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Board Minutes August 2015: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes September 2015|September 2015]] board meeting.''''' | ||
== EBC Board Meeting Minutes for August 19, 2015 == | == EBC Board Meeting Minutes for August 19, 2015 == | ||
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* Board attendance: Nancy, Geoff, Adrian, Alex, Anna, Jon, Dan (by phone) | * Board attendance: Nancy, Geoff, Adrian, Alex, Anna, Jon, Dan (by phone) | ||
* Staff attendance: Chris Ch, Coreen (715ish) | * Staff attendance: Chris Ch, Coreen (715ish) | ||
* Regrets: Rachel | * Regrets: Rachel, Alexey | ||
* Absent: Chris Co | * Absent: Chris Co | ||
* Guests: Neil | * Guests: Neil | ||
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=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2015 board volunteer hours] for the past month. | * '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2015 board volunteer hours] for the past month. | ||
* '''Everyone''' sign reports that you have reviewed each month. | * '''Everyone''' sign reports that you have reviewed each month. | ||
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* Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited. | * Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited. | ||
* Jul 2015: '''Anna''' will investigate north side venues within the AGM budget line. Will update by August meeting. | * Jul 2015: '''Anna''' will investigate north side venues within the AGM budget line. Will update by August meeting. | ||
'''COMPLETED''' | '''COMPLETED''' | ||
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=== BWN Lease (10 min) Adrian === | === BWN Lease (10 min) Adrian === | ||
* [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc Draft lease] for Sept 1 to Aug 31, 2018 (3 year term) | * [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc Draft lease] for Sept 1 to Aug 31, 2018 (3 year term) | ||
** see [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc previous lease] for reference | ** see [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc previous lease] for reference | ||
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* Adrian received request from Coreen to play garbage bin in alley. Jon: Must tell landlord of our intentions to do this before moving forward. | * Adrian received request from Coreen to play garbage bin in alley. Jon: Must tell landlord of our intentions to do this before moving forward. | ||
* Adrian: Chris Ch would like a trailer for our metal disposal. Also need approval from landlord. | * Adrian: Chris Ch would like a trailer for our metal disposal. Also need approval from landlord. | ||
* Discussion notes: | * Discussion notes: | ||
** Jon: base rent remains unchanged from previous lease. Variable rent has changed (incr by $168/mo). This incl property tax, snow removal, etc. Neil: This is due to property taxes, which almost doubled this year. Jon: Read in earlier lease convos that BW could apply for property tax exemption. Neil: This may change if we become a charity. There are 2 categories for exemptions: building would have to be owned by a NFP. So we would not likely succeed in getting a property tax exemption. | ** Jon: base rent remains unchanged from previous lease. Variable rent has changed (incr by $168/mo). This incl property tax, snow removal, etc. Neil: This is due to property taxes, which almost doubled this year. Jon: Read in earlier lease convos that BW could apply for property tax exemption. Neil: This may change if we become a charity. There are 2 categories for exemptions: building would have to be owned by a NFP. So we would not likely succeed in getting a property tax exemption. | ||
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* Discussion notes: | * Discussion notes: | ||
** Dan: will update this for Sept meeting for board approval. | ** Dan: will update this for Sept meeting for board approval. | ||
=== AGM Organizing (10 min) Anna === | === AGM Organizing (10 min) Anna === | ||
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** "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program." | ** "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program." | ||
* Should we have a Director assigned to each [http://edmontonbikes.ca/services/ Program]? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc? | * Should we have a Director assigned to each [http://edmontonbikes.ca/services/ Program]? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc? | ||
== New Business == | == New Business == | ||
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=== Budget 2015-6 (30 min) Neil === | === Budget 2015-6 (30 min) Neil === | ||
* Review of [https://docs.google.com/spreadsheets/d/1e7gsDAsmRSH56GLFDv4ONQn8U4G3xvuwi20nXUmhSDQ/edit Budget 2014-5] | * Review of [https://docs.google.com/spreadsheets/d/1e7gsDAsmRSH56GLFDv4ONQn8U4G3xvuwi20nXUmhSDQ/edit Budget 2014-5] | ||
* [https://drive.google.com | * [https://drive.google.com/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view?resourcekey=0-vuXtEdwPu9Kay6-dDxQ5bw Draft 2015-6 Budget] | ||
* Discuss priorities for 2015-6 | * Discuss priorities for 2015-6 | ||
