and patience. | |||
* <span style="background: yellow;">Motion:</span> | * <span style="background: yellow;">Motion:</span> | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
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=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* Adam will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas. | * Adam will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas. --done | ||
* Add something about retreat goals check-in to calendar building - will today (deadline) (who?) | * Add something about retreat goals check-in to calendar building - will today (deadline) (who?) --keep this in the ACTION items going forward | ||
* Paul to coordinate new signing authorities with bank. | * Paul to coordinate new signing authorities with bank. --not known | ||
* Anna will ask Carbon about monitors for the shop. | * Anna will ask Carbon about monitors for the shop. --done. They don't do that anymore. | ||
* Leila will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. | * Leila will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. --not here. ACTION: Leila to do for next. | ||
* Someone, hopefully, will review Bylaws and draft edits re: board election of members in good standing by (deadline) | * Someone, hopefully, will review Bylaws and draft edits re: board election of members in good standing by (deadline) -- ACTION: PAUL. | ||
* Duncan will type up and circulate the SMART goal for the financial goal. | * Duncan will type up and circulate the SMART goal for the financial goal. --done | ||
* Duncan will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. | * Duncan will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. --done. Chris and Duncan met up with Karly. Yes, we support them. No, we can't commit big staff time. MOU from last year still applies: $5000 and access to our volunteer list, plus we're doing bike-to-ESO and repair-a-thon. | ||
* Micah will send out info to board on how to use wiki and how to save folders/docs in Google Drive. (not done) | * Micah will send out info to board on how to use wiki and how to save folders/docs in Google Drive. (not done) --Do ppl still want this? ACTION: Micah to find some good links and send them out. Deadline: March 19th. | ||
* Someone, hopefully, will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen. | * Someone, hopefully, will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen. --done. ACTION: Lee, Anna, and Micah are forming a committee. | ||
* Action Items: Duncan will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting | * Action Items: Duncan will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting --done | ||
=== Approval of HR Policy Committee TOR (5-10 min)=== | === Approval of HR Policy Committee TOR (5-10 min)=== | ||
* [[HR Policy Committee]] TOR | * [[HR Policy Committee]] TOR | ||
* Discussion notes: | * Discussion notes: | ||
* <span style="background: yellow;">Motion:</span> | *It's an ad hoc committee to write policy for 6 months. | ||
* <span style="background: yellow;">Motion: We pass it. Moved by Anna, 2nded Adam, passed. </span> | |||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||