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Board Minutes February 2015: Difference between revisions

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Board Minutes February 2015 (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_2015 March 2015] board meeting.'''''


== EBC Board Meeting Minutes for February 9, 2015 ==
== EBC Board Meeting Minutes for February 9, 2015 ==
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Board meetings are open to the EBC members and the public.
Board meetings are open to the EBC members and the public.


* Location: Room 113 Education South, U of A
* Location: Room 164 Education South, U of A
* Start Time:
* Start Time: 6:41pm


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!
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!
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== Attendance ==
== Attendance ==
* Meeting Chair: Geoff
* Meeting Chair: Geoff
* Minute-taker: Anna
* Minute-taker: Nancy
* Food by: Jon
* Food by: Jon
* Board attendance:
* Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexey, Nancy
* Staff attendance:
* Staff attendance: Chris
* Regrets:
* Regrets: Adrian, Anna
* Absent:
* Absent:
* Guests:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order by    at    pm.
* Meeting called to order by 6:41   at    pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: Wed March 18, 2015
* Location:  
* Location: Rm 113 Ed South
* Chair:
* Chair: Rachel
* Minute-taker:
* Minute-taker: Geoff
* Food by:
* Food by:  


== Approval of Agenda, Minutes, Reports (5 min) ==
== Logistics for Next, Next Meeting ==
* <span style="background: yellow;">Motion:</span> To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
* Date: Wed April 15 OR 22, 2015 (ask Michelle if 22 is possible?)
* Location: Rm 113 Ed South
* Chair:
* Minute-taker:
* Food by:
 
== Approval of Agenda, Minutes, Reports (15 min) ==
* <span style="background: yellow;">Motion:</span> To approve this Feb 2015 agenda, the Jan 2015 minutes, and reports as presented below. Moved by Alex . Seconded by Rachel . '''Motion Carried.'''


=== President's Report ===
=== President's Report ===
*[President's Report (Month) (Year)]  
*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting
 
=== Treasurer's Report ===
*[Treasurer's Report (Month) (Year)]


=== Executive Director's Report ===
=== Executive Director's Report ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1K_LnmHWGwuhiYxy_84dqgCCOL9hpGl8wZImh8ybE1rc/ | ED Report Jan 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1K_LnmHWGwuhiYxy_84dqgCCOL9hpGl8wZImh8ybE1rc/edit ED Report Jan 2015] - submitted by Chris Feb 7


=== BikeWorks Report ===
=== BikeWorks Report ===
*[BikeWorks Report (Month) (Year)]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5
 
=== Advocacy Committee Report ===
*[Advocacy Committee Report (Month) (Year)]


=== H.R. Committee Report ===
=== H.R. Committee Report ===
*[H.R. Committee Report (Month) (Year)]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1K5ClHCaUvOtT-KYxNahp-E_N41wu6YBkbqG7Jg6hVLQ/edit H.R. Committee Report January 2015] - submitted by Nancy Jan 16 - was deferred for approval at Jan's meeting
*[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0Am0DB6hvS6q-dFJjaHZ0dC1lYWVRZ3I4WVJaT29BdFE#gid=0 H.R. Committee Report Feb 2015]
*Updated [http://edmontonbikes.ca/w/Human_Resources_Committee HR Committee Terms of Reference] for approval
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit DRAFT Conflict of Interest Policy] for approval


=== Policy Committee Report ===
=== Policy Committee Report ===
*[Policy Committee Report (Month) (Year)]
*[Policy Committee Report (Month) (Year)]
*[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B-D1LNQVyBh6TUNpX1dRTjZyZm8 Policy Committee Report Jan 2015] - submitted by Daniel Jan 20 - - was deferred for approval at Jan's meeting
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit DRAFT Social Media Policy] for approval


=== Strategic Planning Committee Report ===
* <span style="background: yellow;">Motion:</span> Approve president, Hr, policy committee, ED, BW manager . Moved by Alex  , seconded by Rachel , all in favour- no abstain, no opposed. '''Motion Carried.'''
*[Strategic Planning Committee Report (Month) (Year)]
 


== Current & Completed Business ==
== Current & Completed Business ==
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* '''Everyone''' sign reports that you have reviewed each month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
*
*


'''COMPLETED'''
*
*


FROM LAST MEETING
* Nov 2013: '''Executive Committee''' will pursue a Servus credit card for EBC in the name of the Executive Director.
* May 2014: '''Policy Committee''' will create an procedure for expense reimbursement procedure.
* May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done.
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
* Dec 2014: '''Chris Chan''' will apply to become a tenant and report back to board with further communication from JFC.*
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
* Jan 2015: '''Chris Ch''' will post jobs asap. '''Coreen and Chris''' will short-list candidates.
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.
DISCUSSED
* discussed servus credit card requirements and will not be pursued at this time
* Hazard assessment to be added  to the HR to  do list-this will likely be added to the procedures task list of the new program coordinator
* expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
* becoming a tenant with JFC- we have applied and we are waiting to hear
* jobs have been posted- interviews are being scheduled
=== Financial Update (10 min) - Michelle ===
* EFT, deposit cards, and YRC2 Bank Account
*  financial update from Michelle
** applied for the eft process, need another signature to apply- the YCR@ account is a community account- which allows access to all accounts
** opening a different type of account will allow janine to look at the accounts
** same amount of work with either new account asking for approval of which way to go
** will ask Neil to go down to get signing authority for the ycr2 account. 
** 4 deposit cards have been picked up- one for Jon, one for Michelle, one for BWN and BWS. 
** Only problem with the shop cards is that people can see the bank balance. 
** Will take about 2 weeks to get the new bank account working (march). 


