Bike Edmonton

Board Minutes February 2015

Revision as of 02:52, 10 February 2015 by Geoffrey.Hansen (talk | contribs)

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 164 Education South, U of A
  • 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!

Attendance

  • Meeting Chair: Geoff
  • Minute-taker: Anna
  • Food by: Jon
  • Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexy
  • Staff attendance: Chris
  • Regrets: Adrian
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by 6:41 at pm.

Logistics for Next Meeting

  • Date: Wed March 18, 2015
  • Location: Rm 113 Ed South
  • Chair: Geoff
  • 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


Executive Director's Report

BikeWorks Report


H.R. Committee Report

Policy Committee Report

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.*
  • 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 Board Q & A doc.

COMPLETED

Financial Update (10 min) - Michelle

  • EFT, deposit cards, and YRC2 Bank Account
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

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

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.

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

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