Board Minutes September 2016

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

EBC Board Meeting Minutes for September 12, 2016

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

  • Location: room 113 Education South, University of Alberta
  • 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: Jon
  • Minute-taker: Geoff
  • Food by: Karl
  • Board attendance: Jon, Geoff, Nancy, Adrian, Jasmine
  • Staff attendance: Chris
  • Regrets: Anna, Derek, Dan
  • Absent: Karl, Rachel
  • Guests:

Call to Order

  • Meeting called to order by at 6:40 pm.

Logistics for Next Meeting

  • Date: Monday Oct 17
  • Location: Room 113 Ed S, U of A
  • Chair: Derek
  • Minute-taker: Dan
  • Food by: Karl

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this September agenda, the August 2016 minutes, and reports as presented below.
Moved: Nancy
Seconded: Jasmine
Aye No Abstain
5 0 0
Passed

President's Report - Jon

  • [President's Report (Month) (Year)]

Treasurer's Report - Geoff

Executive Director's Report - Chris

  • [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

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

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Derek

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2016 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.
  • Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
  • Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
  • Sep 2015: Anna to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
  • Feb 2016: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
  • Apr 2016: Jon, Geoff connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
  • Apr 2016: Derek & SP Committee to share program eval criteria with ED/staff to begin testing.
  • May 2016: Geoff will look into putting Simply back ups into Google Drive.
  • May 2016: Nancy will share final copy of Bikeway Design doc when available.
  • May 2016: Jon, Geoff, Derek, Adrian, Chris will meet as ad-hoc subcommittee about membership in May.
  • Jun 2016: Geoff to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
  • Jul 2016: Chris will put note in Asana for 2018 to review GWI-EBC agreement. Geoff will add notes into 2017 budget doc for 2018 $25k info for GWI lease. Jon to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.

COMPLETED

  • Aug 2016: Anna to book U of A facility for Sept-Dec
  • Aug 2016: Dan will draft a motion for email vote prior to Sept 11.
  • July 2016: Jon went go to Servus with Heather to complete her sign-on for YCR2 account signing and online view-only access.


Review Budget (15 min)

  • As YCR2 has lots of deferred revenue, this can be claimed if revenues are less than expenses. Thus YCR2 budgets should be near balanced. A revised budget taking this into account has been prepared.
  • Geoff would like this revised budget approved.

Discussion notes:

MOTION
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • Action Items: name will ____ by (date).

Business Item 2 Update on Charity Directorate, Goodwill (Jonathan 10 min)

  • Finally made contact with the adjudicator handling our Charitable Status application.
  • Goodwill Warehouse still appears to be a construction zone. May have to employ an alternate location for YCR2 October intake event
  • Discussion notes:

Business Item 3 AGM Preparations Discussion (All 20 min)

  • location
  • update on reports: President; Treasurer; Executive Director
  • Resolution to amend Bylaws
  • any other considerations
  • Discussion notes:

New Business

Chris bring up something about bikeworks (__ min)

  • Discussion notes:
MOTION
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • Action Items: name will ____ by (date).

Jasmine - Pogo (__ min)

  • Discussion notes:


In Camera Session

MOTION
To go in camera.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • Please list how long you believe your topic will take to discuss:
    • Name (___ min)
    • Name (___ min)
MOTION
To close the in camera discussion.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.


Adjournment

MOTION
To adjourn the meeting at __pm.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
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