Board Minutes July 2013

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

EBC Board Meeting Minutes for July 24, 2013

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

• Location: BikeWorks South, 2nd floor meeting room
• Start Time: 6:30pm

Please RSVP to board at edmontonbikes dot 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: Paul
• Minute-taker: Justin
• Food by: Sarah
• Board attendance:
• Staff attendance:
• Regrets: Anna
• Absent:
• Guests: Geoff S, Jason P, Kristin F, Paul B, Alex F (TBC)

Call to Order

• Meeting called to order by at pm.

Approval of Agenda

• Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

• Motion: To approve (month)(year) minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

• Date: Wednesday August 21, 2013 @ 6:30pm
• Location: BikeWorks North
• Chair:
• Minute-taker:
• Food by:

Reports

President's Report (__ min)

President's Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (__ min)

• Treasurer's Report
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (__min)

Executive Director's Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (__ min)

BikeWorks Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Board Retreat Committee Report (7 min)

Committee Report

• Lee, Sarah
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Charitable Status Committee Report (5 min)

Committee Report

• Sarah, Neil
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Charitable Status Committee Report (5 min)

Committee Report

• Sarah, Neil
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Performance Evaluation Committee Report (2 min)

Committee Report

• Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
• Details to be discussed in camera.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Committee 2 Report (__ min)

Committee 2 Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your board volunteer hours for the past month.

Board Member Appointments (20 min)

• Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
• Overview of appointment process...
• 2 minute introductions of board applicants (may be present or may read application if absent)
• Vote by secret ballot
• Votes tallied and announced. Review other ways to get involved with EBC. Review process for formal election at AGM.
• Chris Chan to create e-mail and wiki accounts for 2 new board members. Leila to add 2 new board members to board email list.
• Anna will meet with new board members to do mini orientation next week or 1st week of August.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items:
  • Chris Chan to create e-mail and wiki accounts for 2 new board members.
  • Leila to add 2 new board members to board email list.
  • Anna will meet with new board members to do mini orientation next week or 1st week of August.

New Business

BikeWorks South Lease (20 min)

• Review info about current lease
• Review current possibilities for other locations (Chris)
• Discussion on criteria for BWS location to guide Operational tasks
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Annual General Meeting planning (10 min)

• Strike AGM ad-hoc committee.
  • Book a location near BWN. Location _______ being booked by _____.
  • Budget for AGM (venue costs, catering, printing, etc)
  • Door prize recruitment
  • New board member recruitment and organizing applications
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Creating Budget for 2013-2014 (10 min)

• Current budget goes to end of August 2013. Initial discussions on next budget...
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

AB Bicycle Commuters Conference (7 min)

• Update on conference planning.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

In Camera Session (__ min)

• Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
• One topic hosted by Leila (15 min)

Adjournment

• Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.