Board Minutes February 2015: Difference between revisions
no edit summary
Anna Vesala (talk | contribs) |
Anna Vesala (talk | contribs) No edit summary |
||
| (7 intermediate revisions by 2 users not shown) | |||
| Line 1: | Line 1: | ||
'''''These minutes | '''''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 == | ||
| Line 5: | Line 5: | ||
Board meetings are open to the EBC members and the public. | Board meetings are open to the EBC members and the public. | ||
* Location: Room | * Location: Room 164 Education South, U of A | ||
* Start Time: 6: | * 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! | ||
| Line 12: | Line 12: | ||
== Attendance == | == Attendance == | ||
* Meeting Chair: Geoff | * Meeting Chair: Geoff | ||
* Minute-taker: | * 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: Wed March 18, 2015 | * Date: Wed March 18, 2015 | ||
* Location: Rm 113 Ed South | * Location: Rm 113 Ed South | ||
* Chair: | * Chair: Rachel | ||
* Minute-taker: Geoff | * Minute-taker: Geoff | ||
* Food by: | * Food by: | ||
| Line 38: | Line 38: | ||
== Approval of Agenda, Minutes, Reports (15 min) == | == Approval of Agenda, Minutes, Reports (15 min) == | ||
* <span style="background: yellow;">Motion:</span> To approve this | * <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 | *[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting | ||
=== Executive Director's Report === | === Executive Director's Report === | ||
| Line 52: | Line 48: | ||
=== BikeWorks Report === | === BikeWorks Report === | ||
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5 | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1GMREKWOFZ7iw-_TXrsD4Sm7ASGHkrpSW-fi61NUYRQs/edit BikeWorks Report Jan 2015] - submitted by Coreen Feb 5 | ||
=== H.R. Committee Report === | === H.R. Committee Report === | ||
*[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] | *[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 | *Updated [http://edmontonbikes.ca/w/Human_Resources_Committee HR Committee Terms of Reference] for approval | ||
| Line 63: | Line 57: | ||
=== 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 | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit DRAFT Social Media Policy] for approval | ||
= | * <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.''' | ||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 74: | Line 68: | ||
* '''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. | ||
FROM LAST MEETING | FROM LAST MEETING | ||
| Line 82: | Line 77: | ||
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max) | * 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.* | * 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 === | === Financial Update (10 min) - Michelle === | ||
* EFT, deposit cards, and YRC2 Bank Account | * 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). | |||
=== New Hires and Office Space (10 min) === | === New Hires and Office Space (10 min) === | ||
| Line 104: | Line 107: | ||
** 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. | ** 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 | * <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.''' | ||
=== Social Media Policy for Approval (10 min) - Dan === | === 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 | * <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 === | === 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] | * Review and confirm decision of [https://docs.google.com/a/edmontonbikes.ca/spreadsheets/d/1IxuZ8Z6TXGZcZl8wFcGPoEeG-larpY6AJNdiQ7qM3FI/edit#gid=681526025 committee structure] | ||
* Discussion notes: | * 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 == | ||
=== | === Conflict of Interest Policy (5 min)=== | ||
* 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. | |||
=== Feedback on new ED report format (5 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 === | === Board Planning Session (15 min) - Jon === | ||
* Discussion notes: | * 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 | |||
== | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To adjourn the meeting (7:52pm). Moved by Jon , seconded by Michelle . '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category: | [[Category:2014-2015 Board minutes]] | ||