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Board Minutes October 2015: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the [[Board Minutes November 2015|November 2015]] board meeting.''''' | ||
== EBC Board Meeting Minutes for October 26, 2015 == | == EBC Board Meeting Minutes for October 26, 2015 == | ||
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* Minute-taker: Anna | * Minute-taker: Anna | ||
* Food by: | * Food by: | ||
* Board attendance: Rachel, Anna, Jasmine, Nancy, Karl, Chris Co, Jon, Nathan | * Board attendance: Rachel, Anna, Jasmine, Nancy, Karl, Chris Co (depart 825), Jon, Nathan | ||
* Staff attendance: | * Staff attendance: n/a | ||
* Regrets: Dan, Adrian, Alex, Geoff, Alexey | * Regrets: Dan, Adrian, Alex, Geoff, Alexey | ||
* Absent: | * Absent: Derek (missed info about rm change), Kathy | ||
* Guests: n/a | * Guests: n/a | ||
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** Minute-taker: rotate | ** Minute-taker: rotate | ||
** Food by: BYOL, food court is open at NAIT. | ** Food by: BYOL, food court is open at NAIT. | ||
* Jasmine would not be able to attend Sat before 1 or 2pm, but could attend afternoon and anytime Sunday. | |||
* <span style="background: lime;">Action Items:</span> '''Anna''' add conflict of interest forms for all current and new board to agenda. | |||
* December board meeting (business mtg) | * December board meeting (business mtg) | ||
** Date: Wednesday Dec 9 @ 6:30 | ** Date: Wednesday Dec 9 @ 6:30 | ||
** Location: U of A?? | ** Location: U of A?? | ||
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** Food by: | ** Food by: | ||
* Need to ensure we have a session for Strategic Planning. | * Need to ensure we have a session for Strategic Planning. | ||
* '''Rachel''' will send out a poll regarding Dec 9 vs Dec 16. | * <span style="background: lime;">Action Items:</span> '''Rachel''' will send out a poll regarding Dec 9 vs Dec 16. | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
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* <span style="background: yellow;">Motion:</span> To recognize Alexey Kalinin's resignation effective immediately. Moved by Anna, seconded by Nancy. '''Motion Carried.''' | * <span style="background: yellow;">Motion:</span> To recognize Alexey Kalinin's resignation effective immediately. Moved by Anna, seconded by Nancy. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> '''Anna''' will post the board vacancy to website asap. | * <span style="background: lime;">Action Items:</span> '''Anna''' will post the board vacancy to website asap. | ||
=== Bookkeeper Position (5 min) - Jonathan === | === Bookkeeper Position (5 min) - Jonathan === | ||
* Update on [http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/ bookkeeper posting] and interviews | * Update on [http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/ bookkeeper posting] and interviews | ||
* Jon interviewed 2 candidates last week. Would recommend Gemma Z. | |||
* Discussion notes: | * Discussion notes: | ||
** | ** Karl: SHould this be in camera? Jon: No personal, financial, or sensitive topics here. Contract details are within our publicly approved budget. | ||
** | ** Chris Co: Is Neil available to orient the new bookkeeper? Jon: Yes! | ||
** Karl: Ongoing or fixed term contract? Jon: Open contract. | |||
* <span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> To award the bookkeeper contract to Gemma Z. Moved by Chris Co, seconded by Rachel. '''Motion Carried.''' | ||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Jon''' will follow up with candidates to complete the contracts. | ||
=== Annual Report Final Copy (5 min) - Anna === | === Annual Report Final Copy (5 min) - Anna === | ||
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* President Report had a few edits that Jon submitted which need to be incorporated. | * President Report had a few edits that Jon submitted which need to be incorporated. | ||
* Must post final copy on website, wiki, have print copy in both shops | * Must post final copy on website, wiki, have print copy in both shops | ||
* <span style="background: lime;">Action Items:</span> '''Anna''' will follow up with Chris to complete edits. | |||
* <span style="background: lime;">Action Items:</span> ''' | |||
== New Business == | == New Business == | ||
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=== Introductions to New board members === | === Introductions to New board members === | ||
* Jasmine. New board member. Volunteer at bike shop at UofA campus and interested in gaining experience as a board member. | * Jasmine. New board member. Volunteer at bike shop at UofA campus and interested in gaining experience as a board member. | ||
* Rachel. Outgoing director. | * Rachel. Outgoing director. | ||
* <span style="background: yellow;">Motion:</span> To appoint Rachel Keglowitsch as interim board member effective immediately. Moved by Nancy, seconded by Chris Co. Rachel abstains. '''Motion Carried.''' | |||
* Karl. New director. Avid cyclist and works as Transportation Planner. I see significant potential for cycling infrastructure in the city. Have been involved in transit advocacy in post secondary and am interested to do advocacy with cycling. | * Karl. New director. Avid cyclist and works as Transportation Planner. I see significant potential for cycling infrastructure in the city. Have been involved in transit advocacy in post secondary and am interested to do advocacy with cycling. | ||
* Chris Co. Outgoing member. Will be continuing with advocacy work, architecture, planning as it relates to cycling. Volunteer at the shops. | * Chris Co. Outgoing member. Will be continuing with advocacy work, architecture, planning as it relates to cycling. Volunteer at the shops. | ||
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=== What is a Governance Board? === | === What is a Governance Board? === | ||
