Board Minutes November 2013: Difference between revisions
→Current & Completed Business
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* '''Bernadette''' will follow up with '''Kristen''' regarding the deposit on the AGM space. '''COMPLETE''' | * '''Bernadette''' will follow up with '''Kristen''' regarding the deposit on the AGM space. '''COMPLETE''' | ||
* '''Caylie''' and '''Jason''' will join '''Sarah''' and '''Anna''' in planning and preparation for the retreat. '''COMPLETE'''. | * '''Caylie''' and '''Jason''' will join '''Sarah''' and '''Anna''' in planning and preparation for the retreat. '''COMPLETE'''. | ||
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** '''Unassigned''' to invite Chris Chan, Coreen, and Justin to review the board's SWOT analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points. | ** '''Unassigned''' to invite Chris Chan, Coreen, and Justin to review the board's SWOT analysis in the [https://docs.google.com/a/edmontonbikes.ca/document/d/1RUUDzcemfgDYY8jC_Qdet8Chux0zcz9W4eag7PuwsHo/edit Notes from Retreat] file, and provide additional points. | ||
** '''Unassigned''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. | ** '''Unassigned''' to check that we have submitted our 2013 revisions to our bylaws to Corporate Registries. Ask Neil and Chris Chan if this has been done. | ||
=== Bookkeepper Job Posting (5 min) === | === Bookkeepper Job Posting (5 min) === | ||
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=== Board Orientation and Retreat Evaluation (10 min)=== | === Board Orientation and Retreat Evaluation (10 min)=== | ||
* | * [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdDVIdkFoUk9sMEpPZDExanpjaXZ4OFE&usp=drive_web#gid=4 Retreat Evaluation Summary] | ||
* | * Please add notes, presentations to the [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B0wWWHPTzO0vaGw4LWw2a3R1S2c Retreat folder] on Google Drive so we can grow our knowledge base with each retreat :) | ||
* Review and assign [https://docs.google.com/a/edmontonbikes.ca/document/d/19MWojVfBxPKk4kDBL0b_W2e3GQOJMMH7i1T6-l0e1zc/edit Bike Rack tasks] | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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=== Board Development Program workshop (3 min)=== | === Board Development Program workshop (3 min)=== | ||
* Confirmed: Friday January 31 @ 7pm-10pm and Saturday February 1 @ 9am-4pm. | * Confirmed: Friday January 31 @ 7pm-10pm and Saturday February 1 @ 9am-4pm. | ||
* Location: | * Location: TBA (any suggestions for rooms on campus? Last time was Telus rm 134... | ||
* Each board member and staff is to complete the [https:// | * Each board member and staff is to complete the [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0B0wWWHPTzO0vaWpkUHZDWVlpenc Needs Assessment form] emailed to each of us from Kandis Bright on Oct 22. Please return directly to Kandis by '''this Friday Nov 15.''' | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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** [[Cycling Event Promotion Policy]] | ** [[Cycling Event Promotion Policy]] | ||
** [[Financial Management Policy]] | ** [[Financial Management Policy]] | ||
*Caylie's notes via e-mail: | |||
**policy suggests the creation of another standing committee (finance committee) - I agree with keeping it in the policy, but am wondering if we should create this committee now. The abundant amount of work will need to be done regardless, so I'm wondering if it makes sense to create a clear indication now of who will be assisting Meghan throughout the year. (It looks like we have mentioned the finance committee in the Annual Report [page 5: "The Financial Committee on the board has been working throughout the year to write and submit a Charitable Status application to the Canadian Revenue Agency."] - Who does this consist of, and should we update our list of current standing committees to include this? | |||
**deposits to be "kept under adequate security" - Given recent circumstances, do we need to define what this means? Should we purchase a small home safe for the treasurer/a member of the finance committee to store cash safely at home until the next convenient time to take it to a bank? | |||
**fixed assets: "EBC will conduct an annual inventory of fixed assets and maintain a central list of fixed assets which includes date of purchase, registration numbers, warranty information, original cost, and estimated life." - Where is this list kept? Is it publicly available? | |||
**credit card: I like that the policy states that we can get a credit card in a particular staff/director's name. Is this something we should look into more when we are talking about moving to Servus and changing signing authority? Or do we already have one? My main interests in doing it are for purchases related to new BWS space, and turnaround time for out-of-pocket expenses. | |||
*Leila's notes via e-mail: | |||
**does anything need to be added regarding a possible mortgage? | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||