Board Minutes June 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 June 2013

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

  • Location: BikeWorks North, 2nd floor office
  • Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Sarah
  • Minute-taker: Adam
  • Food by: Lee
  • Board attendance:
  • Staff attendance:
  • Regrets: Leila
  • Absent:
  • Guests:

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 (month)(year) minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Board Retreat

  • Date: Saturday July 7 @ 10am-3pm
  • Location: TBA
  • Chair:
  • Minute-taker:
  • Food by:
  • Topics tabled for the Retreat from past meetings"
    • (June 2013) Hiring 3rd staff for fixing up bikes for sale
    • (June 2013) Rental program?
    • (June 2013) AGM logistics: Date (Sunday Sept 22 or Oct 6?), location, budget, board member recruitment, etc.

Logistics for Next Regular Meeting

  • Date: Wednesday July 24
  • Location: BikeWorks South, 2nd floor lounge
  • Chair:
  • Minute-taker:
  • Food by:

Reports

President's Report (5 min)

President's Report

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • 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 (15 min)

  • Treasurer's Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (10 min)

Executive Director's Report

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (10 min)

BikeWorks Report

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Board Retreat Committee Report (__ min)

Committee 1 Report

  • Review logistics...
  • Review possible agenda and any prep work required by board members...
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Alberta Bike Conference Committee Report (2 min)

  • via email from Bernadette: "The dates will be Sept 28-29 (1/2 day on Sunday). We will have 3 session topics: education, infrastructure and advocacy. We are looking for speakers on each topic, plus group activities etc. I think we'll be sending out invites etc in the next few weeks, so if you know of someone who might be interested, please let us know."
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.


Mid-year Retreat Planning Committee Report (10 min)

  • Discussion notes:
    • Date: July 7th, 10am-3pm
    • Topics: Any particulars we should discuss other than SMART goals, etc?
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • 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 send Coreen Cam W's contact info. DONE
    • Coreen will arrange to receive the cement blocks he would like to donate for BWS yard.
  • Chris Co will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
  • Chris Ch will contact Kornelsen family to discuss Memorial Ride in August.
  • Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
  • Leila will ask Paul about timely reimbursements, getting a credit card for staff to make larger purchases, and thoughts on hiring a book keeper.
  • Chris Co will help with membership mailouts.
  • Justin will take the steps to become a signing authority as new Secretary.
  • Chris Ch will update website with new board positions.
  • Adam will contact Matt M regarding interim board member position. DONE. via email: "appreciated being asked to join, but he's moving to Camrose."


Board Vacancies (10 min)

  • Neil via email: "Bylaw 5.e. makes it part of our responsibilities to fill board vacancies between general meetings, until they can be elected properly at the next general meeting. So, no special general meeting will be required."
  • Sarah via email: I appreciate Justin's proposed approach; I'd also be in favour of putting out a time limited call for applications. Definitely including those candidate that ran in the last election to apply.
    • What are the next/necessary steps to fill the vacancy? Email members? Include the invitation in the newsletter?
    • Do we have an application (or draft) already? If not, what would we like to know from potential candidates? Can we upload this application to the website? When will the closing date be?
  • Could we make announcement at Bike Month events? (If so, which ones? who can do this?) Perhaps create handbill to recruit potential board members or board committee volunteers?
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Business Item 1 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Business Item 2 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

New Business

Municipal Election Campaign (10 min)

  • Review current EBC presence. Review issue(s) that we should focus on. Set Top 2-3 priorities for EBC Muni Campaign (reflecting on our 2013 Organizational/Board goals?). Review Chris' proposed actions.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

New Business Item 1 (_ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


In Camera Session (__ min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
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