Board Minutes December 2013: Difference between revisions
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* Regrets: Bernadette | * Regrets: Bernadette | ||
* Absent: | * Absent: | ||
* Guests: Alexey, Matthew | * Guests: Alexey, Matthew, Heather??, Derek, Karly | ||
== Call to Order == | == Call to Order == | ||
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* Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm | * Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm | ||
* Location: room 262, Education South, U of A | * Location: room 262, Education South, U of A | ||
* Food: sat potluck or catering? need to decide budget. | |||
== Reports == | == Reports == | ||
=== President's Report ( | === President's Report (5 min)=== | ||
* [ | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing President's December 2013 Report ] | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the | <span style="background: yellow;">Motion:</span> To return/approve the December 2013 President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
=== Treasurer's Report ( | === Treasurer's Report (10 min)=== | ||
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 financials] | * [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 revised financials] - revised by Neil | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report] | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report] | ||
* [Treasurer's November 2013 Report] | * [Treasurer's November 2013 Report] - submitted by Neil | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's November 2013 Report] - submitted by Meghan. | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the | <span style="background: yellow;">Motion:</span> To return/approve the September 2013, October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
=== Executive Director's Report ( | === Executive Director's Report (5 min)=== | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18) | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1M8kytpVWp9yXonioKHk-hOM0Cve1szEfvUiwMjPWFaI/edit?usp=sharing ED October-November 2013 Report] (submitted Nov 18 during board meeting) | ||
* [ED November 2013 Report] (covering Nov 18-30 or all of November) | * [ED November 2013 Report] (covering Nov 18-30 or all of November) | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro] (covering Nov 18 - Dec 12, submitted after the Dec 5 deadline there [Dec 13] therefore will not be reviewed until Jan meeting) | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
<span style="background: yellow;">Motion:</span> To return/approve the October | <span style="background: yellow;">Motion:</span> To return/approve the October/mid Nov 2013 ED reports as presented. Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
=== BikeWorks Report ( | === BikeWorks Report (0 min)=== | ||
* BikeWorks November 2013 Report (covering Nov 18-30 or all of November) | * BikeWorks November 2013 Report (covering Nov 18-30 or all of November) | ||
* no report submitted | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
** | ** | ||
=== Policy Committee Report (10 min)=== | === Policy Committee Report (10 min)=== | ||
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=== Strategic Planning Committee Report (10 min)=== | === Strategic Planning Committee Report (10 min)=== | ||
* Review priorities for the next several months | * Review priorities for the next several months | ||
* Discussion notes: | * Discussion notes: | ||
* | * | ||
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* Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.''' | * Nov 2013: '''All board members''' will complete the Needs Assessment form by Nov 15. '''COMPLETED.''' | ||
* Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for). | * Nov 2013: '''Leila''' will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for). | ||
* Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. ''' | * Nov 2013: '''Kristen''' and '''Leila/Meghan''' to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file. '''COMPLETED''' | ||
* Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points. | * Nov 2013: '''Chris Chan, Coreen, and Justin''' to review the board's S.W.O.T. analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points. | ||
* Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. '''COMPLETED.''' | * Nov 2013: '''Anna''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. '''COMPLETED.''' | ||
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* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation. | * Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation. | ||
<span style="background: yellow;">Motion:</span> To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.''' | <span style="background: yellow;">Motion:</span> To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
== New Business == | == New Business == | ||
=== Bikeology ( | === Bikeology (10 min)=== | ||
* Karly Coleman will be present to speak on behalf of | * Karly Coleman will be present to speak on behalf of V.E.L.O. (Velo Edmonton League and Organization) c/o [http://bikeology.ca Bikeology and Bike Month]. | ||
* Discussion notes: to follow | * Discussion notes: to follow | ||
** | ** | ||
** | ** | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
=== Bylaw change proposal (5 min)=== | === Bylaw change proposal (5 min)=== | ||
* The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.' | * The Policy Committee would like to vote on the following change to the board membership statement in the section titled "[http://edmontonbikes.ca/w/Bylaws_(2013)#Election_of_the_Board_of_Directors Election of the Board of Directors]" at the end of point 'b.' | ||
** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval." | ** "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval." | ||
* Discussion notes: | * Discussion notes: | ||
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* CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this. | * CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this. | ||
=== | === Official Spokesperson Policy (5 min)=== | ||
* Currently only the President and | * Currently only the President, ED, and Anna (as back up) are approved to speak publicly on behalf of EBC. | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
** | ** | ||
*Motion: | * <span style="background: yellow;">Motion:</span>*Motion: To appoint the chair of the Advocacy Committee, Steve Andersen, as an official spokesperson for EBC on issues within the scope of the Advocacy Committee. Motioned by Leila. Seconded by . '''Motion Failed/Carrie'''. | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
== <i>In Camera</i> Session ( | == <i>In Camera</i> Session (30 min)== | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/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: | ||
** | ** 30 min topic | ||
** | ** | ||