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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) ==


{{Motion
{{Motion
   |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
   |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=
   |first=Jon
   |second=
   |second=Anna
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


=== President's Report - Jon ===
=== President's Report - Jon ===
*[President's Report July 2016 report]  
*[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 June 2016 report]
*[Treasurer's July 2016 report]


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




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*
*


=== Business Item 1 (__) ===
*
* Discussion notes:
**
**
{{Motion
  |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**


== New Business ==
== New Business ==
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** wayfinding signage for venue
** wayfinding signage for venue
** bike racks?
** 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:
* timeline for annual report prep:
** Aug 8 vote on 2016-7 budget
** Aug 8 vote on 2016-7 budget
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** Sept 26 post web version and print copies for AGM
** Sept 26 post web version and print copies for AGM
** Oct 2 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: lime;">Action Items:</span> '''Dan''' will draft a motion for email vote prior to Sept 11.


=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===
=== FYI - Community Garden Bike Tour (5 min) Anna, Jasmine ===
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* 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.
* 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 :)
**
 
{{Motion
  |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |first=
   |first=Dan
   |second=
   |second=Nancy
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |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:
** Draft FY 2017 Budget (30 min) Jon
** Draft FY 2017 Budget (30 min) Jon
** Name (___ min)


{{Motion
{{Motion
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera] </i> discussion.
   |first=
   |first=Anna
   |second=
   |second=Jasmine
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __ pm.
   |motion=To adjourn the meeting at 9:16 pm.
   |first=
   |first=Jasmine
   |second=
   |second=Derek
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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