Bike Edmonton

Board Minutes October 2014

Revision as of 08:50, 16 October 2014 by Anna Vesala (talk | contribs) (→‎Logistics for Next 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 22, 2014

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

  • Location: Room 113, Education South, UofA
  • 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: Leila
  • Minute-taker: Caylie
  • Food by: Sarah
  • Board attendance:
  • Staff attendance:
  • Regrets: Steve, Anna, Coreen
  • Absent:
  • Guests: Kyra

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: 3rd Wed is Nov 19
  • Location: room 113, Ed S is booked
  • Chair:
  • Minute-taker: Anna
  • Food by:

Board Orientation & Retreat

  • Date: Sat Nov 22 and Sun Nov 23 @ 10am-4:30pm
  • Location: room 113 Ed S is booked

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this October agenda, the September 2014 minutes, and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

  • [President's Report (Month) (Year)]

Treasurer's Report

  • [Treasurer's Report (Month) (Year)]

Executive Director's Report

  • [ED Report (Month) (Year)]

BikeWorks Report

Advocacy Committee Report

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

H.R. Committee Report

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

Policy Committee Report

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

Strategic Planning Committee Report

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


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 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.
  • 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/Jun/Aug 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: 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/Aug 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 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

  • 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.
  • Sept 2014: Leila, Anna, Chris Ch will attend Employment Standards Workshop for Non-Profits.


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:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Submitting Charitable Status Application (10 min)

  • When can we do this? What remains to be done? Let's git 'er done!
  • Application folder
  • Discussion notes:

Business Item 2 (__ min)

  • Discussion notes:

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 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:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Annual Report (10 min)

  • It was not possible to review the 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:

November Meeting +/- Board Retreat (10 min)

  • Meeting space has been booked. Wed Nov 19 in room 113 Ed South. Sat Nov 22 in room 113 Ed South. Sun Nov 23 in room 213 (upstairs) Ed South.
  • Decision: Do we have separate Nov meeting and board orientation/retreat?
  • Decision: Do we plan for outgoing board members to attend retreat in full or specific time?
  • Decision: Ad-hoc committee of 2-3 board members to organize the retreat.
  • Decision: Each member to sign up to facilitate one 20 min topic of the orientation/retreat?
  • Discussion:

In Camera Session (30 min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Staff LOA and Vacations (10 min)
    • Staff contracts (10 min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting. Moved by , seconded by . Motion Failed/Carried.
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