Board Minutes May 2016

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

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

• Location: room 113 Education South, University of Alberta
• 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: Jon
• Minute-taker: Karl
• Food by: Adrian
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

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)

• Motion: To approve this May agenda, the April 2016 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

• President's Report May 2016

Treasurer's Report - Geoff

• Financial Report March 2016 - submitted April 11 (not yet approved)
• [Treasurer's Report (Month) (Year)]

Executive Director's Report - Chris Chan

• ED Report February 2016 - (not formally submitted - draft?)
• ED Report March 2016 - (not formally submitted - draft?)
• [ED Report April 2016]

H.R. Committee Report - Nancy

• [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

• [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Derek

• Strategic Planning Committee Meeting Notes April 20

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 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.

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.

Financial Review (20 min) Geoff

• Presentation of details associated with current EBC deficit
• Discussion notes:

• 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.
• Action Items: name will ____ by (date).

New Business

Options for YCR2 Permanent Location: Jerry Forbes and Goodwill Industries (30 min) Jon

• Review info in President's Report (above).
• Discussion notes:

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

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

New Business Item 1 (__ min)

• Discussion notes:

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

In Camera Session

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

Adjournment

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