Board Minutes February 2016

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

EBC Board Meeting Minutes for February 17, 2016

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

• Location: room 113 Education South, University of Alberta
• 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: Dan
• Food by: Jonathan with an assist by Adrian
• Board attendance: Adrian, Nancy, Dan, Anna, Jonathan, Geoff, Derek, Karl
• Staff attendance: Chris, Coreen
• Regrets: Rachel, Jasmine, Kathy
• Absent:
• Guests:

Call to Order

• Meeting called to order by Geoff at 6:38 pm.

Logistics for Next Meeting

• Date: March 14th
• Location: Education South, room 113
• Chair: Derek
• Minute-taker: Anna
• Food by: Nancy

• Action item: Anna to book Ed South for rest of 2016 for 2nd Monday.

Meeting Dates Pain and Possibility Poll
https://docs.google.com/spreadsheets/d/1J19wt3L_DW2i0zszqOgum0XgWZIsAINBHhKGAfEWdKU/edit#gid=0

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this February agenda, the January 2016 minutes, and President's report as presented below. Moved by Anna Seconded by Nancy Motion Carried

President's Report - Jon

• [President's Report (March) (2016)] https://docs.google.com/document/d/19HeI0kzIdLVB9T-JFvmfwNf2bVNFEuJZzAmgC-o8Hw8/edit

Treasurer's Report - Geoff

• Treasurer's Report Feb 2016 https://drive.google.com/open?id=1sAdC-CiLLwBfRTBHW-t4tbnWCEgp_YglVibe0P3B2VQ

• Action item: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance

• Action item: Geoff to check with Neil Carey or Guy regarding BWN rent cheques.

• Motion: to close RBC and TD bank accounts effective immediately, and transfer remaining funds to the Servus accounts. Moved by Jonathan. Seconded by Anna. Motion carried unanimously.

Executive Director's Report - Chris Chan

• ED Report 2016-01

• To be read and approved by board before March meeting

H.R. Committee Report - Nancy

• [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

• [Policy Committee Report (Month) (Year)]

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 2016 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.
• May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
• Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
• Dec 2015: Anna will book 30 min meeting before Jan board meeting for Asana orientation by Exec.
• Sep 2015: Anna to post final financial policy to wiki.
• Oct 2015: Anna will post the board vacancy (Alexey/Rachel/Nathan) to website.

COMPLETED

• 2016 Volunteer Hours spreadsheet copied from 2015, and updated for board members
• May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
• Dec 2015: Geoff update budget line item for professional fees.
• Dec 2015: Anna update budget doc for Bike Builder start & end date.

Terms of Reference for Committees (10 min)

• Dan has belatedly added three TORs for HR, Executive, and policy committees:
  • HR: https://docs.google.com/a/edmontonbikes.ca/document/d/1mQiBtT0Kz3TIGCjDUSsuYgqGlB883NQqLabfgRxwXko/edit?usp=sharing
  • Executive: https://docs.google.com/document/d/1sB71RcA1sXEirkPyABvtcLSKot-74egOkVga7Jb5WHs
  • Policy: https://drive.google.com/open?id=1uVVQsRzBJCYa00XuXvjPzvJWUAY_MEnSjkI5MTc06qg
• Discussion notes:

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

Change to Monthly Board Meeting Date (15 min) Geoff

• Discussion notes:
  • Review Dates that work best (Geoff's spreadsheet)
  • Consider change (if any) on a trial basis until next AGM in October

New Business

Committee Formation - Nancy(20 min)

• Discussion notes:
  • We will be looking at page 4 and 5 of this document and determine which directors will be on which committees given the scope of work that has been outlined during our previous two retreats. Would be good if people had an idea in advance which committees and/or projects they were wanting to work on.
  • https://docs.google.com/document/d/1Af4lR4ZqY_fass11iVx31Ign_nWuTyWBEr-_Heb4-C4/edit?usp=sharing

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

Strategic Plan for 2016 (20 min) Jon

• Tabled from December meeting.
• Review of board retreat outcomes
• Review of committee goals and timelines
  • HR:
  • Policy:
  • Strategic:
• Discussion notes:

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

• Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
• Please list how long you believe your topic will take to discuss:
  • Geoff Hansen ( 30 min)

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

Adjournment

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