Board Minutes November 2013: Difference between revisions
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* Is it worthwhile to consider "office hours" for board members, to take place at one of the shops? | * Is it worthwhile to consider "office hours" for board members, to take place at one of the shops? | ||
* Discussion notes: | * Discussion notes: | ||
** | **Some concerns we brought up at the board retreat that it was longer than the minimum board time commitment for a month. Maybe we should increase this minimum suggested in the board job descriptions. Who will this impact if we don't increase this. More than this might not be reasonable to expect of a governance board. Should address this as an ad-hoc committee. Cautious about lots of work falling on few people. Might require intra-board accountability to ensure that everyone is actually contributing those hours. Think that as directors we have a responsibility to ensure that we are 'on the front lines'. It is okay for work to be unevenly distributed, because it should be alright for someone to contribute the minimum. Being in the shops is not the only way to be on the front lines EBC. Staff will still need help on administrative tasks, because of the size of the organization. Think it is reasonable to ask a bit more, is there time for follow-through in only 10 hours per month? Need to be branching out to volunteers but delegation is important and we are required to participate in that. Might not want to write out candidates who have skills and knowledge but not the time to commit to all the | ||
* | * Action Item: '''Caylie''' to start a conversation over email to create an ad-hoc committee to talk about board time commitment. | ||
* Action | * Action Item: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks. | ||
=== Approval of Annual Report 2013 draft ( | === Approval of Annual Report 2013 draft (5 min)=== | ||
* Approval of [https://docs.google.com/a/edmontonbikes.ca/file/d/0ByPA_mxTBvz1ZmZOWXlmSDN5NzA/edit?usp=drive_web Annual Report 2013] draft | * Approval of [https://docs.google.com/a/edmontonbikes.ca/file/d/0ByPA_mxTBvz1ZmZOWXlmSDN5NzA/edit?usp=drive_web Annual Report 2013] draft | ||
* | * No discussion necessary, all comments prior to the meeting have been incorporated. | ||
<span style="background: yellow;">Motion:</span> To approve Annual Report 2013. Motioned by Leila. Seconded by Anna. '''Motion Carried'''. Sarah abstained. | |||
== New Business == | == New Business == | ||
=== Member/Community Survey (10 min)=== | === Member/Community Survey (10 min)=== | ||
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** We can't necessarily answer these questions absolutely and completely now, but they should be considerations in determining what questions the survey includes. If we know that a particular question will never give us useful (or even interesting) answers, then we should change it or drop it. | ** We can't necessarily answer these questions absolutely and completely now, but they should be considerations in determining what questions the survey includes. If we know that a particular question will never give us useful (or even interesting) answers, then we should change it or drop it. | ||
* Caylie: I'm wondering if the strategic planning committee could get together and spend some time figuring out exactly what we want to ask our members to inform the strategic plan. Since getting this data is off the table for our November retreat, could we hold off another few months? I'd like to have a little bit of time for the SP committee to sort of figure out a game plan so that we can obtain data strategically and efficiently. | * Caylie: I'm wondering if the strategic planning committee could get together and spend some time figuring out exactly what we want to ask our members to inform the strategic plan. Since getting this data is off the table for our November retreat, could we hold off another few months? I'd like to have a little bit of time for the SP committee to sort of figure out a game plan so that we can obtain data strategically and efficiently. | ||
* Action Items: '''Strategic Planning Committee (Sarah, Doug, Meghan)''' will Strategic Planning Committee will deliberate on what info we need from members. | |||
* Action Items: ''' | |||
=== Winter Cycling Congress 2014 (5 min)=== | === Winter Cycling Congress 2014 (5 min)=== | ||
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* Early bird registration: $375; $250 for students/non-profits | * Early bird registration: $375; $250 for students/non-profits | ||
*Discussion notes: | *Discussion notes: | ||
** | **Sarah: Wondering what financial administration is necessary to have Coreen, Chris, and Sarah attend. Chris: I have submitted some abstracts so that should save us the registration fee. Neil: So it is transportation plus potentially the non-profit registration fee. Have $1,000 for Staff and Board development for the year, and part of that has been spent already. Leila: Should ask for the attendees to submit proposals to the board for use of funds. Chris Chan: Will not be asking for a lot of money, so it would not require a special motion from the board. | ||
* Action Items: '''Chris Chan, Coreen, Sarah''' will create and present a funding proposal for their attendance to the conference. | |||
* Action | === Appointment of New Board Member (5 min) === | ||
*Anna: Alexey Kalinin stood for election at the AGM, so he seems like a sensible candidate to offer the position to. General agreement that Anna should inquire if he is still interested in a position on the board. | |||
* Action Item: '''Anna''' to send an email to ask Alexey if he is interested in the position on the board. | |||
== <i>In Camera</i> Session (10 min)== | == <i>In Camera</i> Session (10 min)== | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by Leila. Seconded by Sarah. '''Motion Carried.''' | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** Caylie: 10 min | ** Caylie: 10 min | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by Neil. Seconded by Kristen. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2012-2013 Board minutes]] | [[Category:2012-2013 Board minutes]] | ||