Bike Edmonton

Board Minutes August 2016

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These minutes were approved at the September 2016 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: Karl
  • Minute-taker: Anna
  • Food by: Nancy
  • Board attendance: Dan, Nancy, Jon, Anna, Geoff, Jasmine, Karl, Derek
  • Staff attendance: n/a
  • Regrets: Dan, Rachel, Adrian
  • Absent:
  • Guests: n/a

Call to Order

  • Meeting called to order by Karl at 6:40pm.

Logistics for Next Meeting

  • Date: Monday September 12
  • Location: Discussion whether to continue meeting at UofA or somewhere else?
    • Continue with U of A? Need current UofA student to log in to use projector/screen.
    • Red Ribbon Building (111 ave / 97 st)?
  • Chair: Jon
  • Minute-taker: Dan
  • Food by: Karl
  • Regrets: Anna
  • Action Items: Anna to book U of A facility for Sept-Dec

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this August agenda, the July 2016 minutes with amendment of attendance, and reports as presented below.
Moved: Jon
Seconded: Anna
Aye No Abstain
7 0 0
Carried

President's Report - Jon

Executive Director's Report - Chris


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.
  • 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

  • July 2016: All board send budget related comments or ideas via email to Executive and Chris by end of July.


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?
  • 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 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.
  • Action Items: Dan will draft a motion for email vote prior to Sept 11.

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:
    • Derek is interested to join :)


In Camera Session

MOTION
To go in camera.
Moved: Dan
Seconded: Nancy
Aye No Abstain
7 0 0
Carried
  • Please list how long you believe your topic will take to discuss:
    • Draft FY 2017 Budget (30 min) Jon
MOTION
To close the in camera discussion.
Moved: Anna
Seconded: Jasmine
Aye No Abstain
7 0 0
Carried

Adjournment

MOTION
To adjourn the meeting at 9:16 pm.
Moved: Jasmine
Seconded: Derek
Aye No Abstain
7 0 0
Carried
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