Board Minutes December 2017: Difference between revisions

From Bike Edmonton
Jump to navigation Jump to search
 
(26 intermediate revisions by 2 users not shown)
Line 6: Line 6:


* Location: room WC 112  HP Centre NAIT
* Location: room WC 112  HP Centre NAIT
* Start Time: 6:30pm
* Start Time: 10:20 am Dec 10


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!
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 ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Jonathon
* Minute-taker:
* Minute-taker: Geoff
* Food by:
* Food by: Geoff
* Board attendance:
* Board attendance:  
* Staff attendance:
Ali Charkeih,
* Regrets:
Geoff Hansen,
* Absent:
Helen Frost,
* Guests:
Jasmine Farahbakhsh,
Jeremy Shepherd,
Jonathan Woelber,
Kabir Nadkarni,
Michael Cenkner,
Mike Pybus,
Mike Sacha,
Nancy Milakovic
* Staff attendance: None
* Regrets: none
* Absent: none
* Guests: none


== Call to Order ==
== Call to Order ==
* Meeting called to order by    at   pm.
* Meeting called to order by    at 10:20  am.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: Monday, Jan 8th
* Location:  
* Location: TBD
* Chair:
* Chair: TBD
* Minute-taker:
* Minute-taker: TBD
* Food by:
* Food by: TBD


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda (5 min) ==
{{Motion
{{Motion
   |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
   |motion=To approve December 2017 agenda,  
   |first=
   |first= Nancy
   |second=
   |second= Helen
   |yes=
   |yes= 10
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=Yes
}}
}}
=== President's Report ===
*[President's Report (Month) (Year)]
=== Treasurer's Report ===
*[Treasurer's Report (Month) (Year)]
=== Executive Director's Report ===
*[ED 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)]
=== Finance Committee Report ===
*[Strategic Planning Committee Report (Month) (Year)]
=== Membership Committee Report ===
*[Strategic Planning Committee Report (Month) (Year)]


== New Business ==
== New Business ==
Line 71: Line 58:
* To recognize the selection and appointment of EBC executive officers
* To recognize the selection and appointment of EBC executive officers
* Discussion notes:
* Discussion notes:
**
** VP - Nancy Milakovic acclaimed
**
** President - Jeremy Shepherd acclaimed
** Secretary - Jasmine Farahbakhsh acclaimed
** Treasurer - Ali Charkeih acclaimed


{{Motion
{{Motion
   |motion= To appoint Jasmine Farahbakhsh as Secretary, Jeremy Shepherd as President, Ali Charkeih as Treasurer and Nancy Milakovic as Vice-President
   |motion= To appoint Jasmine Farahbakhsh as Secretary, as Jeremy Shepherd President, Ali Charkeih as Treasurer and as Vice-President
   |first=
   |first= Geoff
   |second=
   |second= Michael C
   |yes=
   |yes=10
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=Passed
}}
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Business Item 2 Change of Bank Signing Authorizations Jonathan (10 min)===
=== Business Item 2 Change of Bank Signing Authorizations Jonathan (10 min)===
*
* Appoint new Bank signing authorities. Note that it does not necessarily have to be executive roles that act as signing officers for EBC although this has traditionally been our practice.  Any director may serve as a signing officer.
* An important consideration in appointing signing officers is, among other things, ensuring that they are capable and competent to manage financial matters, especially payments, in a timely manner.
* Discussion notes:
* Discussion notes:
**
** Two ways of paying funds - EFT (CAFT sys, and writing cheques
**
** Treasurer will be responsible for writing cheques and recording them
 
** Jonathon has been processing EFT, and one of the signing authorities
== New Business ==
** Neil will start processing EFT, but is not a signing authority, and two signing officers need to approve the file in order to be release, by about 2:15 or 2:30 on the day it was set up
** Signing authorities should be reviewing the payments, to be comfortable that all payments are legitimate
** If the expense payment is to one of the signing authorities, that person cannot authorize payments to themselves


=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**


{{Motion
{{Motion
   |motion=
   |motion= To appoint  Jeremy Shepherd (President),  Nancy Milakovic (VP),  Jasmine Farahbakhsh (Secretary), Ali Charkeih (Treasurer) as signing authorities for all 3 of EBC's Servus Bank accounts (EBC General; EBC Casino; You Can Ride 2) and electronic payments processed through CAFT system. Two signatures/approvals are required. All should have On-line banking access; Ali Charkeih is designated the On-line Banking administrator. To remove Yitong Martindale, former bookkeeper, Geoff Hansen, former Treasurer, Derek Pluim, former secretary and Jonathan Woelber, former President from all EBC Servus accounts, On-Line banking access and CAFT access and appoint Neil Carey as Bookkeeper with On-Line Banking access and access to input EBC transactions into the CAFT payment system. Neil Carey has input authority only; no authority to approve transactions.
   |first=
   |first= Geoff
   |second=
   |second= Jasmine
   |yes=
   |yes= 10
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result=Passed
}}
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
* <span style="background: lime;">Action Items:</span> '''Jonathan and Nancy''' will coordinate the update of signing authorities with Servus Credit Union by Jan 31 2018.
*
* Discussion notes:
**
**


