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: Mr. Constantine

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 - Medical incident at BikeWorks (10 min)

  • Discussion notes:
    • Incident at Bikeworks south where a volunteer had a medical incident
    • EMS called, dealt with situation, and left
    • Volunteer was fine, but discussed what the best procedures where in an incident like this. No clear answer to this.
    • Volunteer is a keyholder, and comes into the shop a lot
    • We don't have a policy about coming in on own / working on own (non-public hours)
    • Next step - have a longer conversation about best practices
      • if volunteer able to manage risk when on own? If not discourage volunteer from going to shop on own
      • or checking in when in shop on own
    • Nancy will have ah yeah or nay on


MOTION
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • Action Items: Chris will have a more in depth discussion with volunteer about best practices / managing risk.
  • Action Items: Nancy will follow up on Occupational Health and Safety Advisor =.

Jasmine - Pogo (10 min)

  • Discussion notes:
    • EBC has a business account with Pogo - if doing business on behalf of EBC, person could use EBC's pogo account for this business
    • EBC could have some shop FOBs
    • Chris isn't aware of this / didn't set it up
    • Chris set up a promo code with Pogo - a EBC member can use this and get a free membership (normally one-time fee)
    • Adrian said someone asked about getting a shop discount (Pogo membership) - this has been set up
    • We don't currently have a transportation policy - what to do if transportation is required for business activities
    • Could be a good idea - but how would this be controlled?
    • Chris isn't sure that a corporate membership would be that useful - things could be out of the zone.
    • The staff member that doesn't already have a POGO membership wouldn't use this
    • Members can sign up for free
    • We can still reimburse volunteers for expenses
    • It is fairly expensive to do a run from the north to the south shop (over $20)
    • Discussion points to the need for a travel policy

Alberta Bikes Conference (10 min)

  • Discussion notes:
    • Karl was promoting free tickets to the conference
    • Nancy was going to go, but didn't think the topics this year (cycle tourism) were as relevant
    • Jon things we aren't doing much for outreach currently
    • Looking foward to next year, should develop a travel policy. If we are successful in having a surplus budget, we could get more involved in outreach - other bicycle related organization
    • Nancy noted that it was good to meet with and connect
    • Karl did a good job promoting this, we could have done a better job responding to this

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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