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Board Minutes December 2014: Difference between revisions

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Board Minutes December 2014 (view source)

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


== EBC Board Meeting Minutes for December 2014 ==
== EBC Board Meeting Minutes for December 17, 2014 ==


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


* Location: TBA
* Location: Room 113, Education South building, U of A
* Start Time: 6:30pm
* Start Time: 6:30pm


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* Meeting Chair: Chris H.
* Meeting Chair: Chris H.
* Minute-taker: Anna
* Minute-taker: Anna
* Food by: Geof
* Food by: Geoff
* Board attendance:  
* Board attendance:  
* Staff attendance:  
* Staff attendance:  
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* Meeting called to order by    at    pm.
* Meeting called to order by    at    pm.


== Logistics for Next Meeting ==
== Approval of Agenda ==
* Michelle has classes on Weds in January.
* <span style="background: yellow;">Motion:</span> To approve the agenda as presented. Moved by  , seconded by    . '''Motion Failed/Carried.'''
 
== New Business ==
 
=== Board Introductions (5 min)===
* Welcome to all board members!
* Round of introductions and 1 min bio of individuals who were not able to attend the Nov retreat.
* Discussion notes:
**
**
 
=== Board Basics (15 min) Nancy ===
* Not-for-profit organization board of directors
* Governance/Policy board vs. Administrative board
* Review the [http://culture.alberta.ca/community-and-voluntary-services/programs-and-services/board-development/resources/info-bulletins-english/ Board Roles & Responsibilities] overview document
** keeners could review all the Alberta Board Development Program info sheets: [http://culture.alberta.ca/community-and-voluntary-services/programs-and-services/board-development/resources/info-bulletins-english/ http://culture.alberta.ca/community-and-voluntary-services/programs-and-services/board-development/resources/info-bulletins-english/]
* Quiz on what is EBC governance vs what is EBC operations/administrative.
 
=== Board Member Q&A (20 min) Jonathan ===
* Review [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit?usp=drive_web Code of Conduct] and general [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit job description]
** What is helpful in these docs? What is missing? What do you like? What do you want to change?
* Create our group norms
 
=== Board Positions (25 min) ===
* Review draft list of positions
* Elections for each position
* Committees (Jonathan)
** HR Committee, Policy Committee, Strategic Planning Committee.  
*** Advocacy ex-officio member?
** board member collaboration / grouping
** identify committee chairpersons


* Date: Wednesday January 21, 2015??
== Current & Completed Business ==
* Location: U of A??
* Chair:
* Minute-taker: Anna
* Food by:


=== Approval of Minutes, Reports (5 min) ===
* The following motion is formed as a "[http://msue.anr.msu.edu/news/is_a_consent_agenda_right_for_your_board consent] [http://www.help4nonprofits.com/UseItToday/UseItToday-Consent_Agenda.htm agenda]" -- a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
** As the name infers, consent by all members of a board must be given to approve the list. If one member wishes an item to be removed from the consent agenda, that item is removed from the consent agenda and placed on the regular agenda where it would it would have appeared if presented on its own.


== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this December agenda, the [http://edmontonbikes.ca/w/Board_Minutes_November_2014 November 2014 minutes], and reports as presented below. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve this December agenda, the [http://edmontonbikes.ca/w/Board_Minutes_November_2014 November 2014 minutes], and reports as presented below. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== President's Report ===
==== President's Report ====
*[President's Report (Month) (Year)]  
*[President's Report (Month) (Year)]  


=== Treasurer's Report ===
==== Treasurer's Report ====
*[Treasurer's Report (Month) (Year)]  
*[Treasurer's Report (Month) (Year)]  


=== Executive Director's Report ===
==== Executive Director's Report ====
*[ED Report (Month) (Year)]  
*[ED Report (Month) (Year)]  


=== BikeWorks Report ===
==== BikeWorks Report ====
*[BikeWorks Report (Month) (Year)]
*[BikeWorks Report (Month) (Year)]


=== Advocacy Committee Report ===
==== Advocacy Committee Report ====
*[Advocacy Committee Report (Month) (Year)]
*[Advocacy Committee Report (Month) (Year)]


=== H.R. Committee Report ===
==== H.R. Committee Report ====
*[H.R. Committee Report (Month) (Year)]
*[H.R. Committee Report (Month) (Year)]


=== Policy Committee Report ===
==== Policy Committee Report ====
*[Policy Committee Report (Month) (Year)]
*[Policy Committee Report (Month) (Year)]


=== Strategic Planning Committee Report ===
==== Strategic Planning Committee Report ====
*[Strategic Planning Committee Report (Month) (Year)]
*[Strategic Planning Committee Report (Month) (Year)]
== Current & Completed Business ==


=== Updates on Action Items From Previous Meeting (5 min)===
=== Updates on Action Items From Previous Meeting (5 min)===
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* '''Everyone''' sign reports that you have reviewed each 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.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: '''Anna''' will check with Servus to clarify what status of card application is...
* Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: '''Anna''' check with Servus to clarify status of card application.  
** Anna not sure what Servus would approve - Chris Ch not a signing authority so may not be able to get card
** Chris Ch not a signing authority so may not be able to get card
* Feb 2014: '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy. Related to credit card issue. Petty cash max could be lowered if we have a credit card.
* Feb 2014: '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy. Related to credit card issue. Petty cash max could be lowered if we have a credit card.
* May 2014: '''Policy Committee''' (formerly assigned to Exec Committee) will create an procedure for expense reimbursement procedure.
* May 2014: '''Policy Committee''' (formerly assigned to Exec Committee) will create an procedure for expense reimbursement procedure.
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* Nov 2014: '''All outgoing board''' to close up your EBC account before Jan 15 and email Anna to confirm this has been done. '''Anna''' will close former board member accounts on Jan 15, 2015.  
* Nov 2014: '''All outgoing board''' to close up your EBC account before Jan 15 and email Anna to confirm this has been done. '''Anna''' will close former board member accounts on Jan 15, 2015.  
* Nov 14: '''Steve''' will get details from Neil about transfer (term, confirm amount) by Dec 1.
* Nov 14: '''Steve''' will get details from Neil about transfer (term, confirm amount) by Dec 1.


'''COMPLETED'''
'''COMPLETED'''
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=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**


=== U of A CSL Intern Mentor (5 min) ===
=== U of A CSL Intern Mentor (5 min) ===
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* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


 
=== Business Item 4 (__ min)===
== New Business ==
 
=== Select New Mentor for CSL Intern, Kyra (5 min)===
*
*
* Discussion notes:
* Discussion notes:
**If Kyra is present, she should introduce herself and the CSL project to the new board.
**
**See the [http://www.csl.ualberta.ca/Students/Non-Profit%20Board%20Internship.aspx CSL page] for more info.
**
**Board members should decide on one mentor and one back-up. The mentor and Kyra should make arrangements by e-mail to meet in December to discuss potential projects.


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
=== Business Item 5 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
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**
**


== Logistics for Next Meeting (2 min)==
* Michelle has classes on Weds in January.


* Date: Wednesday January 21, 2015??
* Location: U of A??
* Chair:
* Minute-taker: Anna
* Food by:


== <i>In Camera</i> Session (__ min)==
== <i>In Camera</i> Session (__ min)==
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/2706"