Board Minutes May 2012

EBC Board Meeting Minutes for May 10, 2011

Time: 6:30pm
Location: LAW 101
Food by: Lee

Call to Order

Time: 6.40 pm

Attendance

Meeting Chair: Bernadette
Minute-taker: Micah
Board attendance: Bern, Micah, James, Alex Choby, Adam, Duncan, Lee
Staff attendance: Chris Chan
Regrets: Steph, Neil, Chris Corrigan
Absent: Brett, Paul
Guests: none

Approval of Agenda

Going over agenda; approval. Duncan: I move to approve this month's agenda. Seconded: Bern. Carried.

Approval of Last Month's Minutes

Last month's minutes: too chatty and informal, stop being so silly. OK. content good.

Duncan: I move to approve last month's minutes.

Seconded by Adam.

Carried.

Date, Location & Food for Next Meeting

Date: [extensive consultation of respective calendars] Monday 11 June @ 6.30
Location: Micah will attempt to book same room again, Law 101
Chair: Duncan
Food: Adam

Reports

President's Report

There isn't one because Adam was busy doing governance and exams.

Treasurer's Report

There isn't one owing to fiscal dates not aligning with meeting dates.

Executive Director's Report

discussion last year about changing membership to twice a year (i.e. membership good for one year to 18 months). Duncan questions for clarification Adam: what's up with Alex taking June off? Chris: he is, it's on the google calendar which you all have access to. Bern: do you need any guidance on anything in/to do with your report? Feedback? Chris: not needed, but some points wouldn't mind. [discussed a few points off report]

BikeWorks Report

Alex sent it out, none of us have read it cos it kind of slipped under our respective radars. Going over it now.

Information Management Committee

File:IMC Apr2012.pdf

James filed a quite lengthy report via the wiki (above) but none of us realised it. Going over now. TOR to be approved. Looking over. Some discussion.

Action item: all board members to read James' TOR, edit at will within reason. Or at least initiate email discussion if concerns

Advocacy Committee Report

Duncan's main concern/point discussed in New Business below (LRT bike parking/public art).

Current & Completed Business

Action Items

Last month's action items:
- FB event & advocacy email: got added to newsletter. Add page on website re: ward reps.
- MBC: shelving: did not follow up, sorry. Chris says he's since obtained shelving
- reports were a bit last-minute but arrived before meeting. CC said actually did it a couple weeks ago but forgot to send it out.
- bike parking art stuff: see agenda item below.
- AB did verily obsess over Cycling Event Promotion Policy

Adam: I move that we pass the Cycling Event Promotion Policy

Duncan seconds

Carried; Alex Choby abstained because she was not at last meeting and has not had chance to read it.

New Action items
- Action item: MBC & CC: still to discuss library-archives

Cycling Event Policy

Cycling Event Promotion Policy

New Business

Casino volunteer recruitment letter (Micah)

Bern: forms
Micah: I'll resend my draft email for feedback before it goes to the masses action item!
Adam: who should work casinos??? parents of Spoke participants! parents of special needs learn to ride course too says Chris!
Micah: action item: get back to emails from folks interested in casino volunteering!

Summer Student

What's to discuss?
CC: May I have authority to make hiring decision? Whose responsibility? HR committee? Chris' responsibility to do hiring, it's only summer staff. Adam: would like Chris and Alex to do it. Would you like us to move to give you the authority to hire a summer student?
Adam: I move to grant Chris the authority hire our summer student.
Bern: I second.
carried.

BW North

Fencing yard
Signage
Alarm
Stollery grant
Advertising