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Board Minutes August 2016: Difference between revisions

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Board Minutes August 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes September 2016|September 2016]] board meeting.'''''
 
== EBC Board Meeting Minutes for August 8, 2016 ==
== EBC Board Meeting Minutes for August 8, 2016 ==


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== Attendance ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Karl
* Minute-taker:
* Minute-taker: Anna
* Food by:
* Food by: Nancy
* Board attendance:
* Board attendance: Dan, Nancy, Jon, Anna, Geoff, Jasmine, Karl, Derek
* Staff attendance:
* Staff attendance: n/a
* Regrets:
* Regrets: Dan, Rachel, Adrian
* Absent:
* Absent:  
* Guests:
* Guests: n/a


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Karl at 6:40pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: Monday September 12
* Location:  
* Location: Discussion whether to continue meeting at UofA or somewhere else?
* Chair:
** Continue with U of A? Need current UofA student to log in to use projector/screen.
* Minute-taker:
** Red Ribbon Building (111 ave / 97 st)?
* Food by:
* Chair: Jon
* Minute-taker: Dan
* Food by: Karl
* Regrets: Anna
* <span style="background: lime;">Action Items:</span> '''Anna''' to book U of A facility for Sept-Dec


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
 
{{Motion
  |motion=To approve this August agenda, the [http://edmontonbikes.ca/w/Board_Minutes_July_2016 July 2016 minutes] with amendment of attendance, and reports as presented below.
  |first=Jon
  |second=Anna
  |yes=7
  |no=0
  |abstain=0
  |result=
}}


=== President's Report - Jon ===
=== President's Report - Jon ===
*[President's Report (Month) (Year)]
*[https://docs.google.com/document/d/1tpiWi-nhnwJcTj6JB0mRnjrStmIA0NvgNOLfqqdQX0A/edit?ts=57a77dab President's Report July 2016 report] - submitted Aug 7
 
=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]  
 
=== Executive Director's Report - Chris Chan ===
*[ED Report (Month) (Year)]


=== H.R. Committee Report - Nancy ===
=== Executive Director's Report - Chris ===
*[H.R. Committee Report (Month) (Year)]
*[https://docs.google.com/document/d/1jtsJDZzaGwat8xsJvN40_LsR8whFbZdaGNPMigBZfPQ/edit ED Report July 2016] - submitted Aug 5
 
=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]
 
=== Strategic Planning Committee Report - Derek ===
*[Strategic Planning Committee Report (Month) (Year)]




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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.
*
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
*
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016:  '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* May 2016: '''Geoff''' will look into putting Simply back ups into Google Drive.
* May 2016: '''Nancy''' will share final copy of Bikeway Design doc when available.
* May 2016: '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.
* Jun 2016: '''Geoff''' to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
* July 2016: '''Geoff''' will go to Servus with Heather to complete her sign-on for YCR2 account signing and online view-only access.


'''COMPLETED'''
'''COMPLETED'''
*
* July 2016: '''All board''' send budget related comments or ideas via email to Executive and Chris by end of July.
*
*
=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**




== New Business ==
== New Business ==


=== New Business Item 1 (__ min)===
=== AGM Planning (10 min) Anna ===
*
* Need ad-hoc committee to help organize:
* Discussion notes:
** Board member nominations, one-on-one meetings/intros, prep bios, voting slate for balllot...
**
** venue rental (south side this year - options: La Cite Francophone, Ritchie Hall, Blush Lane 3rd floor community room, etc.)
**
** website info, fb event
** food, juice, tea, coffee
** reusable dishes, cutlery, cups (Earth's Gen Store lends these for no cost from Whyte Ave location)
** member package (agenda, voting slip, bylaws, 2015 minutes, 2016-7 proposed budget, board member job description, voting ballot, maybe annual report, stickers, etc)
** wayfinding signage for venue
** bike racks?
* Discussion:
** Derek, Dan, Nancy, Jasmine, Anna will be ad-hoc committee.
** Derek: What budget do we have for venue? Anna: Included in next year budget each year. Have been $0-250...
* timeline for annual report prep:
** Aug 8 vote on 2016-7 budget
** Aug 15 finalize 2016-7 budget
** reports drafted and circulated for Sept 1 (before Sept long wknd)
*** President's Annual Report (governance and strategic overview of year)
*** Treasurer’s Annual Report (financial overview)
*** ED's Annual Report (operations overview - staff and volunteers, programs, services, events, partnerships, etc)
** Sept 12 approve reports (content) at board meeting
** Sept 19 finalize format of Annual Report and circulate for review
*** proposed 2016-7 budget
*** pictures!
** Sept 26 post web version and print copies for AGM
** Oct 2 AGM
* Discussion:
** Jon: How many printed copies? Anna: A few available at front table, mostly referred to screen PDF.
** Jon: Advertising the event? Anna: webpage news post, fb event, and included in newsletter.
** Geoff: Should add amendments to Bylaws that we have discussed regarding [http://edmontonbikes.ca/w/Bylaws_(2014)#Election_of_the_Board_of_Directors board member term] changing from max 4 years to max 4 years on the Executive. Nancy: Should we approve a motion at the board table as a recommendation for the AGM? Dan: Yes, this would be good context for members so see that board is in support. Derek: Would this theoretically allow someone to stay on the board for 30 years? Anna: Yes, if we only limit Executive term, would allow non-Exec to stay on for any length of term. Would have to include a separate amendment or addition about general board member term length (eg. 8 years) if we are interested in limiting this. Jon: Current bylaws seem to allow for 1 year “vacation” from board member but then return. Karl: Would need a draft of Special Resolution for change to Bylaws within 21 days of the AGM on Oct 2, i.e. Sept 11.


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''Dan''' will draft a motion for email vote prior to Sept 11.
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===
*
* Since 2013, EBC and Sustainable Food Edmonton have partnered to host 1-2 community garden bike tours each summer.
* Saturday August 20
* Gardens and bike route: [https://goo.gl/maps/d2HUU4mxsCA2 https://goo.gl/maps/d2HUU4mxsCA2]. Completed a route test ride on August 2.
* Would like board help to promote on social media and word of mouth. Also need 1-2 mechanic volunteers to ride with basic repair kit in case of minor issues.
* Discussion notes:
* Discussion notes:
**
** Derek is interested to join :)
**
 




== <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 Failed/Carried.'''
{{Motion
  |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
  |first=Dan
  |second=Nancy
  |yes=7
  |no=0
  |abstain=0
  |result=
}}
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Draft FY 2017 Budget (30 min) Jon
** Name (___ min)


* <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 Failed/Carried.'''
{{Motion
  |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.
  |first=Anna
  |second=Jasmine
  |yes=7
  |no=0
  |abstain=0
  |result=
}}


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at   pm. Moved by , seconded by . '''Motion Failed/Carried.'''
{{Motion
  |motion=To adjourn the meeting at 9:16 pm.
  |first=Jasmine
  |second=Derek
  |yes=7
  |no=0
  |abstain=0
  |result=
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2015-2016 Board minutes]]
[[Category:2015-2016 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/3335...4119"