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Board Minutes July 2009: Difference between revisions
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== Introduction of paid summer staff == | == Introduction of paid summer staff == | ||
Ryan Kerwin – Outreach Mechanic | * Ryan Kerwin – Outreach Mechanic | ||
James Storrie – Project Coordinator | * James Storrie – Project Coordinator | ||
== Board Development programme == | == Board Development programme == | ||
Michael met with a woman from Action for Healthy Communities. | * Michael met with a woman from Action for Healthy Communities. | ||
She recommended that we go through this program | * She recommended that we go through this program | ||
Province of Alberta offers 'development mentors' with this program | * Province of Alberta offers 'development mentors' with this program | ||
Michael would like the board to go through this after the AGM so that it will be more organised | * Michael would like the board to go through this after the AGM so that it will be more organised | ||
Some board members have done this program with other boards and said it was interesting but not useful | * Some board members have done this program with other boards and said it was interesting but not useful | ||
board agrees some board development needs to occur but that this program does not meet our needs | * board agrees some board development needs to occur but that this program does not meet our needs | ||
== Meeting length == | == Meeting length == | ||
Michael does not want meetings to be rushed and thinks that board members should set aside three hours | * Michael does not want meetings to be rushed and thinks that board members should set aside three hours | ||
All board members agreed to make this commitment | * All board members agreed to make this commitment | ||
== Meeting procedures == | == Meeting procedures == | ||
Chair needs to keep the board on course | * Chair needs to keep the board on course | ||
Board members need to focus on discussions | * Board members need to focus on discussions | ||
Discussions need to be followed by decisions, reading of the decision and action items so there is more clarity | * Discussions need to be followed by decisions, reading of the decision and action items so there is more clarity | ||
From now on Scott Harris will be a much stricter chair. Board members need to raise their hands and be recognised by the chair to speak | * From now on Scott Harris will be a much stricter chair. Board members need to raise their hands and be recognised by the chair to speak | ||
== Hiring Committee report == | == Hiring Committee report == | ||
Chris Chan moves that the board proceed in camera. | * Chris Chan moves that the board proceed in camera. | ||
Scott Harris seconds. | * Scott Harris seconds. | ||
Minutes of this discussion not available. | * Minutes of this discussion not available. | ||
== Bike Month update == | == Bike Month update == | ||
VELO meeting was last night | * VELO meeting was last night | ||
there was a risein numbers at all events except salons | * there was a risein numbers at all events except salons | ||
VELO was pleased with EBC's Volunteer Coordinator Lauren Price | * VELO was pleased with EBC's Volunteer Coordinator Lauren Price | ||
Areas to improve for next year are communication between EBC and VELO | * Areas to improve for next year are communication between EBC and VELO | ||
== Employee Supervision == | == Employee Supervision == | ||
Michael will be away July 10-22 | * Michael will be away July 10-22 | ||
Erich Welz will take over his supervision duties | * Erich Welz will take over his supervision duties | ||
== Bike Works Orientation == | == Bike Works Orientation == | ||
Two have been held | * Two have been held | ||
One and a half hours long | * One and a half hours long | ||
3 volunteers recruited | * 3 volunteers recruited | ||
5 keys handed out | * 5 keys handed out | ||
every shift now has two key holders | * every shift now has two key holders | ||
Erich will hold one more to catch any one who missed it | * Erich will hold one more to catch any one who missed it | ||
Michael would like to see these held at least twice a year | * Michael would like to see these held at least twice a year | ||
Chris & Erich will write an article for the newsletter | * Chris & Erich will write an article for the newsletter | ||
== Newsletter == | == Newsletter == | ||
Nothing has happened yet | * Nothing has happened yet | ||
Scott McAnsh will draft a new one in the next two weeks | * Scott McAnsh will draft a new one in the next two weeks | ||
== Membership database == | == Membership database == | ||
Kent sent a form | * Kent sent a form | ||
Scott Harris did not understand it and has not had a chance to follow up | * Scott Harris did not understand it and has not had a chance to follow up | ||
Scott H will email Kent within 3 minutes of the meeting asking for it in EXCEL | * Scott H will email Kent within 3 minutes of the meeting asking for it in EXCEL | ||
