Board Minutes February 2017: Difference between revisions

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EBC Board Meeting Minutes for February 2017
'''''These minutes were approved at the [[Board Minutes March 2017|March 2017]] board meeting.'''''
 
== EBC Board Meeting Minutes for (month)(year) ==
 
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 Education South, University of Alberta
 
Start Time: 6:30pm
* 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
 
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!
Attendance
 
Meeting Chair: Geoff Hansen
== Attendance ==
Minute-taker: Michael
* Meeting Chair: Geoff Hansen
Food by:
* Minute-taker: Michael
Board attendance: Adrian, Nancy, Alexis, Jeff, Jeremy, Jonathan, Jasmine
* Food by:
Staff attendance:
* Board attendance: Adrian, Nancy, Alexis, Jeff, Jeremy, Jonathan, Jasmine
Regrets:
* Staff attendance:
Absent:
* Regrets:
Guests:
* Absent:
Call to Order
* Guests:
Meeting called to order by at pm.
 
Approval of Agenda
== Call to Order ==
Jonathan moved, Nancy seconded
* Meeting called to order by Geoff at 6:35 pm.
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
 
== 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
  |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.   
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.   
Motion: To approve this (February ) agenda. Comment by Nancy about timing of reports, all in but need more time for board members to be read
Comment by Nancy about timing of reports, all in but need more time for board members to be read.
Motion Carried.
 
== Approval of Minutes & Reports (5 min) == Read them here [[1]]Moved by Jasmine, seconded by Adrian .
=== President's Report - Jon ===
President's Report
*[https://docs.google.com/document/d/1avUk0JR-dhwi-l7Iqb3RneFVCAfuh1QNwfjTSxkLV6o/edit?ts=5894e6b3 President's Report Jan 2017]
President's Report Feb 2017
 
Treasurer's Report
=== Treasurer's Report - Geoff ===
Treasurer's Report Feb 2017
*[[https://docs.google.com/document/d/1ujgYyNO9a5oXtMRYU4PFR40XC0_WOB-Eu12-SJKYepc/edit Treasurer's Report Jan 2017]
Executive Director's Report
 
[ED Report (Month) (Year)]
=== Executive Director's Report - Chris ===
BikeWorks Report
*[ED Report (Month) (Year)]  
[BikeWorks Report (Month) (Year)]
 
Advocacy Committee Report
=== H.R. Committee Report - Nancy ===
[Advocacy Committee Report (Month) (Year)]
*[https://docs.google.com/document/d/1GuLwqvSFPS7lgvU0nVjrYUKJ3tcX_7CdFfjAEKahw5s/edit H.R. Committee Report Jan 2017]
H.R. Committee Report
 
H.R. Committee Report (Feb) (2017)
=== Policy Committee Report - Dan ===
Advocacy Committee Report
*[Policy Committee Report (Month) (Year)]
[Advocacy Committee Report (Month) (Year)]
 
Finance Committee Report
=== Strategic Planning Committee Report - Derek ===
Finance Committee meeting Notes
*[https://docs.google.com/document/d/1ZkIrYjgaWRpBgF8y2zCbMd2JNxdtV-NlZSeDEHckKqI/edit?ts=588a9200 Strategic Planning Committee Report Jan 2017]
Strategic Planning Committee Report
*[https://docs.google.com/document/d/1p1NlKgYE4hA8QiAYqkyaB675s3yoXGat4eyg1xE51gg/edit Strategic Planning Committee Report Jan 2017]
Strategic Planning Committee Report Jan 2017
 
Charitable Status Committee Report Feb 2017
=== Finance Committee Report -  ===
*[ [https://docs.google.com/a/edmontonbikes.ca/document/d/1wsy5HIU3xB_JD9ForpNd2ESw8yI5gLnVEwtjCLqcvUY/edit?usp=drive_web Charitable Status Committee Report Feb 2017]


The following motion is formed as a "consent 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.
=== Membership Committee Report - ===
Motion: To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . Motion Failed/Carried.
*[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.- this document is outdated. New document for 2017?
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.
Logistics for Next Meeting
Date: March 13th
Location: Room 113, Educatio South
Chair:
Minute-taker:
Food by:
Regrets:
New Business
1 New Director Appointment - Alexey Kalinen (all - 5 min)
Motion: To ratify the nomination of Alexey Kalinen and appoint Mr. Kalinen to the EBC Board of Directors. Moved by Jonathan , seconded by Adrian. Motion Failed/Carried.


2 MEC Grant and BWN Theft update (Jonathan 5 min)
== Current Business ==
Discussion notes:
$6,000 with an additional credit for Spoke material purchased at MEC!
Jonathan will communicate with Chris and Molly how to acknowledge
Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
Action Items: name will ____ by (date).


3 OHS Policy (10 min)
=== Business Item 1: OHS Policy (10 min)===
Nancy, Chris, Adrian met with the consultant Dan. First part of plan to come up OHS policy. Dan gave samples.  
* [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
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.
Biggest challenge with Dan is too much information and all ten steps. Asking for approval of this today with some changes.
Line 80: Line 86:
Tweaks to signing authority including board and ED; wording re: ED
Tweaks to signing authority including board and ED; wording re: ED


OHS Policy/ Draft
 
Motion: To approve the policy as it stands ___. Moved by Jeremy, seconded by Jonathan. Motion/Carried with one abstention.
{{Motion
Action Items: name will ____ by (date).
  |motion= To approve the policy as it stands
In Camera Session (45 min)
  |first= Jeremy
Motion: To go in camera. Moved by Jasmine , seconded by Nancy. Motion Carried.
  |second= Jonathan
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}
 
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
== New Business ==
 
=== New Business Item 1: New Director Appointment - Alexey Kalinin (all - 5 min)===
*
* 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).
 
=== 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
 
 
== <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)
 
 
{{Motion
  |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
  |first= Nancy
  |second= Jeremy
  |yes= 9
  |no=0
  |abstain=0
  |result=
}}
 
== Adjournment ==
{{Motion
  |motion=To adjourn the meeting at 9:00 pm.
  |first= Jonathan
  |second= Nancy
  |yes=9
  |no=0
  |abstain=0
  |result=
}}
 
[[Category: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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