Bike Edmonton

Board Minutes August 2015

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

EBC Board Meeting Minutes for August 19, 2015

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

  • Location: rm 213 Education South building, 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: Nancy
  • Minute-taker: Anna
  • Food by: Adrian
  • Board attendance:
  • Staff attendance:
  • Regrets: Rachel
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: Wed Sept 16, 2015
  • Location:
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this August agenda, the July 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

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

Treasurer's Report - Neil

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

Executive Director's Report - Chris Chan

H.R. Committee Report - Nancy

  • Neil has given notice, so we will be looking for a new bookkeeper. New program coordinator position has been posted. Les will take on additional volunteer coordination duties.

Policy Committee Report - Dan

  • [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Alexey

  • [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.
  • 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.
  • 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.
  • 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: 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.
  • Jun 2015: Jon to meet with Michael (urban planning intern) to discuss 95 ave bike lane data analysis.
  • 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
  • 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: Anna will investigate north side venues within the AGM budget line. Will update by August meeting.
  • Jul 2015: Nancy will email board members to call for a casino coordinator/lead.


COMPLETED

  • Jul 2015: Anna will send form to staff and Chris Co to sign.
    • doc linked in June minutes and in google drive
  • Jul 2015: Anna will contact Neil to ask for $500 and any remaining ABBCC funds to ABBCC asap.
  • Jul 2015: Anna will update Neil with new budget info.
  • Jul 2015: Anna will add to Aug agenda. Must appoint someone (board or chris)

Strategic Plan Updates (5 min)


BWN Lease (10 min) Adrian

  • formally document email vote


Financial Mgmt Policy (10 min) Dan, Jon

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


AGM Organizing (10 min) Anna


Director Assignments (5 min) Anna TABLED to OCTOBER

  • Suggested by Nathan/Spoke at June meeting. Tabled in July.
    • "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 Program? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


Business Item 2 (__ min)

  • Discussion notes:

New Business

Vacant Board Positions / Board Intentions (15 min) Nancy

  • We have several vacant board positions so recruitment of new board members should get started soon.
  • It would also be good to know where everyone currently stands on their existing positions and know what everyone's intentions are to continue.
  • Board term length - currently at 4 years max. Thoughts around this?
    • Relevant bylaws:
      • 6. Election of the Board of Directors
      • e. Following their election, Board-members elect will assume their position on December 1.
      • f. The elected members of the board shall normally hold office for two years, or until their successors have been elected. Should the board not be defined after the first ballot, a runoff election will be held.
      • g. No board member who has served four years or more consecutively shall be eligible for re-election.
  • 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

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Name (___ min)
    • Name (___ min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

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