Bike Edmonton

Board Minutes November 2014

Revision as of 00:15, 22 November 2014 by Anna Vesala (talk | contribs)

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

EBC Board Meeting Minutes for November 22, 2014

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

  • Location: Rm 113 Ed S, UofA
  • Start Time: 10am

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:
  • Minute-taker: Anna
  • Food by: n/a
  • Board attendance:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: December ___, 2014
  • Location: Rm 113 Ed S, UofA
  • Chair:
  • Minute-taker: Anna
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • via email vote on October 28-31: Motion: To approve the October 2014 minutes. Moved by Anna, seconded by Steve. Abstentions: Chris Co, Doug, Sarah, Matt. Motion Carried.
  • Motion: To approve this November agenda and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

  • [President's Report (Month) (Year)]

Treasurer's Report

Executive Director's Report

BikeWorks Report


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: Anna will check with Servus to clarify what status of card application is...
  • Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
  • April/Jun/Aug 2014: Chris Co will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. Chris Co will send to Caylie for review. Final position will be posted to Advocacy listserv. August: Chris Co will send to Caylie before Sept meeting.
  • May 2014: Executive Committee (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements)
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
  • June/Aug 2014: Caylie will write draft job description for bike builder, workshop instructor, admin position and send to staff. Chris, Coreen to present draft to volunteers by end of August 2014. August update: Need clarification about whether this is happening.
  • June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts.
  • Aug 2014: HR Committee will meet with Coreen to discuss solutions to interpersonal issues at BW. Sept update: Coreen has been meeting with individuals. HR Committee could help with creating a more formal process for this would be useful.
  • Sept 2014: Steve will ask his contact (dad) about quote and sourcing used seacans.
  • Oct 2014: Sarah will submit ABBCC report to all sponsors by November 10.
  • Oct 2014: Doug will report on status of charitable application completion.

COMPLETED

  • Aug 2014: Sarah, Doug will email for some quotes for First Aid training. Will check into getting hazard assessment/safety audits at our location at same time as training.
  • Aug 2014: Carlos will ask Servus if we can get 2 deposit cards. Anna will make a deposit before sept. Sept update: Anna and other signatory will go to Servus to get deposit cards.
  • Oct 2014: Chris Ch will submit updated Annual Report with edits as discussed.
  • Oct 2014: Everyone will engage at least 3 people/places in the next week to recruit board candidates.
  • Oct 2014: Sarah will contact Alexey re appointment for interim board position
  • Oct 2014: Carlos will print, sign, submit motion to Servus to obtain deposit cards for Steve, Jonathan, Chris Ch, Coreen.
  • Oct 2014: Steve will connect with YEG Bike Coalition to determine funding procedure.
  • Oct 2014: Sarah, Kristen, Bern, Jon will prepare retreat/orientation agenda

AB Bicycle Commuters Conference Report (10 min)

  • Tabled from Oct meeting
  • EBC funded 4 registrations and board asked that they each provide a personal report-back on what they learned.
  • Official report from the organizing committee to all sponsors to be provided by November 10, 2014.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Charitable Status Application (10 min)

  • Update from Doug on status of application.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


New Business

GICs (10 min)

  • From Sept-Oct Financial report comments: Neil says "I think we could, and should, put some more into GICs. I'd suggest $60k or so."
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

New Business Item 2 (__ min)

  • Discussion notes:


In Camera Session (__ min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.
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