Board Minutes December 2015

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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 16, 2015

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

  • Location: Room 113, 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: Jonathon
  • Minute-taker: Geoff
  • Food by: Nathan
  • Board attendance: Nathan, Dan, Rachel, Jasmine, Jonathon, Geoff, Karl
  • Staff attendance:
  • Regrets: Nancy, Adrian
  • Absent:
  • Guests: Eric, Anna, Conrad

Call to Order

  • Meeting called to order by Jonathon at 6:45 pm.

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this December agenda, the October 2015 and November 2015 minutes, and reports as presented below. Moved by Rachel . Seconded by Derek. Motion Carried.

President's Report - Jon

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

Treasurer's Report - Geoff

Executive Director's Report - Chris Chan

H.R. Committee Report - Nancy

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

Policy Committee Report - Dan

  • [Policy Committee Report December 2015]

In brief: the Policy Committee met on November 26th to orient new members (Jasmine and Nathan) as well as discuss an outline for a travel and expense policy. A draft policy on covering expenses and travel will be completed at the next meeting in January.

All TORs except Advocacy are complete in draft and will be presented to the board in January. The committee needs clarification if the Advocacy Committee is active, or activities are ad hoc via the ED.

Strategic Planning Committee Report

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

Guest Speaker: Save Edmonton's Downtown Footbridge (10 min) Eric

  • Background:
    • This presentation if for information only. Advocacy decisions are delegated to the ED for actioning.
    • savethefootbridge.com and facebook.com/savetheyegdtfootbridge/
    • In Nov, Eric reached out to EBC. SEDF wrote a report summarizing the concerns about the Southeast LRT route.
    • Chris wrote: "I've reviewed this report in detail. We still have to formulate our own position. We'd certainly favour saving the footbridge if possible but LRT route options are beyond our core expertise."
    • SDF: "We are still urging the City to alter the river crossing portion of the Valley Line, and also to explore options such as Bus Rapid Transit. We have gotten the support of five community leagues (Riverdale, Rossdale, Boyle Street, Grovenor, and Belgravia.) It would be with the hope EBC would support either a review of the Valley Line, or an alternative route."
  • Discussion:
    • Requesting (H) EBC write a letter to councilors and Brian Mason to find a way to keep the bridge when constructing the LRT
    • (S) letter to councilors that the river valley be respected
    • Why ask EBC: believe that goals of EBC and savethefootbridge align. City did a count (for a week) and found approximate 10,000 used the bridge 35% were cyclists
    • They would close the bridge during construction (2-3 years) then a pedestrian path would exist under the bridge
    • Key concern: Find a to put in the LRT without disturbing the parks
    • Related group lobbying against this - eruptyeg.com

Guest Speakers: Conrad and Anna - Paths for People

Edmonton Bike Coalition -> Paths for People 

Creating a society
Organizing event for mid April (City for Life)
Bill Panaloza (urbanist gives ted talk about spacing in cities being comfortable for ages 8 - 80)
2 months before event showing a map asking where pedestrian/bike corridors should be
Event on Friday night, workshop on Saturday

Asking for bootstrap money for this initiative (Paths for People)

Asking for sponsorship (City for Life)

Web site 

pathsforpeople.info

Logistics for Next Meeting

  • Date: Wed January 20, 2016
  • Location: TBC
  • Chair: Dan
  • Minute-taker: Derek
  • Food by: Karl

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2015 board volunteer hours for the past 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.
  • May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
  • May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
  • Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too before the January board meeting
  • Sep 2015: Anna to post final financial policy to wiki.
  • Oct 2015: Anna will post the board vacancy (Alexey/Rachel) to website.

COMPLETED

  • Oct 2015: Jon will follow up with bookkeeper candidates and offer the contract.
  • Oct 2015: Anna will follow up with Chris to complete final edits to Annual Report and post publicly.
  • Nov 2015: Jon, Geoff will update Servus bank account signing authorities (remove Neil, add Geoff & Gemma). Completed

Rusty's Rules 101 (10 min) Anna

  • Overview of EBC's meeting process
  • Overview of Rusty's Rules, an adaptation of Robert's Rules of Order
  • Time-saving practices

Code of Conduct Policy (2 min) Anna

  • Signatures for remaining board and staff needed

Strategic Plan for 2016 (25 min) Jon

  • Review of board retreat outcomes
  • Review of committee goals and timelines
    • HR:
    • Policy:
    • Strategic:
  • Discussion notes:

Tabled to January meeting

New Business

Discussion on funding Paths for People

EBC donate $500 for paths for people 

Made by: Kathy
Seconded: Derek
Motion Carried: 8 for, 0 against

Financials 101 (20 min) Jon

  • One main responsibility of board members is the financial oversight of the organization. To do this effectively, we will review a typical monthly financial report (prepared by our contract bookkeeper) and note some of the key points to notice.
  • eg. August 2015 Financial Report by Neil
  • eg. Sept & Oct 2015 Financial Report by Gemma
  • Neil's board retreat presentation from 2013 - see page 5-6 here
  • Balance Sheet
  • Month To Date Income Statement
  • Year To Date Income Statement
  • Discussion:

Budget Amendment re: contract staff start date (10 min) Anna

  • During our FY2016 budget development, board discussed Bike Builder position start date and end date for 2016 which impacts the budget allocation for that position. In Aug, we decided to approve the BB starting Feb 2016 to Oct 2016. In Sept, an error in minutes which approved BB April to Aug. This was translated into the budget.
  • See FY2016 Budget

Discussion: Chris suggests not changing the budget, but just shifting the dates from Feb 2016 to end of June 2016.

GST Tax Exemption (5 min) Jon

  • Chris will apply for a GST number and contact the CRA for clarification on our GST status.

Nathan moving (2 min)

  • Nathan is moving to Calgary, and is resigning from the board effective Dec 17th, 2015

Charitable Status Update (2 min)

  • Our application was rejected, as we need to file a number of papers with the original stamp from corporate registry
  • Jonathon will collect the appropriate papers and resubmit

In Camera Session (15 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:
    • Jon (15 min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

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