Board Minutes November 2016

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

EBC Board Meeting Minutes for November 14, 2016

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

• Location: room 128 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: Adrian
• Minute-taker: Geoff
• Food by: Jon
• Board attendance:
• Staff attendance:
• Regrets: Derek(?),
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Monday December 12
• Location: TBA (requested rm 128, APIRG to confirm)
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this Nov agenda, the Oct 2016 minutes), and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jon

• President's Report Oct 25 2016 - submitted Oct 25

Treasurer's Report - Geoff

• [Treasurer's Report (Month) (Year)]

Executive Director's Report - Chris

• [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

• [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

• [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Derek

• [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2016 board volunteer hours for the past month.
• Everyone sign reports that you have reviewed each month.
• Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
• Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
• Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
• 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
• May 2016: Geoff will look into putting Simply Accounting back-up files into Google Drive for staff access.
• 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.
• Sept 2016: 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.
• 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.

COMPLETED

• Nancy book NAIT room for Nov 18&20 board retreat.
• 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.

Bookkeeper Update (5 min) Geoff

• Ad-hoc committee interviewed 4 candidates.
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

CRA Application Update (10 min) Jon

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Business item 3 (__ min) Name

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

New Business

Board Orientation (90 min)

• EBC Vision, Mission, Objects - Seraphim
• Structure of organization - Dan
  • include communication structure (who directs who)
  • include EBC board responsibilities as an employer
• Bylaws - Michael
• Director Job Descriptions - Jasmine
• Code of Conduct, Conflict of Interest - Adrian
  • include signing conflict of interest form
• Governance (board) vs. Management/Operations (Exec Director/staff/volunteers) - Jeremy
• Financials 101 - Geoff
  • include fiduciary responsibilities of each board member
  • include overview of annual budget
  • include how to read monthly financial statements - what to look for
• Committees - Nancy
  • include general overview of why & how committees are great for non-profit boards (also who can be on board committee)
  • could include names of operational (staff & volunteer) committees to distinguish between governance vs operations
  • do not include name, purpose, membership of EBC committees at this time - will do at retreat
• Respecting each others’ time - Karl
  • include culture of board, how to have efficient board/committee meetings, "air time", diversity of opinions/views/experiences, etc.
  • include Rusty's Rules of Order
• Communications - Anna
  • include internal comms (eg common files in Google Drive)
  • include external comms (eg website, social media, wiki, Official Spokespersons policy)
• Retreat prep/homework - Jon

• Action Items: name will ____ by (date).

New Business Item 2 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

New Business Item 3 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

In Camera Session

MOTION

To go in camera.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Nancy (15 min)
  • Name (___ min)

MOTION

To close the in camera discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain