Board Minutes October 2018

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

EBC Board Meeting Minutes for October 2018

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

• Date: Monday, October 1, 2018
• Location: Room 113 Education South Education South, University of Alberta
• Start Time: 6:30pm

Please email board@edmontonbikes.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Geoff
• Minute-taker: Jasmine
• Food by: Nancy
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by Ali at 6:42pm.

Logistics for Next Meeting

• Date: November __, 6:30pm
• Location: TBA
• Chair: TBA
• Minute-taker: Jasmine
• Food by: TBA

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October 1 agenda, the September 2018 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan

'HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

• [ Treasurer's Report August 2018]

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplan

Strategic Planning Committee Report

• Sep 2018 Report

Current and Completed Business

End-of-term Evaluation - Jasmine (5 min)

• Job descriptions have been developed and are used for: individual board members, executive positions, and committee chairpersons
• The board uses committees and/or working groups to divide board work fairly, or delegates appropriately to staff
• Committees have a Terms of Reference statement which defines their roles and responsibilities
• Board members follow through on plans and commitments
• The board composition reflects our community diversity
• Recruitment of effective board member nominees is a year round activity
• The board evaluates its work annually in relationship to the goals and plans they have made
• The board communicates clearly and regularly with appropriate staff, volunteers, funders, and the wider community
• The board has a written plan that is used to monitor and evaluate the organization's direction
• All board members are encouraged to participate in discussions
• The board makes sure adequate resources are available to undertake the work of the organization
• The board is operating effectively by:
  • Following a plan
  • Staying on topic (for the most part) during board meetings
  • Using the skills and resources available
  • Regular meetings and updates
  • Time constraints and commitments of individual board members
• Areas which could be made more effective are:
  • Better updates from all committees prepared for board meetings.
  • Enhancing the resources and skills available to complete the broader goals not just the priorities.
  • Accountability for action plans
  • More regularly referring back to strategic plan and mandate. More clearly differentiating between short term and long term goals.

Annual General Meeting - Jasmine (20 min)

• AGM Set-up Tasks
• Jasmine to go through document and identify areas where we need help
• Send out with October agenda for all board to review (Oct. 24)

New Business

Budget - Ali & Geoff (45 min)

• Proposed 2019 Budget

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committeess

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at ____pm.
Moved:
Seconded:

Aye	No	Abstain