Board Minutes October 2014: Difference between revisions
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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' | '''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' | ||
== EBC Board Meeting Minutes for Wednesday October | == EBC Board Meeting Minutes for Wednesday October 22, 2014 == | ||
Board meetings are open to the EBC members and the public. | Board meetings are open to the EBC members and the public. | ||
* Location: | * Location: Room 113, Education South, UofA | ||
* Start Time: 6:30pm | * Start Time: 6:30pm | ||
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Leila | ||
* Minute-taker: | * Minute-taker: Caylie | ||
* Food by: | * Food by: Sarah | ||
* Board attendance: | * Board attendance: | ||
* Staff attendance: | * Staff attendance: | ||
* Regrets: | * Regrets: Anna | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: Kyra | ||
== Call to Order == | == Call to Order == | ||
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: 3rd Wed is Nov 19 | ||
* Location: | * Location: room 113, Ed S is booked | ||
* Chair: | * Chair: | ||
* Minute-taker: | * Minute-taker: Anna | ||
* Food by: | * Food by: | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
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* '''Everyone''' sign reports that you have reviewed each 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. | * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. | ||
* | * Nov 2013: '''Executive Committee''' (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: '''Anna''' will check with Servus to clarify what status of card application is... | ||
* | * Feb 2014: '''Kristen/Policy Committee''' will incorporate petty cash max in future Financial policy. | ||
* April 2014: '''Bernadette''' will get further details on procedure to submit a letter to AGLC or sign onto a group letter. | |||
* April 2014: '''Anna''' will draft a response to patron about EBC current and proposed practices re inclusion/accessibility. | |||
* April 2014, June 2014: '''Chris Co''' will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. '''Chris Co''' will send to '''Caylie''' for review. Final position will be posted to Advocacy listserv. '''August Update''': '''Chris Co''' will send to Caylie before Sept meeting. | |||
* May 2014: '''Anna''' will follow up with ATB and YCR2 with report/thank you for donations. | |||
* May 2014: '''Executive Committee''' (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements) | |||
* May 2014: '''Doug''' will follow up with Bern re: Hazard Assessments and coordinate to get this done. | |||
* June 2014: '''Caylie''' will write draft job description for bike builder, workshop instructor, admin position and send to staff. '''Chris, Coreen''' to present draft to volunteers by end of August 2014. '''August 2014 update''': Need clarification about whether this is happening. | |||
* June 2014: '''Leila''' will contact Micah and coordinate closing TD and RBC accounts. | |||
* Aug 2014: '''HR Committee''' will meet with Coreen to discuss solutions to interpersonal issues at BW. Sept update: Coreen has been meeting with individuals. HR Committee could help with creating a more formal process for this would be useful. | |||
* Aug 2014: '''Sarah, Doug''' will email for some quotes for First Aid training. Will check into getting hazard assessment/safety audits at our location at same time as training. | |||
* Aug 2014: '''Carlos''' will ask Servus if we can get 2 deposit cards. '''Anna''' will make a deposit before sept. Sept update: '''Anna''' and other signatory will go to Servus to get deposit cards. | |||
* Sept 2014: '''Steve''' will ask his contact (dad) about quote and sourcing used seacans. | |||
'''COMPLETED''' | '''COMPLETED''' | ||
* | * Aug 2014: '''Matt, Kristen, Chris Co''' will arrange the food, door prizes and volunteer awards, respectively by Sept board meeting. | ||
* | * Sept 2014: '''Anna''' will contact Chris and BW listserv to get volunteers for Fri and Sat What The Bike event. | ||
* Sept 2014: '''Caylie''' will send Leila a paragraph about Strategic Plan to include in Prez Report. '''Kristen''' will contact Carlos to ask if he can stay until Dec. '''Anna''' confirm with Ritchie CL whether they have wifi. | |||
=== AB Bicycle Commuters Conference Report (5 min)=== | |||
=== | * EBC funded 4 registrations and board asked that they each provide a personal report-back on what they learned. | ||
* | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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== New Business == | == New Business == | ||
=== | === Guest Speaker: Cory Seguin, Edmonton Insight Community 6:30-7pm (30 min)=== | ||
* | * via email: "Edmonton Insight Community is a group of Edmontonions who have agreed to engage consistently with the City on-line about a range of City issues. All Edmonton residents aged 15 and older can join. You can access the Community at [http://edmonton.ca/insightcommunity edmonton.ca/insightcommunity]. The Community was launched at the end of June and has been a great success so far. We would like to talk with you about how we can recruit an even larger and more diverse group of Edmontonions to the Community. We believe it is important to make you and the people you serve aware of the opportunity to join and seek guidance from you on how to make their experience as user friendly and meaningful as possible." | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
=== | === Annual Report (10 min)=== | ||
* | * It was not possible to review the [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1d1hXYXlVNmNWVUE draft 2014 Annual Report] in detail prior to the AGM as requested, so the board must review it for approval. | ||
* via email Sept 30, Anna listed some suggested edits to be discussed by board. | |||
* Discussion notes: | |||
** | |||
** | |||
=== Recruiting Board Members (10 min)=== | |||
* Strategy for recruiting? Need to fill existing vacancies asap, ideally before board retreat. | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
** | ** | ||
=== November Meeting +/- Board Retreat (10 min) === | |||
* | |||