Board Minutes July 2018: Difference between revisions
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| Line 15: | Line 15: | ||
* Minute-taker: Jasmine | * Minute-taker: Jasmine | ||
* Food by: Helen | * Food by: Helen | ||
* Board attendance: | * Board attendance: Geoff, Ali, Jeremy, Sean, Helen, Nancy, Jasmine | ||
* Staff attendance: | * Staff attendance: Chris C. | ||
* Regrets: | * Regrets: Mark S., Mark | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: Cailin Yang (Non-Profit Board Intern) | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Geoff at 6:35 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday, August 13, 2018 6:30pm | * Date: Monday, August 13, 2018 6:30pm | ||
* Location: U of A, Education South 113 | * Location: U of A, Education South 113 | ||
* Chair: | * Chair: Nancy (Jeremy back-up) | ||
* Minute-taker: Jasmine | * Minute-taker: Jasmine | ||
* Food by: | * Food by: Ali | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this July 9 agenda, the [[Board Minutes June 2018|June 2018]] minutes, and reports as presented below. | |motion=To approve this July 9 agenda, the [[Board Minutes June 2018|June 2018]] minutes, and reports as presented below. | ||
|first= | |first=Nancy | ||
|second= | |second=Helen | ||
|yes= | |yes=6 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 56: | Line 54: | ||
=== Treasurer's Report - Ali === | === Treasurer's Report - Ali === | ||
* [Treasurer's Report June 2018] | * [https://docs.google.com/document/d/12Vfc014iU789UsF3AtUfzEv02qkFp3Z6oEpssvYkhb4/edit Treasurer's Report June 2018] | ||
'''Treasurer's Report Discussion''' | '''Treasurer's Report Discussion''' | ||
=== Administrative Committee Report - Jonathan/Ali === | === Administrative Committee Report - Jonathan/Ali === | ||
| Line 71: | Line 68: | ||
== Current and Completed Business == | == Current and Completed Business == | ||
=== Volunteer Survey update - Nancy (15 min) | === Volunteer Survey update - Nancy (15 min) === | ||
* | * Last discussion, concerns were brought up regarding suitability of EBC mailing lists through company | ||
** Discussion about medium for sending out survey to be held at a later time | |||
=== Executive Committee update on staffing models - Jeremy and Nancy (30 min)=== | |||
* Meeting with Executive and HR Committee, decided these two committees would lead this | |||
* Primary directive of our board is governance rather than operations | |||
** Previous staffing structure wasn't working, so instituted interim model in which an administrative committee takes on operational responsibilities | |||
** Admin committee was responsible for 4 responsibilities from different jobs. Now need to reintegrate those responsibilities into existing positions. | |||
*Steps going forward: | |||
# confirm position descriptions, | |||
# ensure alignment with strategic direction of the board, | |||
# validate positions with staff members, | |||
# determine if there are any gaps, | |||
# implementation timeline, | |||
# staff performance appraisal | |||
* Jonathan still interested in acting as liaison | |||
=== | === End-of-term Evaluation - Jasmine (5 min)=== | ||
* | * Keep an eye out for an end-of-term evaluation between now and August's meeting | ||
=== | === Annual General Meeting Location - Jasmine (5 min)=== | ||
* | * Booked DECL (Downtown Edmonton Community League) for Sunday, October 14. | ||
* To start the planning well in advance, will begin planning and reach out to board members for support in coming months. | |||
=== | === BWN Renovations and Associated Costs - Geoff (15 min) === | ||
* | * Geoff would like to discuss BikeWorks North renovation commitment given various other items from budget | ||
** shop fee increase was in the budget for the whole year, and did not happen (will only be in for 3 weeks of the fiscal year) | |||
** had significant rental income in the budget - we've cancelled that program (and it was over estimated) | |||
** had significant grant revenue increases in budget - my understanding is Molly doesn't think that will happen | |||
** on the up side, we are ahead on bike sales as of the end of April | |||
* Geoff suggests it is risky to commit to expenses, without doing some fundraising first, especially since we expect we will not hit budget on various other items | |||
* Fundraising ideas are in the works for the coming year. | |||
** Smaller fall bike sale | |||
** Crowdsourcing funds for renovated BWN | |||
== New Business == | == New Business == | ||
| Line 89: | Line 110: | ||
=== In Camera: === | === In Camera: === | ||
{{Motion | {{Motion | ||
|motion= | |motion=To go in camera | ||
|first= | |first=Ali | ||
|second= | |second=Jeremy | ||
|yes= | |yes= | ||
|no= | |no= | ||
| Line 100: | Line 121: | ||
{{Motion | {{Motion | ||
|motion= | |motion=To go out of camera. | ||
|first= | |first=Helen | ||
|second= | |second=Sean | ||
|yes= | |yes= | ||
|no= | |no= | ||
| Line 111: | Line 132: | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 7:22pm. | ||
|first= | |first= Nancy | ||
|second= | |second= | ||
|yes= | |yes= | ||
Latest revision as of 01:22, 10 July 2018
These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
EBC Board Meeting Minutes for July 2018
Board meetings are open to the EBC members and the public.
