Bike Edmonton

Board Minutes June 2016

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

EBC Board Meeting Minutes for June 13, 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: Geoff
  • Minute-taker: Derek
  • Food by: Nancy
  • Board attendance:
  • Staff attendance:
  • Regrets: Anna, Rachel, Karl
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Guest Speaker - Karen Laberee with BikeMaps.org (15 min)

  • 15 min presentation, 5 min Q&A
  • Background info: "BikeMaps.org is a crowd-source tool for global mapping of cycling safety. Using the icons, add your own data on cycling crashes, near-misses, hazards, and thefts. Our goal is to map your cycling experience to make biking safer. You know your local cycling trouble spots and we want you to map them. Your knowledge of cycling safety, hazards, and even bike thefts will be analyzed using GIS and statistics to identify hot spots of cycling safety, risk, and crime. Stay tuned for updated safety maps generated from YOUR biking experience."
  • See data visualization for Edmonton
  • Discussion notes:

Guest Speaker: Tamara Cole-Sieben, Goodwill Industries (15 min)

  • Tamara works for GWI and would like to meet the EBC Board
  • Goodwill website
  • Discussion:

Logistics for Next Meeting

  • Date: Monday July 11
  • Location: rm 113 Ed S
  • Chair: Jasmine
  • Minute-taker: Derek
  • Food by: Adrian
  • Regrets: Jonathan, Dan

Approval of Agenda, Minutes, Reports (5 min)

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

President's Report - Jon

Treasurer's Report - Geoff

Executive Director's Report - Chris

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

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

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 these 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

COMPLETED

  • May 2016: Geoff will ask bookkeeper to be more prompt in statement preparation.


Business Item 1 Partnership Agreement with Goodwill Industries - Jonathan (15 min)

  • Board to discuss and vote on whether EBC/YCR2 should enter into a binding agreement with Goodwill Industries to occupy space at their new warehouse
  • Discussion notes:
    • Funds from Rotary can be used for this
    • What will happen if they don't get the grant funding they are hoping for
  • 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 presented to the Board on June 13 2016 . Moved by Jonathon , seconded by Derek . Motion Carried.
  • Action Items: Jonathon will sign an agreement by end of June.

Business Item 2 Budget Presented at AGM - Jonathan(10 min)

  • Reviewing minutes of previous board meetings, there does not appear to be a Board resolution to amend the budget presented at our 2015 AGM. As such, it appears that the AGM budget remains the budget of record and that revenues and expenses recorded in FY 2016 should be aligned with the AGM budget.

Reference December 2016 Minutes: Budget Amendment re: contract staff start date (10 min) Anna[edit] During our FY2016 budget development, board discussed Bike Builder position start date and end date for 2016 which impacts the budget allocation for that position. In Aug, we decided to approve the BB starting Feb 2016 to Oct 2016. In Sept, an error in minutes which approved BB April to Aug. This was translated into the budget. See FY2016 Budget Discussion: Chris suggests not changing the budget, but just shifting the dates from Feb 2016 to end of June 2016. Can apply for further funding in spring if deemed necessary. Action Items: Anna update budget doc.

  • Discussion notes:

New Business

Executive Director Job Description ( 5 min)

  • Discussion notes:

Draft Job Description

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

Shop Security (10 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- Topic 1 (20 min)
    • Nancy- Topic 2 (10 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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