Board Minutes February 2014: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [http://edmontonbikes.ca/w/Board_Minutes_March_2014 March 2014] board meeting.''''' | ||
== EBC Board Meeting Minutes for February | == 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 15: | Line 15: | ||
* Time keeper: Bernadette | * Time keeper: Bernadette | ||
* Food by: Chris Corrigan | * Food by: Chris Corrigan | ||
* Board attendance: | * Board attendance: Sarah, Doug, Matt, Bernadette, Kristen, Caylie, Steve (6:40), Derek (6:40), Chris Corrigan (6:44-7:20), Anna (6:45) | ||
* Staff attendance: | * Staff attendance: Coreen (6:40) | ||
* Regrets: Leila, Chris Chan | * Regrets: Leila, Chris Chan | ||
* Absent: | * Absent: n/a | ||
* Guests: Carlos (board candidate for Treasurer), | * Guests: Carlos (board candidate for Treasurer), Phil (Spoke)(6:30-8) | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 6:37 pm. | ||
== Welcome to Guests == | == Welcome to Guests == | ||
* Intros | * Intros | ||
* Location of food, water, washrooms, etc | * Location of food, water, washrooms, etc. | ||
== Approval of Agenda == | == Approval of Agenda, Last Month's Minutes, and Reports == | ||
== | === Treasurer's Report=== | ||
* | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1QkFKjdok74CJ-tND7WyxW1-5u4ttswFzXEIk_fcW7Ro/edit January 2014 Financial report] by Bookkeeper | ||
== | === Executive Director's Report === | ||
* | * [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. | ||
* | * [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) | ||
* | === 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 | |||
== | === Strategic Planning Committee Report === | ||
*[http://edmontonbikes.ca/w/February_2014_Strategic_Planning_Committee_Meeting_Notes February 2014 Strategic Planning Committee Meeting Notes] | |||
=== | === Policy Committee Report === | ||
* | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1ZH1lcmQFLguXmUsKgE2GqcuIou1UJRN6oJsKv6o73L0/edit Policy Committee Report February 2014] | ||
<span style="background: yellow;">Motion:</span> Bernadette moves to adopt agenda, minutes, and 5 reports. Matt seconds. '''Carried.''' | |||
=== | == New Business == | ||
* | === 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 | |||
=== | ===Adaptive Bikes (10 min)=== | ||
* Request from Janine - see Financial Report analysis from Neil. | |||
* | * 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. | ||
* Electronic transfers? Have bank authorize transfers up to $100 or $200? | |||
* <span style="background: yellow;">Motion:</span> To | * <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> ''' | * <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. | ||
=== | === EBC name change (15 min)=== | ||
* 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. | ||
** 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. | |||
** 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. | |||
* <span style="background: yellow;">Motion:</span> To table the issue until July 2014. Motioned by Kristen. Seconded by Doug. '''Motion Carried.''' | |||
* <span style="background: lime;">Action Items:</span> '''Strategic Planning Committee''' will continue to gather info to bring a proposal to the board in July. | |||
* | ===Ad-hoc volunteer appreciation committee=== | ||
* <span style="background: lime;">Action Items:</span> ''' | * 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. | |||
=== | ===Policy Development and Implementation policy=== | ||
* | * Kristen reviewed the proposed policy. | ||
* | * 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.''' | ||
=== | === 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. | ||
=== | ===Vote on new director (10 min)=== | ||
[https://docs.google.com/a/edmontonbikes.ca/document/d/ | * 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! | ||
* <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 | * <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 | * <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> ''' | * <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 == | ||
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=== 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=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 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. | * 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. | * 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"). | * 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). | * 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. | * Jan 2014: '''Board''' to take pics and write bios for website. | ||
* 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. | ** '''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. | * Jan 2014: '''Kristen''' present proposed bylaw change at AGM 2014. | ||
'''COMPLETED:''' | '''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 | * 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 | ||
* 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: '''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 | * 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. | ||
* 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.''' | |||
* Jan 2014: '''Chris Chan''' will submit an updated budget to CFEP. | |||
== | == 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 ( | == <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 | * <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.''' | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion | * <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]] | ||