Board Minutes February 2015

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

EBC Board Meeting Minutes for February 9, 2015

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

• Location: Room 113 Education South, U of A
• 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: Geoff
• Minute-taker: Anna
• Food by: Jon
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Wed March 18, 2015
• Location: Rm 113 Ed South
• Chair:
• Minute-taker: Geoff
• Food by:

Logistics for Next, Next Meeting

• 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)

• Motion: To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report

• [President's Report (Month) (Year)]

Treasurer's Report

• [Treasurer's Report (Month) (Year)]
• Treasurer Update ? Here or below ?

Executive Director's Report

• ED Report Jan 2015 - submitted by Chris Feb 7

BikeWorks Report

• 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 (Month) (Year)]

• Updated HR Terms of Reference
• [1]
• DRAFT Conflict of Interest Policy for approval

Policy Committee Report

• [Policy Committee Report (Month) (Year)]
• DRAFT Social Media Policy for approval

Strategic Planning Committee Report

• [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2015 board volunteer hours for the past 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.

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.*

COMPLETED

Financial Update (10 min)

• Michelle
• Should it be here or above?

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 overall FY2015 budget by creating a net $1,076 deficit.
• Discussion notes:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

Social Media Policy for Approval (10 min) - Dan

• Discussion notes:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

Director Responsibilities and Committees (15 min) - Jon

• Review and confirm decision of committee structure
• Discussion notes:

New Business

New Business Item 1 (__ min)

• Discussion notes:

• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
• Action Items: name will ____ by (date).

Board Planning Session (15 min) - Jon

• end of March or April?
• Discussion notes:

In Camera Session (__ min)

• Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
• Please list how long you believe your topic will take to discuss:
  • Conflict of Interest Policy (15 min)

• Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

• Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.