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Board Minutes October 2016: Difference between revisions

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Board Minutes October 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes November 2016|November 2016]] board meeting.'''''


== EBC Board Meeting Minutes for October 17, 2016 ==
== EBC Board Meeting Minutes for October 17, 2016 ==
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** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: training, alarm system, communication system, standard drill and plan (e.g. fire drill)
** Dan: also things like muster point
** Dan: also things like muster point
** Dan: size of workplace includes staff+volunteers+members, up to maximum occupancy of each shop
** Dan: size of workplace includes staff+volunteers+members/patrons, up to maximum occupancy of each shop
** Nancy: need to get sub-committee from HR in order to help implement this with staff
** Jon + many others: living on borrowed time here, and this is overdue given the exposure that we have.
** Nancy: we need to do our best job given our capacity, doesn't have to be gold standard of industry
** Jon: some action in time for retreat?
** Geoff: biggest job is list of hazards
** Nancy: biggest change is culture change
** Chris: agree with Nancy.  Less control in EBC compared to most workplaces.  Hybrid retail environment with lots of volunteers, can be hard to train even main volunteers
** Nancy: safety/OHS can be a volunteer opportunity.
** Jon closes discussion @ 7:16pm
 
* <span style="background: lime;">Action Items:</span> '''Nancy''' will will get sub-committee together to help implement safety by December 31st.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
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** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.  
** However, November also for board planning retreat to set goals and action plans for coming year. See New Business, below, for discussion on retreat.  
* Location: Room 128, Education South, U of A
* Location: Room 128, Education South, U of A
* Chair:
* Chair: Adrian
* Minute-taker:
* Minute-taker: Geoff
* Food by:
* Food by: Jon


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
   |motion=To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2016 Sept 2016] minutes), and reports as presented below.
   |first=
   |first= Anna
   |second=
   |second= Nancy
   |yes=  
   |yes= 8
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result=
}}
}}
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=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
*[Treasurer's Report (Month) (Year)]
* Bookkeeper - brief discussion on hiring process
* Bookkeeper - brief discussion on hiring process
** Our bookkeeper (contractor) resigned in September.  
** Our bookkeeper (contractor) resigned in September.  
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** New posting has been issued on website and social media: [http://edmontonbikes.ca/job-bookkeeper-2016/ edmontonbikes.ca/job-bookkeeper-2016/] (see all job postings we've done in the past at [http://edmontonbikes.ca/category/news/jobs/ edmontonbikes.ca/category/news/jobs/]). Please circulate to your contacts!
** Applications will be accepted until the position is filled.
** Applications will be accepted until the position is filled.
** Jonathon, Seraphim, and Geoff are helping on bookkeeper hiring process
** Geoff eager to get hiring process done immediately, impacts quality of books
**
{{Motion
  |motion=Board grants hiring committee (Jonathan, Seraphim, Geoff) the responsibility to hire a bookkeeper prior to next board meeting if possible.
  |first= Geoff
  |second= Derek
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}


=== Executive Director's Report - Chris ===
=== Executive Director's Report - Chris ===
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=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 17
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1Zjicrcw1-oQq4ccCG4RC8Hp6XEoIP40aqMLvJeGKaK4/edit?usp=sharing H.R. Committee Report October 2016] - submitted by Nancy Oct 16


=== Policy Committee Report - Dan ===
=== Policy Committee Report - Dan ===
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* What were the successful parts? What are improvements that we can make for 2017?
* What were the successful parts? What are improvements that we can make for 2017?
* Discussion:
* Discussion:
**
** Successes: Derek: venue
**
** Nancy: efficient
** Karl: good environment
** Michael: good participation
** Improvements:
** Seraphim: a few members got off topic, should stick to agenda; volunteer awards were a bit long
** Derek: printed version of volunteer awards available (maybe in annual report?)
** Nancy: move volunteer awards to a specific volunteer appreciation award night?
** Adrian: bike parking a problem, not enough, should have brought our racks in.
** Geoff: how to get more people out?
** Jon: at retreat, discuss quality and value of AGM. 
** Michael: Molly wasn't able to attend, would have been valuable.  Overall needs bigger link to YCR2.
** Nancy: is there a way to push AGM back to better prepare reports?


