Board Minutes February 2015: Difference between revisions
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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 | * 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! | ||
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* Minute-taker: Anna | * Minute-taker: Anna | ||
* Food by: Jon | * Food by: Jon | ||
* Board attendance: | * Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexy | ||
* Staff attendance: | * Staff attendance: Chris | ||
* Regrets: | * Regrets: Adrian | ||
* 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: Geoff | ||
* Minute-taker: Geoff | * Minute-taker: Geoff | ||
* Food by: | * Food by: | ||
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*[https://drive.google.com/a/edmontonbikes.ca/?usp=gmail#folders/0B0wWWHPTzO0vaV83SFhFbllxZkk President's Travels Jan 2015]- was deferred for approval at Jan's meeting | *[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 === | ||
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*[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 === | ||
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[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2013-2014 Board minutes]] | [[Category:2013-2014 Board minutes]] | ||
Motion to approve president, Hr, policy committee, ED, BW manager, reports by Alex, seconded by rachel | |||
reminder to log volunteer hours and review and sign all reports | |||
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 | |||
finacial update from michelle, applied for the eft process, need another signature to apply- teh 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). | |||
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, new budgets including new hires, new space and will be projecting a 4k deficit as it stands, | |||
move that the board authorizes Chris Chan to enter into a lease with the BWS space, for thhe 186 sq feet- motion by Jon, seconded by Chris H and all in favour- no abstain, no opposed. | |||
Question from Dan- do we have things for them to use, furniture, computers, etc - yes we do. | |||
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. | |||
There is a motion to extend our extend teh December social media motion- michelle moves to do this, Chris H seconds- no disucssion- all in favour, Alex abstains, motion carried | |||
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: | |||
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. | |||
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 ro early march. Alexey away from march 28 to april 21- Sunday March 22 is proposed- Chris Co and Rachel will check thier schedule- 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 | |||
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. | |||
Jon makes a motion to adjour- Michelle seconded at 7:52 | |||