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Board Minutes May 2016: Difference between revisions

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Board Minutes May 2016 (view source)

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Board Agenda Template 2015
'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''


These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
== EBC Board Meeting Minutes for May 9, 2016 ==
Contents
 
    1 EBC Board Meeting Minutes for May 2016
    2 Attendance
    3 Call to Order
    4 Approval of Agenda
    5 New Business
        5.1 New Business Item 1 (__ min)
        5.2 New Business Item 2 (__ min)
    6 Approval of Minutes & Reports (__ min)
        6.1 President's Report
        6.2 Treasurer's Report
        6.3 Executive Director's Report
        6.4 BikeWorks Report
        6.5 Advocacy Committee Report
        6.6 H.R. Committee Report
        6.7 Policy Committee Report
        6.8 Strategic Planning Committee Report
        6.9 ____ Report
    7 Current & Completed Business
        7.1 Updates on Action Items From Previous Meeting (5 min)
        7.2 Business Item 1 (__ min)
        7.3 Business Item 2 (__ min)
    8 Logistics for Next Meeting
    9 In Camera Session (__ min)
    10 Adjournment
 
EBC Board Meeting Minutes for May 2016


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


    Location:UofA Education South Room 113
* Location: room 113 [https://goo.gl/maps/4d1Fy3QGfeF2 Education South], University of Alberta
    Start Time:6:30PM
* 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!
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:Karl
    Food by:Adrian
    Board attendance:
    Staff attendance:
    Regrets:
    Absent:
    Guests:
Call to Order
    Meeting called to order by at pm.
Approval of Agenda
    Motion: To approve May 2016 agenda. Moved by , seconded by . Motion Failed/Carried.
Approval of Minutes & Reports (__ min)
    The following motion is formed as a "consent agenda" -- a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
    Motion: To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . Motion Failed/Carried.
President's Report
    [President's Report (Month) (Year)]
Treasurer's Report
    [Treasurer's Report (Month) (Year)]
Executive Director's Report
    [ED Report (Month) (Year)]
BikeWorks Report
    [BikeWorks Report (Month) (Year)]
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
== Attendance ==
* Meeting Chair: Jon
* Minute-taker: Karl
* Food by: Adrian
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:


    [Strategic Planning Committee Report (Month) (Year)]
== Call to Order ==
* Meeting called to order by    at    pm.


____ Report
== Logistics for Next Meeting ==
* Date: June 13, 2016
* Location: rm 113 Education South
* Chair:
* Minute-taker:
* Food by:


== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this May agenda, the [http://edmontonbikes.ca/w/Board_Minutes_April_2016 April 2016 minutes], and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''


Current & Completed Business
=== President's Report - Jon ===
Updates on Action Items From Previous Meeting (5 min)
*[https://docs.google.com/document/d/1ZOPV-IlDMTOqHf6B7vsj79z-mnesXTbtCDwkDGd7dSM/edit?ts=572b9fe9 President's Report May 2016]


    Everyone log your 2015 board volunteer hours for the past month.
=== Treasurer's Report - Geoff ===
    Everyone sign reports that you have reviewed each month.
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1FSDjlt_80u4vGmfXeeJlyXwOFsDHTzItopBAdgWWRPs/edit?usp=docslist_api Financial Report March 2016] - submitted April 11 (not yet approved)
    Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
*[Treasurer's Report (Month) (Year)]


COMPLETED
=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1lK1ddmbUa8fHNJCPCjKoIZ5wtGLsu_5OS9sTqzkFaJY/edit ED Report February 2016] - (not formally submitted - draft?)
*[https://docs.google.com/document/d/11qhYDhbOUWKKiNsbDHIle0TchtFc4d74nSCLp11u2F0/edit ED Report March 2016] - (not formally submitted - draft?)
*[ED Report April 2016]


New Business
=== H.R. Committee Report - Nancy ===
New Business Options for YCR2 Permanent Location: Jerry Forbes and Goodwill Industries (30 min) Jonathan
*[H.R. Committee Report (Month) (Year)]


    Discussion notes:
=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]


    Motion: To authorize Jonathan or his designate to continue discussions with Goodwill Industries/Jerry Forbes Centre for the purpose of entering into a binding agreement/lease to store and service YCR2/EBC inventory. Moved by , seconded by . Motion Failed/Carried.
=== Strategic Planning Committee Report - Derek ===
    Action Items: name will ____ by (date).
*[https://docs.google.com/document/d/19hIdQVHMoxjBzTLSmGYgzx85NQspzP9G4Z9CYoSs3dA/edit?ts=571aadaa Strategic Planning Committee Meeting Notes April 20]




== Current & Completed Business ==


New Business Financial Review (20 min) Geoff
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1wGl8jxHMXNNppQMmLfqbMAXjINq5RUjrCWvIR7Df0NA/edit#gid=50 2016 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.
* Jul 2015: '''Jon, Nancy, Anna, Geoff, Chris Chan''' will meet to get an orientation and see if Asana can be used for board tasks/to do list too
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* Apr 2016: '''Jon, Geoff''' to reconcile the budget to reflect this 15,000 grant as well as the money we recently received from the Kinsmen Club.
* Apr 2016:  '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* Apr 2016: '''Karl''' to determine the specific 'ask' from the Alberta Bicycle Commuters.


    Discussion notes:
'''COMPLETED'''
* April 2016: '''Anna''' to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later.
* April 2016: '''Jon, Nancy, Geoff, Anna''' (Exec Committee) to meet before May mtg to make plan for best and worst case scenario of charitable status application to report at AGM.


Approval of Minutes & Reports (__ min)


New Business EBC Membership Review (20 min) Jonathan
=== Financial Review (20 min) Geoff ===
* Presentation of details associated with current EBC deficit
* Discussion notes:
**
**


- current membership status
* <span style="background: yellow;">Motion:</span> To authorize Jonathan or his designate to continue discussions with Goodwill Industries/Jerry Forbes Centre for the purpose of entering into a binding agreement/lease to store and service YCR2/EBC inventory. Moved by  , seconded by    . '''Motion Failed/Carried.'''
- EBC membership general principles and values
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
- membership attrition
- new membership opportunities (board discussion)
-


    Discussion notes:


New Business Item 4
== New Business ==


Logistics for Next Meeting
=== Options for YCR2 Permanent Location: Jerry Forbes and Goodwill Industries (30 min) Jon ===
* Review info in President's Report (above).
* Discussion notes:
**
**


    Date:
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
    Location:
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
    Chair:
    Minute-taker:
    Food by:
    Regrets:


In Camera Session (__ min)
=== Membership  (20 min) Jon ===
* Current membership status
* EBC membership general principles and values
* Membership attrition
* Reducing membership attrition (board discussion)
* New membership opportunities (board discussion)
* Discussion notes:
**
**


    Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by   . '''Motion Failed/Carried.'''
    Please list how long you believe your topic will take to discuss:
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


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


Adjournment
== <i>In Camera</i> Session ==
* <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.'''
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Name (___ min)


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


Categories:
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at    pm. Moved by , seconded by . '''Motion Failed/Carried.'''


    Minutes2013-2014 Board minutes
[[Category:minutes]]
[[Category:2015-2016 Board minutes]]
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