Bike Edmonton

Board Minutes December 2013

Revision as of 16:11, 15 November 2013 by Caylie.gnyra (talk | contribs) (→‎Orphan Policies (10 min))

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

EBC Board Meeting Minutes for December 18, 2013

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

  • Location:
  • 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: Meghan
  • Minute-taker: Anna
  • Food by: Kristen
  • Board attendance:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve October 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.
  • Motion: To approve November 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

  • Date:
  • Location:
  • Chair:
  • Minute-taker:
  • Food by:

Reports

President's Report (__ min)

President's Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (__ min)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (__min)

Executive Director's Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (__ min)

BikeWorks Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Committee 1 Report (__ min)

Committee 1 Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Committee 2 Report (__ min)

Committee 2 Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

Orphan Policies (10 min)

  • We have several "draft" policies that have yet to be approved:
  • Caylie's notes via e-mail:
    • policy suggests the creation of another standing committee (finance committee) - I agree with keeping it in the policy, but am wondering if we should create this committee now. The abundant amount of work will need to be done regardless, so I'm wondering if it makes sense to create a clear indication now of who will be assisting Meghan throughout the year. (It looks like we have mentioned the finance committee in the Annual Report [page 5: "The Financial Committee on the board has been working throughout the year to write and submit a Charitable Status application to the Canadian Revenue Agency."] - Who does this consist of, and should we update our list of current standing committees to include this?
    • deposits to be "kept under adequate security" - Given recent circumstances, do we need to define what this means? Should we purchase a small home safe for the treasurer/a member of the finance committee to store cash safely at home until the next convenient time to take it to a bank?
    • fixed assets: "EBC will conduct an annual inventory of fixed assets and maintain a central list of fixed assets which includes date of purchase, registration numbers, warranty information, original cost, and estimated life." - Where is this list kept? Is it publicly available?
    • credit card: I like that the policy states that we can get a credit card in a particular staff/director's name. Is this something we should look into more when we are talking about moving to Servus and changing signing authority? Or do we already have one? My main interests in doing it are for purchases related to new BWS space, and turnaround time for out-of-pocket expenses.
  • Leila's notes via e-mail:
    • does anything need to be added regarding a possible mortgage?
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Business Item 2 (__ min)

  • Discussion notes:
  • Action Items: Name will... by (deadline)

New Business

New Business Item 1 (__ min)

  • Discussion notes:
  • Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

  • Discussion notes:
  • Action Items: Name will... by (deadline)


In Camera Session (__ min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:

Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_December_2013&oldid=2152"