* | * Currently forecasting about $15k this year. First loss in last 3 years. There is space for our org to move but what is our plan for plugging this hole? | ||
* Neil: I have put together what I consider to be a 'stay the course' budget. Estimating each shop grows 6%. Employ similar staff to this year (FT ED, 35 BW, 30 Prog Coord, 20 Outreach, 20 BB. | * Neil: I have put together what I consider to be a 'stay the course' budget. Estimating each shop grows 6%. Employ similar staff to this year (FT ED, 35 BW, 30 Prog Coord, 20 Outreach, 20 BB. | ||
* YCR2 has huge grant funding. Dont see them needing support from EBC budget. I used the same budget as last year ($2k) for them. | * YCR2 has huge grant funding. Dont see them needing support from EBC budget. I used the same budget as last year ($2k) for them. | ||
* Spoke. Last year we paid honorarium for coordinator. $1800 for supplies and food. | * Spoke. Last year we paid honorarium for coordinator. $1800 for supplies and food. | ||
* Discussion notes: | * Discussion notes: | ||
** Anna: Previously, we had 4 tabs on the budget - Overhead costs, BWS budget, BWN budget, and Total. Could separate out two more tabs - YCR2 budget and Spoke budget? This would allow us to give YCR2 and Spoke their annual budget that is distinct and precise. If they can track their own revenue & expenses and confirm with our monthly financial reports, I think they will have better understanding of their financial capacities. | ** Anna: Previously, we had 4 tabs on the budget - Overhead costs, BWS budget, BWN budget, and Total. Could separate out '''two more tabs - YCR2 budget and Spoke budget'''? This would allow us to give YCR2 and Spoke their annual budget that is distinct and precise. If they can track their own revenue & expenses and confirm with our monthly financial reports, I think they will have better understanding of their financial capacities. | ||
** Neil: I can tell them how much they have spent. I cant tell them how much they ..... YCR2 has their own partner funding that we dont know about so I dont know a lot about their info. | ** Neil: I can tell them how much they have spent. I cant tell them how much they ..... YCR2 has their own partner funding that we dont know about so I dont know a lot about their info. | ||
** Jon: one concern YCR2 has is that they cant control their expenses. Would like them to have their own account so they have signing authority to do this within their budget or their own account. | ** Jon: one concern YCR2 has is that they cant control their expenses. Would like them to have their own account so they have signing authority to do this within their budget or their own account. | ||
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** Jon: If they manage their own budget, we could ask in return some sort of mamagement fee and a report with direction on where they are going. | ** Jon: If they manage their own budget, we could ask in return some sort of mamagement fee and a report with direction on where they are going. | ||
** Geoff: When YCR2 presented to us last month, they seemed to be looking for integration with EBC. Jon: I"m only speaking about financial. Operationally would all continue to be integrated but that EBC would be compensated for the soft costs of keeping the org running. There is a lot of value in having a fully functioning board and org to help them go. But financially, they need ability to plan out how they are going to run their program, how to manage their funds, etc. Neil: They have other bank accounts with other organizations (eg. Rotary). Jon: Rotary funding was a condition because $ had to be held by charity so EBC could not do that. | ** Geoff: When YCR2 presented to us last month, they seemed to be looking for integration with EBC. Jon: I"m only speaking about financial. Operationally would all continue to be integrated but that EBC would be compensated for the soft costs of keeping the org running. There is a lot of value in having a fully functioning board and org to help them go. But financially, they need ability to plan out how they are going to run their program, how to manage their funds, etc. Neil: They have other bank accounts with other organizations (eg. Rotary). Jon: Rotary funding was a condition because $ had to be held by charity so EBC could not do that. | ||
** | ** Chris Ch: Instead of management fee, could we incorporate fees into their project for overhead? Neil: Yes, if they want to be more integrated and be seen more like a department of EBC (more like BW) which is a distinction in the software that I use to track costs and revenues. This would be easier to assign a department a budget. | ||
** Anna: should we bring this option of integration to YCR2 to decide? | ** Anna: should we bring this option of integration to YCR2 to decide? | ||
** Coreen: When we have a Program Coordinator for YCR2 and Spoke, this will bridge the communication much better to EBC. | ** Coreen: When we have a Program Coordinator for YCR2 and Spoke, this will bridge the communication much better to EBC. | ||
*. | |||
