Board Minutes May 2015

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

EBC Board Meeting Minutes for May 27, 2015

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

• Location: Rm 113 Ed 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: Jonathan
• Minute-taker: TBD
• Food by: Alexey
• Board attendance:
• Staff attendance:
• Regrets: Michelle, Anna, Rachel
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this May agenda, the March 2015 minutes and April 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

Treasurer's Report

Neil's April 2015 Financial Report submitted May 16 https://docs.google.com/document/d/1Qxfyxq9vF-oK6mEcQGl6D0uLgSLGyJG4NdY4zrUmaO0/edit?usp=sharing

Executive Director's Report for April 2015

Submitted By Chris Chan May 9 https://docs.google.com/document/d/1iYGuru94Q3bxnXkVJzRrHO_6TK_htD0EeR9q7j9R2j4/edit?usp=sharing

Other Committee or Staff Reports

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.

COMPLETED

Strategic Plan Update (10 min) - Jon

• As discussed in April's meeting, we will now have a standing agenda item to check-in on our individual and group progress on Strategic Plan action items.
  • Strategic Planning session table (Nancy)
  • Strategic Planning session notes (Anna)
• See general Board Retreat folder for more docs
• Discussion notes:
  • Committee Chairs/responsible Directors have been contacted by Jonathan
  • Next steps: Set meeting dates with above to address and complete priorities identified in SP

• Action Items: Alexey, Alex, Chris will meet/connect to evaluate EBC's continued support of programming (YCR2 and the Spoke in particular); and 2) apply for Charitable Status by June 30 2015 on (date).
• Action Items: Geoff, Nancy and Adrian will meet/connect to draw up an Executive Director performance plan by June 30 2015 on (date).
• Action Items: Dan, Anna and Rachel will meet/connect to improve existing and drafting new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015 on (date).
• Action Items: name will ____ by (date).
• Motion: To ___. Moved by , seconded by . Motion Failed/Carried.

Member Consultation Night about EBC Applying for Charitable Status (10 min) - Alexey

• Update on plans for this event which was post-poned from the May 6 date.

Conflict of Interest Policy Signatures (2 min)

• Need board members to sign disclosure form from the policy that we approved in March.
• Google Doc of policy
• Wiki page of policy

Financial Management Policy draft for approval (10 min) - Dan & Michelle

• Financial Management Policy - draft for review
• Discussion notes:

New Business

Asana Software Overview (10 min) - Chris Chan

• view an intro video as background info
• from NYT article: "Asana is task-based software, a shared to-do list for the company. Work is assigned and completed by a potentially unending set of teams created on the fly. Tasks can be named and assigned across the company, then shut down or subdivided as the work progresses. People can rank, or have others rank, which of their jobs need attention soonest. If a company wants, anyone can look in on anyone else’s work, offering help and criticism. 'We think of e-mail, in-person meetings, and whiteboards as our competition,' said Justin Rosenstein, Mr. Moskovitz’s co-founder at Asana."
• 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:

• 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.