Board Minutes January 2015

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

EBC Board Meeting Minutes for January 21, 2015

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

• Location: room 113 Education South, U of A main campus
• 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: Jon
• Minute-taker: Anna
• Food by: Alexey
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this January 2015 agenda, the Nov 2014 minutes and Dec 2014 minutes, and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

• Jonathan: I will be preparing two different reports.
  • The first report, "Message from the President", is more strategic in content and is intended to clarify and stimulate discussion around the overall direction of EBC. This report will likely be periodic in nature, likely one report every 3 or 4 months.
  • The second report, "Travels with the President", is more informal; the purpose is to share some of my EBC experiences and put them in the context of our overall mandate. I'll be submitting this report whenever I have anything that is new and relevant to the Board.
• President's Report Jan 2015
• President's Travels Jan 2015

Treasurer's Report

• Financial Report Nov 2014 - submitted by Neil Dec 15 (not yet approved)
• Financial Report Dec 2014 - sumbitted by Neil Jan 15

Executive Director's Report

• ED Report Nov 2014 - submitted by Chris Dec 6 (not yet approved)
• ED Report Dec 2014 - sumbitted by Chris Jan 15

BikeWorks Report

• BikeWorks Report Nov 2014 - submitted by Coreen Dec 6 (not yet approved)
• BikeWorks Report Dec 2015 - submitted by Coreen Jan 6

Advocacy Committee Report

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

H.R. Committee Report

• H.R. Committee Report January 2015 - submitted by Nancy Jan 16
• Draft 4 New Positions - old version
• Updated Position Descriptions as of Jan 15

Policy Committee Report

• [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 2014 and new 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.
• Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: Anna check with Servus to clarify status of card application.
  • Chris Ch not a signing authority so may not be able to get card
• May 2014: Policy Committee (formerly assigned to Exec 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.
• Oct 2014: Doug will report on status of charitable application completion.
• Dec 2014: Directors will closely review all Dec reports for jan board meeting.
• 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.
• Dec 2014: HR Committee will consider Alexey's Bike Builder job description and bring forward bring forward recommendation for January board meeting.
• Dec 2014: Alexey, Chris Ch will investigate U of A advertising options and bring forward to board for proposal for budget (over current ad budget) and overall policy on target market.
• Dec 2014: Policy Committee will provide Social Media policy clarity by January meeting.

COMPLETED

• June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts. Nov 2014: Leila will contact Neil on next steps. Nov 2014: Leila says RBC account has investments that dont mature until 2015. Asked that when they do mature, they mail us a cheque to pay us out. Small RBC general account sum. Leila will contact Neil on next steps. DONE
• Nov 2014: All outgoing board to close up your EBC account before Jan 15 and email Anna to confirm this has been done. DONE
• Nov 2014: Steve will get details from Neil about GIC transfer (term, confirm amount) by Dec 1. DONE
• Dec 2014: Anna will book meeting room at UofA for 3rd Wed monthly in 2015. DONE
• Dec 2014: Anna will close former board member accounts on Jan 15, 2015.
• Dec 2014: Anna will post new board positions on website: http://edmontonbikes.ca/about/board/
• Dec 2014: Nancy will share new EBC job postings with board and staff for feedback but the postings are able to go out asap. DONE

EBC Job Postings (10 min) - Nancy

• Draft 4 New Positions
• Discussion notes:

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

Business Item 2 (__ min)

• Discussion notes:

New Business

Organizational Structure and Reporting Line for New Positions (10 min) - Nancy

• Follow up from HR Committee's recommendation...

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

Applying to Become A Registered Charity? (10 min) - Michelle

• Tabled from Dec meeting
• EBC is currently a registered not-for-profit society under the Alberta Societies Act. There has been work on completing an application to become a registered charity for several years...
• See Neil's doc from a few years ago!
• What is a registered charity vs. a registered society/not-for-profit?
• What are the advantages and disadvantages of being a registered charity?
• Is this something the current board would like to continue to pursue?

IT Knowledge Transfer (10 min) - Geoff

• Tabled from Dec meeting
• Discussion notes:

Online Banking (5 min) - Jonathan/Michelle

• Discuss access to online banking
• Discuss permissions granted to one board member for bill payments and e-transfers
• Once board feedback is collected, we can then draft a policy/board motion for our next board meeting
• Discussion notes:

New Business Item 2 (__ min)

• 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:
  • In Camera Participant Policy (10 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.