Board Minutes February 2017

EBC Board Meeting Minutes for February 2017 Board meetings are open to the EBC members and the public. Location: * 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 at pm. Approval of Agenda Jonathan moved, Nancy seconded 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. 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 Motion Carried. == Approval of Minutes & Reports (5 min) == Read them here 1Moved by Jasmine, seconded by Adrian . President's Report President's Report Feb 2017 Treasurer's Report Treasurer's Report Feb 2017 Executive Director's Report [ED Report (Month) (Year)] BikeWorks Report [BikeWorks Report (Month) (Year)] Advocacy Committee Report [Advocacy Committee Report (Month) (Year)] H.R. Committee Report H.R. Committee Report (Feb) (2017) Advocacy Committee Report [Advocacy Committee Report (Month) (Year)] Finance Committee Report Finance Committee meeting Notes Strategic Planning Committee Report Strategic Planning Committee Report Jan 2017 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. Motion: To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . Motion Failed/Carried. 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) 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) 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

OHS Policy/ Draft Motion: To approve the policy as it stands ___. Moved by Jeremy, seconded by Jonathan. Motion/Carried with one abstention. Action Items: name will ____ by (date). In Camera Session (45 min) Motion: To go in camera. Moved by Jasmine , seconded by Nancy. Motion Carried.