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Board Minutes September 2015: Difference between revisions

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Board Minutes September 2015 (view source)

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* Date: Wed Oct 21
* Date: Wed Oct 21
* Location: Room 113, Ed South, UofA
* Location: Room 113, Ed South, UofA
* Chair:
* Chair:  
* Minute-taker:
* Minute-taker:  
* Food by:
* Food by:  


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
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=== President's Report - Jon ===
=== President's Report - Jon ===
*Letter From the President for Annual Report - draft -
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?usp=sharing Letter From the President for Annual Report] - DRAFT
https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?usp=sharing


=== Treasurer's Report - Neil ===
=== Treasurer's Report - Neil ===
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=== Executive Director's Report - Chris Chan ===
=== Executive Director's Report - Chris Chan ===
*[ED Report (Month) (Year)]  
*[https://docs.google.com/document/d/1HQNQiOIrX4RtMxysV8r1wTmCaCgaQM7IH_1nRp7UYBk/edit ED Report August 2015]  


=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
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=== Policy Committee Report - Dan ===
=== Policy Committee Report - Dan ===
August/September 2015
* August/September 2015
 
* 1) Dan followed up with Chris Chan on the final few comments regarding the financial management policy. The policy version for board approval can be found at:
1) Dan followed up with Chris Chan on the final few comments regarding the financial management policy. The policy version for board approval can be found at:
[https://docs.google.com/a/edmontonbikes.ca/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit?usp=sharing here]
[https://docs.google.com/a/edmontonbikes.ca/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit?usp=sharing here]
 
* 2) Dan met with Anna regarding existing committee Terms of Reference (TORs) for existing (and inactive) committees on September 9th.  Dan is reaching out to the committee chairs through the rest of September to draft proper TORs for active EBC committees, with an emphasis on an active review and renewal process for those TORs.  The following TORs need to be revisited or created: advocacy (Jonathan?), policy (Dan), HR (Nancy), executive (Jonathan), strategic planning (Alexey).  Dan will make skeletons and meet with individual committee chairs.  
2) Dan met with Anna regarding existing committee Terms of Reference (TORs) for existing (and inactive) committees on September 9th.  Dan is reaching out to the committee chairs through the rest of September to draft proper TORs for active EBC committees, with an emphasis on an active review and renewal process for those TORs.  The following TORs need to be revisited or created: advocacy (Jonathan?), policy (Dan), HR (Nancy), executive (Jonathan), strategic planning (Alexey).  Dan will make skeletons and meet with individual committee chairs.  
* 3) A start of a work plan for the Policy Committee for the remainder of 2015 and 2016 was developed.  Some items include:
 
** the initiation of a charter process better define the relationship between EBC, YCR2, and the Spoke.
3) A start of a work plan for the Policy Committee for the remainder of 2015 and 2016 was developed.  Some items include:
** creating a travel policy to ensure the safe and economical travel for EBC staff, board, and others on EBC-sponsored travel
 
** amending the Spokesperson policy to reflect and encourage the delegation of spokesperson status to staff and key volunteers when appropriate.
a) the initiation of a charter process better define the relationship between EBC, YCR2, and the Spoke.
b) creating a travel policy to ensure the safe and economical travel for EBC staff, board, and others on EBC-sponsored travel
c) amending the Spokesperson policy to reflect and encourage the delegation of spokesperson status to staff and key volunteers when appropriate.


=== Strategic Planning Committee Report - Alexey ===
=== Strategic Planning Committee Report - Alexey ===
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* 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, 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: '''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.
* 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.
* Aug 2015: '''Anna''' will share HR folder of past bookkeeper.
* Aug 2015: '''Neil''' will update draft budget with changes that we discussed and send us update to pass at Sept meeting.
* Aug 2015: '''Neil''' will update draft budget with changes that we discussed and send us update to pass at Sept meeting.
* Aug 2015: '''Nancy, Anna''' will work on wording for bylaw amendment to board term max for exec positions only.
 


'''COMPLETED'''
'''COMPLETED'''
* Jul 2015: '''Anna''' will investigate north side venues within the AGM budget line. Will update by August meeting.
* Aug 2015: '''Jon and Nancy''' will sign and return copy to landlord by Sept 1.
* Aug 2015: '''Jon and Nancy''' will sign and return copy to landlord by Sept 1.
*
* Aug 2015: '''Anna''' will share HR folder of past bookkeeper.
* Aug 2015: '''Nancy, Anna''' will work on wording for bylaw amendment to board term max for exec positions only. '''Tabled to 2016 AGM.'''




=== FInancial Management Policy (10 min) Dan ===
=== Financial Management Policy (10 min) Dan ===
* [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - updated draft submitted by 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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== New Business ==
== New Business ==


=== New Business Item EBC Casino Dec 30 − 31 2015 ( 10 min) Jonathan/Chris===
=== ED quarterly meetings w staff (5 min) Chris ===
*Determine responsibility for organizing Casino
* From Aug 2015 report: "Individual quarterly meeting completed with Coreen. Goals set." Jon requested details.
* Discussion notes:
**
**
 
 
=== Casino Dec 30−31 (5 min) Jonathan/Chris ===
* Determine responsibility for organizing Casino
* Dan expressed interest in being key volunteer
* Discussion notes:
* Discussion notes:
**
**
**
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Bookkeeper Job Posting (5 min) Jon ===
* See description on EBC website: [http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/ http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/]
* Posting closes October 1, 2015
* Submissions will be recieved at board google group.
* Discussion notes:
** Anna: Will HR Committee be taking lead to review applications, follow up with applicants, schedule interviews?
**
**


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[[Category:minutes]]
[[Category:minutes]]
[[Category:2013-2014 Board minutes]]
[[Category:2014-2015 Board minutes]]
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