Board Minutes August 2014

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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 August 20, 2014

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

  • Location: TBA
  • Start Time: 6:30 p.m.

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: Anna
  • Food by: Leila
  • Board attendance:
  • Staff attendance:
  • Regrets: Bernadette
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: Wed Sept 17, 2014
  • Location:
  • Chair:
  • Minute-taker: Anna
  • Food by:

AGM

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this August meeting agenda, July 2014 minutes, and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

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

Treasurer's Report

Executive Director's Report

  • [ED Report (Month) (Year)]

BikeWorks Report

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Ongoing: Committee chairs to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • 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. June 2014: Anna will check with Servus to clarify what status of card application is...
  • Jan 2014: Kristen present proposed bylaw change at AGM 2014.
  • Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
  • April 2014: Bernadette will get further details on procedure to submit a letter to AGLC or sign onto a group letter.
  • 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.
  • 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: 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: Doug will send Janine contact info for Good100 fellow who is running a social enterprise storage facility.
  • June 2014: Policy Committee to add an Advertising Policy to the wish list.
  • 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: Leila will contact Micah and coordinate closing TD and RBC accounts.
  • July 2014: Everyone review your 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: Caylie will post the notes from the small group discussions here


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
  • May 2014: Sarah will research organizing First Aid classes for staff and BW volunteers. 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

Budget FY2015 (30 min)

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

Alberta Bicycle Commuter's Conference (5 min)

  • After great success last year and growing support, Bernadette Blakey will host this year's conference on Oct 4 - 5th with the help of Sarah Harold. 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.

  • Discussion notes:

Motion: To ___. Moved by , seconded by . Motion Failed/Carried.

New Business

Social Media Directive (5 min)

  • Review of new procedure for social media directive
  • 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 (40 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:
    • 30 min HR topic

Adjournment

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