Board Minutes February 2017: Difference between revisions

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes March 2017|March 2017]] board meeting.'''''


== EBC Board Meeting Minutes for (month)(year) ==
== EBC Board Meeting Minutes for (month)(year) ==
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: * Location: room 113 [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Location: room 113 [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Start Time: 6:30pm
* Start Time: 6:30pm


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== Attendance ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Geoff Hansen
* Minute-taker:
* Minute-taker: Michael
* Food by:
* Food by:
* Board attendance:
* Board attendance: Adrian, Nancy, Alexis, Jeff, Jeremy, Jonathan, Jasmine
* Staff attendance:
* Staff attendance:
* Regrets:
* Regrets:
Line 21: Line 21:


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Geoff at 6:35 pm.


== Approval of Agenda ==
== Logistics for Next Meeting ==
* <span style="background: yellow;">Motion:</span> To approve this (month) agenda. Moved by , seconded by . '''Motion Failed/Carried.'''
* Date: March 13th
* Location: Room 113 Education South
* Chair:
* Minute-taker: Derek
* Food by:


== New Business ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
  |motion=To approve this February agenda, the January 2017 minutes, and reports as presented below.
  |first= Jonathan
  |second= Nancy
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}


Questions on Charitable Status report: did CS approve their finances, Dan will provide. They were approved prior to getting status. Jasmine asked about why only ESA, and suggested it could be a pilot and extended to other faculties or groups.
Question about Finances, bookkeeper putting in lots of hours? Jeff will meet with her to make sure she has everything she needs and engage with her on including salaries and other questions. Probably due to her being new. Jonathan and Chris to attend in person or on phone. 
Comment by Nancy about timing of reports, all in but need more time for board members to be read.


*=== MEC Grant (10 min)===
=== President's Report - Jon ===
* Discussion notes:
*[https://docs.google.com/document/d/1avUk0JR-dhwi-l7Iqb3RneFVCAfuh1QNwfjTSxkLV6o/edit?ts=5894e6b3 President's Report Jan 2017]
**  $6,000 with an additional credit for Spoke material purchased at MEC!


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
=== Treasurer's Report - Geoff ===
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
*[[https://docs.google.com/document/d/1ujgYyNO9a5oXtMRYU4PFR40XC0_WOB-Eu12-SJKYepc/edit Treasurer's Report Jan 2017]


=== Updated position descriptions (30 min)===
=== Executive Director's Report - Chris ===
*
*[ED Report (Month) (Year)]
* Discussion notes:
** Review the EBC org. chart and definition of job roles


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
=== H.R. Committee Report - Nancy ===
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
*[https://docs.google.com/document/d/1GuLwqvSFPS7lgvU0nVjrYUKJ3tcX_7CdFfjAEKahw5s/edit H.R. Committee Report Jan 2017]


=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]


=== Strategic Planning Committee Report - Derek ===
*[https://docs.google.com/document/d/1ZkIrYjgaWRpBgF8y2zCbMd2JNxdtV-NlZSeDEHckKqI/edit?ts=588a9200 Strategic Planning Committee Report Jan 2017]
*[https://docs.google.com/document/d/1p1NlKgYE4hA8QiAYqkyaB675s3yoXGat4eyg1xE51gg/edit Strategic Planning Committee Report Jan 2017]


== Approval of Minutes & Reports (5 min) == [[http://edmontonbikes.ca/w/Board_Minutes_January_2017]]
=== Finance Committee Report -  ===
* The following motion is formed as a "[http://msue.anr.msu.edu/news/is_a_consent_agenda_right_for_your_board consent] [http://www.help4nonprofits.com/UseItToday/UseItToday-Consent_Agenda.htm agenda]" -- a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
*[ [https://docs.google.com/a/edmontonbikes.ca/document/d/1wsy5HIU3xB_JD9ForpNd2ESw8yI5gLnVEwtjCLqcvUY/edit?usp=drive_web Charitable Status Committee Report Feb 2017]
* <span style="background: yellow;">Motion:</span> To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . '''Motion Failed/Carried.'''


=== President's Report ===
=== Membership Committee Report - ===
*[President's Report (Jan) (2017) [[https://docs.google.com/document/d/1avUk0JR-dhwi-l7Iqb3RneFVCAfuh1QNwfjTSxkLV6o/edit?ts=5894e6b3]]]
*[Strategic Planning Committee Report (Month) (Year)]


=== Treasurer's Report ===
== Current Business ==
*[Treasurer's Report (Month) (Year)]


=== Executive Director's Report ===
=== Business Item 1: OHS Policy (10 min)===
*[ED Report (Month) (Year)]  
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1G6naSF1VISsW6pfFVeOrLCVCzuaDz6hpwHS0HAzYSs8/edit?usp=sharing (draft) Strategic Occupational Health and Safety Plan]
* Discussion notes: Nancy, Chris, Adrian met with the consultant Dan. First part of plan to come up OHS policy. Dan gave samples.
Nancy distributed a boilerplate document in draft from provincial requirements. Keep safe, everyone accountable. May have to change performance requirements re: responsibility of ED
Biggest challenge with Dan is too much information and all ten steps. Asking for approval of this today with some changes.
Second piece is hazard assessment nights, Monday 02-27 BWN, Tuesday 02-28 BWS, more people the better.
Adrian sent Chris a blurb but haven’t seen an email back.
Nancy to follow up with Chris on communication for this; and snacks.
After that, look at hazard assessment, going baby steps
Question: how many people are helpful? Will work in pairs, more the better e.g. 20.
Discussion notes:
Review policy document for OHS program
Tweaks to signing authority including board and ED; wording re: ED


=== BikeWorks Report ===
*[BikeWorks Report (Month) (Year)]


