Bike Edmonton

Board Minutes March 2014: Difference between revisions

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Board Minutes March 2014 (view source)

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== Attendance ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Bernadette
* Minute-taker:
* Minute-taker: Doug
* Food by: Leila
* Food by: Leila
* Board attendance:
* Board attendance: Bernadette, Doug, Leila,
* Staff attendance:
* Staff attendance:  
* Regrets: Caylie
* Regrets: Anna, Caylie, Chris Co, Kristen, Sarah
* Absent:
* Absent:
* Guests:
* Guests:
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== Call to Order ==
== Call to Order ==
* Meeting called to order by    at    pm.
* Meeting called to order by    at    pm.
== Approval of Agenda ==
* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''
== Approval of Last Month's Minutes ==
* <span style="background: yellow;">Motion:</span> To approve (month)(year) minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Wed April 16
* Date: Wed Apr 16
* Location: room 262, Ed South, U of A
* Location: rm 262 Education South, UofA
* Chair:
* Chair:
* Minute-taker:
* Minute-taker:
* Food by:
* Food by:


== Reports ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve March 2014 agenda, February 2014 minutes, and reports as presented below. Motioned by . Seconded by . '''Motion Failed/Carried.'''
 
=== President's Report ===
* I won't be submitting a president's report this month as most of the work I've been up to has to do with reviewing HR policy and HR committee work this month.


=== President's Report (__ min)===
=== Treasurer's Report ===
[[President's Report (Month) (Year)|President's Report]]
*[Treasurer's Report (Month) (Year)]  
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Executive Director's Report ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1ijU_bBw4MpxKq43l1UpL9P9JzI2kZuDrZgEsG0ZEAek/edit#heading=h.tfioge1ewak5 ED January 2014 Report] covering Jan 1-30, submitted Feb 10
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1cj0AqpR7HCmSHTsb5Rmux-BJ-Gdq30a5CdK4IIIL6Hk/edit Executive Director's Report February 2014] - submitted Mar 6


=== Treasurer's Report (__ min)===
=== BikeWorks Report ===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1YKCfuOkXyWh8A7_-uw-BgY1IfvjWrGNHcBzK1_IkYNE/edit BikeWorks Report February 2014] - submitted Mar 6
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Advocacy Committee Report ===
*[Advocacy Committee Report (Month) (Year)]


=== Executive Director's Report (__min)===
=== H.R. Committee Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]  
*[H.R. Committee Report (Month) (Year)]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Policy Committee Report ===
*[Policy Committee Report (Month) (Year)]


=== BikeWorks Report (__ min)===
=== Strategic Planning Committee Report ===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
*[Strategic Planning Committee Report (Month) (Year)]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Strategic Planning Committee Report (__ min)===
== Current & Completed Business ==
[Strategic Planning Committee Report (Month) (Year)]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the January 5, 2014 Strategic Planning Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
* 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.
** March update: Anna and Carlos have new forms.
* Nov 2013: '''Chris Corrigan''' to change email name back to "Chris Corrigan" (not "EBC Board Mail").
* Dec 2013: '''Sarah''' will create a google doc for charitable status barriers & needs (strategic planning collaboration).
* Jan 2014: '''Committee chairs''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. '''Ongoing.'''
* Jan 2014: '''Kristen''' present proposed bylaw change at AGM 2014.
* Feb 2014: '''Anna, Carlos''' to take pics and write bio for website.
* Feb 2014: '''Phil''' will send board the spoke handout that he has been giving out to the public.
* Feb 2014: '''Bernadette''' will ask Chris to determine how much the program uses in petty cash.
* Feb 2014: '''Carlos and Caylie''' to investigate options and associated costs for Electronic Transfers with Servus.
* Feb 2014: '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy.
* Feb 2014: '''Strategic Planning Committee''' will continue to gather info to bring a proposal regarding EBC name change to the board in July.
*Feb 2014: '''Sarah, Bernadette, Doug''' will be on ad-hoc Volunteer Appreciation committee. Matt is interested in knowing specific roles when they are determined.
* Feb 2014: '''Caylie, Carlos, Neil''' will meet to review treasurer role and get signing authority names updated.
* Feb 2014: '''Carlos, Derek, Anna''' will meet to do a mini-orientation.


=== H.R. Committee Report (__ min)===
'''COMPLETED'''
[H.R. Committee Report (Month) (Year)]
* Feb 2014: '''Anna''' to add Carlos to vol hours log
* Discussion notes:
* Feb 2014: '''Anna''' will set up Carlos' EBC accounts.
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''


=== Advocacy Committee Report (__ min)===
=== Ad-hoc volunteer appreciation committee (__ min)===
[Advocacy Committee Report (Month) (Year)]
*
* Discussion notes:
* Discussion notes:
**
**
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Policy Committee Report (__ min)===
=== Servus Accounts (5 min)===
[Policy Committee Report (Month) (Year)]
* Anna and Carlos met with new Servus financial advisor on March 6.
* Anna added the two words to Feb motion that would allow Carlos to have online 'view only' access to both accounts (General and Casino). Motion reads, "To name Carlos Bautista signing authority and '''online account admin''' as EBC Treasurer for Servus General and Servus Casino accounts."
* Need all current signing authorities (Leila, Sarah, Anna) to sign motion/minutes and scan to Servus.
* There is currently no option for not-for-profits to have one person with admin authority with the online accounts (i.e. cannot pay bills, transfer funds, etc.).  Everything must be done by automatic withdraws (eg. for bills) or by writing a cheque or voucher with 2 signatures.
* Re: Credit Card. Need to look at bylaws to determine if ED can lend monies.
* Discussion notes:
* Discussion notes:
**
**
**
**
* Action Items: '''Name''' will... by (deadline)


<span style="background: yellow;">Motion:</span> To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


== Current & Completed Business ==
=== Business Item 2 (__ min)===
 
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdG1IdkU4UmJEZkExaFlSakpQdkR4bWc&usp=drive_web#gid=0 2014 board volunteer hours] for the past month.
*
*
 
=== Business Item 1 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
**
**
**
**
* Action Items: '''Name''' will... by (deadline)


=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)


== New Business ==
== New Business ==


=== New Business Item 1 (__ min)===
=== New Business Item 1 (__ min)===
*
*  
* Discussion notes:
* Discussion notes:
**
**
**
**
* Action Items: '''Name''' will... by (deadline)
 
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== New Business Item 2 (__ min)===
=== New Business Item 2 (__ min)===
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**
**
**
**
* Action Items: '''Name''' will... by (deadline)
 




== <i>In Camera</i> Session (__ min)==
== <i>In Camera</i> Session (__ min)==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
**
**
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== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion Failed/Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2013-2014 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/2418"