Board Minutes January 2019

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

Bike Edmonton Board Meeting Minutes for January 2019

Board meetings are open to Bike Edmonton members and the public.

• Date: Monday, January 14, 2019
• Location: TBD
• Start Time: 6:30pm

Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Jeremy
• Minute-taker: Jasmine
• Food by: Mike S.
• 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 14 agenda, the November 2018 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

Treasurer's Report Discussion

Current and Completed Business

Bike Edmonton Yearly Calendar - Nancy (5 min)

• Bike Edmonton Year-at-a-Glance
• This calendar will serve as a tool to know what will be happening month-to-month in each year.
• When chairing a meeting, this is good to look at to know what to discuss at the meeting.

Deficit Reduction Plan

• Deficit Reduction Plan

Strategic Planning Goals - Jeremy (15 min)

• Strategic Planning Folder 2017-18

Annual Report - (20 min)

• NOTE: Please read the Bike Edmonton Annual Report 2018 prior to the board meeting
• Ali to confirm with Chris that the Treasurer's Report is accurate

New Board Member Introductions - Nancy (20 min)

• Will be sending out a training plan to new board members.
• Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
  • One take-away is the capacity of the board (governance vs. administrative)
• Board members' interactions with staff and volunteers
  • Either you represent the board as a whole or you don't represent the board
  • Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
• Everyone now should be set-up with Bike Edmonton email addresses
• Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
• Training
  • Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
  • Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
• There's a board evaluation process in the works. Keep an eye out for surveys at the beginning, in the middle, and end of your term on the board to ensure you're getting something out of your position.
• Looking for mentors for new board members. This will help new members get up to speed. Email Nancy if you're an existing member who wants to mentor.

Bike Edmonton PCard - Ali (15 min)

• To avoid tedious process of getting multiple approvals for purchases. Goal to minimize use of expense claims.
• This year is the pilot year and only Chris will be using the card. In the future, all staff would have a PCard.
• Recommendation of a $2000 approval threshold, above which they'd require executive approval.
• Purchases over $XXX need pre-approval from an executive board member.
• The amount will be decided during the board meeting.
• How does that reduce the organization's risk?
  • It appears that by putting money on a company card rather than a personal one would put the organization at higher risk.
  • If the organization is displacing costs on an employee, that's not great practice.
  • There hasn't been an issue of misspending in the past, so having purchases under a certain amount be unlimited is reasonable.
• Separate out what the PCard solves, and the relevance of the spending policies. PCard takes onus off employees, and policies might reduce time spent on expense claim processing.
• If expenditures already fall under a line item in the budget, is the additional oversight necessary?
• With the new proposed system, ED feels that adding this additional pre-approval will add more hassle to staff.
• Question of why some of these concerns are coming up now. There wasn't clarity on purpose on PCard, and the discussion will be moved to a conversation at the Admin committee.

New Business

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at ____pm.
Moved:
Seconded:

Aye	No	Abstain