** '''Bikeology donation'''? Adrian: I was on their board last year and didnt receive arts council grant for this year. Neil: BUdget should be what we expect to spend, so if we are not expecting to spend it we should leave it out. If it comes up, then we can make a decision at that time to alter the budget. | |||
** Bikeology donation? Adrian: I was on their board last year and didnt receive arts council grant for this year. Neil: BUdget should be what we expect to spend, so if we are not expecting to spend it we should leave it out. If it comes up, then we can make a decision at that time to alter the budget. | *. | ||
** Nancy: Is there opportunity for other organizations that we may want '''seed funding''' to support them? IF we put $1k in the budget, let other orgs know we have $ available, then we can allocate it to them as it comes up. Anna: I like the idea of $1k that we could give out as $250 to 4 initiatives/events or $1k to a big one. Chris Ch: How would this affect charitable status? Jon: We could not support other organizations if we were a charity. Anna: Could support other "events"? Chris: Should we just add this $ to the Events line? | |||
*. | |||
** Nancy: Is there opportunity for other organizations that we may want seed funding to support them? IF we put $1k in the budget, let other orgs know we have $ available, then we can allocate it to them as it comes up. Anna: I like the idea of $1k that we could give out as $250 to 4 initiatives/events or $1k to a big one. Chris Ch: How would this affect charitable status? Jon: We could not support other organizations if we were a charity. Anna: Could support other "events"? Chris: Should we just add this $ to the Events line? | ** Geoff: '''Bike Builder position''' (BB)? Chris Ch: CUrrently not paying for itself. If we want it and need to boost it with other revenue, that is a decision to be made. | ||
** Geoff: BB | |||
** Jon: Are there intangible benefits? Coreen: Yes! This position frees me up a lot, help to manage the shop, teach volunteer, teach classes/workshops, has been some of the most important support I have been getting! Everytime BB is doing something that is not building bikes, it is literally covering other things that BW needs to have done. Alex: Should consider calling it something else other than BB if this is not the full nature of the position. Chris Ch: Need to have a conversation about what staffing needs are. Jon: Current budget is $7k to BB position. What is revenue from BB? Chris: I only have data for first 2 months which was less than what we were getting in bike sales when you factor in wages and hours spent on building bikes. There are a lot of estimations so income didnt increase by emplying bike builder. | ** Jon: Are there intangible benefits? Coreen: Yes! This position frees me up a lot, help to manage the shop, teach volunteer, teach classes/workshops, has been some of the most important support I have been getting! Everytime BB is doing something that is not building bikes, it is literally covering other things that BW needs to have done. Alex: Should consider calling it something else other than BB if this is not the full nature of the position. Chris Ch: Need to have a conversation about what staffing needs are. Jon: Current budget is $7k to BB position. What is revenue from BB? Chris: I only have data for first 2 months which was less than what we were getting in bike sales when you factor in wages and hours spent on building bikes. There are a lot of estimations so income didnt increase by emplying bike builder. | ||
** Jon: Did bikes fetch higher price than they would have if volunteer have repaired? Chris: My estimation is that BB does add much more value to bikes. Jon: Can we express that in terms of how much we pay the BB? | ** Jon: Did bikes fetch higher price than they would have if volunteer have repaired? Chris: My estimation is that BB does add much more value to bikes. Jon: Can we express that in terms of how much we pay the BB? | ||
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** CHris: Starting date of April? Coreen: Spring sale event has been a huge event in the past both in sales and community excitement. CHris: Based on data I do have, I would be comfortable keeping this in budget as is. Chris: Would like to start BB in Feb to get bikes ready for April. Coreen: If strictly as BB position, not necessary to retain over winter, could start in Feb. But BW could do with more staff hours though. Go to end of August for Sept back-to-school rush. | ** CHris: Starting date of April? Coreen: Spring sale event has been a huge event in the past both in sales and community excitement. CHris: Based on data I do have, I would be comfortable keeping this in budget as is. Chris: Would like to start BB in Feb to get bikes ready for April. Coreen: If strictly as BB position, not necessary to retain over winter, could start in Feb. But BW could do with more staff hours though. Go to end of August for Sept back-to-school rush. | ||
** Neil: Another possiblity may be the provincial STEP grant for funding. | ** Neil: Another possiblity may be the provincial STEP grant for funding. | ||
* | *. | ||
