Board Minutes March 2017

From EBC
Jump to: navigation, search

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

EBC Board Meeting Minutes for March 2017

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 [[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: Nancy
  • Minute-taker: Derek
  • Food by: Adrian (Geoff brought coffee!!)
  • Board attendance: Adrian, Nancy, Jasmine, Derek, Dan, Michael C, Alexi, Geoffrey, Jeremy
  • Staff attendance: Chris
  • Regrets: Jonathan
  • Absent:
  • Guests: Mike Pybus, Kristen Flath

Call to Order

  • Meeting called to order by Nancy at 6:35 pm.

Logistics for Next Meeting

  • Date: April 10th
  • Location: Room 113, Education South
  • Chair: Jasmine
  • Minute-taker: Derek
  • Food by: Jonathan

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this March meeting agenda, and the February 2017 minutes Feb Minutes, and commitee reports as presented below.

Moved: Geoff
Seconded: Adrian
Aye No Abstain
7 0 0

Carried

President's Report - Jon

Treasurer's Report - Geoff

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

Executive Director's Report - Chris

  • [ED Report (Month) (Year)]

H.R. Committee Report - Nancy

Policy Committee Report - Dan

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

Strategic Planning Committee Report - Derek

Finance Committee Report -

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

Membership Committee Report -

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2017 board volunteer hours for the past month. (We need to update this spreadsheet and fill it in retroactively).
  • 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.

COMPLETED

  • Booked meeting space for April and May (Room 113, Education South). APIRG is holding elections now. As a formality, they need the new board to consent to continue room bookings on behalf of EBC in May. So they will do that and then book the June meeting.

Business Item 1: OH&S responsibilities and hazard assessment (10 min)

  • Discussion notes:
    • Adrian presented on the OH&S policy progress. Mike was very helpful in his electrical background that would be relatively simple fixes. Other shop safety examples were suggested during the meeting. Geoff suggested that maybe this is something that we 'may' want to address before the busy season (and possibly close the shop for a period of a week or two?). Michael added that there is a significant amount of work involved with this project (maybe months or even years to really address and mitigate all of the hazards and produce the associated documentation). Once the program is up and running there shouldn't be a lot of work required to maintain it.

Business Item 2 (__ min)

  • Discussion notes:


New Business

New Business Item 1: EBC Board Orientation Manual (15 min)

  • Part of the HR Committee.
  • Discussion notes: This is part of the part development training that Jeremy took at MacEwan recently. This is a framework and the gaps can be filled in through the committee. The more I got into the orientation manual the more I realized the importance of having documents to outline what our committees do and how they operate. Each committee should have a TOR (terms of reference) that should reflect the fiscal year (or between AGMs) with what the goals for each committee are for the given year.

The Edmonton Chamber of Volunteer Organizations offers a day and a half of service to review how they operate and to provide some tools for improvement. It is similar to a supported board retreat. It is free to the organization and is something that EBC may want to consider.

NOTE: All committees should review and update their committee Terms of Reference. There is an outline for each committee on the Google drive. There is also a new request for Google docs/drive training

New Business Item 2: PEEPS (Pilot EBC/ESA Partnership) (20 min)

  • Michael's report, March 13, 2017
  • Asking for board approval in principle
  • Discussion notes:
  • A form will be going out UofA Education students to gauge their interest and experience in three areas: mechanical and mentoring; operational; governance. The plan at this point is (Jonathan and Michael) to follow up the survey with an info session at U of A tentatively April 11 or 12 at 5:00 PM. Board members and staff are welcome to attend.

If these ED students do 1 reflection in a form early on in the 'program' then another form at approx. 70% completion of the 40 hours, and a third survey form asking about what they learned in the entirety of the course. This would likely help the students and help EBC attract new skilled volunteers.

The pilot would run from March to December. The goal would be that this would not be an extra burden for the staff. As much as possible this form would be automated. We would follow-up through email, or meet the student in the shop and they would be treated similar to any other board member.

Jeremy, do we need an MOU? Jonathan (not present) had previously suggested that the survey could be given to the entire EBC volunteer membership and volunteer base. Geoff, so you want to run with this, on behalf of EBC without asking for many additional resources. Great. Nancy, what is the nature of the certificate? Michael, the letter is yes, they did 40 hours that we tracked, then what they do with that is up to the student through the reflection.

Next steps (proposed):

    • EBC board approve the initiative (that’s the ask for our March 13 meeting)
    • ESA and EBC to finalize the MOU and submit for approval to both boards
    • Initial questionnaire (=”the form”) goes out.
    • Info session at UA, April 11 or 12
    • Volunteer orientation at EBC


MOTION
To approve the PEEPS pilot initiative in principle. Starting with the form going out to Ed students.

Moved: Derek
Seconded: Geoff
Aye No Abstain
9 0 0

Carried
  • Action Items: name will ____ by (date).

New Business Item 3: EBC Name Change/Rebranding Proposal (30 min)

Nancy, it may be better to invest more now and make a wholesale rebranding efforts. Michael, it may be better to open this up the membership prior to vote and solicit new name ideas and logos. Jeremy, we want to use a competition for the artwork. We should arrive at the AGM with single name proposal. Dan, there is a legal notice of 90 or 30 days. We can do the pre-work and let the consultation Chris, this is something that we could use to promote the AGM. Geoff, I don't think that changing our name will change our operations and it may not be necessary.


MOTION
we empower the committee to make the plan, including the name, the requirements, timeline, budget

Moved: Alexy
Seconded: Jeromy
Aye No Abstain
8 1 0

Carried
  • Action Items: name will ____ by (date).

New Business Item 4: EBC New Board Members (10 min)===

  • Discussion notes:
    • Mike Pybus is in!
    • Kristen Flath is open to helping with strategic planning but declined another board role at this time due to her other prior commitments in the greater cycling community.
MOTION
Motion to approve assignment of new board member Mike Pybus. (yay!)

Moved: Adrian
Seconded: Derek
Aye No Abstain
9 0 0

Carried
  • Action Items: name will ____ by (date).

New Business Item 5: Give Jonathan and Geoff Access to the Tangerine Account (5 min)

  • Discussion notes:
    • To give access to the Treasurer and President access to the high interest account.


MOTION
Give Jonathan Wolber and Geoff Hansen access to the Tangerine Account in addition to Chris Chan

Moved: Nancy
Seconded: Derek
Aye No Abstain
9 0 0

Carried
  • Action Items: name will ____ by (date).

In Camera Session

MOTION
To go in camera.

Moved: Geoff
Seconded: Nancy
Aye No Abstain
9 0 0

Carried
  • Please list how long you believe your topic will take to discuss:
    • Name (10 min)
    • Name (___ min)
MOTION
To close the in camera discussion.

Moved: Geoff
Seconded: Jasmine
Aye No Abstain
9 0 0

Carried

Adjournment

MOTION
To adjourn the meeting at 8:50 pm.

Moved: Jasmine
Seconded: Derek
Aye No Abstain
9 0 0

Carried