Board Minutes November 2013

From Bike Edmonton
Revision as of 23:50, 12 November 2013 by Caylie.gnyra (talk | contribs)
Jump to navigation Jump to search

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for November 13, 2013

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

  • Location: room 255, 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: Caylie Gnyra
  • Minute-taker: Justin Bartlett
  • Food by: Jason Proche
  • Board attendance:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve (month)(year) minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

  • Date:
  • Location:
  • Chair:
  • Minute-taker:
  • Food by:

Reports

President's Report (5 min)

Motion: To return/approve the (month)(year) President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (__ min)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (__min)

Executive Director's Report

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (10 min)

[BikeWorks November 2013 Report]

  • Of note: "If the upcoming tasks were entirely upon my shoulders, I doubt I could bear the burden (metaphorically or physically). In the months ahead, we will need all hands on deck to create a new space that we can be proud of while still improving BikeWorks North. Having the support, participation and talent of all the board members in all these tasks will be integral to our success."
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BWS Location Committee (Lease) Report (10 min)

Committee 1 Report

  • Chris Chan and Coreen to report on the status of the lease.
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

H.R. Committee Report (5 min)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (10 min)

  • Everyone log your board volunteer hours for the past month.
  • All board members to return Needs Assessment form directly to Kandis by November 15 for Board Development Workshop.
  • All board members to read Annual Report 2013 draft.
  • Neil to complete the October Treasurer’s report and submit to the board.
  • Chris Chan to clarify what the 18 hours spent on ABBCC was for, at Bernadette’s request.
  • Coreen to create a timeline of what needs to happen at BWS.
  • Staff to make an offer on Videodrome space.
  • Leila, Sarah, Caylie to follow up with Chris on Staff Review for next steps. In progress...
  • Sarah to schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
  • Chris Chan and Coreen will draft a detailed plan for hiring bike builders and present to the board for approval.
  • Bernadette to contact the general membership to solicit other donations of time for October 25 party. 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.


Action Items Arising from November 2-3 Retreat

  • Kristen, Leila/Meghan, Jason and Bernadette to upload PowerPoint presentations to Google Drive and provide links to these documents in Notes from Retreat file.


Unassigned Action Items Requiring Assignment

  • Arising from October meeting
    • Unassigned will draft a bylaw revision for the board election membership issue for 2014 AGM. To keep on radar.
    • Unassigned/Anna to make record of what to do for next AGM: Things to pack: extension cord. coffee/supplies. something to project onto. clipboards, multiple computers, qr codes, paper/pen all for sign in. plates/napkins; Set-up could have gone more smoothly. tasks were not delegated to specific people. could have been more cohesive in our execution of work. getting people through the door was difficult. renewing memberships online slowed everything down. on paper might have been quicker; is it possible to set up a QR code for people to scan? could just be better with more computers/actual computers, not ipads. pens and paper would be the easiest way to scale up the operation. look at a way to not have the sign-in table outside the meeting space. have it on the north side every 3rd year. need collated agm package. work on annual report earlier.
  • Arising from November 2-3 retreat
    • Unassigned to create a summary of the November 2-3, 2013 board retreat for missing board members.
    • Unassigned to invite Chris Chan, Coreen, and Justin to review the board's SWOT analysis in the 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.

Bookkeepper Job Posting (5 min)

  • Bookkeeper posting was finalized. Deadline for submissions is December 1st.
  • Need to determine the committee and process for reviewing applications and hiring. What is our timeline?
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Board Orientation and Retreat Evaluation (10 min)

  • What went well?
  • What could improve?
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Board Development Program workshop (3 min)

  • Confirmed: Friday January 31 @ 7pm-10pm and Saturday February 1 @ 9am-4pm.
  • Location: TBC (any suggestions for rooms on campus? Last time was Telus rm 134...
  • Each board member and staff is to complete the Needs Assessment form emailed to each of us from Kandis Bright on Oct 22. Please return directly to Kandis by Friday Nov 15.
  • Discussion notes:
  • Action Items: Everyone will complete the Needs Assessment form by Nov 15.

Orphan Policies (15 min)

  • We have several "draft" policies that have yet to be approved:
    • Cycling Event Promotion 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.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Banking (20 min)

  • Changing accounts to Servus
  • Changing signing authority
  • Getting an EBC credit card?
    • In whose name(s)?
  • Discussion notes:
  • Action Items:

BWS Clean-Up and Moving (15 min)

  • Can the board commit specific hours to helping out with this?
  • Is it worthwhile to consider "office hours" for board members, to take place at one of the shops?
  • Discussion notes:
  • Action Items:

Approval of Annual Report 2013 draft (10 min)

New Business

Anna's presentations on Communications (5 min)

Member/Community Survey (10 min)

  • Tabled from October... Anna (via email): I'd like to put together a survey for community input on EBC's 2014 direction to help inform our discussions at our Board Retreat in Nov. This could be sent in the Oct newsletter. I've drafted a few questions... please edit/comment as you see fit. Unless anyone has objections, I'll send a final survey to Chris for the next Member Newsletter.
  • Update for November - Anna: the above draft should be reviewed to align with the discussion at the Board Retreat about Strategic Planning. Our January 31-Feb 1 workshop could be informed by results from this survey, so what do we want to know?
  • Chris: Before we send this out, I think we should probably have a clear written idea stating what we actually want to find out and why, and what we plan to do with the information we receive. Without that, we're just making up interesting questions, when what we really want should be information that will help us make specific decisions. We may not necessarily know yet what those specific choices are going to be, but if we start off with a sample set of decisions that we currently have or suspect we will likely face, I think we can focus our survey questions a bit better. Especially wasteful is getting a bunch of feedback and not knowing what to do with it, or simply ignoring it.
    • e.g. If all respondents unanimously say they want a downtown location, will we forego a southside location even if the search committee thinks it's the best choice?
    • How many respondents do we need to consider the results meaningful?
    • etc.
    • 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.
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Winter Cycling Congress 2014 (5 min)

  • "On February 12 and 13,2014, Winnipeg, Canada is proudly hosting the second international Winter Cycling Congress. The 2013 conference, held in Finland, was a tremendous success and drew delegates and presentations from around the world. The first North American iteration plans to build on that momentum with a packed slate of programming, special events, workshops and activities."
  • "If you plan on attending as a delegate, Early-bird registration is now open. Act soon; early bird registration closes December 1st. People who register before the deadline are eligible for a $100 discount on regular conference admission and there is a discount for students and non-profits."
  • Early bird registration: $375; $250 for students/non-profits
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

In Camera Session (10 min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Caylie: 10 min

Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_November_2013&oldid=2130"