Board Minutes December 2013

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

EBC Board Meeting Minutes for December 18, 2013

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

  • Location: room 262, Education South, University of Alberta main campus
  • 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: Meghan
  • Minute-taker: Anna
  • Food by: Kristen
  • Board attendance:
  • Staff attendance:
  • Regrets: Bernadette
  • Absent:
  • Guests: Alexey, Matthew?, Heather?, Derek?, Karly

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve October 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.
  • Motion: To approve November 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

  • Date: Wednesday January 15, 2014
  • Location: room 262, Education South, U of A
  • Chair:
  • Minute-taker: Anna
  • Food by:

Reminder: Board Development Workshop

  • Date: Friday January 31 @ 7pm - 10pm and Saturday February 1 @ 9am - 4pm
  • Location: room 262, Education South, U of A

Reports

President's Report (__ min)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (__ min)

Motion: To return/approve the October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (__min)

Motion: To return/approve the October 2013 and November 2013 ED reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (__ min)

  • BikeWorks November 2013 Report (covering Nov 18-30 or all of November)
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

HR Committee Report (30min)

Committee 1 Report

  • Discussion notes: to be discussed in camera
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Policy Committee Report (10 min)

  • Review priorities for the next several months...
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Strategic Planning Committee Report (10 min)

  • Review priorities for the next several months...
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your board volunteer hours for the past month.
  • May 2013?: Sarah to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
    • Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.
  • Oct 2013: Kristen will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)
  • Oct 2013: Anna to make record of what to do for next AGM.
  • Nov 2013: All board members will complete the Needs Assessment form by Nov 15. COMPLETED.
  • Nov 2013: Leila will make the appropriate amendments to the HR Terms of Reference (i.e., to the language to clarify who is meant to submit reports, specifically, and who the goals are being set for).
  • Nov 2013: Kristen and Leila/Meghan to upload PowerPoint presentations from November 2-3 Retreat to Google Drive and provide links to these documents in Notes from Retreat file.
  • Nov 2013: Chris Chan, Coreen, and Justin to review the board's SWOT analysis in the Notes from Retreat file, and provide additional points.
  • Nov 2013: Anna to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. Not done
  • Nov 2013: Anna will pursue legal advice on the content of the lease. COMPLETED.
  • Nov 2013: Leila will send an email to Anna, Doug, Chris Corrigan, Chris Chan, and Coreen to discuss location items at the committee level. COMPLETED.
  • Nov 2013: HR committee (Leila, Sarah, and Anna) and Meghan will work on the hiring process for the bookkeeper. Will have a recommendation by next board meeting.
  • Nov 2013: Policy Committee (Kristen et al.) to review Cycling Event Promotion Policy and Financial Management Policy before bringing these policies to the board.
  • Nov 2013: The Executive Committee (Leila, Sarah, Anna, and Meghan) will change signing authority on existing accounts by December 1st. COMPLETED.
  • Nov 2013: The Executive Committee (Leila, Sarah, Anna, and Meghan) will open two new accounts with Servus Credit Union, one for general and one for casino revenue, for the purposes of closing our accounts with TD and RBC. COMPLETED.
  • Nov 2013: The Executive Committee (Leila, Sarah, Anna, and Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. Receipts to be collected and submitted to the Treasurer on a monthly basis.
  • Nov 2013: Caylie to start a conversation over email to create an ad-hoc committee to talk about board time commitment.
  • Nov 2013: Steve to coordinate some days to go to the shop to help with move-out tasks.
  • Nov 2013: Strategic Planning Committee (Doug, Caylie, Meghan) will get together and spend some time figuring out exactly what we want to ask our members in the member/community survey to inform the strategic plan
  • Nov 2013: Chris Chan, Sarah, Coreen to submit proposals to the board for staff/board development for the Winter Cycling Congress
  • Nov 2013: Anna to send an email to ask Alexey if he is interested in the position on the board. COMPLETED.

Board Appointment (20 min)

  • Applicants will have approx 1-2 min to introduce themselves and describe their skills, knowledge, experience, and interests that would make them a strong addition to the board.
    • Alexey applied July 23 and stood for election at the AGM.
    • Matthew applied on Nov 30.
    • Heather applied on Dec 9.
    • Derek applied on Dec 13.
  • Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority.
  • After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time.
  • Discussion notes:
  • Action Items: Anna will follow up with the new board member before the January meeting for a mini-orientation.

Motion: To appoint ____ as an interim EBC Board member until the AGM in 2014. Motioned by . Seconded by . Motion Failed/Carried.

New Business

Bikeology (15 min)

  • Karly Coleman will be present to speak on behalf of VELO: Edmonton League and Organization
  • Discussion notes: to follow
  • Action Items: Name will... by (deadline)


Bylaw change proposal (5 min)

  • The Policy Committee would like to vote on the following change to the board membership statement in the section titled "Election of the Board of Directors" at the end of point 'b.'
    • "The board may waive the 'in good standing' requirement on a case-by-case basis, with 75% approval."
  • Discussion notes:
    • CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time.
  • Action Items: Name will... by (deadline)

IndieGoGo.com campaign (10 min)

  • http://igg.me/at/ebc
  • "The costs of our temporary closure, and relocation and renovation, mean that while we had a net income of $36,000 last year, our projected deficit for 2014 is over $37,000. This is why we need your help."
    • "We hit 10% ($700) of our goal in 4 hours."
  • How are we following through on the advertised 'perks'? Contractor or Coreen or Chris?
    • CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton).
  • Discussion notes:
  • Action Items: Name will... by (deadline)

CFO grant (10 min)

  • http://www.solgps.alberta.ca/safe_communities/crime_prevention/Pages/grants.aspx
    • Applications for the Civil Forfeiture Fund are now being accepted for crime prevention or victims of crime programs.
    • Funding requests can range from $50,000 to $500,000 per project for up to two years. These programs must respond to the needs of: children, youth, and/or their families at risk of becoming involved in criminal activity (including gang involvement), victims of crime or those at-risk of becoming a victim of crime
    • This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013.
  • The Board accepted this funding in December 2010.
  • CHAN: Letter of intent submitted for $50000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

Media Representation (5 min)

  • Currently only the President and ED are cleared to speak publicly on behalf of EBC.
  • Discussion notes:
  • Motion: "The chair of the advocacy committee, Steve Andersen, may represent and speak on behalf of EBC in public on issues within the scope of the advocacy committee." (Leila)
  • Action Items: Name will... by (deadline)

In Camera Session (__ min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:

Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
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