Bike Edmonton

Board Minutes March 2014

Revision as of 00:38, 20 March 2014 by Douglas.logan (talk | contribs) (→‎Attendance)

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

EBC Board Meeting Minutes for March 19, 2014

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

  • Location: room 262, Education South, University of Alberta 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: Bernadette
  • Minute-taker: Doug
  • Food by: Leila
  • Board attendance: Bernadette, Doug, Leila, Matt, Carlos, Steve
  • Staff attendance: Coreen, Chris
  • Regrets: Anna, Caylie, Chris Co, Kristen, Sarah
  • Absent:
  • Guests: Andy Martinez

Call to Order

  • Meeting called to order by Bernadette at 6:36 pm.

Logistics for Next Meeting

  • Date: Wed Apr 16
  • Location: rm 262 Education South, UofA
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: 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.

Treasurer's Report

Executive Director's Report

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

  • Doug and Matt to update

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 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.

COMPLETED

  • Feb 2014: Anna to add Carlos to vol hours log
  • Feb 2014: Anna will set up Carlos' EBC accounts.


Ad-hoc volunteer appreciation committee (__ min)

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

Servus Accounts (5 min)

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

Business Item 2 (__ min)

  • Discussion notes:


New Business

Next door commercial shop (__ min)

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

New Business Item 2 (__ min)

  • Discussion notes:


In Camera Session (__ 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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