Board Minutes September 2015: Difference between revisions

Board Minutes September 2015 (view source)

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Geoffrey.Hansen

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 * Minute-taker: Geoff
 * Food by: Dan
-* Board attendance: Jon, Dan, Alexey, Adrian, Alex, Nancy, Geoff
+* Board attendance: Jon, Dan, Alexey, Adrian, Alex, Nancy, Geoff, Anna, Chris
-* Staff attendance: Chris
+* Staff attendance: Chris, Coreen
 * Regrets: Rachel
-* Absent: Chris
+* Absent: none
-* Guests:
+* Guests: n0ne
 == Call to Order ==
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 == Approval of Agenda, Minutes, Reports (5 min) ==
-* <span style="background: yellow;">Motion:</span> To approve this September agenda, the [http://edmontonbikes.ca/w/Board_Minutes_August_2015 August 2015 minutes], and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
+* <span style="background: yellow;">Motion:</span> To approve this September agenda, the [http://edmontonbikes.ca/w/Board_Minutes_August_2015 August 2015 minutes], and reports as presented below. Moved by Jon . Seconded by Anna . '''Motion Carried.'''
 === President's Report - Jon ===
 * [https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?usp=sharing Letter From the President for Annual Report] - DRAFT
+NOTES:
+Got lots of responses on what to include in the letter and it is longer than desired.
+Jon would like any feedback on additions, deletions, etc.
+Update on hiring progress for program coordinator.
+% of the way through application for charitable status. Next steps to sit with Chris and Neil and fine tune things.
 === Treasurer's Report ===
 *[https://docs.google.com/document/d/1jFzMG7O5G9KYHKTT67ce0RqEyswF0AaBELg64kXtVVI/edit Financial Report Aug 2015] - submitted by Neil Sept 15
+Discussion:
+Staffing costs up but sales up too.
+Question about grants - down from last year.
+Not much in grants other than UCR2 so far. UCR2 will be funding for most of one of our staff positions.
+Looking to see if Les is working / helping us get more grant revenue.
 === Executive Director's Report - Chris Chan ===
 *[https://docs.google.com/document/d/1HQNQiOIrX4RtMxysV8r1wTmCaCgaQM7IH_1nRp7UYBk/edit ED Report August 2015] - submitted Sept 8
-=== H.R. Committee Report - Nancy ===
-*[H.R. Committee Report (Month) (Year)]
 === Policy Committee Report - Dan ===
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 ** 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 (Month) (Year)]
 == Current & Completed Business ==
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 * 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.
 * 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: '''Neil''' will update draft budget with changes that we discussed and send us update to pass at Sept meeting.
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 * 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.'''
+* 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.
+* 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.
+=== discussion on ED report format / content ===
+Jon - 8 pages is plenty, happy to have opportunities to make comments, ask questions, and get answers and because it is in google docs everyone gets the opportunity to see the notes
+Anna - significant comments in some months, this month had more descriptive things / less point form. Handy to have items 'for board attention' helps for meetings
 === 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:
-**
-**
-* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by    . '''Motion Failed/Carried.'''
-* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
+* <span style="background: yellow;">Motion:</span> To approve policy as ammended by comments. Moved by Dan, seconded by Jon   . '''Motion Carried.'''
 === Budget (10 min) Anna ===
 * Review updated [https://docs.google.com/spreadsheets/d/1dXEDcWDAGtb1tt3iaTUP0bW3d_Tv0cNy9ItoVl6oVhQ/edit#gid=2029837467 draft 2015-6 Budget]
-*
+* increase budget for bookkeeping position
+* Bike builder position to go from April to August
+* our donations to other donations would be a max of $1000 vs previous $5000
+* separate budget tabs for the Spoke and YCR2 (probably for next year/new bookkeeper)
+* currently confusing for program coordinators to know what they have available
+* implementation by the new bookkeeper makes sense, but Neil knows best what is going on now
+* YCR2 should be straightforward - have own bank account - Should attribute revenue/grant separately
+ Spoke doesn't have revenues. Show show revenues and expenses on financial statements. YCR2 has a lot of adapted bicycles - how should these be treated on balance sheet? Belong to rotary club because they funded? Or was this a donation so should they be on EBC balance sheet? Should have a sub-set of financials for YCR2 - will have a line item for almost every item
+* Bikeworks south and north have their own tabs, why not Spoke and YCR2
+* put in room in budget for cost of living adjustments to wages
+DISCUSSION
+* separate tabs for BWN/S apply only to income statements, YCR2 probably need for balance sheet as well
+* try to change now, or start tracking this in the upcoming year?
+* fiscal year starts Sep 1 (already started)
+* might have to do it this year depending on what is asked for for charitable status application. But we can do this backwards and ammend financial statements to do this. Have all the records. This would be Jon's recommendation. Rather split it out for 2015/16 fiscal year - not redo budget, just change what we do on financial statements/tracking for the upcoming year.
+* approving right budget for EBC, but not approving budget for YCR2 - they have assets, expected grant revenue
+* not going to have changes for our AGM - suggest leave budget as presented. Big discussion to be had about how programs fit in with EBC
+* tabs don't get presented at AGM anyway
+* using tabs as an internal tool - spoke and YCR2 see what is going on
+* AGM - work off budget that was approved at the last meeting
+* YCR2 - issue (assets) not new
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 * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
-=== New Business Item 2 (__ min)===
+=== Update on security (10 min)===
 *
 * Discussion notes:
 **
 **
+* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).