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Board Minutes February 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes March 2016|March 2016]] board meeting.'''''


== EBC Board Meeting Minutes for February 17, 2016 ==
== EBC Board Meeting Minutes for February 17, 2016 ==
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* Minute-taker: Dan
* Minute-taker: Dan
* Food by: Jonathan with an assist by Adrian
* Food by: Jonathan with an assist by Adrian
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek
* Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
* Staff attendance: Chris
* Staff attendance: Chris, Coreen
* Regrets: Rachel, Jasmine, Kathy
* Regrets: Rachel, Jasmine, Kathy
* Absent:
* Guests:


== Call to Order ==
== Call to Order ==
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* Minute-taker: Anna
* Minute-taker: Anna
* Food by: Nancy
* Food by: Nancy
* Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.
Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried
* <span style="background: yellow;">Motion:</span> To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy. '''Motion Carried.'''


=== President's Report - Jon ===
=== President's Report - Jon ===
*[President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit
*[https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit President's Report Feb 2016]


=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
*Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ
*[https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ Treasurer's Report Feb 2016]
 
* <span style="background: lime;">Action Item</span>: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* <span style="background: lime;">Action Item</span>: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques.
 
* <span style="background: yellow;">Motion:</span> To close all RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. '''Motion carried unanimously.'''
* Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.
 
* Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.


=== Executive Director's Report - Chris Chan ===
=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01]
*[https://docs.google.com/document/d/1bhfWWLNa192V1_J0FnTcqKjJ2PALIfw_z_CBH6q8L_o/edit ED Report 2016-01] - To be read and approved by board before March meeting
 
=== H.R. Committee Report - Nancy ===
*[H.R. Committee Report (Month) (Year)]
 
=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]
 
=== Strategic Planning Committee Report ===
*[Strategic Planning Committee Report (Month) (Year)]


== Current & Completed Business ==
== Current & Completed Business ==
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* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
* 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.
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
* Sep 2015: Anna to post final financial policy to wiki.
* Sep 2015: Anna to post final financial policy to wiki.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.
* Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.
*


'''COMPLETED'''
'''COMPLETED'''
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
* 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
*
* 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.
* Dec 2015: Geoff update budget line item for professional fees.
* Dec 2015: Anna update budget doc for Bike Builder start & end date.


=== Terms of Reference for Committees (10 min)===
=== Terms of Reference for Committees (10 min)===
* Dan has belatedly added three TORs for HR, Executive, and policy committees:
* Dan has belatedly added three TORs for HR, Executive, and policy committees:
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
** Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
*
*
* Discussion notes:
**
**


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To accept the above policies subject to grammar fixes. Moved by: Dan.  Seconded by: Jonathan. '''Motion carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Anna''' will post Executive, Policy, and HR ToR to the EBC wiki


=== Change to Monthly Board Meeting Date (15 min) Geoff ===
=== Change to Monthly Board Meeting Date (15 min) Geoff ===
*
* Discussion about future meetings being on a diff day than 3rd Wed of each month.
* Discussion notes:
* Meeting Dates [https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0 Pain and Possibility Poll]
** Review Dates that work best (Geoff's spreadsheet)
* Will change date to 2nd Monday of each month on a trial basis until next AGM in October.
**Consider change (if any) on a trial basis until next AGM in October
 
* <span style="background: lime;">Action Item</span>: '''Anna''' to book Ed South for rest of 2016 for 2nd Monday.


== New Business ==
== New Business ==


=== Committee Formation - Nancy(20 min)===
=== Committee Formation - Nancy(20 min)===
*
* Discussion notes:
**We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats.  Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
**https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Strategic Plan for 2016 (20 min) Jon ===
* Tabled from December meeting.
* Review of board retreat outcomes
* Review of committee goals and timelines
** HR:
** Policy:
** Strategic:
* Discussion notes:
* Discussion notes:
**We will be looking at [https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing page 4 and 5] and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats.  Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
* Nancy notes it was unclear as to the composition of the Strategic Planning Committee.
* Would like to see some grouping of the board so that some of the action items from the last board strategic planning session can be carried out.
* Jonathan would like directors to sign up for some responsibility under the three committees:
** Strategic planning: Derek (chair), Adrian, Karl, Rachel, Anna
** Human resources: Nancy (chair), Geoff, Adrian (secondary)
** Policy: Dan (chair), Jasmine


 
* <span style="background: lime;">Action Items:</span> '''All committee chairpersons''' to hold committee mtg and look through retreat action items.  Update the board on plan and progress since last planning session.
=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Geoff, seconded by Derek. '''Motion Carried.'''
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
** Geoff Hansen ( 30 min)
** Geoff Hansen ( 30 min)


* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by Derek, seconded by Geoff. '''Motion Carried.'''


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at   pm. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at 8:50 pm. Moved by Jonathan, seconded by Anna. '''Motion Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2015-2016 Board minutes]]
[[Category:2015-2016 Board minutes]]
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