Board Minutes November 2012: Difference between revisions
no edit summary
Micah.cooper (talk | contribs) No edit summary |
Micah.cooper (talk | contribs) No edit summary |
||
| Line 74: | Line 74: | ||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Switching to Spark for our electricity bill === | === Switching to Spark for our electricity bill === | ||
* Deferred from [http://edmontonbikes.ca/w/Board_Minutes_October_2012#Switching_to_Spark_for_our_electricity_bill Last meeting] | * Deferred from [http://edmontonbikes.ca/w/Board_Minutes_October_2012#Switching_to_Spark_for_our_electricity_bill Last meeting] | ||
* Vote on whether to switch to Spark as our electricity retailers | * Vote on whether to switch to Spark as our electricity retailers | ||
Discussion on whether conflict of interest | |||
Duncan: I move that we adopt; Neil: seconded; 1 abstention (Brett); carried. | |||
* Vote on whether to become members. | * Vote on whether to become members. | ||
25$ charge to become members. Co-op share. Rep from EBC gets to vote at AGM. | |||
Duncan: I move that we buy a share and become a co-op member of Spark; James seconded; abstentions: Brett and Paul; carried. | |||
=== Approval of BikeWorks Manager contract === | |||
* [https://docs.google.com/document/d/1z_wcY-qZIKfz1mxdB8f4XVimo68FJU5hYtMgxOQi5Qo/edit Contract] | |||
Should this be in camera? Well we'll wait for Brett to come back. Discussion should be in camera. | |||
Micah: I move to accept Coreen's contract. Paul: seconded. Carried. Abstention: Brett. | |||
== New Business == | == New Business == | ||
| Line 88: | Line 93: | ||
=== Board Elect === | === Board Elect === | ||
* Vote whether Sarah's "conflict of interest" prevents her from becoming a board member | * Vote whether Sarah's "conflict of interest" prevents her from becoming a board member | ||
Discussion. Is Sarah unable to become a member owing to not being in good standing? Actually there are other members on the board who were elected without being in good standing. We reviewed this issue before the meeting; very few of our pre-AGM candidates were in good standing. Not great but not egregious. Something that we need to fix before the next AGM: make the rules clear. Maybe change the bylaws/tidy them up? | |||
Conflict of interest that Sarah lives at Chris' house? She just needs to recuse herself from remuneration issues regarding him. | |||
We don't need to vote on it, we just need to not accept her resignation. | |||
Sorted! | |||
=== Election of New Board Executive === | === Election of New Board Executive === | ||
* We were supposed to elect new exec within 1 month of our AGM, i.e. Oct 30 2012: "The Board is required to hold a meeting... within one calendar month of the AGM. The date for this meeting must be set at the AGM. At this meeting, the Board shall elect a President, Vice President, Secretary, and Treasurer" (quoted from 2011 Bylaws under [[http://edmontonbikes.ca/w/Bylaws_(2011)#Duties_of_the_Board_of_Directors Duties of the Board of Directors point a]]) | * We were supposed to elect new exec within 1 month of our AGM, i.e. Oct 30 2012: "The Board is required to hold a meeting... within one calendar month of the AGM. The date for this meeting must be set at the AGM. At this meeting, the Board shall elect a President, Vice President, Secretary, and Treasurer" (quoted from 2011 Bylaws under [[http://edmontonbikes.ca/w/Bylaws_(2011)#Duties_of_the_Board_of_Directors Duties of the Board of Directors point a]]) | ||
Discussion on what each position means. | |||
Should assign signing authority to all members of exec. Neil would like to do this right away. | |||
* Review draft job descriptions for President, VP, Treasurer, Secretary | * Review draft job descriptions for President, VP, Treasurer, Secretary | ||
* Nominations and elections | * Nominations and elections | ||
President: Duncan | |||
VP: Leila, Lee (a vote!) | |||
Treasurer: Paul | |||
Sec: Micah | |||
How shall we vote? Secret or hands? Secret. | |||
Winner: Tie! They will go out in the hall for a few minutes and talk about it. | |||
Discussion to continue after the meeting. Decision pending. | |||
