Board Minutes May 2013

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

EBC Board Meeting Minutes for May 2013

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

  • Location: BikeWorks South, 2nd floor lounge
  • 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: Lee
  • Minute-taker: Adam
  • Food by: Chris Corrigan
  • Board attendance:
  • Staff attendance:
  • Regrets: Bernadette, Paul,
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve (month)(year) minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

  • Date: Wednesday June 19
  • Location: BikeWorks North, 2nd floor office
  • Chair:
  • Minute-taker:
  • Food by:

ALSO:

  • Saturday July 7 @ 10am-3pm Board Retreat
  • Wednesday July 24 regular board meeting at BikeWorks South

Reports

President's Report (5 min)

  • President's Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the May 2013 President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (15 min)

Motion: To return/approve the May 2013 Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (10 min)

Motion: To return/approve the May 2013 ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (10 min)

  • BikeWorks May 2013 Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the May 2013 BW report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Advocacy Committee Report (5 min)

  • Advocacy Committee Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the May 2013 Advocacy Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

H.R. Policy Committee Report (10 min)

  • HR Policy Committee Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the May 2013 HR Policy Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Volunteer Appreciation Event Committee Report (5 min)

  • Hosted at Chansion. Ride led by Coreen and Chris. BBQ bike present but unused. Vegan glory meal by Kevin S. Awards presented by Lee. Budget was $200; we spent $204.79 on food/supplies and $87.91 on beverages (got $21 back in donations for alcoholic bevs). Oops.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the May 2013 Vol App Event report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Committee 2 Report (__ min)

  • Committee 2 Report
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) reports as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your board volunteer hours for the past month.
  • Anna will send Coreen listing of community calendars that courses could be posted on for free. DONE.
  • Leila will email Coreen to ask if she needs any more board support in regards to participation for Bike Building nights.
  • ?? will email Cam W to arrange a day to receive the cement blocks he would like to donate for BWS yard
  • Chris Co will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
  • Chris Ch will contact Kornelsen family to discuss Memorial Ride in August.
  • Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. NOT COMPLETED.
  • Anna will incorporate the action item that Micah had re: links/resources on how to use wiki and Google Drive into the next board retreat (prob Oct).
    • One session could be in a computer lab so that each person can actually set up their accounts and figure everything out early on. Thoughts?


Business Item 1 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Business Item 2 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

New Business

Board changes and appointments (15 min)

  • Micah has resigned leaving the Secretary position vacant. Need interim Secretary.
  • Adam update- resigning or participating remotely from Calgary during school?
  • Need to update website with changes.
  • Should we recruit interim board members? Do they get appointed until the AGM? By election?
  • It may help to set the AGM date so we can begin to plan for board recruitment.
    • Sunday Sept 22 (the day before is Community League Day which is a busy event for many community volunteers)?
    • Sunday Sept 29 (W+T day)? = Final day of Alberta Culture Days (no events currently scheduled in Edm that day). Also during EIFF (sept 27-oct 5).
    • Sunday Oct 6 (W+T day)?
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Retreat Committee for July to form (5 min)

  • An ad hoc committee for planning and organizing the Board mid-year retreat is needed. At least 3 people are needed.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


In Camera Session (__ min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • In Camera minutes will be distributed internally to Board members for records of discussions and decisions. This is important esp in regards to any formal verbal feedback given as a result of in camera talks.

Adjournment

  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
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