Bike Edmonton

Board Minutes April 2015

Revision as of 01:07, 23 April 2015 by Anna Vesala (talk | contribs)

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

EBC Board Meeting Minutes for April 22 2015

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

  • Location: Rm 113 Ed South, U of A
  • 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: Alex
  • Minute-taker: Anna
  • Food by: Anna
  • Board attendance: Alex, Michelle, Rachel, Nancy, Anna, Jon (by phone-in)
  • Staff attendance: Coreen (6:40), Chris Ch (6:47)
  • Regrets: Adrian, Alexey, Geoff
  • Absent: Dan, Chris Co
  • Guests: n/a

Call to Order

  • Meeting called to order by Alex at 6:50 pm.

Logistics for Next Meeting

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

Approval of Agenda, Minutes, Reports (5 min)

Anna moves to approve agenda, Nancy second. Carried.

  • Motion: To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

Nancy moves to approve reports (financial, ED), Michelle. Anna abstains. Carried.

President's Report

  • [President's Report (Month) (Year)]

Treasurer's Report

  • [Treasurer's Report (Month) (Year)]

Executive Director's Report

  • [ED Report (Month) (Year)]

BikeWorks Report

  • [BikeWorks Report (Month) (Year)]

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 2015 board volunteer hours for the past 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.

COMPLETED


Board Resignation (1 min)

  • Chris Haworth confirmed via email to Jon his resignation from the board effective March 2015.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Strategic Plan Update (10 min) - Nancy

  • Chris Ch, Alex, Geoff, Nancy met last week
  • Compared board strategic plan from March retreat and staff team plan. Quite similar!
  • Chris Ch will add:
    • Project Management doc lines up quite closely with the board doc
    • Chris' doc had more topics, so team will now go back to prioritize and decide what will be possible to achieve. Chris doesnt expect any drastic changes.
    • Chris has shared the board SP with the staff team.
  • Jon: Next step is for Prez to go through SP and meet with each board member or committee to come up with Implementation Plan for each topic.
  • Nancy: Chris will then set performance mgmt plan for staff on these topics, and board will set Chris' performance mgmt plan (indicators) - to do by HR Committee.
  • Action Items: Anna will add SP check in as standing item in future agendas.

Reporting (5 min)

  • Nancy: As we've asked Chris to submit reports in a timely manner, board needs to be diligent about reading and reviewing with comments in an equally timely manner and sign off.
  • Chris Ch: My reports now include an overview of what each employee is accomplishing. We are having weekly team meetings and using a new Project Mgmt software to track our projects. This info is then compiled into my report. This should give the info the board wants and needs, but please let me know if there are pieces of info that should be added.
  • Nancy: Would like to be as 'admin lean' as possible so I'm ok with 1 report if that simplifies the process.
  • Rachel, Alex: As long as its balanced reporting.
  • Coreen: Dont want to assign myself writing work, but Chris and I both work full time so he doesnt necessarily include my info in his report. Is getting 1 paragraph in Chris' report sufficient or are my 4 page reports useful?
  • Nancy: Do staff see/review Chris' report before submitting it? Chris: Yes, I sent it to them to review. Nancy: This would help ensure that details from each staff are being complete.
  • Alex: Do we have a monthly report/newsletter to members?
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Board Recruitment (5 min)

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

Charitable Status (5 min)

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

Agenda BUilding (5 min)

  • Chris Haworth confirmed via email to Jon his resignation from the board effective March 2015.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


New Business

New Business Item 1 (__ min)

  • Discussion notes:
  • Motion: To ___. Moved by , 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:
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_April_2015&oldid=2825"