Board Minutes November 2011

These minutes are not yet approved.

EBC Board Meeting Minutes for November 10, 2011

• Time: 6:00pm
• Location: BikeWorks
• Food by: Duncan!

Call to order

• In attendance: Bernadette, Adam, Micah, Neil, Brett, Duncan, Paul,
• Staff in attendance: Anna, Alex
• Regrets: Steph
• Absent: Kevin, Derek, Alex C,
• Guests: n/a

• Chair: Chris (Bernadette chaired from 6pm-_____)
• Minute-taker: Anna

Approval of agenda

• Motion to approve by . Seconded by .

Approval of minutes

• Motion to approve March 2011 minutes by . Seconded by .

Next meeting

• Date: Thursday December 1, 2011
• Location: TBA
  • ACTION: Bernadette to book space
• Chair:
• Minutes: Steph
• Food: Neil

Reports

President's Report

• Met with Rotary to develop branding and determine content for Spoke website.

Executive Director's Report

• None submitted.

BikeWorks Report

Media:BikeWorks Report October 2011.doc

• CHRIS: When complete, volunteer descriptions will be made easily accessible on the EBC website, yes? And also posted to volunteering lists, please.

• CHRIS: "2011 rental program report in the works but not quite done". This is too vague. What's done, what's left to complete, and when will it be complete? Is this what is required for the MEC grant?
  • ALEX: Has the info but needs to put it into formal report. Will complete by Dec 1 meeting.
  • ALEX will get all MEC grant info from DEREK.

• NEIL: How reliable is the “$ spent on bikes line,” and is it based only on new parts, or all parts? If it’s based on reasonably complete data, I could use it increase the reliability of our cost of new parts line.
  • On the usage sheets – I’m glad to hear your concerns. If you don’t think this method would work, do you have any alternative suggestions for a loss prevention strategy?

New business

Alberta Cycle Building update

• Did anyone attend the open house?
• Kris A mentioned that he heard they're aiming for summer 2012 completion of renovations, but he's following up to see what that means

Critical Mass

• We should have a position & policy on CM.

GAIN

• Board members interested in fiduciary matters should attend the next GAIN training
• Anyone know when it is?

Personal & Group Expectations

• Review and reaffirm expectations from retreat.
• 2.1 retreat baselines
  • purpose of retreat/meetings
  • group expectations, ground rules
    • Attend meetings. RSVP to the Chair if you will be absent.
    • Honour the time of your fellow board members. Be punctual so meetings may start and end on time.
    • Be prepared for meetings. Ensure your report/task is submitted 1 week before the meeting to allow members to review it. Read the reports, agenda, etc. beforehand. Come with questions or comments about these items.
    • Be attentive. Do not engage in side projects or use your phone (messaging, browsing, etc.) during meetings.
    • Keep discussion on task during meeting. Respect the goals of the meeting by making succinct comments that pertain directly to objectives addressed in the agenda. Evaluate your comments as to whether they assist or divert the direction of the meeting.
    • Assign Chair responsibilities. Empower Chair-person to make the meeting run effectively and ensure bylaws are being followed. This does not mean pointing out minor mistakes, but rather allowing the Chair to exercise organizational control to better the outcome of the meeting.
    • Practice active listening (do not simply wait for your turn to talk; listen, without judgement, to the current speaker). Notice how much you raise your hand and/or speak. Be aware of others who have not spoken and the environment in which they would feel comfortable to do so. If you aren't speaking but have something to add, assert yourself with the understanding that your comment will be heard and respected.
    • Be respectful and grateful of each person's participation, ideas and work. Be aware of how your attitude influences others as well as the effectiveness of the meeting. Make thoughtful comments that maintain a positive and constructive meeting. These meetings would not happen if the people in them weren't committed to similar ideas and held similar values. Keep in mind that this is a joint effort that requires a healthy, positive, give-and-take atmosphere. Our meetings must be productive in order to leave with specific plans and that great feeling of achievement!
    • Practice impartiality. Try not to get personally attached to any discussion, decision or project.
    • Be accountable. Fulfill your responsibilities.
    • Recuse yourself if there is a conflict of interest with a topic being discussed. Ensure transparency by having your name in the minutes noting that you 'stand aside' for the vote on the topic.

• 2.2 honouring time and energy
  • effective communication and listening (covered in 2.1)
  • time commitment (covered in 2.1 with these additions)
    • Be honest with yourself and the group. What are you able to take on? Is the project/task beyond your current capacity?
    • Board must establish manageable number of goals (Strategic Plan) for the year, not bite off more than we can chew

Board Job Descriptions

• Review and approve proposed general Board Member job description
  • ACTION: ANNA please paste that here.
• Review and approve proposed Executive Committee job descriptions
  • ACTION: ANNA please paste that here.

Board Resignation & Appointment(s)

• Elicia Elliott has submitted her resignation from the Board to Anna.
• Appointments:

Board Committees

• Proposed Terms of Reference for all standing committees due 1 week prior to December Board Meeting (Dec 1, 2011) to be approved at the meeting

Ajournment

• Motion to ajourn by . Seconded by .