Board Minutes February 2015

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These minutes were approved at the March 2015 board meeting.

EBC Board Meeting Minutes for February 9, 2015

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

  • Location: Room 164 Education South, U of A
  • Start Time: 6:41pm

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: Geoff
  • Minute-taker: Nancy
  • Food by: Jon
  • Board attendance: Dan, Alex, Rachel, Chris Corrigan, Michelle, Chris H, Jon, Alexey, Nancy
  • Staff attendance: Chris
  • Regrets: Adrian, Anna
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by 6:41 at pm.

Logistics for Next Meeting

  • Date: Wed March 18, 2015
  • Location: Rm 113 Ed South
  • Chair: Rachel
  • Minute-taker: Geoff
  • Food by:

Logistics for Next, Next Meeting

  • Date: Wed April 15 OR 22, 2015 (ask Michelle if 22 is possible?)
  • Location: Rm 113 Ed South
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (15 min)

  • Motion: To approve this Feb 2015 agenda, the Jan 2015 minutes, and reports as presented below. Moved by Alex . Seconded by Rachel . Motion Carried.

President's Report

Executive Director's Report

BikeWorks Report

H.R. Committee Report

Policy Committee Report

  • Motion: Approve president, Hr, policy committee, ED, BW manager . Moved by Alex , seconded by Rachel , all in favour- no abstain, no opposed. Motion Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2015 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.


FROM LAST MEETING

  • Nov 2013: Executive Committee will pursue a Servus credit card for EBC in the name of the Executive Director.
  • May 2014: Policy Committee will create an procedure for expense reimbursement procedure.
  • May 2014: Doug will follow up with Bern re: Hazard Assessments and coordinate to get this done.
  • Aug 2014: HR Committee will create policy/procedure on dealing with volunteer service requirements and volunteer discipline process.
  • Dec 2014: Michelle will take on completing the Financial Mgmt policy (incl petty cash max)
  • Dec 2014: Chris Chan will apply to become a tenant and report back to board with further communication from JFC.*
  • Jan 2015: Nancy will arrange new ED hours (40h/w until Sept 2015) with Chris and Neil accordingly.
  • Jan 2015: Chris Ch will post jobs asap. Coreen and Chris will short-list candidates.
  • Jan 2015: All board members will add questions or IT topics of interest to Geoff or add to Board Q & A doc.

DISCUSSED

  • discussed servus credit card requirements and will not be pursued at this time
  • Hazard assessment to be added to the HR to do list-this will likely be added to the procedures task list of the new program coordinator
  • expense reimbursement procedure with the financial management policy, will be treated together- michelle will follow up
  • becoming a tenant with JFC- we have applied and we are waiting to hear
  • jobs have been posted- interviews are being scheduled


Financial Update (10 min) - Michelle

  • EFT, deposit cards, and YRC2 Bank Account
  • financial update from Michelle
    • applied for the eft process, need another signature to apply- the YCR@ account is a community account- which allows access to all accounts
    • opening a different type of account will allow janine to look at the accounts
    • same amount of work with either new account asking for approval of which way to go
    • will ask Neil to go down to get signing authority for the ycr2 account.
    • 4 deposit cards have been picked up- one for Jon, one for Michelle, one for BWN and BWS.
    • Only problem with the shop cards is that people can see the bank balance.
    • Will take about 2 weeks to get the new bank account working (march).

New Hires and Office Space (10 min)

  • From Chris' report.
  • Hiring selection committee will be composed of Nancy, Chris, Coreen. Do we have the authority to hire, or should we make a recommendation to the board (via e-mail?) for approval? Of just the person, or of an offer letter/contract?
    • Interviews scheduled for February 17; this decision must be made before then.
  • We can rent the 183 sqft office space connected to BWS for an extra $250/mo (including NNN).
    • Anna calculates that rental for Mar-Aug ($1,500) would affect our overall FY2015 budget by creating a net $1,076 deficit.
  • Discussion notes:
    • office hires/ new office space-we currently have 4 office work stations but not really what most people would consider working space-
    • additional space at bws is available for $250/month including expenses.
    • Chris chan recommends that this would be a good idea to move some of the available space.
    • Budget deficit of $34k for the year, new budgets including new hires, new space and will be projecting a 4k deficit as it stands,
    • Question from Dan- do we have things for them to use, furniture, computers, etc - yes we do.
  • Motion: To authorizes Chris Chan to enter into a lease with the BWS space (186 sq feet) . Moved by Jon , seconded by Chris H , all in favour- no abstain, no opposed. Motion Carried.

