Board Minutes July 2015

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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 July 15, 2015

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

  • Location: Room 213 Education South Building, U of A campus
  • Start Time: 6:30 pm

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: Geoff
  • Minute-taker: Anna
  • Food by: Alex
  • Board attendance:
  • Staff attendance:
  • Regrets: Dan, Jonathan, Rachel
  • Absent:
  • Guests: Alberta Bicycle Commuters Conference organizers (Berndette, Sarah); YCR2 (Janine, Trent, Lele)

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: Wed Aug 19
  • Location: 213 Ed S, UofA
  • Chair:
  • Minute-taker: Anna
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this July agenda, the June 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

Treasurer's Report

Executive Director's Report

H.R. Committee Report - Nancy

  • [H.R. Committee Report June 2015]

Policy Committee Report - Dan

Strategic Planning Committee Report - Alexey

  • [Strategic Planning Committee Report June 2015]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2015 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.
  • Apr 2015: Anna will create new website application for 2015 board. Board will share with contacts and review applications prior to board meetings; applicants will be invited to meetings to be guest or interview.
  • May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
  • May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
  • May 2015: Jon, Neil will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed.
  • Jun 2015: Jon to meet with Michael (urban planning intern) to discuss 95 ave bike lane data analysis.


COMPLETED

  • Anna will add Strategic Plan check in as standing item in future agendas.


Strategic Plan Updates (5 min)

BikeWorks North Lease Update (5 min) Adrian, Jon

  • Need to make decision on new lease asap. Current lease expires next month.
  • Need to prep cheques for next 6 months.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


Charitable Status Application Decision (10 min) Jon

  • In our June meeting, we discussed progress and pushed decision to July.
  • Discussion:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


WTGNB Program (2 min) Anna

Conflict of Interest Disclosure Form Signatures (1 min) Anna


Asana Software Overview (10 min) - Chris Chan

  • Tabled from May meeting
  • view an intro video as background info
  • from NYT article: "Asana is task-based software, a shared to-do list for the company. Work is assigned and completed by a potentially unending set of teams created on the fly. Tasks can be named and assigned across the company, then shut down or subdivided as the work progresses. People can rank, or have others rank, which of their jobs need attention soonest. If a company wants, anyone can look in on anyone else’s work, offering help and criticism. 'We think of e-mail, in-person meetings, and whiteboards as our competition,' said Justin Rosenstein, Mr. Moskovitz’s co-founder at Asana."
  • Discussion notes:


New Business

Guest Speakers: AB Bicycle Commuters Conference (10 min) Sarah, Bernadette

  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


Guest Speakers: You Can Ride 2 (20 min) Janine, Trent, Lele

  • Present an update of the YCR2 program and our thoughts on charitable status.
  • Discussion:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

From ED July Report - CFEP funds (15 min)

  • See Risks & Issues in ED June Report.
  • Recommendation: "Amend budget to allow for new spending: $9,900 for Shop Tools + Supplies. Updated CFEP budget is here."
  • Review 2014-5 Budget
  • Discussion:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

AGM Planning (5 min) Anna

  • Date?
    • Ususally held end of Sept or early Oct
    • Our fiscal yearend is Aug 30, 2015. Neil prefers some time to compile the financial report.
    • Sunday October 4th?
  • Location?
  • AGM reports to prep at least 3 weeks in advance for circulation to members.
    • Annual Report:
      • President's Report (all governance overview)
      • ED's Report (all operations overview)
      • Financial Report
    • Proposed 2015-6 Budget
  • Discussion:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Director Assignments (5 min) Anna TABLED

  • Suggested by Nathan/Spoke at June meeting.
    • "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program."
  • Should we have a Director assigned to each Program? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?
  • Discussion:

In Camera Session

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • HR (15 min) Nancy
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

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