Board Minutes August 2016

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

EBC Board Meeting Minutes for August 8, 2016

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

• Location: room 113 Education South, University of Alberta
• 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:
• Minute-taker:
• Food by:
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this (month) agenda, the (month)(year) 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 - Geoff

• [Treasurer's Report (Month) (Year)]

Executive Director's Report - Chris Chan

• [ED Report (Month) (Year)]

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)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2016 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.

COMPLETED

Draft Budget FY2017 (20 min) Jon

• Draft budget for discussion
• 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

AGM Planning (10 min) Anna

• Need ad-hoc committee to help organize:
  • 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?
• 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

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. 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:

• 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.