- Date: Monday, July 9, 2018
- Location: Room 113 Education South 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: Geoff
- Minute-taker: Jasmine
- Food by: Helen
- Board attendance: Geoff, Ali, Jeremy, Sean, Helen, Nancy, Jasmine
- Staff attendance: Chris C.
- Regrets: Mark S., Mark
- Absent:
- Guests: Cailin Yang (Non-Profit Board Intern)
Call to Order
- Meeting called to order by Geoff at 6:35 pm.
Logistics for Next Meeting
- Date: Monday, August 13, 2018 6:30pm
- Location: U of A, Education South 113
- Chair: Nancy (Jeremy back-up)
- Minute-taker: Jasmine
- Food by: Ali
Approval of Agenda, Minutes, Reports (5 min)
| To approve this July 9 agenda, the June 2018 minutes, and reports as presented below. | ||
| Moved: | Nancy | |
| Seconded: | Helen | |
| Aye | No | Abstain |
|---|---|---|
| 6 | 0 | 0 |
| Carried | ||
President's Report - Jeremy
- [ Presidents Report July 2018]
President's Report Discussion
H.R. Committee Report - Nancy
HR Report Discussion
Treasurer's Report - Ali
Treasurer's Report Discussion
Administrative Committee Report - Jonathan/Ali
Strategic Planning Committee Report
Current and Completed Business
Volunteer Survey update - Nancy (15 min)
- Last discussion, concerns were brought up regarding suitability of EBC mailing lists through company
- Discussion about medium for sending out survey to be held at a later time
Executive Committee update on staffing models - Jeremy and Nancy (30 min)
- Meeting with Executive and HR Committee, decided these two committees would lead this
- Primary directive of our board is governance rather than operations
- Previous staffing structure wasn't working, so instituted interim model in which an administrative committee takes on operational responsibilities
- Admin committee was responsible for 4 responsibilities from different jobs. Now need to reintegrate those responsibilities into existing positions.
- Steps going forward:
- confirm position descriptions,
- ensure alignment with strategic direction of the board,
- validate positions with staff members,
- determine if there are any gaps,
- implementation timeline,
- staff performance appraisal
- Jonathan still interested in acting as liaison
End-of-term Evaluation - Jasmine (5 min)
- Keep an eye out for an end-of-term evaluation between now and August's meeting
Annual General Meeting Location - Jasmine (5 min)
- Booked DECL (Downtown Edmonton Community League) for Sunday, October 14.
- To start the planning well in advance, will begin planning and reach out to board members for support in coming months.
BWN Renovations and Associated Costs - Geoff (15 min)
- Geoff would like to discuss BikeWorks North renovation commitment given various other items from budget
- shop fee increase was in the budget for the whole year, and did not happen (will only be in for 3 weeks of the fiscal year)
- had significant rental income in the budget - we've cancelled that program (and it was over estimated)
- had significant grant revenue increases in budget - my understanding is Molly doesn't think that will happen
- on the up side, we are ahead on bike sales as of the end of April
- Geoff suggests it is risky to commit to expenses, without doing some fundraising first, especially since we expect we will not hit budget on various other items
- Fundraising ideas are in the works for the coming year.
- Smaller fall bike sale
- Crowdsourcing funds for renovated BWN
New Business
In Camera:
| To go in camera | ||
| Moved: | Ali | |
| Seconded: | Jeremy | |
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||
| To go out of camera. | ||
| Moved: | Helen | |
| Seconded: | Sean | |
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||
Adjournment
| To adjourn the meeting at 7:22pm. | ||
| Moved: | Nancy | |
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||