Social Media Policy for Approval (10 min) - Dan

  • Discussion notes:
    • Social media policy discussion- hopefully everyone has reviewed it
    • At the point where it likely needs some discussion with Chris Chan and Dan
    • They will meet in person to discuss and then revisit at a later date
    • Will be deferred for next meeting.
  • Motion: To extend our December 2014 social media motion until the next board meeting. Moved by Michelle , seconded by Chris H . Abstains: Alex . All others in favour, Motion Carried.

Director Responsibilities and Committees (15 min) - Jon

  • Review and confirm decision of committee structure
  • Discussion notes:
    • Jon's discussion on the committee structure- reviewed current committee chart
    • proposes that each director is part of the group of "committees' but could also volunteer to participate in a different committee.
    • Would like to bring to resolution the individuals who are on the 3 committees, ( HR, Policy, strategic planning)- having people cross over is a good plan (Dan) and is supportive of the idea.
    • Geoff suggests that keeping directors up to speed on what they are working on, its a good opportunity to stretch and learn about new areas.
    • Michelle indicated that moving around is a good idea also.
    • Alexey would like to speak to transparancies of discussions and would like to share meeting dates and meeting notes so that other directors can be involved.
    • primary objective with the committees is to get all directors involved in moving the society forward- ensrue we have 3 or 4 directors in each of the areas-
    • Jon reviewed all the committees- and sees his role to ensure that all the directors are engaged in the society- helping with development opportunties to ensure all 12 directors are contributing.
    • jon proposes the the committees stand as they are and directors attend .
    • Should their be a formal leader for each of the committees? scheduling meeting, minutes, notes, should one person be responsible, should it be rotating or have one person in charge.
    • Geoff suggests that there is a responsible person on each committee.
    • Jon suggests that Alex and Dan take on the leader of these roles- Alex is o.k. either way...
    • Alexey has volunteered to lead the strategic planning committee-
    • Alex will defer the leader to Alexey and will remain part of that group.
    • Dan will remain as leader of the policy group.

New Business

Conflict of Interest Policy (5 min)

  • Discussion notes:
    • Conflict of interest policy- alert directors it's there-
    • please review by march 1 with comments and then changes will be made with an expectation of making a motion to approve policy.

Feedback on new ED report format (5 min)

  • Discussion notes:
    • Nancy- looking for feedback on new report-
    • Alexey loves the new report, Chris H has to scroll, Jon loves it, Geoff likes it, Chris Chan indicates less work,
    • Dan asked about amount of detail if there was enough but is comfortable asking for more detail and the shorter one seems more efficient.
    • Geoff likes the first report as good for a new board member, but this report was an excellant improvement. suggested once a year for new members.
    • O.k. to continue with this format.


Board Planning Session (15 min) - Jon

  • Discussion notes:
    • Jon suggests a board planning session for early april with an intent of 4 ot 5 hours with a purpose to establish our priorities for EBC for teh coming year.
    • What do we want to do this year, that really matter to EBC and what are our goals and priorties, how will we use our resources.
    • Chris H will take care of the details of planning it=
    • most everyone likes the idea- planning for late April to early march.
    • tentatively booked for the morning of March 22.
    • NAIT is proposed as a venue, nancy will check availability.
    • meeting time is tenatative- 9 am proposed by Jon

Adjournment

  • Motion: To adjourn the meeting (7:52pm). Moved by Jon , seconded by Michelle . Motion Carried.