Scott H will be the Director in charge of the Database | * Scott H will be the Director in charge of the Database | ||
== Policies == | == Policies == | ||
Ang has been the only person on the committee since February | * Ang has been the only person on the committee since February | ||
Some work was done before burn out | * Some work was done before burn out | ||
Ang will send an email in two weeks either forwarding all work or asking for more help | * Ang will send an email in two weeks either forwarding all work or asking for more help | ||
Erich moves that James work on creating a procedures manual | * Erich moves that James work on creating a procedures manual | ||
Some members thought it was too much to give James in the beginning of his contract | * Some members thought it was too much to give James in the beginning of his contract | ||
Erich withdraws the motion. He believes it's premature in their contracts | * Erich withdraws the motion. He believes it's premature in their contracts | ||
== AGM == | == AGM == | ||
Chris set the date | * Chris set the date | ||
September 13, 2009 | * September 13, 2009 | ||
He is looking at trying to book a hall and requests $300 for hall rentals | * He is looking at trying to book a hall and requests $300 for hall rentals | ||
Scott McAnsh moves that EBC allocate $600 for the AGM. | * Scott McAnsh moves that EBC allocate $600 for the AGM. | ||
Scott Harris seconds | * Scott Harris seconds | ||
Passed unanimously | * Passed unanimously | ||
Board Election procedures were discussed | * Board Election procedures were discussed | ||
This year we will be trying to recruit new board members and bylaws will be followed strictly | * This year we will be trying to recruit new board members and bylaws will be followed strictly | ||
Steve will create a mail out article for the newsletter and website in two weeks | * Steve will create a mail out article for the newsletter and website in two weeks | ||
== Insurance == | == Insurance == | ||
We are insured with Cooperators | * We are insured with Cooperators | ||
5 million liability | * 5 million liability | ||
$ | * $1300/year | ||
no sports insurance | * no sports insurance | ||
insurance for events and bike works | * insurance for events and bike works | ||
== Bissell Centre == | == Bissell Centre == | ||
wants tools for an in house program | * wants tools for an in house program | ||
Chris Chan moves that EBC donate excess tools to the Bissell Centre. | * Chris Chan moves that EBC donate excess tools to the Bissell Centre. | ||
Scott Harris seconds | * Scott Harris seconds | ||
Passed | * Passed | ||
Chris will | * Chris will ask Alex to do this. | ||
== Bicycle Sound System == | == Bicycle Sound System == | ||
$5000 for a pedal powered stage | * $5000 for a pedal powered stage | ||
Michael will ask James to try finding funding for this purchase | * Michael will ask James to try finding funding for this purchase | ||
== Bike Rental program == | == Bike Rental program == | ||
9-12 bikes are ready to go | * 9-12 bikes are ready to go | ||
insurance does cover this | * insurance does cover this | ||
James will research contracts and babysitting options | * James will research contracts and babysitting options | ||
Erich will email James | * Erich will email James | ||
This program will be up and running within three weeks | * This program will be up and running within three weeks | ||
== New Signs == | == New Signs == | ||
no one available to speak on the issue | * no one available to speak on the issue | ||
== MEC Bikefest/bike swap == | == MEC Bikefest/bike swap == | ||
Chris is loading trailers and going down to sell stuff on behalf of EBC | * Chris is loading trailers and going down to sell stuff on behalf of EBC | ||
== Lease == | == Lease == | ||
NAA meeting is Sunday at 4:30pm | * NAA meeting is Sunday at 4:30pm | ||
we have no lease | * we have no lease | ||
Utilities need to be reconciled | * Utilities need to be reconciled | ||
Bill Sellers and Alex Hindle will go on behalf of EBC | * Bill Sellers and Alex Hindle will go on behalf of EBC | ||
Scott McAnsh will forward the lease he prepared to Bill Sellers | * Scott McAnsh will forward the lease he prepared to Bill Sellers | ||
== Bike Trailer == | == Bike Trailer == | ||
Was stolen at a bike month event | * Was stolen at a bike month event | ||
will we replace it? | * will we replace it? | ||
Scott Harris moves that we buy an adjustible trailer and spare hitches. | * Scott Harris moves that we buy an adjustible trailer and spare hitches. | ||
Erich Welz seconds. | * Erich Welz seconds. | ||
Passed | * Passed | ||
Steve Andersen will place an order | * Steve Andersen will place an order | ||
== August meeting food == | == August meeting food == | ||
Steve Andersen will get the food | * Steve Andersen will get the food | ||
Scott Harris will not be attending | * Scott Harris will not be attending | ||
'''Scott Harris moves to adjourn the meeting at 7:41pm''' | '''Scott Harris moves to adjourn the meeting at 7:41pm''' | ||
[[Category:minutes]] | |||
[[Category:2008-2009 Board minutes]] | |||