Board Minutes October 2016

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

EBC Board Meeting Minutes for October 17, 2016

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

• Location: room 128 Education South, University of Alberta
• 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: Dan
• Food by: Karl
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests: Dan D

Call to Order

• Meeting called to order by at pm.

Guest Speaker: Occupational Health & Safety Plan for BikeWorks (10 min)

• Dan Daerendinger introduction
• Outline of proposed OH&S plan,
• Roles for board, staff, and volunteers respectively
• deliverables
• Discussion notes:

Logistics for Next Meeting

• Usual Date: 2nd Monday of the month = Monday Nov 14
  • 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
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October agenda, the Sept 2016 minutes), and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jon

• [President's Report (Month) (Year)]

Treasurer's Report - Geoff

• [Treasurer's Report (Month) (Year)]
• Bookkeeper - brief discussion on hiring process
  • Our bookkeeper (contractor) resigned in September.
  • New posting has been issued on website and social media: edmontonbikes.ca/job-bookkeeper-2016/ (see all job postings we've done in the past at edmontonbikes.ca/category/news/jobs/). Please circulate to your contacts!
  • Applications will be accepted until the position is filled.

Executive Director's Report - Chris

• [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

• H.R. Committee Report October 2016 - submitted by Nancy Oct 17

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Derek

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2016 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.
• Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
• Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
• Sep 2015: Anna to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
• Feb 2016: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
• May 2016: Geoff will look into putting Simply Accounting back-up files into Google Drive for staff access.
• May 2016: Nancy will share final copy of ABBCC Bike-way Design doc when available.
• Jul 2016: Chris will put note in Asana for 2018 to review GWI-EBC agreement. Geoff will add notes into 2017 budget doc for 2018 $25k info for GWI lease. Jon to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
• Sept 2016: Jonathan to find out what happens/timing after charitable status getting approval - registration of organization.
• Sept 2016: Chris will have a more in depth discussion with volunteer about best practices / managing risk. Nancy will follow up on Occupational Health and Safety Advisor.

COMPLETED

• Apr 2016: Jon, Geoff connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
• Apr 2016: Derek & SP Committee to share program eval criteria with ED/staff to begin testing.
• May 2016: Jon, Geoff, Derek, Adrian, Chris will meet as ad-hoc subcommittee about membership in May.
• Jun 2016: Geoff to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
• Sept 2016: Geoff to ask Gemma to get August financials done ASAP, so Geoff can write up Treasurer report - write up report without final numbers, for review by board by EOD Friday. Nancy to follow up with Anna to see if a location is booked. Jonathan to provide Chris with interpretation and explanation of bylaw amendment for circulation to the membership prior to the general meeting.

AGM Evaluation (10 min) Anna

• The Annual Report has been signed by Jon and Nancy and now posted on the website and wiki.
• October 4 AGM was technically successful (quorum, all motions passed, etc.)
• What were the successful parts? What are improvements that we can make for 2017?
• Discussion:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Alberta Bikes Conference Highlights (10 min) Karl

• Formerly called Alberta Bicycle Commuters Conference (ABBCC).
• 4th annual conference occurred 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?
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Business Item 3 (__ min)

• Discussion notes:

New Business

Introductions! (15 min) All

• Round table of introductions for the benefit of new board members.
• Name, past & current involvement with EBC, personal skills/profession/personal interests

What is a Governance Board?

• See doc "Roles & Resonsibilities of Non-Profit Boards" by Alberta Culture - Board Development. They have many helpful board orientation fact sheets and workbooks.

EBC Vision, Mission, Objectives, Programs

• Vision, Mission, Objects: http://edmontonbikes.ca/about/board/
• Programs: http://edmontonbikes.ca/services/
• Discussion:

Board Responsibilities

• Job descriptions
  • See wiki > Policies > Job Descriptions
• Code of Conduct - signatures required
• Conflict of Interest - signatures required
• Internal communications
• Committees
  • wiki > Committees

Strategic Plan

• March 2016 plan needs updating. This is generally done at the November board retreat (see below).

Getting Things Done! Committees

• EBC board currently has 4 committees:
  • Executive = President Jon, VP Nancy, Treasurer Geoff, Secretary Anna/Derek
  • Human Resources Committee = Nancy, Geoff,
  • Policy Committee = Dan, Anna, Rachel,
  • Strategic Committee = Derek, Karl,

Scheduling Monthly Board Meetings

• Board currently meets on 2nd Monday of each month.
• Is this a regular conflict for anyone for 2016-7?
• Location currently Education South at U of A. Is this accessible and appropriate for current board?

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:
  • 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:

• Action Items: name will ____ by (date).

Sharing Round Table

• What are you currently interested in doing on the EBC board? What info would be most helpful at the Nov retreat (or soon) to allow you to participate actively?

In Camera Session

MOTION

To go in camera.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

MOTION

To close the in camera discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain