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Board Minutes February 2014: Difference between revisions

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Board Minutes February 2014 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [http://edmontonbikes.ca/w/Board_Minutes_March_2014 March 2014] board meeting.'''''


== EBC Board Meeting Minutes for February 19, 2014 ==
== EBC Board Meeting Minutes for February 18, 2014 ==


Board meetings are open to the EBC members and the public.
Board meetings are open to the EBC members and the public.
Line 11: Line 11:


== Attendance ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Sarah
* Minute-taker:
* Minute-taker: Anna
* Food by:
* Time keeper: Bernadette
* Board attendance:
* Food by: Chris Corrigan
* Staff attendance:
* Board attendance: Sarah, Doug, Matt, Bernadette, Kristen, Caylie, Steve (6:40), Derek (6:40), Chris Corrigan (6:44-7:20), Anna (6:45)
* Regrets:
* Staff attendance: Coreen (6:40)
* Absent:
* Regrets: Leila, Chris Chan
* Guests:
* Absent: n/a
* Guests: Carlos (board candidate for Treasurer), Phil (Spoke)(6:30-8)


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Sarah at 6:37 pm.


== Approval of Agenda ==
== Welcome to Guests ==
* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Intros
* Location of food, water, washrooms, etc.


== Approval of Last Month's Minutes ==
== Approval of Agenda, Last Month's Minutes, and Reports ==
* <span style="background: yellow;">Motion:</span> To approve (month)(year) minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''


== Logistics for Next Meeting ==
=== Treasurer's Report===
* Date: Wed March 19
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1QkFKjdok74CJ-tND7WyxW1-5u4ttswFzXEIk_fcW7Ro/edit January 2014 Financial report] by Bookkeeper
* Location: room 262, Ed South, U of A
 
* Chair:
=== Executive Director's Report ===
* Minute-taker:
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1sovqBZiCOCiadi_U6A49r7ZblRC8Wcx0sI2CFnWZg1Q/edit#heading=h.tfioge1ewak5 ED December 2013 Report] covering Dec 18-31, submitted Jan 21, therefore be reviewed at Feb meeting.
* Food by:
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1ijU_bBw4MpxKq43l1UpL9P9JzI2kZuDrZgEsG0ZEAek/edit#heading=h.tfioge1ewak5 ED January 2014 Report] covering Jan 1-30, submitted Feb 10
* only approving Dec report (Jan to be approved at March meeting)


== Reports ==
=== BikeWorks Report ===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1WdtbDYaTktzSSASp9OeoNnNejC0E11VsrF_hzFvp-ag/edit BikeWorks Manager January 2014 Report] covering Jan 1-30, submitted Feb 6


=== President's Report (__ min)===
=== Strategic Planning Committee Report ===
[[President's Report (Month) (Year)|President's Report]]
*[http://edmontonbikes.ca/w/February_2014_Strategic_Planning_Committee_Meeting_Notes February 2014 Strategic Planning Committee Meeting Notes]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Policy Committee Report ===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1ZH1lcmQFLguXmUsKgE2GqcuIou1UJRN6oJsKv6o73L0/edit Policy Committee Report February 2014]


=== Treasurer's Report (__ min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
<span style="background: yellow;">Motion:</span> Bernadette moves to adopt agenda, minutes, and 5 reports. Matt seconds. '''Carried.'''


=== Executive Director's Report (__min)===
== New Business ==
[[ED Report (Month) (Year)|Executive Director's Report]]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Overview of the spoke program with Phil - 6:45pm (25 min)===
* EBC website info about the spoke: [http://edmontonbikes.ca/services/youth-adapted-services/the-spoke/ http://edmontonbikes.ca/services/youth-adapted-services/the-spoke/]
* The spoke facebook page: [https://www.facebook.com/TheSpokeEBC https://www.facebook.com/TheSpokeEBC]
* [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1b281bU5hcmlpbms Internal folder for the spoke] on google drive, notably the [https://docs.google.com/a/edmontonbikes.ca/presentation/d/1cF7EVtxkft7vg2GLC5uIl3953h5z3HMSTn2ltd4EDjQ/edit#slide=id.gf83021e6_097 volunteer orientation presentation].
* Phil present to discuss The Spoke:
** Creating more community amongst volunteers, creating more connections with agencies and groups (incl. school system), new logos (with head badge)
** Be Brave Ranch - relationships are getting deeper than just talk about mechanics
** Looking forward to assessing his own time at The Spoke (ending in April 2014) and what's next - it will organically shift as it needs to.
*** Ways to integrate more females? Not many come, even fewer make it all the way through the program - is there an alternative that will engage girls and change the dynamic of The Spoke?
***Trying to work with more high schools (McNally, Eastglen)- the last few sessions have been mostly junior high
* Coreen: how can the board support The Spoke?
** Phil:
***We like to keep a 1:1 ratio of volunteers to students; if the board could keep an ear to the ground about e-mails when someone is needed to fill in for sick volunteers - keep be on the ball in this way to make sure those gaps are filled
*** Stay up to date with what's going on, and connect The Spoke with agencies that you know of if you think they could benefit each other.
* Phil will send us the handout that he has been giving out to the public


