Board Minutes August 2018

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

EBC Board Meeting Minutes for August 2018

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

• Date: Monday, August 13, 2018
• Location: Room 113 Education South 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: Nancy
• Minute-taker: Jasmine
• Food by: Ali
• Board attendance: Mark, Jeremy, Ali, Mike P., Nancy, Jasmine
• Staff attendance: Chris
• Regrets: Helen, Sean, Geoff
• Absent:
• Guests: Cai

Call to Order

• Meeting called to order by Nancy at 6:34pm.

Logistics for Next Meeting

• Date: Monday, September 10, 2018 6:30pm
• Location: TBA
• Chair: Mark
• Minute-taker: Jasmine
• Food by: Jasmine (back-up: Jeremy)

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this August 13 agenda, the July 2018 minutes, and reports as presented below.
Moved:	Mark
Seconded:	Ali

Aye	No	Abstain
5	0	0
Carried

President's Report - Jeremy

• Presidents Report July 2018

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan
• HR Committee Report August 2018

HR Report Discussion

Treasurer's Report - Ali

• Treasurer's Report July 2018
• Budget Analysis

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplam
• Administrative Committee August 2018 report

Strategic Planning Committee Report

• [ July Meeting Notes]
• Work Plan

Current and Completed Business

Volunteer Survey update - Nancy (5 min)

• Talked with Chris and Geoff about getting survey out
• Survey should be sent out soon

End-of-term Evaluation - Jasmine (5 min)

• Keep an eye out for an end-of-term evaluation between now and August's meeting
• Board members to complete the surveys by August 17

Annual General Meeting Location - Jasmine (5 min)

• AGM Set-up Tasks
• Booked DECL (Downtown Edmonton Community League) for Sunday, October 14.
• Update: In process of reviewing the planning documents, and updating for upcoming year.
• Aim to have all deliverables for AGM finalized or delegated by next board meeting
• Reach out to Neil for financial statements
• To Do List:
  • Draft budget by September's meeting
  • Draft President's report by September 23
  • Draft Treasurer's report by September 23
  • Draft ED Annual report by September 23
  • Jeremy pushing out application for board members
• Jasmine to go through document and identify areas where we need help

General HR Update - Nancy (15 min)

• OH&S Policies
  • Stalled since Adrian stepped down
  • Potential project for Cai, of Non-Profit Board Internship
• Volunteer Engagement/Retention/Appreciation
  • Survey stage - compare results to research
  • Recognition strategies - what are we doing to recognize our volunteers
• Board Evaluation Process
  • Process is complete; last component is the end-term eval Jasmine sent out
• Training
  • Lack of implementation with new board members; want to enact this next year.
• HR Committee Succession Planning; opening in VP role for upcoming role

New Business

BikeWorks Break-In - Nancy (20 min)

• Impact of making a claim on insurance premiums - Molly may know more
• Is making a claim a board decision?
  • Don't have enough information
  • Chris to follow up with Molly

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at ______.
Moved:
Seconded:

Aye	No	Abstain