Board Minutes April 2015: Difference between revisions
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* Minute-taker: Anna | * Minute-taker: Anna | ||
* Food by: Anna | * Food by: Anna | ||
* Board attendance: Alex, Michelle, Rachel, Nancy, Anna, Jon (by phone-in) | * Board attendance: Alex, Michelle, Rachel, Nancy, Anna, Jon (by phone-in), CHris Co (720) | ||
* Staff attendance: Coreen (6:40), Chris Ch (6:47) | * Staff attendance: Coreen (6:40), Chris Ch (6:47) | ||
* Regrets: Adrian, Alexey, Geoff | * Regrets: Adrian, Alexey, Geoff | ||
* Absent: Dan | * Absent: Dan | ||
* Guests: n/a | * Guests: n/a | ||
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: Wed May 22?? | ||
** Nancy, Rachel, Alex unavailable | |||
** Rachel will send out Doodle | |||
* Location: | * Location: | ||
* Chair: | * Chair: | ||
* Minute-taker: | * Minute-taker: | ||
* Food by: | * Food by: | ||
* Regrets: Nancy will be in Thailand | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
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* | * | ||
=== Board Resignation and Recruitment (5 min)=== | |||
=== Board Resignation ( | |||
* Chris Haworth confirmed via email to Jon his resignation from the board effective March 2015. | * Chris Haworth confirmed via email to Jon his resignation from the board effective March 2015. | ||
* Nancy: Should we recruit new member now or wait until AGM? | |||
* Could post application now and if applications come in now, we could interview the individual immediately and appoint them for interim position until AGM. | |||
* | * <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.''' | ||
* | * <span style="background: lime;">Action Items:</span> '''Anna''' will create a 2015 board application on website asap. | ||
=== Strategic Plan Update (10 min) - Nancy === | === Strategic Plan Update (10 min) - Nancy === | ||
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=== Reporting (5 min) === | === Reporting (5 min) === | ||
* Nancy: As we've asked Chris to submit reports in a timely manner, board needs to be diligent about reading and reviewing with comments in an equally timely manner and sign off. | * Nancy: As we've asked Chris to submit reports in a timely manner, board needs to be diligent about reading and reviewing with comments in an equally timely manner and sign off. If staff reports due 5th day of each month, then board review/comments due within one week (12th of each month). This would allow sufficient time for all discussion on reports to be done at least 1 week prior to board meeting on the 3rd Wed of each month (or whenever). | ||
* Chris Ch: My reports now include an overview of what each employee is accomplishing. We are having weekly team meetings and using a new Project Mgmt software to track our projects. This info is then compiled into my report. This should give the info the board wants and needs, but please let me know if there are pieces of info that should be added. | * Chris Ch: My reports now include an overview of what each employee is accomplishing. We are having weekly team meetings and using a new Project Mgmt software to track our projects. This info is then compiled into my report. This should give the info the board wants and needs, but please let me know if there are pieces of info that should be added. | ||
* Nancy: Would like to be as 'admin lean' as possible so I'm ok with 1 report if that simplifies the process. | * Nancy: Would like to be as 'admin lean' as possible so I'm ok with 1 report if that simplifies the process. | ||
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* Coreen: Dont want to assign myself writing work, but Chris and I both work full time so he doesnt necessarily include my info in his report. Is getting 1 paragraph in Chris' report sufficient or are my 4 page reports useful? | * Coreen: Dont want to assign myself writing work, but Chris and I both work full time so he doesnt necessarily include my info in his report. Is getting 1 paragraph in Chris' report sufficient or are my 4 page reports useful? | ||
* Nancy: Do staff see/review Chris' report before submitting it? Chris: Yes, I sent it to them to review. Nancy: This would help ensure that details from each staff are being complete. | * Nancy: Do staff see/review Chris' report before submitting it? Chris: Yes, I sent it to them to review. Nancy: This would help ensure that details from each staff are being complete. | ||
* Alex: Do we have a monthly report/newsletter to members? | * Alex: Do we have a monthly report/newsletter to members? Rachel: Yes, might go to your "promotions" tab in EBC Gmail account. | ||
* Coreen: Reports also were used in the past for institutional memory... future staff members would be able to see what staff were doing, how it was done, etc. Anna: I think the content of Coreen's reports are super valuable, esp for someone who is not physically in the shops. Wonder if these monthly summaries would be useful for shop volunteers and of course board could then read if they feel it is helpful to inform their input for board decision. Jon: This would be a great way to include a 'thank you' to particular volunteers each month. | |||
* | |||
= | * <span style="background: yellow;">Motion:</span> To impose a deadline for board members to review/comment/sign staff reports within 1 week of report submission (5th of each month). Moved by Rachel, seconded by Michelle. '''Motion Carried.''' | ||
=== | === Charitable Status (5 min) - Michelle === | ||
* | * Public consultation was scheduled for May but Alexey and Michelle have not met yet to organize. | ||
* Post-poned until June. | |||
* | === Agenda Building (5 min)=== | ||
* Nancy: board meeting agendas have been not very complete or timely lately. Who is responsible for building the agenda each month? | |||
* Anna: From [https://docs.google.com/a/edmontonbikes.ca/document/d/1rtS_3vCrBrrIrJHLI7SfWKJa5g55iNxJylLVFe5skYY/edit Board Chairperson job description]: "The duties of the board chairperson shall include: 1) Facilitate the drafting of the agenda with input from the President and the Secretary; 2) Allocate time for each agenda item" | |||
* Rachel: Perhaps this should be maybe at the same time as the new deadline to review staff reports... | |||