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'''''These minutes | '''''These minutes were approved at the [[Board Minutes September 2016|September 2016]] board meeting.''''' | ||
== EBC Board Meeting Minutes for August 8, 2016 == | == EBC Board Meeting Minutes for August 8, 2016 == | ||
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Karl | ||
* Minute-taker: | * Minute-taker: Anna | ||
* Food by: | * Food by: Nancy | ||
* Board attendance: | * Board attendance: Dan, Nancy, Jon, Anna, Geoff, Jasmine, Karl, Derek | ||
* Staff attendance: | * Staff attendance: n/a | ||
* Regrets: | * Regrets: Dan, Rachel, Adrian | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: n/a | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Karl at 6:40pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: Monday September 12 | ||
* Location: | * Location: Discussion whether to continue meeting at UofA or somewhere else? | ||
* Chair: | ** Continue with U of A? Need current UofA student to log in to use projector/screen. | ||
* Minute-taker: | ** Red Ribbon Building (111 ave / 97 st)? | ||
* Food by: | * Chair: Jon | ||
* Minute-taker: Dan | |||
* Food by: Karl | |||
* Regrets: Anna | |||
* <span style="background: lime;">Action Items:</span> '''Anna''' to book U of A facility for Sept-Dec | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | |||
|motion=To approve this August agenda, the [http://edmontonbikes.ca/w/Board_Minutes_July_2016 July 2016 minutes] with amendment of attendance, and reports as presented below. | |||
|first=Jon | |||
|second=Anna | |||
|yes=7 | |||
|no=0 | |||
|abstain=0 | |||
|result= | |||
}} | |||
=== President's Report - Jon === | === President's Report - Jon === | ||
*[President's Report | *[https://docs.google.com/document/d/1tpiWi-nhnwJcTj6JB0mRnjrStmIA0NvgNOLfqqdQX0A/edit?ts=57a77dab President's Report July 2016 report] - submitted Aug 7 | ||
=== Executive Director's Report - Chris === | |||
*[https://docs.google.com/document/d/1jtsJDZzaGwat8xsJvN40_LsR8whFbZdaGNPMigBZfPQ/edit ED Report July 2016] - submitted Aug 5 | |||
=== Executive Director's Report - Chris | |||
*[ | |||
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* '''Everyone''' sign reports that you have reviewed each 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. | * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. | ||
* | * 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 board meeting for Asana orientation by Exec. | ||
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki | |||
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | |||
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are. | |||
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing. | |||
* May 2016: '''Geoff''' will look into putting Simply back ups into Google Drive. | |||
* May 2016: '''Nancy''' will share final copy of Bikeway Design doc when available. | |||
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May. | |||
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve | |||
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC. | |||
* July 2016: '''Geoff''' will go to Servus with Heather to complete her sign-on for YCR2 account signing and online view-only access. | |||
'''COMPLETED''' | '''COMPLETED''' | ||
* July 2016: '''All board''' send budget related comments or ideas via email to Executive and Chris by end of July. | |||
* | * | ||
== New Business == | == New Business == | ||
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** wayfinding signage for venue | ** wayfinding signage for venue | ||
** bike racks? | ** bike racks? | ||
* Discussion: | |||
** Derek, Dan, Nancy, Jasmine, Anna will be ad-hoc committee. | |||
** Derek: What budget do we have for venue? Anna: Included in next year budget each year. Have been $0-250... | |||
* timeline for annual report prep: | * timeline for annual report prep: | ||
** Aug 8 vote on 2016-7 budget | ** Aug 8 vote on 2016-7 budget | ||
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** Sept 26 post web version and print copies for AGM | ** Sept 26 post web version and print copies for AGM | ||
** Oct 2 AGM | ** Oct 2 AGM | ||
* Discussion: | |||
** Jon: How many printed copies? Anna: A few available at front table, mostly referred to screen PDF. | |||
** Jon: Advertising the event? Anna: webpage news post, fb event, and included in newsletter. | |||
** Geoff: Should add amendments to Bylaws that we have discussed regarding [http://edmontonbikes.ca/w/Bylaws_(2014)#Election_of_the_Board_of_Directors board member term] changing from max 4 years to max 4 years on the Executive. Nancy: Should we approve a motion at the board table as a recommendation for the AGM? Dan: Yes, this would be good context for members so see that board is in support. Derek: Would this theoretically allow someone to stay on the board for 30 years? Anna: Yes, if we only limit Executive term, would allow non-Exec to stay on for any length of term. Would have to include a separate amendment or addition about general board member term length (eg. 8 years) if we are interested in limiting this. Jon: Current bylaws seem to allow for 1 year “vacation” from board member but then return. Karl: Would need a draft of Special Resolution for change to Bylaws within 21 days of the AGM on Oct 2, i.e. Sept 11. | |||
* <span style="background: lime;">Action Items:</span> '''Dan''' will draft a motion for email vote prior to Sept 11. | |||
=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine === | === FYI - Community Garden Bike Tour (5 min) Anna, Jasmine === | ||
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* Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues. | * Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues. | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Derek is interested to join :) | ||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
{{Motion | |||
|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. | |||
|first=Dan | |||
|second=Nancy | |||
|yes=7 | |||
|no=0 | |||
|abstain=0 | |||
|result= | |||
}} | |||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** | ** Draft FY 2017 Budget (30 min) Jon | ||
{{Motion | |||
|motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion. | |||
|first=Anna | |||
|second=Jasmine | |||
|yes=7 | |||
|no=0 | |||
|abstain=0 | |||
|result= | |||
}} | |||
== Adjournment == | == Adjournment == | ||
{{Motion | |||
|motion=To adjourn the meeting at 9:16 pm. | |||
|first=Jasmine | |||
|second=Derek | |||
|yes=7 | |||
|no=0 | |||
|abstain=0 | |||
|result= | |||
}} | |||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2015-2016 Board minutes]] | [[Category:2015-2016 Board minutes]] |