Board Minutes December 2013

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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: room 262, Education South, University of Alberta main campus
  • 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: Alexey Kalinin

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: Wednesday January 15, 2014
  • Location: room 262, Education South, U of A
  • Chair:
  • Minute-taker:
  • Food by:

Reminder: Board Development Workshop

  • Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
  • Location: room 262, Education South, U of A

Reports

President's Report (__ min)

  • [President's December 2013 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)

  • [Treasurer's November 2013 Report]
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (__min)

  • ED October-November 2013 Report (submitted Nov 18)
  • ED November 2013 Report (covering Nov 18-30 or all of November)
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (__ min)

  • BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
  • 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.

HR Committee Report (30min)

Committee 1 Report

  • Discussion notes: to be discussed in camera
  • 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)

  • Everyone log your board volunteer hours for the past month.
  • 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).
  • Sarah to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
  • 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.
  • Kristen will draft a bylaw revision for the board election membership issue for 2014 AGM. To keep on radar.
  • Anna to make record of what to do for next AGM: Things to pack: extension cord. coffee/supplies. something to project onto. clipboards, multiple computers, qr codes, paper/pen all for sign in. plates/napkins; Set-up could have gone more smoothly. tasks were not delegated to specific people. could have been more cohesive in our execution of work. getting people through the door was difficult. renewing memberships online slowed everything down. on paper might have been quicker; is it possible to set up a QR code for people to scan? could just be better with more computers/actual computers, not ipads. pens and paper would be the easiest way to scale up the operation. look at a way to not have the sign-in table outside the meeting space. have it on the north side every 3rd year. need collated agm package. work on annual report earlier.
  • Chris Chan, Coreen, and Justin to review the board's SWOT analysis in the Notes from Retreat file, and provide additional points.
  • 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. Not done
  • Anna will pursue legal advice on the content of the lease.
  • Leila will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level.
  • HR committee (Leila, Sarah, and Anna) will work with the Treasurer on the hiring process for the bookkeeper. Will have a recommendation by next board meeting.
  • All board members will complete the Needs Assessment form by Nov 15.
  • Policy Committee (Kristen et al.) to review Cycling Event Promotion Policy and Financial Management Policy before bringing these policies to the board.
  • The Executive Committee (Leila, Sarah, Anna, and Meghan) will change signing authority on existing accounts by December 1st.
  • The Executive Committee (Leila, Sarah, Anna, and Meghan) will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC.
  • The Executive Committee (Leila, Sarah, Anna, and Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
  • Caylie to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
  • Steve to coordinate some days to go to the shop to help with move-out tasks.
  • Strategic Planning Committee (Doug, Caylie, and Meghan) will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan
  • Chris Chan, Sarah, and Coreen to submit proposals to the board for staff/board development for the Winter Cycling Congress
  • Anna to send an email to ask Alexey if he is interested in the position on the board.

Board Appointment (10 min)

  • Alexey stood for nomination at the AGM and would like to be considered for the current vacancy.
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To appoint ____ as an EBC Board member. Motioned by . Seconded by . Motion Failed/Carried.

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.
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