Board Minutes February 2014

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

EBC Board Meeting Minutes for February 19, 2014

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

• Location: room 262, Education South, University of Alberta main campus
• Start Time: 6:30pm

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: Sarah
• Minute-taker: Anna
• Time keeper: Bernadette
• Food by: Chris Corrigan
• Board attendance: Sarah, Doug, Matt, Bernadette, Kristen, Caylie, Steve (6:40), Derek (6:40), Chris Corrigan (6:44)
• Staff attendance: Coreen (6:40)
• Regrets: Leila, Chris Chan,
• Absent:
• Guests: Carlos (board candidate for Treasurer), Tara & Phil (Spoke)

Call to Order

• Meeting called to order by Sarah at 6:37 pm.

Welcome to Guests

• Intros
• Location of food, water, washrooms, etc.

Approval of Agenda, Last Month's Minutes, and Reports

Treasurer's Report (5 min)

• January 2014 Financial report by Bookkeeper

Executive Director's Report (10 min)

• ED December 2013 Report covering Dec 18-31, submitted Jan 21, therefore be reviewed at Feb meeting.
• ED January 2014 Report covering Jan 1-30, submitted Feb 10

BikeWorks Report (5 min)

BikeWorks Manager January 2014 Report covering Jan 1-30, submitted Feb 6

Strategic Planning Committee Report (5 min)

February 2014 Strategic Planning Committee Meeting Notes

Policy Committee Report (10 min)

Policy Committee Report February 2014

• 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/
• The spoke facebook page: https://www.facebook.com/TheSpokeEBC
• Internal folder for the spoke on google drive, notably the 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 and what's next - it will organically shift as it needs to.
    • Ways to integrate more girls? 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

• Motion: To . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Adaptive Bikes (10 min)

• Request from Janine

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:

• Motion: To . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Ad-hoc volunteer appreciation committee

• Anna: ad-hoc Volunteer Appreciation Party committee? Before or after BWS opening?

Policy Development and Implementation policy

• Motion: To approve the Policy Development and Implementation policy as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2014 board volunteer hours for the past month.
• 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: Chris Corrigan to change email name back to "Chris Corrigan" (not "EBC Board Mail").
• Dec 2013: Sarah will create a google doc for charitable status barriers & needs (strategic planning collaboration).
• Jan 2014: Board to review and comment on proposed draft Policy Development and Implementation by Wed Jan 29 so Policy Committee can move forward.
• 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.
• Jan 2014: Anna to buy lunch for 2 facilitators at board development workshop.
• Jan 2014: Kristen present proposed bylaw change at AGM 2014.
• Jan 2014: Chris Chan will submit an updated budget to CFEP.
• Jan 2014: Chris Chan will get quote for roll shutters.

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: 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.

Casino (2 min)

• Reminder: 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.
• Discussion notes:

• Motion: To . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Vote on new director (10 min)

• Two Treasurer applicants: Carlos, Jonathan
• Discussion notes:

• Motion: To . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Logistics for Next Meeting

• Date: Wed March 19
• Location: room 262, Ed South, U of A
• Chair:
• Minute-taker: (not Anna as she will be absent on Mar 19)
• Food by: Leila

In Camera Session (__ min)

• Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
• Please list how long you believe your topic will take to discuss:

Adjournment

• Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.