=== Advocacy Committee Report ===
{{Motion
*[Advocacy Committee Report (Month) (Year)]
  |motion= To approve the policy as it stands
  |first= Jeremy
  |second= Jonathan
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}


=== H.R. Committee Report ===
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
*[H.R. Committee Report (Jan) (2017) [[https://docs.google.com/document/d/1qGnEcGyeRUfYWxztndUR5_U-7P2qxyk8jBvDHr0epMQ/edit]]]


=== Policy Committee Report ===
== New Business ==
*[Policy Committee Report (Month) (Year)]


=== Strategic Planning Committee Report ===
=== New Business Item 1: New Director Appointment - Alexey Kalinin (all - 5 min)===
*[Strategic Planning Committee Report (Jan) (2017) [[https://docs.google.com/document/d/1ZkIrYjgaWRpBgF8y2zCbMd2JNxdtV-NlZSeDEHckKqI/edit?ts=588a9200]]]
*
* Discussion notes:


{{Motion
  |motion= To ratify the nomination of Alexey Kalinin and appoint Mr. Kalinin to the EBC Board of Directors.
  |first= Jonathan
  |second=  Adrian
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


== Current & Completed Business ==
=== New Business Item 2: MEC Grant and BWN Theft update, Jonathan (5 min)===
* Discussion notes:
**$6,000 with an additional credit for Spoke material purchased at MEC!
Jonathan will communicate with Chris and Molly how to acknowledge


=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 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.


== <i>In Camera</i> Session ==
{{Motion
  |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
  |first= Jasmine
  |second= Nancy
  |yes=9
  |no=0
  |abstain=0
  |result=
}}
* Please list how long you believe your topic will take to discuss:
** (45 min)




== Logistics for Next Meeting ==
{{Motion
* Date: March 13th
  |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
* Location: Room 113, Educatio South
  |first= Nancy
* Chair:
  |second= Jeremy
* Minute-taker:
  |yes= 9
* Food by:
  |no=0
* Regrets:
  |abstain=0
 
  |result=
== <i>In Camera</i> Session (__ min)==
}}
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
**
**
 
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion Failed/Carried.'''
{{Motion
  |motion=To adjourn the meeting at 9:00 pm.
  |first= Jonathan
  |second= Nancy
  |yes=9
  |no=0
  |abstain=0
  |result=
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2016-2017 Board minutes]]

Latest revision as of 09:51, 11 November 2017

These minutes were approved at the March 2017 board meeting.

EBC Board Meeting Minutes for (month)(year)

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 Hansen
  • Minute-taker: Michael
  • Food by:
  • Board attendance: Adrian, Nancy, Alexis, Jeff, Jeremy, Jonathan, Jasmine
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Geoff at 6:35 pm.

Logistics for Next Meeting

  • Date: March 13th
  • Location: Room 113 Education South
  • Chair:
  • Minute-taker: Derek
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this February agenda, the January 2017 minutes, and reports as presented below.
Moved: Jonathan
Seconded: Nancy
Aye No Abstain
9 0 0
Carried

Questions on Charitable Status report: did CS approve their finances, Dan will provide. They were approved prior to getting status. Jasmine asked about why only ESA, and suggested it could be a pilot and extended to other faculties or groups. Question about Finances, bookkeeper putting in lots of hours? Jeff will meet with her to make sure she has everything she needs and engage with her on including salaries and other questions. Probably due to her being new. Jonathan and Chris to attend in person or on phone. Comment by Nancy about timing of reports, all in but need more time for board members to be read.

President's Report - Jon

Treasurer's Report - Geoff

Executive Director's Report - Chris

  • [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Derek

Finance Committee Report -

Membership Committee Report -

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

Current Business

Business Item 1: OHS Policy (10 min)

Nancy distributed a boilerplate document in draft from provincial requirements. Keep safe, everyone accountable. May have to change performance requirements re: responsibility of ED Biggest challenge with Dan is too much information and all ten steps. Asking for approval of this today with some changes. Second piece is hazard assessment nights, Monday 02-27 BWN, Tuesday 02-28 BWS, more people the better. Adrian sent Chris a blurb but haven’t seen an email back. Nancy to follow up with Chris on communication for this; and snacks. After that, look at hazard assessment, going baby steps Question: how many people are helpful? Will work in pairs, more the better e.g. 20. Discussion notes: Review policy document for OHS program Tweaks to signing authority including board and ED; wording re: ED


MOTION
To approve the policy as it stands
Moved: Jeremy
Seconded: Jonathan
Aye No Abstain
9 0 0
Carried
  • Action Items: name will ____ by (date).

New Business

New Business Item 1: New Director Appointment - Alexey Kalinin (all - 5 min)

  • Discussion notes:
MOTION
To ratify the nomination of Alexey Kalinin and appoint Mr. Kalinin to the EBC Board of Directors.
Moved: Jonathan
Seconded: Adrian
Aye No Abstain
9 0 0
Carried
  • Action Items: name will ____ by (date).

New Business Item 2: MEC Grant and BWN Theft update, Jonathan (5 min)

  • Discussion notes:
    • $6,000 with an additional credit for Spoke material purchased at MEC!

Jonathan will communicate with Chris and Molly how to acknowledge


In Camera Session

MOTION
To go in camera.
Moved: Jasmine
Seconded: Nancy
Aye No Abstain
9 0 0
Carried
  • Please list how long you believe your topic will take to discuss:
    • (45 min)


MOTION
To close the in camera discussion.
Moved: Nancy
Seconded: Jeremy
Aye No Abstain
9 0 0
Carried

Adjournment

MOTION
To adjourn the meeting at 9:00 pm.
Moved: Jonathan
Seconded: Nancy
Aye No Abstain
9 0 0
Carried
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