Board Minutes September 2015: Difference between revisions
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Board meetings are open to the EBC members and the public. | Board meetings are open to the EBC members and the public. | ||
* Location: | * Location: Room 113, Education South, UofA | ||
* Start Time: | * 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! | 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 == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Adrian | ||
* Minute-taker: | * Minute-taker: Anna | ||
* Food by: | * Food by: Dan | ||
* Board attendance: | * Board attendance: | ||
* Staff attendance: | * Staff attendance: | ||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | Annual General Meeting | ||
* Location: | * Date: Sunday October 4, 2015 | ||
* Location: TBA | |||
* Chair: Jon | |||
* Minute-taker: Anna | |||
* Food by: TBA | |||
Board Meeting | |||
* Date: Wed Oct 21 | |||
* Location: Room 113, Ed South, UofA | |||
* Chair: | * Chair: | ||
* Minute-taker: | * Minute-taker: | ||
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== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
* <span style="background: yellow;">Motion:</span> To approve this | * <span style="background: yellow;">Motion:</span> To approve this September agenda, the August 2015 minutes, and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.''' | ||
=== President's Report - Jon === | === President's Report - Jon === | ||
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* '''Everyone''' sign reports that you have reviewed each 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. | * '''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. | ||
* May 2015: '''Jon, Neil''' will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed. | |||
* 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. | |||
* Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited. | |||
* Jul 2015: '''Anna''' will investigate north side venues within the AGM budget line. Will update by August meeting. | |||
* Aug 2015: '''Nancy''' will update the [https://docs.google.com/document/d/1Q595NF4lcYfohn1aTrsiJypDIARCKSjeHvhvlLrztjA/edit Strategic Plan doc] with completed things and in progress things by Sept meeting. | |||
'''COMPLETED''' | '''COMPLETED''' | ||
* | * Aug 2015: '''Jon and Nancy''' will sign and return copy to landlord by Sept 1. | ||
* | * | ||
=== | === FInancial Management Policy (10 min) Dan === | ||
* | * [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - updated draft submitted by Dan | ||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||
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* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
=== | === AGM Plans (10 min) Anna === | ||
* | * AGM reports should be out 21 days in advance (Sunday Sept 13) for circulation to members. This will require internal board approval '''prior to Sept 13''', which is before out Sept 16 board meeting. | ||
* Annual Report check-in on drafts so far... | |||
** President's Report (all governance overview) (Jon and board) | |||
** ED's Report (all operations overview) (Chris and staff) | |||
** Financial Report (Neil) | |||
** Proposed 2015-6 Budget | |||
** See example of past Annual Reports: [http://edmontonbikes.ca/w/Annual_Reports http://edmontonbikes.ca/w/Annual_Reports] | |||
* Discussion notes: | * Discussion notes: | ||
** | ** | ||