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Board Minutes March 2015: Difference between revisions

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Board Minutes March 2015 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes April 2015|April 2015]] board meeting.'''''
 


== EBC Board Meeting Minutes for March 18, 2015 ==
== EBC Board Meeting Minutes for March 18, 2015 ==
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* Minute-taker: Geoffh
* Minute-taker: Geoffh
* Food by:
* Food by:
* Board attendance:
* Board attendance: Rachel, Alexey, Nancy, Geoff, Daniel, Adrian, Anna, Alex
* Staff attendance:
* Staff attendance: none
* Regrets:
* Regrets: Michelle, Jonathon
* Absent:
* Absent: Chris H, Chris C
* Guests:
* Guests: none


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Rachel  at 6:37  pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Wed April 15 or 22 ?
* Date: Wed April 22  
* Location:  
* Location: Room 113
* Chair:
* Chair: Adrian
* Minute-taker:
* Minute-taker: Geoff
* Food by:
* Food by: Anna


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve this March 2015 agenda, the Feb 2015 minutes, and reports as presented below. Moved by Nancy. Seconded by Alex . '''Motion Carried.'''


=== President's Report ===
=== President's Report ===
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*[https://docs.google.com/a/edmontonbikes.ca/document/d/1F8Btb-wbsGjAE5L3xDlIfI2Uys5_9ydF_QNw76UA6Cw/edit Financial Report Jan 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1F8Btb-wbsGjAE5L3xDlIfI2Uys5_9ydF_QNw76UA6Cw/edit Financial Report Jan 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/17WClAZI6PO1Nf7qBtmqHrOScELOQs9De1eJmLG82Rsw/edit Financial Report Feb 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/17WClAZI6PO1Nf7qBtmqHrOScELOQs9De1eJmLG82Rsw/edit Financial Report Feb 2015]
*[Treasurer's Report (Month) (Year)]


=== Executive Director's Report ===
=== Executive Director's Report ===
*[ED Report Feb 2015]  
*[ED Report Feb 2015] not posted
??? didn't see an email about this


=== BikeWorks Report ===
=== BikeWorks Report ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/18_um8NxF5UkwqCxWO-cojmfQ5Ud1ZwXgnorcWKcbWSI/edit BikeWorks Report Feb 2015]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/18_um8NxF5UkwqCxWO-cojmfQ5Ud1ZwXgnorcWKcbWSI/edit BikeWorks Report Feb 2015]
=== 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)]




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*
*
''FROM PREVIOUS MEETINGS'''
''FROM PREVIOUS MEETINGS'''
* May 2014: '''Policy Committee''' will create an procedure for expense reimbursement procedure.
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
* Aug 2014: '''HR Committee''' will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
* Dec 2014: '''Michelle''' will take on completing the Financial Mgmt policy (incl petty cash max)
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.
* Jan 2015: '''All board members''' will add questions or IT topics of interest to Geoff or add to [https://docs.google.com/a/edmontonbikes.ca/document/d/1SwF_vpiHzZWJzGqmComI8PqcsJ8ACYZUU4hrkMdAx5Y/edit Board Q & A] doc.
* Feb 2015: '''HR committee'' Hazard assessment to be added  to the HR to  do list-this will likely be added to the procedures task list of the new program coordinator
* Feb 2015: '''Chris C''' becoming a tenant with JFC- we have applied and we are waiting to hear
* Feb 2015: '''Chris C''' becoming a tenant with JFC- we have applied and we are waiting to hear
* Feb 2015: '''Michelle''' expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
* Feb 2015: '''Michelle''' expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
* Feb 2015: '''Chris C''' jobs have been posted- interviews are being scheduled


'''COMPLETED'''
'''COMPLETED'''
* Job postings (program coordinator and external relations) have been offered and verbally accepted
* Jan 2015: '''Nancy''' will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
* Hiring ???
* Hiring ???
* The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
* The Community Services Advisory Board (CSAB) has completed the review of the applications for the 2015 Community Investment Operating Grant (CIOG) and recommends that Edmonton Bicycle Commuters Society be awarded $17000. This year’s maximum grant award has been set at $17,000.
*
* ATB Grant - deadline March 11th - we applied (as per email from Jonathon)


'''DISCUSSED'''
'''DISCUSSED'''
* ATB Grant - March 11th, did we apply?
* Mar 2015: '''HR committee'' Hazard assessment to be added  to the HR to  do list - Nancy lining up someone to perform this
* Signs of Support grant - March 31st deadline - are we applying?
* Rachel - Signs of Support grant - March 31st deadline - will coordinate with staff members (Daniel applied for this for another organization) - would be good to get signage at bikeworks north
*  
* Daniel - Policy committee has worked on some financial policies
*  
* Anna - mentioned Neighbourhood Engagement grant from CIty, will forward to Rachel


=== Social Media Policy (__ min)===
=== Social Media Policy - Daniel (10 min)===
* https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
* https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
* Discussion notes:
* Discussion notes:
**
** made some clarification since the last draft
**  
** wording changes around contentious vs consensus
** no issues / problems brought up


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To approve the Social Media Policy. Moved by Adrian  , seconded by Anna  . Alex abstains: Alex, no objections '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Conflict of Interest Policy (__ min)===
=== Conflict of Interest Policy (10 min)===
*
*
* Discussion notes:
* Discussion notes:
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** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit
** https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit


* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adopt conflict of interest policy. Moved by Daniel  , seconded by Adrian  . Abstains: Alexey  '''Motion Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Nancy''' will bring or email conflict of interest forms for board to sign and return or scan and email, and board members will sign by the next the April board.


=== Business Item 3 (__ min)===
=== Plans for Retreat (10 min)===
*
* Discussion notes:
* Discussion notes:
**
** https://docs.google.com/a/edmontonbikes.ca/document/d/1OX0XmeXiRz-IveHBprR1xcKKaWzKjiCdo2RLAnQLLSs/edit
**
** Discussed purpose of the day (see link to retreat agenda)
 
** External facilitator coming in (volunteering time)
== New Business ==
** Discussed can we move to ... 11-4 instead of 9-1? Anna will check in with other board members/facilitator and confirm start time (see if we can start later)
 
 
=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
 




== <i>In Camera</i> Session (__ min)==
== <i>In Camera </i> Session (20 min)==
* <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.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. '''Motion Carried.''' note taker failed to record who moved and seconded
* Please list how long you believe your topic will take to discuss:
* HR discussion
**
**


* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. '''Motion Carried.''' note taker failed to record who moved and seconded


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. . '''Motion Carried.''' note taker failed to record who moved and seconded


[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2014-2015 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/2822...4136"