Board Minutes August 2014: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [http://edmontonbikes.ca/w/Board_Minutes_September_2014 Sept 2014 board meeting].''''' | ||
== EBC Board Meeting Minutes for August 20, 2014 == | == EBC Board Meeting Minutes for August 20, 2014 == | ||
| Line 5: | Line 5: | ||
Board meetings are open to the EBC members and the public. | Board meetings are open to the EBC members and the public. | ||
* Location: | * Location: Room 113, Education South, UofA | ||
* Start Time: 6:30 p.m. | * Start Time: 6:30 p.m. | ||
| Line 14: | Line 14: | ||
* Minute-taker: Anna | * Minute-taker: Anna | ||
* Food by: Leila | * Food by: Leila | ||
* Board attendance: | * Board attendance: Sarah, Leila, Matt, Caylie, Chris Co, Bernadette, Kristen, Carlos, Doug, Anna | ||
* Staff attendance: | * Staff attendance: Chris Ch, Coreen | ||
* Regrets: | * Regrets: Steve | ||
* Absent: | * Absent: | ||
* Guests: Kyra | * Guests: Kyra (CSL non-profit board internship intern) | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 640pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Wed Sept 17, 2014 | * Date: Wed Sept 17, 2014 | ||
* Location: | * Location: UofA, room TBA | ||
* Chair: | * Chair: Matt | ||
* Minute-taker: Anna | * Minute-taker: Anna | ||
* Food by: | * Food by: Carlos | ||
* Regret: Sarah | * Regret: Sarah, Doug, Bern (?) | ||
AGM | AGM | ||
* Date: Sunday Sept 28, 2014 @ 1pm-3pm | * Date: Sunday Sept 28, 2014 @ 1pm-3pm | ||
* Location: [http://www.ritchiecl.com/ Ritchie Community Hall], 7727 98 Street | * Location: [http://www.ritchiecl.com/ Ritchie Community Hall], 7727 98 Street | ||
* Regrets: Sarah | |||
* <span style="background: lime;">Action Items:</span> '''Board members''' and staff should plan to be available to help out 11am-4pm | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
* <span style="background: yellow;">Motion:</span> To approve this August meeting agenda, [http://edmontonbikes.ca/w/Board_Minutes_July_2014 July 2014 minutes], and reports as presented below. Motioned by . | * <span style="background: yellow;">Motion:</span> To approve this August meeting agenda, [http://edmontonbikes.ca/w/Board_Minutes_July_2014 July 2014 minutes], and reports as presented below. Motioned by Leila, seconded by Kristen. Doug abstains. '''Carried.''' | ||
=== President's Report === | === President's Report === | ||
* | *n/a | ||
=== Treasurer's Report === | === Treasurer's Report === | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1PbtvW8sV_4CVc8Yk0zwU3p-tMvWaEhGVDoCQW5EFA0E/edit June 2014 Financial Report] - submitted July 18 by Neil | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1PbtvW8sV_4CVc8Yk0zwU3p-tMvWaEhGVDoCQW5EFA0E/edit June 2014 Financial Report] - submitted July 18 by Neil | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/19IaWnbz1S8YxR0KmylJPLZwGvs4P9-TzyXh_otAozTA/edit?usp=sharing 2015 budget revisions] (confidential) - submitted July 18 by Neil | * [https://docs.google.com/a/edmontonbikes.ca/document/d/19IaWnbz1S8YxR0KmylJPLZwGvs4P9-TzyXh_otAozTA/edit?usp=sharing 2015 budget revisions] (confidential) - submitted July 18 by Neil | ||
** for review only, not approving 2015 budget! | |||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1IG0s8HqDUXMCIu4Irh2Yx0ozN2xly4uo_3-ujt7YvUk/edit July 2014 Financial Report] - submitted Aug 18 by Neil | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1IG0s8HqDUXMCIu4Irh2Yx0ozN2xly4uo_3-ujt7YvUk/edit July 2014 Financial Report] - submitted Aug 18 by Neil | ||
=== Executive Director's Report === | === Executive Director's Report === | ||
* | *n/a | ||
=== BikeWorks Report === | === BikeWorks Report === | ||
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1t-ZbvKcMoBWyjrb7Cd2uB2wuFO7JfaNq17YZWn8Hzqo/edit BikeWorks Report July 2014] - submitted Aug 5 | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1t-ZbvKcMoBWyjrb7Cd2uB2wuFO7JfaNq17YZWn8Hzqo/edit BikeWorks Report July 2014] - submitted Aug 5 | ||
* Discussion: | |||
** As of Aug, Coreen is working normal hours (40/wk) | |||
** <span style="background: lime;">Action Items:</span> '''HR Committee''' will meet with Coreen to discuss solutions to interpersonal issues at BW. | |||
=== Advocacy Committee Report === | === Advocacy Committee Report === | ||
* | *n/a | ||
=== H.R. Committee Report === | === H.R. Committee Report === | ||
* | *n/a | ||
=== Policy Committee Report === | === Policy Committee Report === | ||
* | *n/a | ||
=== Strategic Planning Committee Report === | === Strategic Planning Committee Report === | ||
* | *n/a | ||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 79: | Line 85: | ||
* April 2014: '''Anna''' will draft a response to patron about EBC current and proposed practices re inclusion/accessibility. | * April 2014: '''Anna''' will draft a response to patron about EBC current and proposed practices re inclusion/accessibility. | ||