* See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks]. | * See doc "[http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/pdfs/RolesResp09-print.pdf Roles & Resonsibilities of Non-Profit Boards]" by Alberta Culture - Board Development. They have many helpful board orientation [http://culture.alberta.ca/community/programs-and-services/board-development/resources/info-bulletins-english/ fact sheets] and [http://culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/ workbooks]. | ||
=== EBC Vision, Mission, Objectives, Programs === | === EBC Vision, Mission, Objectives, Programs === | ||
* Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/] | * Vision, Mission, Objects: [http://edmontonbikes.ca/about/board/ http://edmontonbikes.ca/about/board/] | ||
* Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/] | * Programs: [http://edmontonbikes.ca/services/ http://edmontonbikes.ca/services/] | ||
* | * Discussion: | ||
** Nancy: One of the things we have yet to do from our March 2015 planning session is to describe which programs fit under each objective, both quantitatively and qualitatively. Jon: In deciding on future programs or evaluating staff time allocation, we review these objectives to ensure we are in line with our overall organizational purpose. | |||
** Karl: Are all of these programs listed in our finances under Capital Assets? Jon: Only assets currently listed are bike trailers which have depreciated to ~$375 each. YCR2 adapted bikes (~110) are currently not listed there, but this is something that we are hoping to incorporate. Nathan: Some bikes in the loan pool are $600 value so multiply by 110 and it could be a considerable asset. Nancy: Is there a line for expense vs asset? For example, if it is valued at less than $1k it is listed as expense but over $1k is it listed as asset. Jon: Unsure, looking for advice on this from bookkeeper or treasurer. | |||
Break 8:10-8:20 | |||
=== Board Responsibilities === | === Board Responsibilities === | ||
* Job descriptions | * Job descriptions | ||
* Code of Conduct - '''signatures required''' | ** See wiki > Policies > [http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members Job Descriptions] | ||
* Conflict of Interest - '''signatures required''' | * [http://edmontonbikes.ca/w/Code_of_Conduct:_Board_Members Code of Conduct] - '''signatures required''' | ||
* [http://edmontonbikes.ca/w/Conflict_of_Interest_Policy Conflict of Interest] - '''signatures required''' | |||
** Karl: When I'm not working on behalf of EBC, I am working in commercial capacity for transportation planing. | |||
* Internal communications | * Internal communications | ||
* Committees | * Committees | ||
** wiki > [http://edmontonbikes.ca/w/Committees Committees] | |||
=== Treasurer Position (5 min) - Jonathan === | === Treasurer Position (5 min) - Jonathan === | ||
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* All board members, please consider the [http://www.edmontonbikes.ca/w/Treasurer_Job_Description Treasurer job description] and whether you could fulfill this role! It is urgently needed. | * All board members, please consider the [http://www.edmontonbikes.ca/w/Treasurer_Job_Description Treasurer job description] and whether you could fulfill this role! It is urgently needed. | ||
* Jon and our outgoing bookkeeper (and previous Treasurer) Neil are both willing to orient and support the new Treasurer in the role. | * Jon and our outgoing bookkeeper (and previous Treasurer) Neil are both willing to orient and support the new Treasurer in the role. | ||
=== Strategic Plan === | === Strategic Plan === | ||
* This is an updated copy of our [https://docs.google.com/a/edmontonbikes.ca/document/d/1OvZ-oYRGmBX4FU2hZj0biwPYOf_EdLpEnprjmrH0DfY/edit?usp=sharing/ planning document] from our March 2015 session. | * This is an updated copy of our [https://docs.google.com/a/edmontonbikes.ca/document/d/1OvZ-oYRGmBX4FU2hZj0biwPYOf_EdLpEnprjmrH0DfY/edit?usp=sharing/ planning document] from our March 2015 session. Specifically, look at last page with Nancy's recommended committee structure to address the remaining action items. | ||
=== Getting Things Done! Committees === | === Getting Things Done! Committees === | ||
* | * See above draft doc | ||
=== Sharing Round Table === | === Sharing Round Table === | ||
* | * Jon: Looking forward to 4 possibly 5 new board members and their fresh outlook and ideas. Looking forward to your input. Do not contrain your input to what previous board members have done or want to do. | ||
* Nathan: A lot to go through but exciting to see. Looking forward to the opportunity to contribute and see how my own goals can fit in. | |||
* Nancy: Last year was quite overwhelming - lots of paperwork! Pleased that we were able to move through things that had been on the 'to do' list for a few years: charitable status, hiring new staff members, HR policy. Feeling super excited about moving forward this year. | |||
* Karl: Comparing this with previous advocacy efforts and the foundation is very solid, in terms of policy work that has been done and institutional memory, etc. Interested to know how we represent our interests to govt in particular and how we can make that voice stronger. How we think our message comes across and how we can be more effective. | |||
* Rachel: Excited to be ''continuing'' with the board ;) | |||
* Jasmine: Excited, glad we got through a lot of administrative tasks today. Excited that there are a lot of experienced board members. | |||
* Anna: Really glad to have new perspectives and ideas and people. | |||
=== Future Meetings === | === Future Meetings - tabled to November === | ||
* Day of month? | * Day of month? | ||
* Location? | * Location? | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at | * <span style="background: yellow;">Motion:</span> To adjourn the meeting at 913pm. Moved by Nancy, seconded by Rachel. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category: | [[Category:2015-2016 Board minutes]] | ||