Board Minutes February 2011: Difference between revisions
→Ratify E-mail vote
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* <span style="background: lightgrey;">ACTION:</span> All board committee chairs to look over the policy manual with an eye for their committee. Send to Alex by Dec 22. Alex to have complete manual for approval at January Board meeting (Jan 19, 2011). | * <span style="background: lightgrey;">ACTION:</span> All board committee chairs to look over the policy manual with an eye for their committee. Send to Alex by Dec 22. Alex to have complete manual for approval at January Board meeting (Jan 19, 2011). | ||
** <span style="background: lightgrey;">ACTION:</span> Approve & adopt policy manual. | ** <span style="background: lightgrey;">ACTION:</span> Approve & adopt policy manual. | ||
*** UPDATE: | *** UPDATE: Approved. | ||
* <span style="background: lightgrey;">ACTION:</span> Mission needs to be formally written up. Sub-committee to do this by Dec 15: Steph, Alex C, Chris. | * <span style="background: lightgrey;">ACTION:</span> Mission needs to be formally written up. Sub-committee to do this by Dec 15: Steph, Alex C, Chris. | ||
** <span style="background: lightgrey;">ACTION:</span> mission statement to be written by Alex C, Chris, Steph by Feb 5. | ** <span style="background: lightgrey;">ACTION:</span> mission statement to be written by Alex C, Chris, Steph by Feb 5. | ||
** <span style="background: lightgrey;">ACTION:</span> Anna to email Alex C as a reminder. | ** <span style="background: lightgrey;">ACTION:</span> Anna to email Alex C as a reminder. | ||
*** UPDATE: | *** UPDATE: To draft for board retreat. | ||
* <span style="background: lightgrey;">ACTION:</span> Derek to send MEC a report to update on rental program grant. | * <span style="background: lightgrey;">ACTION:</span> Derek to send MEC a report to update on rental program grant. | ||
** UPDATE: MEC was contacted in early December 2010 and we have received a extension on the reporting timeline until May.2011. This was discussed at the January meeting. | ** UPDATE: MEC was contacted in early December 2010 and we have received a extension on the reporting timeline until May.2011. This was discussed at the January meeting. | ||
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** UPDATE: Done. We need to make online doc. | ** UPDATE: Done. We need to make online doc. | ||
* <span style="background: lightgrey;">ACTION:</span> Alex make sheets: supplies at off-site events need to be tracked (mechanic stuff off-site, raffle prizes, rental program bikes, etc) | * <span style="background: lightgrey;">ACTION:</span> Alex make sheets: supplies at off-site events need to be tracked (mechanic stuff off-site, raffle prizes, rental program bikes, etc) | ||
** UPDATE: A Google docs spreadsheet has been created; hard copies will be printed and available to take to events and filled in. Instructions will be provided clearly explaining that the numbers must be entered into the spreadsheet upon completion of the event. | |||
* <span style="background: lightgrey;">ACTION:</span> ALEX H: maitre d’ volunteer position to keep track of time and supplies of patrons more closely. Clipboard (or small white board) with patron name, time in, time out, parts used, etc. | * <span style="background: lightgrey;">ACTION:</span> ALEX H: maitre d’ volunteer position to keep track of time and supplies of patrons more closely. Clipboard (or small white board) with patron name, time in, time out, parts used, etc. | ||
* <span style="background: lightgrey;">ACTION:</span> ALEX H to communicate to volunteers: volunteers must tell Alex about any suspicious patron activity (eg. saying they paid for supplies but not going to the cash register) so that Alex can take action with the specific patron | ** UPDATE: "Shop Host" position is being promoted at volunteer orientations as an important role we need filled. Relatedly, a Shift Supervisor position has been created and will ensure all necessary tasks are completed by volunteers on any given shift. The BikeWorks Committee decided the time/parts tracking clipboard would be useful but should be optional. I have started a simple form and will send it out when complete. | ||
* <span style="background: lightgrey;">ACTION:</span> ALEX H to communicate to volunteers: volunteers must tell Alex about any suspicious patron activity (eg. saying they paid for supplies but not going to the cash register) so that Alex can take action with the specific patron. | |||
** UPDATE: This is being clearly addressed in the volunteer orientations. A section on Difficult Patrons has also been added to the BikeWorks Guide to help our volunteers negotiate such tricky situations. | |||
* <span style="background: lightgrey;">ACTION:</span> ALEX H: include in BW Guide that volunteers can feel empowered to confront patrons (after meeting with all other volunteers on staff at the time to discuss it) | * <span style="background: lightgrey;">ACTION:</span> ALEX H: include in BW Guide that volunteers can feel empowered to confront patrons (after meeting with all other volunteers on staff at the time to discuss it) | ||
** UPDATE: This is now clearly addressed in the BikeWorks Guide under the Difficult Patrons section. | |||
* <span style="background: lightgrey;">ACTION:</span> ALEX H: BW Orientation to go over how to deal with suspected theft by patrons and other volunteers. | * <span style="background: lightgrey;">ACTION:</span> ALEX H: BW Orientation to go over how to deal with suspected theft by patrons and other volunteers. | ||
** UPDATE: Done/doing - please see above. | |||
* <span style="background: lightgrey;">ACTION:</span> NEIL: email asking to renew lease with existing conditions. If they reject, board will decide how to move forward. | * <span style="background: lightgrey;">ACTION:</span> NEIL: email asking to renew lease with existing conditions. If they reject, board will decide how to move forward. | ||
* <span style="background: lightgrey;">ACTION:</span> ANNA/ALEX: determine rates for services (off-site events, etc). | * <span style="background: lightgrey;">ACTION:</span> ANNA/ALEX: determine rates for services (off-site events, etc). | ||
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=== Treasurer === | === Treasurer === | ||
* | Attached is the January financial report, along with a restatement of December. The primary change to December is the inclusion of casino costs, along with an offsetting advance that we received from AGLC - basically just inflated both income and expense by $2k. The overbudget amount is basically the same, and we discussed it last month. The other changes are an instructor that filed for payment for a December course (clockmaking). | ||
We did miss a little in January, mostly due to below-expected revenues. February numbers aren't all in yet, but it's looking like we'll offset January's miss in February. I don't think there's anything too exciting to say about either month. Not much going on this time of year. | |||
We did finally complete the changeover in signing authority on both of our bank accounts this month. | |||
* [[Media:EBC Financial Report - January 2011.xls]] | |||
* [[Media:EBC Financial Report - December 2010.xls]] | |||
== New Business == | == New Business == | ||
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=== Ratify E-mail vote === | === Ratify E-mail vote === | ||
* On February 7, 2011 the board conducted a vote via e-mail to approve the Bike Polo Fundraiser at BikeWorks. The relevant email messages have the heading: "Vote Only: Bike Polo Fundraiser" | |||
* On | * '''Motion:''' (text by David F) We approve the EBC event of a Bike Polo Fundraiser in Bikeworks on Feb 19(?), 2011 after Bikeworks closes. Under the conditions that there is at least one designated person who will not drink or do anything that may effect their judgement present throughout the entire event that will be responsible for the safety of the guests and of the property of EBC. The EBC Board requires that no money raises during this event go to benefit any person as a individual but must be used for the overall benefit of the group as a whole. All EBC policies that would effect events of this nature must be respected. These include number of people in the space, safety codes, etc. And that the space will be cleaned returned to good working condition after the event. No EBC staff time may go towards this event. It is important to note that EBC insurance will protect EBC staff and Board member in these capacities if anything happens but will not cover the group organizers. | ||
**Moved by Kevin. Seconded by Alex C. Total Yes Votes: 6; Total No Votes: 0; Total Abstentions: 5 (Kevin was counted as an abstention). | |||
**STEPHANIE moves to ratify. Seconded by Chris. Approved. | |||
** STEPHANIE moves to ratify. Seconded by | |||
* Concensus is: e-mail votes are okay for urgent/emergency decisions. | * Concensus is: e-mail votes are okay for urgent/emergency decisions. | ||
* E-mail vote should have quorum saying "YES". | * E-mail vote should have quorum saying "YES". | ||
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* Agreed that we expect board members to check EBC Board e-mails at least once every 3 days. If unavailable for longer, responsibility to let board now. | * Agreed that we expect board members to check EBC Board e-mails at least once every 3 days. If unavailable for longer, responsibility to let board now. | ||
* E-mail votes span 5-days. Anything less can be made by executive decision. | * E-mail votes span 5-days. Anything less can be made by executive decision. | ||
* Unexcused non-votes count as abstains. E-votes require standard | * Unexcused non-votes count as abstains. E-votes require standard quorum. | ||
=== BikeWorks Guide Policy === | === BikeWorks Guide Policy === | ||
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== End of Meeting == | == End of Meeting == | ||
9:30 adjourned. | |||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2010-2011 Board minutes]] | [[Category:2010-2011 Board minutes]] | ||