Board Minutes September 2014

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

EBC Board Meeting Minutes for September 17, 2014

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

• Location: Room TBA, Education South, U of A
• 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: Matt
• Minute-taker: Anna
• Food by: Carlos
• Board attendance:
• Staff attendance:
• Regrets: Sarah, Doug, Bernadette
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Board Meeting

• Date: Wednesday October 15, 2014
• Location: TBA
• Chair:
• Minute-taker: Anna
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

• Motion: To approve this (month) agenda, the (month)(year) minutes, and reports as presented below. Motioned by . Seconded by . Motion Failed/Carried.

President's Report

• [President's Report (Month) (Year)]

Treasurer's Report

• [Treasurer's Report (Month) (Year)]

Executive Director's Report

• [ED Report (Month) (Year)]

BikeWorks Report

• [BikeWorks Report (Month) (Year)]

Advocacy Committee Report

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

H.R. Committee Report

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

Policy Committee Report

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

Strategic Planning Committee Report

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your 2014 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.
• Oct 2013: Anna to make record of what to do for next AGM.
• Nov 2013: Executive Committee (Leila, Sarah, Anna, Carlos) will pursue a Servus credit card for EBC in the name of the Executive Director. June 2014: Anna will check with Servus to clarify what status of card application is...
• Jan 2014: Kristen present proposed bylaw change at AGM 2014.
• Feb 2014: Kristen/Policy Committee will incorporate petty cash max in future Financial policy.
• April 2014: Bernadette will get further details on procedure to submit a letter to AGLC or sign onto a group letter.
• April 2014: Anna will draft a response to patron about EBC current and proposed practices re inclusion/accessibility.
• April 2014, June 2014: Chris Co will draft an Advocacy Coordinator description by April 25 and pass to Chris Chan for posting. Chris Co will send to Caylie for review. Final position will be posted to Advocacy listserv. August Update: Chris Co will send to Caylie before Sept meeting.
• May 2014: Anna will follow up with ATB and YCR2 with report/thank you for donations.
• May 2014: Executive Committee (Leila, Sarah, Carlos, Anna) will create an info sheet outlining the expense reimbursement process. (i.e. a policy or procedure for how to get reimbursements)
• May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
• June 2014: Caylie will write draft job description for bike builder, workshop instructor, admin position and send to staff. Chris, Coreen to present draft to volunteers by end of August 2014. August 2014 update: Need clarification about whether this is happening.
• June 2014: Chris Co will begin coordinate memorial ride event (contacting people, food pick up, etc). Sarah will look into mental health partnerships or initiatives.
• June 2014: Leila will contact Micah and coordinate closing TD and RBC accounts.
• July 2014: Everyone review your personal board goals that were written at the Nov 2013 board retreat to do a personal reflection on how you are doing so far
• Aug 2014: HR Committee will meet with Coreen to discuss solutions to interpersonal issues at BW.
• Aug 2014: Sarah, Doug will email for some quotes for First Aid training. Will check into getting hazard assessment/safety audits at our location at same time as training.
• Aug 2014: Doug will follow up with Janine/YCR2 re: social enterprise storage facility contact from Good 100 event.

Aug 2014: Anna will ask Neil to incorporate $700/year to Program Expenses into FY2015 Budget for Spoke. Inquire where YCR2 budget increases are listed. Aug 2014: Matt, Kristn, Chris Co will arrange the food, door prizes and volunteer awards, respectively by Sept board meeting. Aug 2014: Carlos will ask Servus if we can get 2 deposit cards. Anna will make a deposit before sept. Aug 2014: Caylie, Kristen, Doug, Sarah, Anna, Leila (ad-hoc committee) to meet with staff to figure out logistics of how to cover essential duties over month of Sept

COMPLETED

Budget FY2015 (__ min)

• Discussion notes:

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

Annual General Meeting (__ min)

• Discussion notes:

Women, Trans, Femme Day (10 min)

• Carried over from Aug meeting. (Caylie)
• Discussion notes:

Cash Deposits (10 min)

• Carried over from Aug meeting. (Kristen)
• Discussion notes:

New Business

Social Media Directive (10 min)

• Carried over from Aug meeting agenda (HR Committee)
• Discussion notes:

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 (__ min)

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

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

Adjournment

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