Board Minutes March 2013

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

EBC Board Meeting Minutes for Wednesday March 20, 2013

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

• Location: room 327, Education South building (on north side of 87 ave between 112 st and 114 st), U of A main campus
• 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:
• Minute-taker:
• Food by: Anna
• Board attendance:
• Staff attendance:
• Regrets: Paul, Leila, Micah
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Approval of Agenda

• Motion: To approve agenda by . Seconded by .

Approval of Last Month's Minutes

• Motion: to approve (month)(year) minutes by . Seconded by .

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

NB - Is there a public bike lanes meeting April 17th?

Reports

President's Report (5 min)

Preisdent's Report March 2013

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Treasurer's Report (10 min)

• Treasurer's Report
• Media:EBC Financial Report - February 2013.xlsx
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Executive Director's Report (10 min)

Executive Director's Report March 2013

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

BikeWorks Report (10 min)

BikeWorks Report

• Discussion notes:
  • update on missing $ from BWS?
• Motion:
• Action Items: Name will... by (deadline)

HR Policy Committee (5 min)

HR Policy Committee Report

• Reviewing examples of Executive Director performance evaluations.
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Advocacy Committee Report (5 min)

Advocacy Committee Report March 2013

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Adhoc Volunteer Appreciation Committee Report (5 min)

• Micah, Lee, Anna, Coreen met in March to discuss the planning.
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Committee 4 Report (__ min)

Committee 4 Report

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Anna will send out possible July dates for mid-year goals check-in before March meeting. DONE
• Paul will coordinate new signing authorities with bank before March meeting.
• Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
• Micah will find some good links/resources to board on how to use wiki and how to save folders/docs in Google Drive. Deadline: March 19th.
• Anna will post all approved job descriptions and code of conduct to the wiki before next meeting. DONE
  • See wiki main page > Policies > Job Descriptions: Board Members and Committee Chair Job Description and Code of Conduct: Board Members and started Policies Under Development page for Code of Conduct Grievance

Business Item 1 (__ min)

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Business Item 2 (__ min)

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

New Business

Meeting Agendas and Reports (5 min)

• Anna: could we have a practice of having the Chair send out a role call check, draft agenda, and call for reports 7 days prior to the scheduled meeting? Last minute stuff is tricky and stressful.
• Anna: could reports be submitted as a Google Doc that is 1) shared with board and staff 2) linked on the wiki agenda? Is this format useful? Easy? Efficient? What other formats are suggested?
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Review EBC 2013 Goals (5 min)

• Review the 3 S.M.A.R.T. goals for the board/organization that we created at the January retreat, since we have never seen them all together yet.
  • Sarah typed up the SMART goal for the Charitable status goal.
  • Duncan typed up the SMART goal for the financial goal.
  • Justin typed up the SMART goal for the HR goal.
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

In Camera Session (__ min)

• Motion:

Adjournment

• Motion: