Board Minutes April 2014

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

EBC Board Meeting Minutes for April 16, 2014

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

• Location: room 262, Education South, University of Alberta main campus
• 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: Doug
• Minute-taker: Anna (Matt back up)
• Food by: Carlos
• Board attendance:
• Staff attendance:
• Regrets: Caylie
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Wed May 21, 2014
• Location: BikeWorks North??
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve April agenda, March 2014 minutes, and March 2014 reports as presented (below). Motioned by . Seconded by . Motion Failed/Carried.

President's Report

• [President's Report (Month) (Year)]

Treasurer's Report

• [Treasurer's Report (Month) (Year)]

Executive Director's Report

• Executive Director's Report February 2014 - submitted Mar 6 - not yet approved
• [Executive Director's Report March 2014] - submitted __

BikeWorks Report

• BikeWorks Report March 2014 - submitted April 5

Advocacy Committee Report

• [Advocacy Committee Report (Month) (Year)]

H.R. Committee Report

• [H.R. Committee Report (Month) (Year)]

Policy Committee Report

• [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report

• [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2014 board volunteer hours for the past month.
• Committee chairs to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. Ongoing.
• Oct 2013: Anna to make record of what to do for next AGM.
• Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director.
• Nov 2013: Chris Corrigan to change email name back to "Chris Corrigan" (not "EBC Board Mail").
• Dec 2013: Sarah will create a google doc for charitable status barriers & needs (strategic planning collaboration).
• Jan 2014: Kristen present proposed bylaw change at AGM 2014.
• Feb 2014: Anna, Carlos, Matt, Sarah to take pics and write bio for website.
• Feb 2014: Carlos and Caylie to investigate options and associated costs for Electronic Transfers with Servus.
• Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
• Feb 2014: Strategic Planning Committee will continue to gather info to bring a proposal regarding EBC name change to the board in July.
• Feb 2014: Sarah, Bernadette, Doug will be on ad-hoc Volunteer Appreciation committee. Matt is interested in knowing specific roles when they are determined.
• Feb 2014: Caylie, Carlos, Neil will meet to review treasurer role and get signing authority names updated.
• Feb 2014: Carlos, Derek, Anna will meet to do a mini-orientation.
• Mar 2014: Doug will contact commercial bike repair applicant by phone by March 21.
• Mar 2014: name will print out meeting motion to approve Carlos as signing authority and admin to online bank accounts, have it signed by all signing authorities, and fax it to Servus by March 21.

COMPLETED

Casino Advisor (10 min)

• Bernadette raised this topic via email.
• The advisor (not count room person) is now working an extra 2-3 hrs per day. AGLC has denied the request to allow the advisor to get paid more from the casino account. But groups can transfer money into the casino acct from general funds and pay more.
• EBC's advisor requested that we transfer money to pay them for the extra hours. The request is an additional $255+gst= $267.75. The total payment would be $1,785 (divided between the day and night advisors).
• EBC's advisor requested us to petition AGLC this issue and ask about how the casino funds will be divided. There are 5 casinos in the city. The profits are divided evenly between the charities. Not all the casinos are accepting the new hours, so some groups have up to 6 hours more shifts to cover but they all get the same payout. No rules or guidelines have been put in place.
• Discussion notes:

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

Business Item 2 (__ min)

• Discussion notes:

New Business

BWS Reno Budget (20 min)

• BikeWorks Manager report has pointed to a number of expenses outside of the approved budget. Financial assessment is required before any further expenses are incurred.
• Discussion notes:

• Action Items: Anna will book meeting space for May-Dec by next meeting.

Patron Experience at Shops (10 min)

• Email feedback from patron describes shops as unwelcoming and not accessible.
• Separation of tasks (governance and operational) is required to address this issue...
• Formal response to patron is required.
• Discussion notes:

• Action Items: name will __ by (date).

Board meeting location May-Oct (5 min)

• Our room booking at U of A ends in April. Typically we only meet at U of A during winter months, and meet at BWS or BWN during spring-fall.
• Proposal: May, July, Sept meetings @ BWN; June, Aug, Oct @ BWS. Nov meeting could resumes at U of A.
• Discussion notes:

• Action Items: Anna will book meeting space for May-Dec by next meeting.

Annual General Meeting (10 min)

• Need to determine AGM date, time, location.
  • Sunday Sept 28? Sunday Oct 5 = AB Bicycle Commuters Conference. Sunday Oct 12?
• Need to strike ad-hoc AGM Committee to organize logistics, begin board recruitment, etc.
• Discussion notes:

• Action Items: name will ____ by (date).

Accountability for Report Approvals (10 min)

• Anna is concerned that staff and committee reports may not be getting reviewed adequately. This may be in part due to the consent agenda where no details of the reports are reviewed unless specified by the author(s). Would like to make a formal sign-off section at end of each report for directors and staff to sign (electronically) once they have read through the document.
  • Proposed format: Reviewed By (Name), (Date), Comments
  • The 'comments' would be for questions, concerns, etc about the entire report, not just particular topics. This would also be a space to flag a topic for further discussion at the next board meeting.
• Discussion notes:

• Motion: To add a section to the end of all future EBC staff and committee reports for directors and staff to sign once reviewed. This will help inform the report approval at the following board meeting. Moved by Anna, seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session (__ min)

• Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
• Please list how long you believe your topic will take to discuss:

Adjournment

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