Alex: concerns about chair: maybe could be someone not from the board, who doesn't ned to remove self from discussion. Issue is finding someone reliable. Alex Hindle volunteers. Alright, we'll have AH chair next meeting! Discussion. Concern about deciding this in Bern's absence. We can just chat about it at start of next board meeting. AH will come either way. | |||
This discussion can happen at the start of the next meeting. | |||
Micah: I move that we move the next two items to the next meeting. | |||
Lee: I second. | |||
James: I can drop my item. | |||
Micah: I withdraw my motion. | |||
Neil: I move to accept the sidewalk statement; Chris seconded; carried (Opposed: Brett) | |||
=== Sidewalk riding position statement === | === Sidewalk riding position statement === | ||
| Line 114: | Line 137: | ||
- return to the road at the earliest safe opportunity to do so | - return to the road at the earliest safe opportunity to do so | ||
=== Document Storage Policy === | === Document Storage Policy === (not dropped after all) | ||
* [[Document Storage Policy]] | * [[Document Storage Policy]] | ||
* Section 1a appears to have a typo: "There must be a reasonable assumption that the service provider will not <strike>be </strike>lose the documents or discontinue service in the foreseeable future." | * Section 1a appears to have a typo: "There must be a reasonable assumption that the service provider will not <strike>be </strike>lose the documents or discontinue service in the foreseeable future." | ||
| Line 120: | Line 143: | ||
* Section 3 is not clear if a physical location must be known, or it a Uniform Resource Indicator is sufficient to disclose the location. | * Section 3 is not clear if a physical location must be known, or it a Uniform Resource Indicator is sufficient to disclose the location. | ||
* James Phillips is uneasy with our apparent new reliance on Google. In particular, it appears that the Corporate Google accounts are being used as a form of Information Rights Management, which can never work since that would violate the law of cause and effect. | * James Phillips is uneasy with our apparent new reliance on Google. In particular, it appears that the Corporate Google accounts are being used as a form of Information Rights Management, which can never work since that would violate the law of cause and effect. | ||
Maybe we should have a backup on a server. | |||
Chris has it synced on several computers but it is still at risk if something happens to Google. Some offline access. Separate copies of some things. | |||
Duncan: if Google dies then our EBC docs will be a pretty small problem in the big picture. | |||
We have discussed this satisfactorily. | |||
=== Sub Committee to Organize January 6th Retreat === | === Sub Committee to Organize January 6th Retreat === | ||
* temporary sub committee needed to draft retreat agenda, organize logistics, gather required materials for orientation, plan activities for "working together"/group dynamics, food, etc. | * temporary sub committee needed to draft retreat agenda, organize logistics, gather required materials for orientation, plan activities for "working together"/group dynamics, food, etc. | ||
* can we please establish desired time, location so that Micah can book the room? | **Who wants? Sarah, Lee, with Anna | ||
* can we please establish desired time, location so that '''Micah''' can book the room? | |||
**9-4, Kiva room! Or next-best. | |||
=== Board Contact Info === | === Board Contact Info === | ||
| Line 129: | Line 158: | ||
* Collect current contact info | * Collect current contact info | ||
* [https://docs.google.com/spreadsheet/ccc?key=0ArHxT1WxSZnadGRYQlFpUjNUcnRIOVBQa3dUOUpGdHc#gid=8 EBC Org Contacts] | * [https://docs.google.com/spreadsheet/ccc?key=0ArHxT1WxSZnadGRYQlFpUjNUcnRIOVBQa3dUOUpGdHc#gid=8 EBC Org Contacts] | ||
*Anna just didn't realise that this document exists. | |||
*We should '''all''' still check to make sure our own respective info is up-to-date. | |||
* | |||
== In Camera Session == | == In Camera Session == | ||
Duncan: I move to go in camera; Micah seconds; carried. | |||
== Adjournment == | == Adjournment == | ||
* <span style="background: lightgrey;">Motion:</span> | * <span style="background: lightgrey;">Motion:</span> Micah: I move to adjourn; Duncan seconds; carried. Adjourned 9.03. | ||