Board Minutes October 2015

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

EBC Board Meeting Minutes for October 26, 2015

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

• Location: Rm 113 Education South, U of A campus
• 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: Jon
• Minute-taker: Anna
• Food by:
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Board weekend retreat
  • Date: Saturday Nov 21 and Sunday Nov 22, 2015 @ 10am to 4pm
  • Location: TBA room at NAIT (Nancy booking)
  • Chair:
  • Minute-taker:
  • Food by:
• December board meeting (business mtg)
  • Date: Wednesday Dec 16 @ 6:30
  • Location: U of A??
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this October agenda, the Sept 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

• [President's Report (Month) (Year)]

Treasurer's Report

• [Treasurer's Report (Month) (Year)]

Executive Director's Report - Chris Chan

• [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

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

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Alexey

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2015 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.
• May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
• May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
• Jul 2015: Jon, Nancy, Anna, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too.
• Aug 2015: Nancy will update the Strategic Plan doc with completed things and in progress things by Sept meeting.
• Sep 2015: Anna to post final financial policy to wiki.

COMPLETED

• Aug 2015: Neil will update draft budget with changes that we discussed and send us update to pass at Sept meeting.
• Sep 2015: Jon to book a meeting with Anna, Neil to make adjustments to budget as discussed
• Anna will share AGM task list. Everyone to sign up! DONE

Bookkeeper Position (5 min) Jonathan

• Update on bookkeeper posting and interviews
• Discussion notes:

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

Business Item 1 (__ min)

• Discussion notes:

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

Business Item 2 (__ min)

• Discussion notes:

New Business

• We currently do not have a Treasurer but Jon has been completing these duties in the meantime.

Treasurer Position (5 min) Jon

• All board members, please consider the 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.
• Discussion notes:

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

New Business Item 1 (__ min)

• Discussion notes:

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

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

• Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

• Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

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