Board Minutes August 2015: Difference between revisions
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* '''Everyone''' sign reports that you have reviewed each 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. | * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. | ||
* May 2015: '''Geoff, Nancy''' will draw up an Executive Director performance plan by June 30 2015. | * May 2015: '''Geoff, Nancy''' will draw up an Executive Director performance plan by June 30 2015. | ||
* May 2015: '''Dan, Anna, Rachel''' will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015. | * May 2015: '''Dan, Anna, Rachel''' will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015. | ||
* May 2015: '''Jon, Neil''' will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed. | * May 2015: '''Jon, Neil''' will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed. | ||
* Jul 2015: '''Jon, Nancy, Anna, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too. | * Jul 2015: '''Jon, Nancy, Anna, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too. | ||
* 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. | ||
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* Jul 2015: '''Anna''' will update Neil with new budget info. | * Jul 2015: '''Anna''' will update Neil with new budget info. | ||
* Jul 2015: '''Anna''' will add to Aug agenda. Must appoint someone (board or chris) | * Jul 2015: '''Anna''' will add to Aug agenda. Must appoint someone (board or chris) | ||
* Apr 2015: '''Anna''' will create new website application for 2015 board. '''Board''' will share with contacts and review applications prior to board meetings; applicants will be invited to meetings to be guest or interview. | |||
* Jun 2015: '''Jon''' to meet with Michael (urban planning intern) to discuss 95 ave bike lane data analysis. | |||
* Jul 2015: '''Nancy''' will email board members to call for a casino coordinator/lead. | |||
* Jul 2015: '''Adrian''' will email/call landlord to get electronic copy of draft lease and circulate for email vote before Aug board meeting (asap). | |||
* Jul 2015: '''Anna''' will complete AHRC reply with Matt B by July 29 | |||
=== Strategic Plan Updates (5 min) === | === Strategic Plan Updates (5 min) === | ||
* Review [https://docs.google.com/document/d/1Q595NF4lcYfohn1aTrsiJypDIARCKSjeHvhvlLrztjA/edit action items from March 2015 Planning Retreat] | * Review [https://docs.google.com/document/d/1Q595NF4lcYfohn1aTrsiJypDIARCKSjeHvhvlLrztjA/edit action items from March 2015 Planning Retreat] | ||
* <span style="background: lime;">Action Items:</span> '''Nancy''' will update this doc with current completed things and in progress things by Sept meeting. | |||
=== BWN Lease (10 min) Adrian === | === BWN Lease (10 min) Adrian === | ||
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* [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 | ||
* Adrian did a walk-around with landlord. Spoke about signage and where it could go. Black awning is a good location that is approved by landlord. Jon: electronic sign might need different approval than just awning signage. | |||
* 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. | |||
* 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. | ||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To approve the terms of the lease as shown. Moved by Adrian, seconded by Jon. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Jon and Nancy''' will sign and return copy to landlord by Sept 1. | ||
=== Financial Mgmt Policy (10 min) Dan, Jon === | === Financial Mgmt Policy (10 min) Dan, Jon === | ||
* [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - draft submitted by Dan May 2015 | * [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - draft submitted by Dan May 2015 | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Dan: will update this for Sept meeting for board approval. | ||
* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.''' | ||
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** Proposed 2015-6 Budget | ** Proposed 2015-6 Budget | ||
* Discussion: | * Discussion: | ||
** Jon: I can have the Prez report done for Sept board meeting for approval. | |||
** Neil: My reports are technically due 15th so I can probably be done for 16th meeting for board approval. | |||
** Jon: I think the thing that members look for are the trends. What are the trends in our revenue, spending, etc. | |||
** Neil: Volunteers who spend a lot of time at shop do like to see where all the money coming in is going. | |||
** Chris Ch: Do grant agents ever look at Annual Report for reporting purposes? Neil: Most companies only report 3 lines. Our monthly financial docs are available. | |||
** Chris Ch: I've started on AR so I can get it done for Sept board meeting. Nancy: If board has feedback on draft then we could incorporate in. | |||
=== Director Assignments (5 min) Anna TABLED to OCTOBER === | === Director Assignments (5 min) Anna TABLED to OCTOBER === | ||