Board Minutes June 2014

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

EBC Board Meeting Minutes for June 18, 2014

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

  • Location: BikeWorks North, 2nd floor
  • Start Time: 6:30 pm

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: Caylie
  • Minute-taker: Anna
  • Food by: Doug
  • Board attendance:
  • Staff attendance:
  • Regrets: Bernadette, Kristen, Carlos
  • Absent:
  • Guests: Janine H (You Can Ride Too Coordinator) 6:40-7:00

Call to Order

  • Meeting called to order by at pm.
  • Welcome to Janine! Introductions and process for board meetings (overview)

Logistics for Next Meeting

  • Date: Mid Year Board Retreat Sunday July 13, 2014 @ 10am-4pm
  • Location: TBA
  • Chair: n/a
  • Minute-taker: Anna
  • Food by: TBA

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve (month) agenda, (month)(year) minutes, and reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

  • via email: I won't be submitting a report this month as all my work will be summarized in the HR report.

Treasurer's Report

Executive Director's Report

  • No April report submitted.
  • No May report submitted.

BikeWorks Report

Advocacy Committee Report

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

H.R. Committee Report

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

Policy Committee Report

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

Strategic Planning Committee Report

  • [Strategic Planning Committee Report (Month) (Year)]

Volunteer Appreciation Ad-hoc Committee Report

  • [Volunteer Appreciation ad-hoc Committee May 2014 Report]

AGM Ad-hoc Committee Report

  • [AGM ad-hoc Committee May 2014 Report]


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Ongoing: Committee chairs to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • Oct 2013: Anna to make record of what to do for next AGM.
  • Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director.
    • No update this month.
  • Jan 2014: Kristen present proposed bylaw change at AGM 2014.
  • Feb 2014: Anna to take pics and write bio for website.
  • Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
    • Policy Committee Report says committee is working on proposal at next Board meeting (June)
  • Feb 2014: Strategic Planning Committee will continue to gather info to bring a proposal regarding EBC name change to the board in July 2014.
    • Douglas: information is in, hasn’t been analyzed. July date seems doable.
  • April 2014: Carlos, Chris Chan, Neil to start drafting Sept 2014-Sept 2015 budget.
    • In progress.
  • April 2014: Bernadette will get further details on procedure to submit a letter to AGLC or sign onto a group letter.
  • April 2014: Anna will draft a response to patron about EBC current and proposed practices re inclusion/accessibility.
  • April 2014: Chris Co will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting.
    • Draft Done. May go through further drafting.
  • April 2014: Doug will coordinate to get promo material from Chris Chan for Good 100 event.
  • May 2014: Chris Chan will follow up with ATB and YCR2 with report/thank you for donations.
  • May 2014: Chris Corrigan will follow up with the BW Contractor proposer.
  • May 2014: Executive Committee (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process.
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
  • May 2014: Sarah will research organizing First Aid classes for staff and BW volunteers.
  • May 2014: Anna, Sarah will plan July mid-year board retreat.
  • May 2014: Chris Ch, Coreen to consider job description for workshop/class instructor and make future recommendations to Board,

COMPLETED

  • May 2014: Chris Chan will send an email to see if anyone can attend Neighbourhood Action Program meeting.


Business Item 1 (__ min)

  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Business Item 2 (__ min)

  • Discussion notes:


New Business

Guest Speaker: Janine - You Can Ride Too/Two (20 min)

  • EBC's You Can Ride 2 program info: youcanridetwo.ca and edmontonbikes.ca/services/youth-adapted-services/
    • Learn-to-ride program is a free, accessible program teaching children with special needs or coordination challenges how to ride a conventional two-wheeled bicycle. Each youth is paired with a volunteer pediatric physiotherapist or occupational therapist.
    • Adapted bicycle loan pool provides bikes on loan to children whose special needs prevent them from riding a 2-wheel bicycle. The program launched in 2013 and loaned out over 40 bikes in its first year.
  • Janine has been involved in coordinating YCR2 since 2003!
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Staff Vacation (5 min)

  • From May Financial report: "Chris has now accumulated about a month of vacation, and Coreen is around 3 weeks. They should be encouraged to take some time off in the fall."
  • Staff to submit vacation requests at least 1 month in advance, please (or as soon as dates are known).
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Closing TD and RBC accounts (5 min)

  • From May Financial report: "We still have an outstanding GIC [at RBC]... ideally Leila and Micah, if they're available. We need to both close the bank account and request that the GIC be cashed out when it matures. They can either mail us the cheque or deposit straight to our Servus General account.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


In Camera Session (30 min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:

Adjournment

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