=== Business Item 1 (__ min)===
=== New Hires and Office Space (10 min) ===
*
* From Chris' report.
* Hiring selection committee will be composed of Nancy, Chris, Coreen. Do we have the authority to hire, or should we make a recommendation to the board (via e-mail?) for approval? Of just the person, or of an offer letter/contract?
** Interviews scheduled for February 17; this decision must be made before then.
* We can rent the 183 sqft office space connected to BWS for an extra $250/mo (including NNN).
** Anna calculates that rental for Mar-Aug ($1,500) would affect our [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/10qoXbRCDU3urMdMCIGMJ59MMXLM9P50SceLgCPeCSBo/edit#gid=626067039 overall FY2015 budget] by creating a net $1,076 deficit.
* Discussion notes:
* Discussion notes:
**
** office hires/ new office space-we currently have 4 office work stations but not really what most people would consider working space-
**
** additional space at bws is available for $250/month including expenses.
**  Chris chan recommends that this would be a good idea to move some of the available space. 
** Budget deficit of $34k for the year, new budgets including new hires, new space and will be projecting a 4k deficit as it stands,
**  Question from Dan-  do we have things for them to use, furniture, computers, etc - yes we do.


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To authorizes Chris Chan to enter into a lease with the BWS space (186 sq feet) . Moved by Jon  , seconded by Chris H , all in favour- no abstain, no opposed. '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Business Item 2 (__ min)===
=== Social Media Policy for Approval (10 min) - Dan ===
*
*  
* Discussion notes:
* Discussion notes:
**
** Social media policy discussion- hopefully everyone has reviewed  it
**
** At the point where it likely needs some discussion with Chris Chan and Dan
** They will meet in person to discuss and then revisit at a later date
** Will be deferred for next meeting.
 
* <span style="background: yellow;">Motion:</span> To extend our December 2014 social media motion until the next board meeting. Moved by Michelle  , seconded by Chris H  . Abstains: Alex . All others in favour,  '''Motion Carried.'''


=== Director Responsibilities and Committees (15 min) - Jon ===
* Review and confirm decision of [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1IxuZ8Z6TXGZcZl8wFcGPoEeG-larpY6AJNdiQ7qM3FI/edit#gid=681526025 committee structure]
* Discussion notes:
** Jon's discussion on the committee structure- reviewed current committee chart 
** proposes that each director is part of the group of "committees' but could also volunteer to participate in a different committee. 
** Would like to bring to resolution the individuals who are on the 3 committees, ( HR, Policy, strategic planning)- having people cross over is a good plan (Dan) and is supportive of the idea. 
** Geoff suggests that keeping directors up to speed on what they are working on, its a good opportunity to stretch and learn about new areas. 
** Michelle indicated that moving around is a good idea also. 
** Alexey would like to speak to transparancies of discussions and would like to share meeting dates and meeting notes so that other directors can be involved. 
** primary objective with the committees is to get all directors involved in moving the society forward-  ensrue we have 3 or 4 directors in each of the areas-
** Jon reviewed all the committees- and sees his role to ensure that all the directors are engaged in the society- helping with development opportunties to ensure all 12 directors are contributing. 
** jon proposes the the committees stand as they are and directors attend . 
** Should their be a formal leader for each of the committees?  scheduling meeting, minutes, notes, should one person be responsible, should it be rotating or have one person in charge.
**  Geoff suggests that there is a responsible person on each committee. 
** Jon suggests that Alex and Dan take on the leader of these roles- Alex is o.k. either way...
** Alexey has volunteered to lead the strategic planning committee-
** Alex will defer the leader to Alexey and will remain part of that group. 
** Dan will remain as leader of the policy  group.


== New Business ==
== New Business ==


=== New Business Item 1 (__ min)===
=== Conflict of Interest Policy (5 min)===
*
 
* Discussion notes:
* Discussion notes:
**
** Conflict of interest policy- alert directors  it's there-
**
** please review by march 1 with comments and then changes will be made with an expectation of making a motion to approve policy.


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
=== Feedback on new ED report format (5 min)===
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
=== New Business Item 2 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
**
** Nancy- looking for feedback on new report-
**
** Alexey loves the new report, Chris H has to scroll, Jon loves it, Geoff likes it, Chris Chan indicates less work,
** Dan asked about amount of detail if there was enough but is comfortable asking for more detail and the shorter one seems more efficient. 
** Geoff likes the first report as good for a new board member, but this report was an excellant improvement.  suggested once a year for new members. 
** O.k. to continue with this format.




=== Board Planning Session (15 min) - Jon ===
* Discussion notes:
** Jon suggests a board planning session for early april with an intent of 4 ot 5 hours with a purpose to establish our priorities for EBC for teh coming year. 
** What do we want to do this year, that really matter to EBC and what are our goals and priorties, how will we use our resources. 
** Chris H will take care of the details of planning it=
** most everyone likes the idea- planning for late April to early march. 
**  tentatively booked for the morning of March 22. 
** NAIT is proposed as a venue, nancy will check availability. 
** meeting time is tenatative- 9 am proposed by Jon


== <i>In Camera</i> Session (__ min)==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting (7:52pm). Moved by Jon , seconded by Michelle . '''Motion Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**


* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion Failed/Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2014-2015 Board minutes]]
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