=== BikeWorks Report (__ min)===
===Adaptive Bikes (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Request from Janine - see Financial Report analysis from Neil.
* Discussion notes:
* What total is the program requesting?
**
* Do we need a formal decision around petty cash (total amount allowed)?
**
* Would the corporate credit card solve this? Card would be in ED's name so might be helpful.
* Action Items: '''Name''' will... by (deadline)
* Electronic transfers? Have bank authorize transfers up to $100 or $200?


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To create a petty cash of $200 to staff who will record to who, why, how much, and initial this. Motioned by Steve. Seconded by Bernadette. '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''Bernadette''' will ask Chris to determine how much the program uses in petty cash. '''Carlos and Caylie''' to investigate options and associated costs for Electronic Transfers with Servus. '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy.


=== Strategic Planning Committee Report (__ min)===
=== EBC name change (15 min)===
[Strategic Planning Committee Report (Month) (Year)]
* The name "Edmonton Bicycle Commuters Society" (no apostrophe in our name, I just learned!) may not fully reflect what our organization does, or who it does it for. We have sent out a poll to our membership for suggestions for an updated name, and they include:
** Edmonton Bikes
** Bike Edmonton
** ?
* If the board can decide on a preferred name, we will need a special resolution for members to vote on the name change. Perhaps this could be done at the opening of BWS?
* Discussion notes:
* Discussion notes:
**
** Leila emailed a motion: To table the issue until the Strategic Planning committee has gathered enough info to bring the proposal to the board.
**
** Caylie suggested that the committee could possibly bring something forward to the board in 6 months from now.
* Action Items: '''Name''' will... by (deadline)
** Sarah notes we dont have membership input at this time.
 
** Doug noted that in Strategic Planning committee it was decided that a Special meeting would be possible to allow membership to vote on this issue.
<span style="background: yellow;">Motion:</span> To return/approve the January 5, 2014 Strategic Planning Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
** Coreen expressed great concern about tying a name change decision with the BWS re-opening. It is also way too rushed.
** Bernadette: we could make a proposal for the 2014 AGM. Could only make a small run of printed promo material now.
** Caylie suggests that board members go talk to members and volunteers (especially long time members and volunteers) to gather feedback on what they think of a the current name and possible future names.
** Bernadette: Could revisit the topic in July.


=== H.R. Committee Report (__ min)===
* <span style="background: yellow;">Motion:</span> To table the issue until July 2014. Motioned by Kristen. Seconded by Doug. '''Motion Carried.'''
[H.R. Committee Report (Month) (Year)]
* <span style="background: lime;">Action Items:</span> '''Strategic Planning Committee''' will continue to gather info to bring a proposal to the board in July.
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
===Ad-hoc volunteer appreciation committee===
* Anna: ad-hoc Volunteer Appreciation Party committee? Before or after BWS opening? Last event was closing of BWS shop in Oct.
* Coreen: something separate for BWN volunteers would be really appreciated.
* Steve: After the BWS opening would be less crazy. Coreen: BWS is soft opening late March, Grand Opening mid April.
* <span style="background: lime;">Action Items:</span> '''Sarah, Bernadette, Doug''' will be on ad-hoc committee. Matt is interested in knowing specific roles when they are determined.


=== Advocacy Committee Report (__ min)===
===Policy Development and Implementation policy===
[Advocacy Committee Report (Month) (Year)]
* Kristen reviewed the proposed policy.
* Discussion notes:
* Matt: are all policies public? Kristen: Yes. Can't think of any type of policy that would not be shared publicly...
**
* <span style="background: yellow;">Motion:</span> To approve the [https://docs.google.com/a/edmontonbikes.ca/document/d/1ndZk0RqV85WtBVEDRi3Jid7FsvA0llT1UV4oa6tjZdY/edit Policy Development and Implementation policy] as presented (with alphebetical definitions updates). Motioned by Kristen. Seconded by Doug. '''Motion Carried.'''
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Casino (2 min)===
* Reminder from Bernadette: If you are available, please let me know. I have a few shifts left to fill. Also, I could use last minute flex volunteers to fill emergency vacancies.  