== New Business ==


 
=== Future meeting dates (15 min) ===
== <i>In Camera</i> Session ==
* Discussion notes:
{{Motion
** Two people can't do Wednesdays
  |motion=To move <i>in camera</i>.
** Two people can't do Tue/Thu
  |first=
** One person can't attend Mondays, until April or May
  |second=
** Friday/weekends not seen to be an option
  |yes=
** Decided on 2nd monday of the month
  |no=
  |abstain=
  |result=
}}
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)
 
{{Motion
  |motion=To move out of camera]</i> discussion.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at 11:06 pm.
   |first=
   |first=Jonathon
   |second=
   |second=  
   |yes=
   |yes=  
   |no=
   |no=
   |abstain=
   |abstain=
   |result=
   |result=Carried
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2017-2018 Board minutes]]
[[Category:2017-2018 Board minutes]]

Latest revision as of 06:56, 5 January 2018

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

EBC Board Meeting Minutes for (December)(2017)

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

  • Location: room WC 112 HP Centre NAIT
  • Start Time: 10:20 am Dec 10

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: Geoff
  • Board attendance:

Ali Charkeih, Geoff Hansen, Helen Frost, Jasmine Farahbakhsh, Jeremy Shepherd, Jonathan Woelber, Kabir Nadkarni, Michael Cenkner, Mike Pybus, Mike Sacha, Nancy Milakovic

  • Staff attendance: None
  • Regrets: none
  • Absent: none
  • Guests: none

Call to Order

  • Meeting called to order by at 10:20 am.

Logistics for Next Meeting

  • Date: Monday, Jan 8th
  • Location: TBD
  • Chair: TBD
  • Minute-taker: TBD
  • Food by: TBD

Approval of Agenda (5 min)

MOTION
To approve December 2017 agenda,
Moved: Nancy
Seconded: Helen
Aye No Abstain
10 0 0
Yes

New Business

Business Item 1 EBC new Executive Jonathan (10 min)

  • To recognize the selection and appointment of EBC executive officers
  • Discussion notes:
    • VP - Nancy Milakovic acclaimed
    • President - Jeremy Shepherd acclaimed
    • Secretary - Jasmine Farahbakhsh acclaimed
    • Treasurer - Ali Charkeih acclaimed
MOTION
To appoint Jasmine Farahbakhsh as Secretary, as Jeremy Shepherd President, Ali Charkeih as Treasurer and as Vice-President
Moved: Geoff
Seconded: Michael C
Aye No Abstain
10 0 0
Passed

Business Item 2 Change of Bank Signing Authorizations Jonathan (10 min)

  • Appoint new Bank signing authorities. Note that it does not necessarily have to be executive roles that act as signing officers for EBC although this has traditionally been our practice. Any director may serve as a signing officer.
  • An important consideration in appointing signing officers is, among other things, ensuring that they are capable and competent to manage financial matters, especially payments, in a timely manner.
  • Discussion notes:
    • Two ways of paying funds - EFT (CAFT sys, and writing cheques
    • Treasurer will be responsible for writing cheques and recording them
    • Jonathon has been processing EFT, and one of the signing authorities
    • Neil will start processing EFT, but is not a signing authority, and two signing officers need to approve the file in order to be release, by about 2:15 or 2:30 on the day it was set up
    • Signing authorities should be reviewing the payments, to be comfortable that all payments are legitimate
    • If the expense payment is to one of the signing authorities, that person cannot authorize payments to themselves


MOTION
To appoint Jeremy Shepherd (President), Nancy Milakovic (VP), Jasmine Farahbakhsh (Secretary), Ali Charkeih (Treasurer) as signing authorities for all 3 of EBC's Servus Bank accounts (EBC General; EBC Casino; You Can Ride 2) and electronic payments processed through CAFT system. Two signatures/approvals are required. All should have On-line banking access; Ali Charkeih is designated the On-line Banking administrator. To remove Yitong Martindale, former bookkeeper, Geoff Hansen, former Treasurer, Derek Pluim, former secretary and Jonathan Woelber, former President from all EBC Servus accounts, On-Line banking access and CAFT access and appoint Neil Carey as Bookkeeper with On-Line Banking access and access to input EBC transactions into the CAFT payment system. Neil Carey has input authority only; no authority to approve transactions.
Moved: Geoff
Seconded: Jasmine
Aye No Abstain
10 0 0
Passed
  • Action Items: Jonathan and Nancy will coordinate the update of signing authorities with Servus Credit Union by Jan 31 2018.

New Business

Future meeting dates (15 min)

  • Discussion notes:
    • Two people can't do Wednesdays
    • Two people can't do Tue/Thu
    • One person can't attend Mondays, until April or May
    • Friday/weekends not seen to be an option
    • Decided on 2nd monday of the month

Adjournment

MOTION
To adjourn the meeting at 11:06 pm.
Moved: Jonathon
Seconded:
Aye No Abstain
Carried
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_December_2017&oldid=4219"