Board Minutes December 2014: Difference between revisions
→Logistics for Next Meeting (2 min)
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* Discussion notes: | * Discussion notes: | ||
** EBC has been a Policy Governing board for past few years since we have an ED; however, we were an Admin board for all the years before that time. | ** EBC has been a Policy Governing board for past few years since we have an ED; however, we were an Admin board for all the years before that time. | ||
** Chris C: In 80s, Tooker Gomberg was also an "ED." In recent years, Action For Healthy Communities | ** Chris C: In 80s, Tooker Gomberg was also an "ED." In recent years, Action For Healthy Communities received a grant that allowed them to provide a project coordinator to work with EBC, which helped us move towards hiring an ED (2010). Since then the Board has been transitioning to Policy Board. | ||
** Nancy: Board has approved 2 new staff positions, which will create a new structure of reporting of 4 staff reporting to the Board. (Currently staff report to ED, who then reports to Board.) | ** Nancy: Board has approved 2 new staff positions, which will create a new structure of reporting of 4 staff reporting to the Board. (Currently staff report to ED, who then reports to Board.) | ||
** Nancy: What type of board do we want to be going forward? Anna: Difficult to be one or the other -- many layers of grey, although we should clarify which admin duties the board would take on, if any. | ** Nancy: What type of board do we want to be going forward? Anna: Difficult to be one or the other -- many layers of grey, although we should clarify which admin duties the board would take on, if any. | ||
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*** Program Coordinator | *** Program Coordinator | ||
*** External Relations | *** External Relations | ||
** Nancy will circulate positions to staff for review and comment. Chris C is in favour. Coreen would like to add one piece to Program Coordinator. | ** Nancy will circulate positions to staff for review and comment. Chris C is in favour. Coreen would like to add one piece to Program Coordinator. Coreen would like to have flexibility in the recruiting and hiring to allow for the talents and skills of the applicants to be considered. | ||
*** Geoff: Should this go to HR Committee? Nancy: Yes, this was a start but will go to the forthcoming HR Committee to approve. Dont want to delay the process much longer, although will ensure to take due process. We are behind as these positions were approved (financially) in Oct. | |||
** Geoff: Should this go to HR Committee? Nancy: Yes, this was a start but will go to the forthcoming HR Committee to approve. Dont want to delay the process much longer, although will ensure to take due process. We are behind as these positions were approved (financially) in Oct. | *** Chris H: straw vote - Give Nancy authority to post position. Majority in favour. | ||
** Chris H: straw vote - Give Nancy authority to post position. Majority in favour. | |||
* <span style="background: lime;">Action Items:</span> '''Nancy''' will share postings with board and staff for feedback but the postings are able to go out asap. | * <span style="background: lime;">Action Items:</span> '''Nancy''' will share postings with board and staff for feedback but the postings are able to go out asap. | ||
Snack time 7:22-7:33! | Snack time 7:22-7:33! | ||
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** Chris C: Grant Writing into SP Committee? Jon: Open to changes. Nancy: There is a draft TOR for SP, and Nancy met with Kristen and Steve for plans for policy that are needed. | ** Chris C: Grant Writing into SP Committee? Jon: Open to changes. Nancy: There is a draft TOR for SP, and Nancy met with Kristen and Steve for plans for policy that are needed. | ||
** Geoff: Grant Writing, IT, Treasurer = Operations (additional committee)? Acknowledge that this is contrary to Policy Board but may fit. Nancy: We thought this would work closely with Treasurer... Jon: Flexibility in this initial categorization but we wanted to ensure that each role has support from other board members. | ** Geoff: Grant Writing, IT, Treasurer = Operations (additional committee)? Acknowledge that this is contrary to Policy Board but may fit. Nancy: We thought this would work closely with Treasurer... Jon: Flexibility in this initial categorization but we wanted to ensure that each role has support from other board members. | ||
** Anna: Concerned that HR Committee and Terms of Reference (TOR) has currently a large focus on staff... Jon: Committee TOR will trump Director's particular position/point of view | ** Anna: Concerned that HR Committee and Terms of Reference (TOR) has currently a large focus on staff... Jon: Committee TOR will trump Director's particular position/point of view | ||
* <span style="background: lime;">Action Items:</span> '''Anna''' will post new positions on website. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
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* <span style="background: lime;">Action Items:</span> '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC. | * <span style="background: lime;">Action Items:</span> '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC. | ||
=== Bike Builder Job Posting (5 min) - | === Bike Builder Job Posting (5 min) - Alexey === | ||
* In June 2014, the board decided to draft a job description for a bike builder in order to alleviate this task from the shop volunteers and expedite the fixing and selling of bikes. | * In June 2014, the board decided to draft a job description for a bike builder in order to alleviate this task from the shop volunteers and expedite the fixing and selling of bikes. | ||
* Alexey has drafted a [https://docs.google.com/a/edmontonbikes.ca/document/d/1FpQKVJtm-vraiDBurpnZgVAheL0jhE931a80Hkv4gkg/edit Bike Builder job description] | * Alexey has drafted a [https://docs.google.com/a/edmontonbikes.ca/document/d/1FpQKVJtm-vraiDBurpnZgVAheL0jhE931a80Hkv4gkg/edit Bike Builder job description] | ||
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* <span style="background: yellow;">Motion:</span> To permit staff to engage on social media using their good judgement and the mandate of the organization for next 30 days. Moved by Alex, seconded by Alexey. 10 in favor, Adrian abstains, Geoff opposes. '''Motion Carried.''' | * <span style="background: yellow;">Motion:</span> To permit staff to engage on social media using their good judgement and the mandate of the organization for next 30 days. Moved by Alex, seconded by Alexey. 10 in favor, Adrian abstains, Geoff opposes. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> '''Policy Committee'''will provide policy clarity by January meeting. | * <span style="background: lime;">Action Items:</span> '''Policy Committee''' will provide policy clarity by January meeting. | ||
=== IT Knowledge Transfer (0 min) - Geoff - TABLED=== | === IT Knowledge Transfer (0 min) - Geoff - TABLED=== | ||
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** | ** | ||
** | ** | ||
== Logistics for Next Meeting (2 min)== | == Logistics for Next Meeting (2 min)== | ||
* Michelle has classes on Weds in January | * Michelle has classes on Weds in January-April. | ||
* Alex: we could move to non-wed for alternating months to allow Michelle to attend some. | * Alex: we could move to non-wed for alternating months to allow Michelle to attend some. | ||
* We will keep January meeting same as usual ((3rd Wed). | |||
* <span style="background: lime;">Action Items:</span> '''Geoff''' will send out poll to determine if there is alt date where 12 people may attend in Feb-Apr. | |||
* Date: Wednesday January 21, 2015 | * Date: Wednesday January 21, 2015 | ||