{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Retreat coordinator''' will add discussion of AGM to planning retreat.


=== Alberta Bikes Conference Highlights (10 min) Karl ===
=== Alberta Bikes Conference Highlights (10 min) Karl ===
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* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* 4th annual conference occurred [http://albertabikes.ca/program/ Sept 17-18 in Canmore] this year. Edmonton speakers included Karly Coleman, MLA David Sheperd.
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* EBC sponsored 4 participamt registrations (or whatever $600 would buy) in our Aug in camera minutes. Did these get used?
* Discussion notes:
* Discussion notes: Karl notes 100 attendees; great success with good breadth of speakers.  Theme on cycle tourism.  Sustainability of the conference is important; next year's focus may be on advocacy.  Karl is looking to EBC board members or volunteers to contribute to the conference organization next year.
**
** Anna: prior EBC board members have contributed to conference organization and even started the whole thing (Thanks Bernadette!)
**
**
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Business Item 3 (__ min)===
=== Business Item 3 (__ min)===
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=== Getting Things Done! Committees ===
=== Getting Things Done! Committees ===
* EBC board currently has 4 committees:
* EBC board currently has 4 committees:
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
** Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Derek
** Human Resources Committee = Nancy, Geoff,
** Human Resources Committee = Nancy, Geoff,  
** Policy Committee = Dan, Anna, Rachel,  
** Policy Committee = Dan, Jasmine,  
** Strategic Committee = Derek, Karl,  
** Strategic Committee = Derek, Karl, Adrian.
 
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
  |motion=To appoint the following board members to the executive positions President: Jonathan Woelber; VP Nancy Milakovic; Secretary: Derek Pluim; Treasurer: Geoff Hansen
  |first= Jon
  |second= Anna
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}


=== Scheduling Monthly Board Meetings ===
=== Scheduling Monthly Board Meetings ===
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=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
=== Logistics for Nov Board Retreat (15 min) Anna and Jonathan===
* Background: Each year, the board has a longer planning session over the course of one weekend to have an in-depth conversation about the coming year's priorities/goals and identify action plans for each priority. In the past, this has been 10am to 4pm on Sat and/or Sunday.
 
* Dates:
* Dates: Friday 18th evening & Sun Nov 20 afternoon
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** [https://docs.google.com/a/edmontonbikes.ca/forms/d/1-9Znt0fmwUftRYtsiyG9hy_QRfxP3nlokusucH_RhU0/edit?usp=drive_web results of board availability poll]
** Regular monthly meeting date is Mon Nov 14 (UofA is booked) but can be cancelled...
** Sat Nov 19 & Sun Nov 20 also options for retreat
* Time:
* Location:
** U of A?
** NAIT?
** Other free space?
* Agenda: TBD by Exec committee with your input tonight :)
* Discussion notes:
**
**


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* Time: Fri 6:30-9:30 Friday; Sunday 1pm-4pm
* Location: NAIT (Nancy to book)
* Agenda: TBD by Exec committee at next board meeting (14th)
 
* <span style="background: lime;">Action Items:</span> '''Nancy''' to book NAIT rooms for 18th and 20th for board retreat.


=== Sharing Round Table ===
=== Sharing Round Table ===
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{{Motion
{{Motion
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
   |first=
   |first= Nancy
   |second=
   |second= Anna
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
* Please list how long you believe your topic will take to discuss:
 
** Name (___ min)
** Name (___ min)


{{Motion
{{Motion
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
   |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
   |first=
   |first=Geoff
   |second=
   |second=Adrian
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at 9:38pm.
   |first=
   |first= Dan
   |second=
   |second= everyone
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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