Board Minutes April 2013

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

EBC Board Meeting Minutes for April 23, 2013

Board meetings are open to the public.

• Location: Education South 3-27, University of Alberta
• 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:
• Minute-taker:
• Food by:
• Board attendance:
• Staff attendance:
• Regrets: Sarah, Bernadette
• 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 Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

Reports

President's Report (5 min)

• President's Report April 2013
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Treasurer's Report (10 min)

• Treasurer's Report April 2013
• AGLC Report
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Executive Director's Report (10 min)

• Executive Director's Report April 2013
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

BikeWorks Report (10 min)

• [BikeWorks Report (Month) (Year)|BikeWorks Report]
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Volunteer Appreciation Event Committee (5 min)

• Minutes from April 21 meeting
• Date: Saturday May 4
• General Plan:
  • 6:00pm gather at BW [will determine which location when we determine party venue]
  • 6:30pm group ride begins
    • Route TBD. Ride will have at least 1 stop for a Scavenger Hunt style grocery shop for barbeque supplies.
  • 7:30pm arrive at house venue for barbeque potluck. Fire up the Barbeque Bike!
  • 9:00pm Volunteer Awards
    • Announce winners from the volunteer award nomination categories (share the link: http://ow.ly/khznD ).
    • Hold live competitions/challenges.
      • RACE - Fastest Flat Fixer
      • CREATIVE MOVEMENT/MUSIC - Interpretive Mechanic Dance-Off (fix bike while dancing or aerobics or something)
      • TRIVIA - Name That Tool/Part
      • CREATIVE THEATRE - Charades (eg. Mandel, Sloan, Diotte, Rob Ford, etc) - organizer needs to write a few points about each character to help cue the participant on relevant bike things that this person does/said
      • RACE - Tiny bike race (family friendly! hopefully kids win but open to all ages)
  • 10:00pm dance party
• Help! We could use some help with bottom-lining some of these areas. Any board members interested? Our next planning meeting is Tues April 30 @ BWS.
• Anna: March meeting we informally approved a $400 for 2 Volunteer Appreciation events per year. Just want to formalize this with a motion since it is a new budget item.
• Discussion notes:
• Motion:To allocate $400 per year for Volunteer Appreciation events (one spring, one fall). Motioned by Anna. Seconded by . Motion Failed/Carried.
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Committee 2 Report (__ min)

• [Committee 2 Report (Month) (Year)|Committee 2 Report]
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
• Paul will coordinate the new signing authorities (Leila, Adam, Micah) for our bank accounts.
• Micah will find some good links/resources to board on how to use wiki and how to save folders/docs in Google Drive. Deadline: March 19th.
• Anna will send out possible July dates for mid-year goals check-in. DONE - SUNDAY JULY 7 @ 10am-3pm. Please mark your calendars.

Review EBC 2013 Goals and Personal Goals (15 min)

• Review the 3 S.M.A.R.T. (specific, measurable, achievable, results-oriented, time-specific) goals for the board/organization that we created at the January retreat, since we have never seen them all together yet.
  • Sarah typed up the SMART goal for the Charitable status goal.
  • Duncan typed up the SMART goal for the financial goal.
  • Justin typed up the SMART goal for the HR goal.
• Personally review the 3 goals board members set for themselves. This is one quarter of the way through the year! How are you doing on your goals?
• Reminder: log your board volunteer hours each month! Look how unused this spreadsheet is :(
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Appoint Acting President and VP (2 min)

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

New Business

Questions from HR Policy Committee (10 min)

• Mostly importantly, to what extend should the board vs the ED be responsible for performance reviews of other staff.
• 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: . Motioned by . Seconded by . Motion Failed/Carried.