** Neil: Bookkeeper position. Currently in budget but assumption is it will be someone "in house." Someone external/professional would cost probably double. Finding someone who does this a lot for a few other NFP would be best option. Coreen: Would this work load increase if we go to a charity? Neil: Could be a number of months for CRA to review and approve application, so more likely for 2017. But yes, it would be more admin and paperwork! | ** Neil: '''Bookkeeper position'''. Currently in budget but assumption is it will be someone "in house." Someone external/professional would cost probably double. Finding someone who does this a lot for a few other NFP would be best option. Coreen: Would this work load increase if we go to a charity? Neil: Could be a number of months for CRA to review and approve application, so more likely for 2017. But yes, it would be more admin and paperwork! | ||
** Chris: What were quotes from other applicants and did they do AGCL reporting? Anna: Dont remember. I can look into it. | ** Chris: What were quotes from other applicants and did they do AGCL reporting? Anna: Dont remember. I can look into it. | ||
** Chris Ch: We are not planning on new position to be accounting-related. | ** Chris Ch: We are not planning on new position to be accounting-related. | ||
** Jon: Double the current line in budget and add $1k. | ** Jon: Double the current line in budget and add $1k. | ||
* | *. | ||
* Jon: We can afford to run a deficit budget this year. Neil: Needs to be a plan for how its not going to be a permanent deficit. Jon: Plan is that we have decided to move to become a charity. We dont know what that means in terms of additional revenue, but we will know what happens in the first year (likely 2017). Then we will be able to know how and by how much we can get out of deficit. Nancy: We need the capacity to be able to work toward charitable status. Cutting back on any staffing at this point that would help us move forward is not an option to me. Coreen: Who is going to be writing these additional grants when we are a charity, etc. | * Jon: We '''can afford to run a deficit budget''' this year. Neil: Needs to be a plan for how its not going to be a permanent deficit. Jon: Plan is that we have decided to move to become a charity. We dont know what that means in terms of additional revenue, but we will know what happens in the first year (likely 2017). Then we will be able to know how and by how much we can get out of deficit. Nancy: We need the capacity to be able to work toward charitable status. Cutting back on any staffing at this point that would help us move forward is not an option to me. Coreen: Who is going to be writing these additional grants when we are a charity, etc. | ||
** Chris Ch: With $300k budget, this is about a 3-4 month reserve. Neil: If all other revenue got cut off other than our casino, so net of our casino we are at $260k which is 4-5 months if no other revenue alone. Chris: Program Coordinator will go up to 40 in Oct (20 of that would come from YCR2 acct). Outreach will go to 30 hrs in Oct and begin benefits. | ** Chris Ch: With $300k budget, this is about a 3-4 month reserve. Neil: If all other revenue got cut off other than our casino, so net of our casino we are at $260k which is 4-5 months if no other revenue alone. Chris: Program Coordinator will go up to 40 in Oct (20 of that would come from YCR2 separate acct). Outreach will go to 30 hrs in Oct and begin benefits. | ||
*. | |||
** Geoff: Should we '''increase shop fees'''? They are ridiculously low! Alex: How much is your income? Chris: Coreen and I have been discussing ways to get people to donate. Dont want to impact shop fees for people for whom $2/hr is a consideration. Could do $2/hr or $3/hr pay-it-forward rate, where the pay-it-forward rate would go toward those who do not have the means to pay. | |||
** Nancy: How long has it been $2/hr? Coreen: 4-5 years? I think it was higher before for non-members and free for members. We do currently get quite a few donations. Nancy: Many people pay by card. Can we add donation option on machine? Coreen: There is a tip option currently but tip is perceived differently than donate. There is not an option to add donation. | |||
** Coreen: we have talked about a lot of options, but is a balance between keeping it accessible to those who need it without stigmatizing their situation. | |||
** Jon: BWN has many instances where patrons are literally pulling coins from their pocket before they begin and cant make the fee. Without burdening volunteers to ask at end of service to say "If you appreciate this service, we would appreciate your donation." We could have a sign that says "Lowest shop fees in North America! Donate if you appreciate this!" | |||
** Alex: Would like to find a way to solicit people who are able to donate more. | |||
** Nancy: Like the idea of a 'pay it forward' rate. Could be a sign. Coreen: "Would you like to donate to the Accessibility Fund"? Chris: Phrasing it as something that you can buy vs something that you can donate. | |||
** Alex: Need one of those coin machines that swirl your donated coin around... Chris: We have the cat! Coreen: Need the cat