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Board Minutes November 2016: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes January 2017|January 2017]] board meeting.''''' | ||
== EBC Board Meeting Minutes for November 14, 2016 == | == EBC Board Meeting Minutes for November 14, 2016 == | ||
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* Minute-taker: Geoff | * Minute-taker: Geoff | ||
* Food by: Jon | * Food by: Jon | ||
* Board attendance: | * Board attendance: Jon, Karl, Nancy, Geoff, Rachel, Seraphim, Anna, Jasmine | ||
* Staff attendance: | * Staff attendance: Chris | ||
* Regrets: Derek(?), Adrian | * Regrets: Derek(?), Adrian | ||
* Absent: | * Absent: | ||
| Line 21: | Line 21: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by at | * Meeting called to order by at 6:47 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday | * Date: Monday January 9th | ||
* Location: TBA (requested rm 128, APIRG to confirm) | * Location: TBA (requested rm 128, APIRG to confirm) | ||
* Chair: | * Chair: Jeremy | ||
* Minute-taker: | * Minute-taker: Michael | ||
* Food by: | * Food by: TBD | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this Nov agenda, the [http://edmontonbikes.ca/w/Board_Minutes_October_2016 Oct 2016] minutes), and reports as presented below. | |motion=To approve this Nov agenda, the [http://edmontonbikes.ca/w/Board_Minutes_October_2016 Oct 2016] minutes), and reports as presented below. | ||
|first= | |first=Jonathon | ||
|second= | |second=Anna | ||
|yes= | |yes=all | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result=Passed | ||
}} | }} | ||
| Line 69: | Line 69: | ||
* Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki | * Sep 2015: '''Anna''' to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki | ||
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | * Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | ||
* May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available. | * May 2016: '''Nancy''' will share final copy of ABBCC Bike-way Design doc when available. | ||
* Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC. | * Jul 2016: '''Chris''' will put note in Asana for 2018 to review GWI-EBC agreement. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for GWI lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC. | ||
* Oct 2016: '''Retreat coordinator''' add discussion of AGM to Nov planning retreat agenda. | * Oct 2016: '''Retreat coordinator''' add discussion of AGM to Nov planning retreat agenda. | ||
* Oct 2016: '''Nancy''' will strike HR ad-hoc committee to implement OH&S plan by December 31st. | * Oct 2016: '''Nancy''' will strike HR ad-hoc committee to implement OH&S plan by December 31st. | ||
* Derek book meeting room 113 for Jan 9th | |||
| Line 81: | Line 81: | ||
*'''Jon, Geoff, Seraphim''' ad-hoc hiring committee will interview for Bookkeeper | *'''Jon, Geoff, Seraphim''' ad-hoc hiring committee will interview for Bookkeeper | ||
*'''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization. | *'''Jonathan''' to find out what happens/timing after charitable status getting approval - registration of organization. | ||
* '''Chris''' will have a more in depth discussion with volunteer about best practices / managing risk. '''Nancy''' will follow up on Occupational Health and Safety Advisor. | |||
* '''Geoff''' will look into putting Simply Accounting back-up files into Google Drive for staff access. | |||
=== Bookkeeper Update (5 min) Geoff === | === Bookkeeper Update (5 min) Geoff === | ||
| Line 86: | Line 88: | ||
*Engagement Letter: https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFuekpjS3RGaThDQjRweWpvaUVZTlQ3c0NscXVR/view?usp=sharing | *Engagement Letter: https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFuekpjS3RGaThDQjRweWpvaUVZTlQ3c0NscXVR/view?usp=sharing | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Found that 3 candidates were suitable, all reviewers agreed on the best candidate | ||
** | ** Intro meeting would take place Monday or Tuesday next week | ||
** Chris: Can we add AGLC report to the engagement letter | |||
** Firm is in Redwater, accountant who will be doing bookkeeping lives in Edmonton | |||
** Last meeting, committee was given authority to select/engage bookkeeper | |||
** Two executive members will sign the engagement letter | |||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Two signing authorities''' will sign the engagement letter by Nov 16, 2016. | ||
=== CRA Application Update (10 min) Jon === | === CRA Application Update (10 min) Jon === | ||
* | * | ||
* Discussion notes: | * Discussion notes: | ||
** | ** Jon called the adjucator and a few things became evident | ||
** | ** Erred in restricting responses to space in application - could have said 'see attached' and attached as much as desired | ||
** Key issue is BikeWorks program - clearly not charitable - would need to find a way to make this a charitable program | |||
** Possibly split into separate organizations, but that would require a separate | |||
** YCR2 - 'we were all over that' - would be no problem | |||
** Should we respond to this? Only if we can address all concerns. | |||
** Would have to figure out how to fit BikeWorks into one of the areas: eliminating poverty, advancing education, improving health, protecting the environment ... | |||
** Being not for profit is not enough to be charitable | |||
** Jonathon withdrew application - we are at complete liberty to reapply. There is no bias in having sent in a previous application. | |||
** Q: Do we need to change our objects prior to submitting application? A: No, but you should have them drafted - but don't change anything until you hear back | |||
** Where we go from here - Should be a top item to discuss for Friday night / retreat | |||
* <span style="background: lime;">Action Items:</span> '''Board''' will discuss at our retreat Nov 16-18. | |||
== New Business == | |||
=== | === Karl Tracksdorf's Resignation === | ||
* | * | ||
* | * Karl very sadly had to tender his resignation from the board | ||
** | ** Karl has to move to Ontario for employment / residency issues | ||
** | ** Very much enjoyed being on the board, is sad to go, and hopes to be back some day | ||
{{Motion | {{Motion | ||
|motion= | |motion=To accept Karl Tracksdorf's resignation. | ||
|first= | |first=Anna | ||
|second= | |second=Seraphim | ||
|yes= | |yes=All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Passed | ||
}} | }} | ||
=== Board Orientation (90 min)=== | === Board Orientation (90 min)=== | ||
* EBC Vision, Mission, Objects - Seraphim | * EBC Vision, Mission, Objects - Seraphim | ||
* Structure of organization - | * Structure of organization - Anna | ||
**include communication structure (who directs who) | **include communication structure (who directs who) | ||
**include EBC board responsibilities as an employer | **include EBC board responsibilities as an employer | ||
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* Retreat prep/homework - Jon | * Retreat prep/homework - Jon | ||
** https://docs.google.com/document/d/1EULtfhr_xS2XCn9vgBjCk-DA4Yt0YOXJL76yfvQhKcs/edit | ** https://docs.google.com/document/d/1EULtfhr_xS2XCn9vgBjCk-DA4Yt0YOXJL76yfvQhKcs/edit | ||
| Line 208: | Line 167: | ||
{{Motion | {{Motion | ||
|motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. | |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. | ||
|first= | |first=Nancy | ||
|second= | |second=Anna | ||
|yes= | |yes=All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Passed | ||
}} | }} | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** Nancy (15 min) | ** Nancy (15 min) | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 10:00 pm. | ||
|first= | |first=Geoff | ||
|second= | |second=Anna | ||
|yes= | |yes=All | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result=Passed | ||
}} | }} | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2015-2016 Board minutes]] | [[Category:2015-2016 Board minutes]] | ||