Board Minutes August 2017

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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 August 2017

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

  • Location: Room ED 221. 6:30 PM

Please RSVP to [[email protected]] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Michael P.
  • Minute-taker: Derek
  • Food by: Jeremy (brought some really awesome watermelon, it was yellow!)
  • Board attendance: Jeremy, Nancy, Jasmine, Michael, Derek, Geoff,
  • Staff attendance:
  • Regrets: Jonathan, Adrian, Alexey
  • Guests:

Call to Order

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

Logistics for Next Meeting

  • Date: September 11th
  • Location: Room 113, Education South
  • Chair: Michael Cenkner
  • Minute-taker: Derek
  • Food by: Jonathan

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this August meeting agenda, and the July 2017 minutes July Minutes, and committee reports as presented below.

Moved: Geoff
Seconded: Jasmine
Aye No Abstain
5 0 0

Carried

President's Report - Jon

  • [(add link)]

Treasurer's Report - Geoff

[August Financial Update]

  • We're on track to be near our budget... which is great!

Our sales this summer have been a bit better than last summer.

H.R. Committee Report - Nancy

  • No new updates. Most members have had an opportunity to review the board director descriptions.

=== Administrative Committee Report - no report

  • [(add link)]

Strategic Planning Committee Report -

  • I [Derek] will aim to have a draft version of the name change pamphlet prepared for the August meeting.
  • Our bylaws require 21 days notice of a special amendment to our bylaws.
  • We need 75% of the voting members in attendance to hold a vote for bylaw changes.
  • Our AGM is October 15th.
  • We will release a PDF of the information pamphlet before the AGM.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone sign reports that you have reviewed each month.
    • everyone please log monthly hours. Chris Chan will create specific volunteer hours login and email the link out to board members
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.


New Business

New Business Item 1: [Follow-up Board Succession Planning]

Please add your notes (if you haven't done so already)

Discussion on board succession planning. -review of board job descriptions, Pres, VP, Secretary, and Treasurer. Opportunity to ask questions of roles.

Presidents Job Description

Vice President Job Description

Secretary Job Description

Treasure Job Description

Discussion of new board member recruitment, resources available and inventory of needs

Director Job Description

    • Executive board members need to provide an update on their term and their intentions.

New Business Item 2: [Board Evaluation Activities] (Nancy/Jasmine)

  • Discussion of evaluation activities in development
  • participation in self-assessment tool
  • Jasmine has created some evaluation forms
  • She will include a deadline for the submission after she emails out the board evaluation (likely later this week).

New Business Item 3: [Non-Profit Board Intern (UofA CSL Program)] (Jasmine)

  • Discussion of evaluation activities in development
  • 60-70 hours course total.
  • EBC may receive 20 hours from the intern.
  • Jasmine has volunteered to be the 'mentor' for the intern.
  • Are there any projects that we should prioritize their projects? (20 hours may only allow for 1 or 2 simple projects, i.e. 'drafting board orientation manuals').
  • OH/S is likely a much larger project than 20 hours would accommodate, but just the 2nd submission could be valuable, and frankly a great piece of experience for the student.
  • Jasmine will try to meet the student before the September meeting and bring the student to the meeting.

In Camera:

  • Discussion notes:
MOTION
To go in Camera

Moved: Geoff
Seconded: Jeremy
Aye No Abstain
5 0 0

Carried

Adjournment

MOTION
To adjourn the meeting at 7:49 pm.

Moved: Derek
Seconded: Nancy
Aye No Abstain
5 0 0

Carried