in a more prominent spot! | |||
** Nancy: Could do a VIP access to shop for a fee? Coreen: Considered something like this for alternate WTGNB day but pitched to volunteers and they turned it down so it stopped there. Alex: Having diff hierarchies of shop use is a slippery slope... | |||
** Jon: We provide a service for people who cannot bring their bike anywhere else. Thats why we have the rates we do and if we can get donations from people who can afford it, great. But strata of members based on $ is not our goal. | |||
** Coreen: Our higher end bikes have increased in cost, and the patrons who buy those bikes still see that they're getting a great deal. Leveraging the high end stuff is really important to our bottom line, because it gets the funding from those who can afford it. | |||
* <span style="background: lime;">Action Items:</span> '''Anna''' will share HR folder of past bookkeeper. '''Neil''' will make changes that we discussed and send us update to pass at Sept meeting. | |||
(Break 830-845) | |||
=== Program Coordinator (10 min) Chris Ch === | |||
* View ED Aug report section on Program Coordinator positions | |||
* Moving 10 hrs from | |||
* New position will be 40 hrs/wk | |||
* Nancy: 30 hrs for YCR2? Seems like a lot year round. Chris: We're still paying the same amount for the role because 20 hrs from YCR2 funds. This will go toward more foundational things that we havent gotten to yet. | |||
* Chris: Posted on ECVO website, EBC website, another free website. Posted Aug 5. No applications received at this time. Will put in Sept newsletter. Hoping to have it filled by mid-Sept because big YCR2 return date is in mid Oct. | |||
* <span style="background: lime;">Action Items:</span> '''Anna''' will send Chris previous bookkeeper posting. | |||
* <span style="background: lime;">Action Items:</span> '''Anna''' will | |||
=== Vacant Board Positions / Board Intentions (15 min) Nancy === | === Vacant Board Positions / Board Intentions (15 min) Nancy === | ||
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*** ''g. No board member who has served four years or more consecutively shall be eligible for re-election.'' | *** ''g. No board member who has served four years or more consecutively shall be eligible for re-election.'' | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Chris: Suspect Alexey will not be able to continue into 2nd year of term. | ||
** Alex: I will be resigning at AGM. | |||
** Dan: Continuing! | |||
** Chris: Who was appointed in 2014? Geoff, Nancy, Adrian, Alexey, Dan. These folks need to be officially voted in by members. | |||
** Jon: Term is currently '''max 4 years'''. Is this necessary? Dan: My experience is that usually people burn out before they are at 4 years and the limit is not a concern. Anna: Helpful with the Executive positions (Pres, VP, Sec, Tres) but I would be ok with having no term max for other board members. | |||
**Nancy: I think this would be a nice option for board members with limit only applying for 4 Executive positions. | |||
** Anna: Would need to put this bylaw amendment forward to members in Special Resolution before Sept 13 (before next board meeting). | |||
** Jon: For example if I am Pres for 4 years, I end my term as Pres, no one is at next AGM for pres, I put my name forward, get voted in. Is that ok? Or I put my name forward to be Treasurer and am uncontested. | |||
** Chris: Exec positions are appointed by board. Would have to note in bylaws that Board members cannot appoint an Executive member for more than 4 years. Technically there is room in the current bylaws to take 1 year off and return. | |||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To put forward bylaw amendment that would remove term limit for election to the board and add limit for appointment to board Executive positions for max 4 consecutive years. Moved by Geoff, seconded by Jon. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Nancy, Anna''' will work on wording for bylaw amendment. | ||
=== Charitable Application (5 min) Jon === | === Charitable Application (5 min) Jon === | ||
* | * As Pres and Tres, I will look into next steps to apply. Let's get this moving fowrad! | ||
=== ABBCC (5 min) Adrian === | === ABBCC (5 min) Adrian === | ||
* | * Am no longer able to attend ABBCC as I have another commitment. | ||
* Nancy: I was planning to attend but need to confirm my availability. Good chance I'll probably go. | |||
* Geoff: Also interested in attending. | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
* <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 Geoff, seconded by Jon. '''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: | ||
** Anna (35 min) - Budget FY2016 decisions | ** Anna (35 min) - Budget FY2016 decisions | ||
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by Geoff, seconded by Jon. '''Motion Carried.''' | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at | * <span style="background: yellow;">Motion:</span> To adjourn the meeting at 10:20pm. Moved by Geoff, seconded by Dan. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2014-2015 Board minutes]] | [[Category:2014-2015 Board minutes]] | ||