Bike Edmonton

Board Minutes December 2014

Revision as of 00:24, 18 December 2014 by Anna Vesala (talk | contribs)

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

EBC Board Meeting Minutes for December 17, 2014

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

  • Location: Room 113, Education South building, U of A
  • 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: Chris H.
  • Minute-taker: Anna
  • Food by: Geoff
  • Board attendance:
  • Staff attendance:
  • Regrets: Daniel
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: 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.
  • First impressions and thoughts about the first month of being on the board
  • Discussion notes:

Board Basics (15 min) - Nancy

  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Board Member Q&A (20 min) - Jonathan

  • Review Code of Conduct and general job description
    • What is helpful in these docs? What is missing? What do you like? What do you want to change?
  • * Questions to be followed up on or added to future orientation (can create list throughout today's meeting)
  • Create our group norms
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

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
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Outstanding Issues (10 min) - Jon/Nancy

  • Review of priorities from action items of the previous board
  • Recommendations of actions to move forward for new board
  • Ad-hoc Transition Committee?
  • Goal(s) for board for 2015?
  • Personal board member goal(s) for 2015? (consider for January meeting)
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


Current & Completed Business

Approval of Minutes, Reports (5 min)

  • The following motion is formed as a "consent 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.
  • Motion: To approve the November 2014 minutes, and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

  • [President's Report (Month) (Year)]

Treasurer's Report

Executive Director's Report

BikeWorks Report

Advocacy Committee Report

  • [Advocacy Committee Report (Month) (Year)]

H.R. Committee Report

  • [H.R. Committee Report (Month) (Year)]

Policy Committee Report

  • [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report

  • [Strategic Planning Committee Report (Month) (Year)]

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Everyone read the staff and board committee reports. Note your electronic signature at end of report when you have completed the review of each.
  • 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 check with Servus to clarify status of card application.
    • 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.
  • May 2014: Policy Committee (formerly assigned to Exec Committee) will create an procedure for expense reimbursement procedure.
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
  • June/Aug 2014: Caylie will write draft job description for bike builder, workshop instructor, admin position and send to staff. Chris, Coreen to present draft to volunteers by end of August 2014. August update: Need clarification about whether this is happening.
    • Anna and Leila working on current employee contracts and 2 new positions. Allow space for new board to decide whether these additional positions go forward after seeing how the new contracts work out...
  • June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts. Nov 2014: Leila will contact Neil on next steps.
    • Leila: RBC account has investments that dont mature until 2015. Asked that when they do mature, they mail us a cheque to pay us out. Small RBC general account sum. Leila will contact Neil on next steps.
  • Aug 2014: HR Committee will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
  • Oct 2014: Doug will report on status of charitable application completion.
  • 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 GIC transfer (term, confirm amount) by Dec 1.
    • Neil wrote "We've usually kept some money in a cashable GIC, which can be withdrawn anytime without penalty. Lower interest, though, fundamentally little different from a savings account. This has typically been about $20k. But I think we have a baseline of about 60k (including the 20k still in an RBC GIC) that can just chase the highest interest, full stop. I'd still buy them in smaller denominations, so if we need to break the term, we can do so on just a portion."

COMPLETED

  • Nov 2014: Anna will set up new email and wiki accounts, update contact list to Corporate Registries and Servus, add newbies to volunteer hours log.
  • Nov 2014: Caylie, Jon, Chris Co, John will meet to discuss what an advocacy role should/could look like

U of A CSL Intern Mentor Resignation (1 min)

  • News from Dec 16th: Kyra has given her official resignation from the program.
  • See the U of A Community Service Learning webpage for background info.
  • If Kyra is present, she should introduce herself and the CSL project to the new board.
  • In Sept 2014 Kyra was approved as EBC board intern, to do one project for the board before April 2015. Caylie recommended topic of board recruitment process, strategy, tools, etc. Could be diff topic.
  • Board to 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.

Applying to Become A Registered Charity (10 min) - Michelle

  • EBC is currently a registered not-for-profit society under the Alberta Societies Act. There has been work on completing an application to become a registered charity for several years...
  • What is a registered charity vs. a registered society/not-for-profit?
  • What are the advantages and disadvantages of being a registered charity?
  • Is this something the current board would like to continue to pursue?

Jerry Forbes Centre Lease (10 min) - Chris Chan

  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

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.
  • Alexey has drafted a Bike Builder job description
  • Current board to determine wage (HR Committee?) and task staff to post, interview, hire, train this new position as they see fit.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Business Item 6 (__ min)

  • Discussion notes:

Business Item 6 (__ min)

  • Discussion notes:

Business Item 6 (__ min)

  • Discussion notes:

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:

In Camera Session (__ min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.
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