Bike Edmonton

Board Minutes July 2016

Revision as of 20:30, 11 July 2016 by Anna Vesala (talk | contribs) (→‎YCR2 Banking Acccess (10 min) Geoff)

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

EBC Board Meeting Minutes for July 11, 2016

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

  • 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: Jasmine
  • Minute-taker: Derek
  • Food by: Adrian
  • Board attendance:
  • Staff attendance:
  • Regrets: Jonathan, Dan, Rachel
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: Monday August 8, 2016
  • Location: Ed S 113
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this July agenda, the June 2016 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

Treasurer's Report - Geoff

Executive Director's Report - Chris Chan

H.R. Committee Report - Nancy

  • [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Derek

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2016 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.
  • Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
  • Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
  • Sep 2015: Anna to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
  • Feb 2016: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
  • Apr 2016: Jon, Geoff connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
  • Apr 2016: Derek & SP Committee to share program eval criteria with ED/staff to begin testing.
  • May 2016: Chris committed to complete the Feb, Mar, Apr reports by Friday May 13.
  • May 2016: Geoff will look into putting Simply back ups into Google Drive.
  • May 2016: Nancy will share final copy of Bikeway Design doc when available.
  • May 2016: Jon, Geoff, Derek, Adrian, Chris will meet as ad-hoc subcommittee about membership in May.
  • Jun 2016: Geoff and Chris to connect on transfering funds to tangerine (for higher interest)
  • Jun 2016: Geoff to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
  • Jun 2016: Derek to prepare report on grants available for next board meeting
  • Jun 2016: Jonathan will sign an agreement with GWI by end of June.
  • Jun 2016: Geoff to confirm that Gemma is using the AGM budget when doing actual vs budget comparisons

COMPLETED

Revised GWI-EBC Occupancy Agreement (15 min) Nancy

  • From June President Report: "To summarize, Goodwill has received cost estimates for the leasehold improvements that YCR2 and EBC would benefit from; they are greater than anticipated. Goodwill has asked EBC/YCR2 to contribute an additional $25,000 after 3 years of occupancy and a final $25,000 after 6 years of occupancy. They expect a matching grant of $75,000 to defray the cost of improvements that are expected to exceed $500,000. We do have the option to terminate our occupancy and then would not be liable for the additional payments. This [...] will again require board approval before we can proceed as this represents a substantial change from the agreement that was voted on at our June Board meeting."
  • July 8 draft of agreement for consideration
  • Discussion notes:
  • Motion: To rescind the motion passed in EBC June 2016 minutes and in favour of a motion that EBC sign with Goodwill Industries of Alberta to occupy space at their warehouse located at 168 ST and 114 Ave Edmonton a binding agreement that is materially the same as the agreement in principle distributed to the Board on July 8, 2016. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Business Item 2 (___min)

  • Discussion notes:

New Business

YCR2 Banking Acccess (10 min) Geoff

  • Allow Heather Burrows on the Lead Team for YCR2 to have online banking view-only access and to act as a signing authority on the Edmonton Bicycle Commuters Society YCR2 account together with any one of EBC existing signing officers (Jon, Nancy, Geoff, Anna)
  • Discussion notes:
  • Motion: To add Heather Burrows as a signing authority for Edmonton Bicycle Commuters Society "You Can Ride Two" bank account at Servus Credit Union effective immediately. Moved by , seconded by . Motion Failed/Carried.
  • Motion: To add Heather Burrows as view-only access to the Edmonton Bicycle Commuters Society online banking accounts at Servus Credit Union effective immediately. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: Geoff will go with Heather to complete the sign on.

New Business Item 2 (__ min)

  • Discussion notes:

In Camera Session

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Nancy Milakovic (15 min)
    • Name (___ min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting at pm. Moved by , seconded by . Motion Failed/Carried.
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