Board Minutes October 2013

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

EBC Board Meeting Minutes for October 2013

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

• Location: BikeWorks North, 9305 111 avenue
• 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: Sarah
• Minute-taker: Justin
• Food by: Neil
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Welcome to New Board Members! (15 min)

• Welcome and intros
• Review of how board meetings are run: Chair, agenda topics, how to participate in discussion (speakers list, hand signals, etc), how to participate in decision-making (motion and voting procedure, etc), how to take on action items between meetings

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: Wednesday Nov 20, 2013
• Location: U of A (room TBA by Justin)
• Chair:
• Minute-taker:
• Food by:

Reports

President's Report (5 min)

President's October 2013 Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

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

Treasurer's Report (10 min)

• Treasurer's Report
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

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

Executive Director's Report (10 min)

Executive Director's Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• 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 (__ min)

BikeWorks Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• 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 Report (10 min)

[Committee Report]

• Chris Chan, Coreen, Caylie, Anna to report on locations that have been explored this past month.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

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

Staff Review Committee Report (5 min)

[Committee Report]

• Leila, Sarah to report on Staff Review updates
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

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 (5 min)

• Everyone log your board volunteer hours for the past month.
• Justin will book Nov - Feb rooms at U of A for board meetings.
• Anna will send Meghan an email to offer board position (appointment). COMPLETED.
• Leila, Sarah, Caylie to follow up with Chris on Staff Review for next steps
• Sarah schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
• Unassigned will draft a bylaw revision for the board election membership issue for 2014 AGM.
• Chris Chan and Coreen will draft a detailed plan for hiring bike builders and present to the board for approval.

AGM Evaluation (10 min)

• What went well? What could improve?
• Recommendations for 2014 AGM?
• Review Annual Report 2013 (TBC by Chris Chan)

Board Retreat Committee and Agenda (10 min)

• Rooms have been booked at the U of A. Determine exact time and food plan:
  • Saturday Nov 2: Kiva Room booked 9am to 6pm. Time for retreat = ?
  • Sunday Nov 3: Education South 262 booked 9am to 6pm. Time for retreat = ?
  • Food: potluck one day, catered next day? ($200 budget for entire retreat)
• Anna: Who would like to organize the Board Retreat/Orientation?
• Anna: The January 2013 Retreat/Orientation had various sessions presented by a group of 2-3 board members. Similar process? Similar topics? Anything else to add to agenda?
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Board Development Workshop (5 min)

• The Alberta Government's Board Development Program is a unique service that provides assistance to not-for-profit boards in the area of governance through workshops, consultations, and resource materials. culture.alberta.ca/bdp/
• Anna: To book the workshop, they require: "Guarantee that 75% of your board members are available and have committed to the above date" (i.e. 9 members of EBC). Workshops are ten hours and are scheduled for Friday evening (7 – 10 pm) and all day Saturday (9 am – 4 pm). Are we able to commit to Fri Jan 10 and Sat Jan 11? Or Fri Jan 17 and Sat Jan 18?

BikeWorks South Location (15 min)

• Review of the schedule for closing current location?
• Review of plan for Oct 25 party
• Review of next steps for South location...
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

New Business

EBC-board-elect email group (5 min)

• Anna (via email): I personally feel that the new board members should just be added to the "ebc-board" group now and also be able to join our in camera discussions at the meetings. The separate, temporary "ebc-board-elect" group is often forgotten in replies when we send around emails and I think there is a need for transparency in all board matters from the very beginning, not just starting in December when the new board members officially take their positions. I currently have all new board members (Caylie, Jason, Kristen, Meghan, Steve, Douglas) on the "ebc-board" group so if we decide that this is not desired, please let me know asap so I can change the group settings.
• Check in with new board members if they are receiving group emails and can access Google Drive docs.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

BikeWorks Manager contract (10 min)

• Current contract expired Sept 2013. Need to offer a contract for 2013-2014 a.s.a.p.
• Include sick pay similar to ED's contract?
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Member/Community Survey (5 min)

• 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.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

New Business Item 2 (__ min)

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

In Camera Session (__ min)

• Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.

Adjournment

• Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.