Board Minutes September 2018

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

EBC Board Meeting Minutes for September 2018

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

• Date: Monday, September 10, 2018
• Location: Room 113 Education South Education South, University of Alberta
• Start Time: 6:30pm

Please email board@edmontonbikes.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Mark
• Minute-taker: Jasmine
• Food by: Jasmine
• Board attendance: Mark, Helen, Geoff, Mike S., Mike P., Nancy, Jeremy, Jasmine
• Staff attendance: Molly, Chris
• Regrets:
• Absent:
• Guests: Cai

Call to Order

• Meeting called to order by Mark at 6:43pm.

Logistics for Next Meeting

• Date: October 1, 6:30pm
• Location: TBA
• Chair: Geoff
• Minute-taker: Jasmine
• Food by: Nancy

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this September 10 agenda, the August 2018 minutes, and reports as presented below.
Moved:	Mike S.
Seconded:	Geoff

Aye	No	Abstain
6	0	0
Carried

President's Report - Jeremy

• Started President's Report for the AGM
• Signed lease for the North shop
• Chris will be advertising for new board members through Bike Edmonton channels (newsletter, social media)

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan
• August HR Committee Report
• There are no updates from the August report. A meeting will be set for later in September to discuss Administrative Committee Role. Will look for an update from Chris and Geoff on the Volunteer Survey
• Reminder that this is Nancy's last year as HR VP. If there's any interest in taking over this role, consider throwing name in hat.

'HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

• [ Treasurer's Report August 2018]
• Budget Analysis
• Budget Analysis with July
• At budget for end of July. Could be because we didn't spend on renovations this year. Better on bike sales, lower on donations.
• Large expenses going through in August, which could impact year-end negatively.

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplam

Strategic Planning Committee Report

• [ July Meeting Notes]
• Work Plan
• Had sent Chris survey on non-revenue generating individuals. Separate from other survey, and will be sent out through the newsletter, social media, etc.
• Blurb in intro of Google Form can be copied/pasted to newsletter as an intro.

Current and Completed Business

End-of-term Evaluation - Jasmine (5 min)

• 7/7 who completed the survey indicated they would like to return
• Variety of responses about satisfaction, area of improvement
• Put together a summary report to outline everyone's personal reflection on their role on the board
• Likert scale might be more reasonable for questions on the evaluation (rather than Yes/No/Maybe)
• More open-ended responses could have allowed for a wider variety of responses, less groomed

Annual General Meeting - Jasmine (20 min)

• AGM Set-up Tasks
• Jasmine to go through document and identify areas where we need help

New Business

Approval of a business MasterCard for EBC - Executive Committee Members (10 min)

• The executive committee discussed this in detail during our last meeting.
• Details of this are:
  • 1 card
  • card limit $10,000
  • limit per transaction is $500.00

MOTION

To approve a business MasterCard for Bike Edmonton
Moved:
Seconded:

Aye	No	Abstain

Canada Bikes National Demonstration project - Molly (5 min)

• "Build it, they will come: Increase Cycling, Decrease Emissions".
• We just received confirmation that we have the funding and will start this project shortly. The purpose of the project is to incentivise Edmontonians to choose to ride their bikes for trips they otherwise would have driven their car for.

Intern Project Proposal - Nancy (10 mins)

I would like to propose that our intern takes on our OHS program development. She will need a champion to work with her on the board. Jasmine and I will remain as the contacts.

OHS Plan

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at _____pm.
Moved:
Seconded:

Aye	No	Abstain