Board Minutes March 2015

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

EBC Board Meeting Minutes for March 18, 2015

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

• Location: Rm 113 Education South, U of A
• 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: Rachel
• Minute-taker: Geoffh
• Food by:
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Wed April 15 or 22 ?
• Location:
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report

• Presidents Report Feb 2015

Treasurer's Report

• Financial Report Jan 2015
• Financial Report Feb 2015

• [Treasurer's Report (Month) (Year)]

Executive Director's Report

• [ED Report Feb 2015]

??? didn't see an email about this

BikeWorks Report

• 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)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2015 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.

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.
• 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 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: 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

• 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.

DISCUSSED

• ATB Grant - March 11th, did we apply?
• Signs of Support grant - March 31st deadline - are we applying?

Social Media Policy (__ min)

• https://docs.google.com/a/edmontonbikes.ca/document/d/1fU9F8y73crEsMnAEEoW7ZAStzY_eFEHKwnVXa6mj0A0/edit?usp=sharing
• Discussion notes:

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

Conflict of Interest Policy (__ min)

• Discussion notes:
  • https://docs.google.com/a/edmontonbikes.ca/document/d/1Fy4HGlkoobFnj0WSYn9Hksy6kEZfRrH3fcQ046tdcr8/edit

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

Business Item 3 (__ min)

• Discussion notes:

New Business

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:

• Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

• Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.