Board Minutes November 2018

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

Bike Edmonton Board Meeting Minutes for November 2018

Board meetings are open to Bike Edmonton members and the public.

• Date: Monday, November 12, 2018
• Location: Room 113 Education South Education South, University of Alberta
• Start Time: 6:30pm

Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Helen
• Minute-taker: Jasmine
• Food by: Ali
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by ___ at _____pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair: Helen
• Minute-taker: Jasmine
• Food by: Ali

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this November 12 agenda, the October 2018 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

Bike Edmonton Yearly Calendar

• Bike Edmonton Year-at-a-Glance

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

Treasurer's Report Discussion

Current and Completed Business

End-of-term Evaluation - Jasmine (5 min) [TABLED UNTIL NEXT MEETING]

• Job descriptions have been developed and are used for: individual board members, executive positions, and committee chairpersons
• The board uses committees and/or working groups to divide board work fairly, or delegates appropriately to staff
• Committees have a Terms of Reference statement which defines their roles and responsibilities
• Board members follow through on plans and commitments
• The board composition reflects our community diversity
• Recruitment of effective board member nominees is a year round activity
• The board evaluates its work annually in relationship to the goals and plans they have made
• The board communicates clearly and regularly with appropriate staff, volunteers, funders, and the wider community
• The board has a written plan that is used to monitor and evaluate the organization's direction
• All board members are encouraged to participate in discussions
• The board makes sure adequate resources are available to undertake the work of the organization
• The board is operating effectively by:
  • Following a plan
  • Staying on topic (for the most part) during board meetings
  • Using the skills and resources available
  • Regular meetings and updates
  • Time constraints and commitments of individual board members
• Areas which could be made more effective are:
  • Better updates from all committees prepared for board meetings.
  • Enhancing the resources and skills available to complete the broader goals not just the priorities.
  • Accountability for action plans
  • More regularly referring back to strategic plan and mandate. More clearly differentiating between short term and long term goals.

Annual Report - (20 min)

• Bike Edmonton Annual Report 2018

New Business

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at ____pm.
Moved:
Seconded:

Aye	No	Abstain