* April 2014, June 2014: '''Chris Co''' will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. '''Chris Co''' will send to '''Caylie''' for review. Final position will be posted to Advocacy listserv. | * April 2014, June 2014: '''Chris Co''' will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. '''Chris Co''' will send to '''Caylie''' for review. Final position will be posted to Advocacy listserv. | ||
** Update: '''Chris Co''' will send to Caylie before Sept meeting. | |||
* May 2014: '''Anna''' will follow up with ATB and YCR2 with report/thank you for donations. | * May 2014: '''Anna''' will follow up with ATB and YCR2 with report/thank you for donations. | ||
* May 2014: '''Executive Committee''' (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements) | * May 2014: '''Executive Committee''' (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements) | ||
* May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done. | * May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done. | ||
* June 2014: '''Caylie''' will write draft job description for bike builder, workshop instructor, admin position and send to staff. '''Chris, Coreen''' to present draft to volunteers by end of August 2014. | * June 2014: '''Caylie''' will write draft job description for bike builder, workshop instructor, admin position and send to staff. '''Chris, Coreen''' to present draft to volunteers by end of August 2014. | ||
* | ** Update: Need clarification about whether this is happening. | ||
* June 2014: '''Chris Co''' will begin coordinate memorial ride event (contacting people, food pick up, etc). '''Leila''' will get card. '''Sarah''' will look into mental health partnerships or initiatives that EBC could take on. | * June 2014: '''Chris Co''' will begin coordinate memorial ride event (contacting people, food pick up, etc). '''Leila''' will get card. '''Sarah''' will look into mental health partnerships or initiatives that EBC could take on. | ||
** Leila done. | |||
* June 2014: '''Leila''' will contact Micah and coordinate closing TD and RBC accounts. | * June 2014: '''Leila''' will contact Micah and coordinate closing TD and RBC accounts. | ||
** Update: Leila has contacted RBC. More to do... | |||
* July 2014: '''Everyone''' review your [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B0wWWHPTzO0vbHZ6N0NSd0tnMzA personal board goals] that were written at the Nov 2013 board retreat to do a personal reflection on how you are doing so far | * July 2014: '''Everyone''' review your [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B0wWWHPTzO0vbHZ6N0NSd0tnMzA personal board goals] that were written at the Nov 2013 board retreat to do a personal reflection on how you are doing so far | ||
'''COMPLETED''' | '''COMPLETED''' | ||
* Feb 2014: '''Strategic Planning Committee''' will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014. '''DONE''' | * Feb 2014: '''Strategic Planning Committee''' will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014. '''DONE''' | ||
* May 2014: '''Sarah''' will research organizing First Aid classes for staff and BW volunteers. '''DONE''' | * May 2014: '''Sarah''' will research organizing First Aid classes for staff and BW volunteers. '''DONE''' | ||
** Update: '''Sarah''' will email quotes for training for further consideration. Will check into getting safety audits at our location at same time as first aid training. | |||
* May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done. | |||
** Update: Next steps... require outside safety audit. '''Doug and Sarah''' will seek some quotes. | |||
* June 2014: '''Strategic Planning Committee''' will contact Janine to have further meeting about You Can Ride 2. '''DONE''' | * June 2014: '''Strategic Planning Committee''' will contact Janine to have further meeting about You Can Ride 2. '''DONE''' | ||
* June 2014: '''Anna''' will review 2014 budget to determine if any food budget is available. If not, BYOL/potluck. '''DONE''' | * June 2014: '''Anna''' will review 2014 budget to determine if any food budget is available. If not, BYOL/potluck. '''DONE''' | ||
* June 2014: '''Doug''' will send Janine contact info for Good100 fellow who is running a social enterprise storage facility. | |||
** Update: '''Doug''' will follow up with Janine to see if anything needs to be done. | |||
* June 2014: '''Policy Committee''' to add an Advertising Policy to the wish list. | |||
* June 2014: '''Leila''' will get card for Des. | |||
* July 2014: '''Caylie''' will post the notes from the small group discussions [https://docs.google.com/a/edmontonbikes.ca/document/d/1UTjJYhd-xGrGjxbnecouWgOxKBqDvvD8guLdcOEzGz4/edit#heading=h.yvkasek8x48 here] | |||
=== CSL Intern! (10 min) === | === CSL Intern! (10 min) === | ||
* | * Welcome Kyra! | ||
* 3rd year degree in Biz and Biz Law. | |||
* Will be volunteering with EBC Sept2014-Apr2015 through the U of A's [http://www.csl.ualberta.ca/ community service learning] (CSL) [http://www.csl.ualberta.ca/Students/Non-Profit%20Board%20Internship.aspx board internship program] | |||
* Caylie and Kyra will be attending a meeting on Sept 6 as an orientation. Will clarify whether Kyra should attend <i>in camera</i> discussions. | |||
* Interests: poverty alleviation in particular homelessness, reaching out to marginalized communities, etc | |||
* You Can Ride 2 c/o Janine will have a number of CSL interns as well but focused on Marketing, Psychology. Caylie is working with Janine on this. | |||
=== Budget FY2015 (90 min)=== | |||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Matt, seconded by Sarah. '''Motion Carried.''' | |||
* break 8:20-830pm | |||
* <span style="background: yellow;">Motion:</span> To extend the meeting time by 30 min to 9:05pm. Moved by Kristen, seconded by Doug. '''Motion Carried.''' | |||
* Chris Ch: Spoke has $300/mo each and all goes to pizza. Would like to increase program expenses for the Spoke to $700/year each (no pizza, 300 volunteer coordinator honoraria, 400 program expenses). Demographics of participants has changed and pizza is no longer essential for participation... Will work on ways to have (healthier) food options still available. | |||
** <span style="background: lime;">Action Items:</span> '''Anna''' will ask Neil to incorporate $700/year to Program Expenses into FY2015 Budget for Spoke. Inquire where YCR2 budget increases are listed. | |||
* <span style="background: yellow;">Motion:</span> To end <i>[https://en.wikipedia.org/wiki/In_camera in camera] discussion</i>. Moved by Anna, seconded by Leila. '''Motion Carried.''' | |||
=== | === Alberta Bicycle Commuter's Conference (5 min)=== | ||
* | * After great success last year and growing support, Bernadette will host this year's conference on Oct 4 - 5 with the help of Sarah. | ||
* | * We would like to officially extend an invite to all Board Members who are interested in attending and participating in this event. A collaboration on transportation and lodging can be arranged to save expenses. Please save the date. | ||
* | * Donations have been made by AB Bike Swap and ABA. | ||
* | * We would like to add EBC to this list of donors, with a contribution of $500. | ||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To donate $500 to ABCC. Moved by Matt, seconded by Kristen. '''Motion Carried.''' | ||
== New Business == | == New Business == | ||
=== Annual General Meeting 2014 plans ( | === Annual General Meeting 2014 plans (5 min)=== | ||
* Reports for Annual Report | * Are you staying on the board for 2014-2015? | ||
* Food coordinator | ** Leila - yes seeking reelection | ||
* Door prize coordinator | ** Sarah - not seeking reelection | ||
* Volunteer awards coordinator | ** Carlos - yes (seeking official election) | ||
** Anna - yes seeking reelection | |||
** Bernadette - max term (4yr) superstar! | |||
** Caylie - yes second half of term | |||
** Chris Co - yes second half of term | |||
** Douglas - undecided | |||
** Kristen - not seeking reelection | |||
** Matthew - not seeking election | |||
** Steve - unsure? | |||
** Vacant - still vacant | |||
* Reports for [http://edmontonbikes.ca/w/Annual_Reports Annual Report] | |||
* Food coordinator - Matt | |||
* Door prize coordinator - Kristen | |||
* Volunteer awards coordinator - Chris Co | |||
=== Social Media Directive ( | * <span style="background: lime;">Action Items:</span> '''Matt, Kristn, Chris Co''' will arrange the food, door prizes and volunteer awards, respectively by Sept board meeting. | ||
=== Social Media Directive (10 min)=== | |||
* Review of new procedure for social media directive | * Review of new procedure for social media directive | ||
* | * Tabled. Will discuss in Sept | ||
=== Women, Trans, Femme Day (10 min)=== | === Women, Trans, Femme Day (10 min)=== | ||
* | * Tabled. Will discuss in Sept | ||
=== | === Cash Deposits (10 min)=== | ||
* | * Will discuss in Sept | ||
* | * <span style="background: lime;">Action Items:</span> '''Carlos''' will ask Servus if we can get 2 deposit cards. '''Anna''' will make a deposit before sept. | ||
== <i>In Camera</i> Session (40 min)== | == <i>In Camera</i> Session (40 min)== | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Bernadette, seconded by Sarah. '''Motion Carried.''' | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** | ** Chris Chan's topic (20 min) | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To adjourn the meeting at 9:58pm. Moved by Anna, seconded by Leila. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2013-2014 Board minutes]] | [[Category:2013-2014 Board minutes]] | ||