=== Policy Committee Report (__ min)===
===Vote on new director (10 min)===
[Policy Committee Report (Month) (Year)]
* Two [https://docs.google.com/a/edmontonbikes.ca/document/d/15mrChGcRT8XKvpW04jIZsTkJ6gc4RwVYCp3x_IgPot0/edit Treasurer applicants]: Carlos, Jonathan
* Discussion notes:
* Discussion notes:
**
** Carlos introduced himself and why he is interested in the position. Caylie reviewed Jonathan's qualifications and shared the discussion she had with him over the phone.
**
** We are very grateful to both nominees for their interest and enthusiasm!
* Action Items: '''Name''' will... by (deadline)
* <span style="background: yellow;">Motion:</span> To appoint Carlos as an interim board member. Motioned by Bernadette. Seconded by Matt. '''Motion Carried.'''
 
* <span style="background: yellow;">Motion:</span> To name Carlos Bautista signing authority and online account admin as EBC Treasurer for Servus General and Servus Casino accounts. Motioned by Caylie. Seconded by Doug. '''Motion Carried.'''
<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''Caylie, Carlos, Neil''' will meet to review treasurer role and get signing authority names updated.
* <span style="background: lime;">Action Items:</span> '''Anna''' will set up Carlos' EBC accounts.
* <span style="background: lime;">Action Items:</span> '''Carlos, Derek, Anna''' will meet to do a mini-orientation.


== Current & Completed Business ==
== Current & Completed Business ==


=== Updates on Action Items From Previous Meeting (5 min)===
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
*
** '''Anna''' will add Carlos to the doc
*
* Oct 2013: '''Anna''' to make record of what to do for next AGM.
* Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. '''In Progress.'''
* Nov 2013: '''Chris Corrigan''' to change email name back to "Chris Corrigan" (not "EBC Board Mail"). '''In Progress.'''
* Dec 2013: '''Sarah''' will create a google doc for charitable status barriers & needs (strategic planning collaboration). '''In Progress.'''
* Jan 2014: '''Board''' to take pics and write bios for website.
** '''Anna''' to complete this! '''Caylie''' to send form to Carlos
* Jan 2014: '''Committee chairs''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. '''Ongoing.'''
* Jan 2014: '''Kristen''' present proposed bylaw change at AGM 2014.


=== Business Item 1 (__ min)===
'''COMPLETED:'''
*
* Jan 2014: '''Caylie''' will take on paper work to apply and go forward with the CSL internship. '''Sarah''' is interested in leading with any mentorship that is involved. '''COMPLETED''' - application submitted Jan. 24, 2014 - matching process will occur June/July 2014, and projects will not begin until January 2015
* Discussion notes:
* Jan 2014: '''Board''' to review and comment on proposed [https://docs.google.com/a/edmontonbikes.ca/document/d/1x0_YAjGdQD3Q3EUVKc73ZcjBVckcmmEhUwVsXTcj068/edit draft Policy Development and Implementation] by Wed Jan 29 so Policy Committee can move forward.
**
* Jan 2014: '''Steve''' will offer board position to Derek via email this week and update board
**
* Jan 2014: '''Meghan''' ['''Caylie''' as interim treasurer] will look at options for splitting the Winter Cycling Congress budget into various line items by Feb meeting. Our bookkeeper recommends keeping it in the Staff Developement line.
* Action Items: '''Name''' will... by (deadline)
* Jan 2014: '''Anna''' to buy lunch for 2 facilitators at board development workshop.
 
* Jan 2014: '''Chris Chan''' will get quote for roll shutters. '''See Jan report.'''
=== Business Item 2 (__ min)===
* Jan 2014: '''Chris Chan''' will submit an updated budget to CFEP.
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)
 
== New Business ==
 
=== New Business Item 1 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)
 
=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


== Logistics for Next Meeting ==
* Date: Wed March 19
* Location: room 262, Ed South, U of A
* Chair: Bernadette
* Minute-taker: Doug
* Food by: Leila
* Regrets: Anna (that day), Kristen (all week), Caylie (all month), Chris Corr


== <i>In Camera</i> Session (__ min)==
== <i>In Camera</i> Session (5 min)==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by Sarah. Seconded by Doug. '''Motion Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by Sarah. Seconded by Bernadette. '''Motion Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2013-2014 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/2263...2543"