Board Minutes February 2012

Attendance

• Meeting Chair: Adam
• Minute-taker: Chris Co.
• Board attendance:
• Staff attendance:
• Regrets: Duncan
• Absent:
• Guests:

Call to Order

• Time:

Approval of Agenda

• Motion:

Approval of Last Month's Minutes

• Motion:

Reports

President's Report

President's Report

Treasurer's Report

Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

• January 2012 Statements
• December 2011 Statements

Executive Director's Report

Executive Director's Report

BikeWorks Report

BikeWorks Report: File:BikeWorks Coordinator January 2012 report.pdf

Information Management Committee report

• Information Management Committee January 2012 report: File:IMC MR Jan2012.pdf
• Terms of reference are still not ready. Got no response to my mail-out of the draft less than a week ago.
  • Topics of Focus:
    • Document where and how data is stored in the organization
    • Plan data retention and security
    • Maintenance of EBC's IT infrastructure.
    • Network with other organizations experiencing similar challenges
  • Specific Annual Objectives (so far):
    • Document the establishment of Bikeworks north (By August 31, 2012)

Committee 2 Report

Committee 2 Report

Current & Completed Business

E-mail votes

• Advocacy Committee TOR passed
• Membership Committee TOR passed?

Action Items from Last Meeting

• James' will set up EBC website to participate in SOPA blackout
• the Board will attend Board Development Workshop
• Duncan to organise Beyond the Automobile event at Metro Cinema, Feb 20.

Action Items from Older Meetings

• Neil will draft job description for Board Members
• Alex H will submit grant report to MEC
• the Board will make adjustments to Neil's policy on bike events

New Business

Volunteer to Coordinate the Casino

• and maybe document necessary steps for the future?

Position Statement Policy

• Adam will try to e-mail a draft beforehand.

Bikeworks North

• Determine an oversight mechanism for the renos.
• (We need an agreement in principle as to what the maximum total budget is for the renos.)
• (We need to hear about the meeting with Shafraaz, which should have happened this morning.)
• (We need to come to a decision about locks.)

Adjournment

• Motion: