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February Board Meeting Minutes

IT Grant

We received $5,800 from the St. Luke's Foundation for our IT development. This will be used for site work –

  • being able to edit without the wiki, adding more dynamic content
  • creating membership mailing lists, with opt-in or opt-out functions
  • improving data collection, especially on the bike inventory
  • need an inventory committee; how to sort? (by use: loan/rent/earnabikes/haiti/sell/scrap?)
  • such data collection will help detail our successes and aid in future grant applications
  • help us show how many people we reach with various programs
  • we'll raise our site profile, be more attractive to the public, our members and grantmakers
  • we're acquiring software to improve e-mails, and increase our ability to get out class/meeting/event notifications in a timely manner

Board structure revisions

  • the initial parameters were arbitrary; 100 hours volunteer time over a 1-year period
  • we need to form an advisory board
  • decision is approved to hold meetings every other month (new schedule below):
    • board meetings will be board meetings
    • member meetings will have a program (Chuck Harris, winter riding, member trips)

Nomination of new board members

Peter submitted a list of members involvement as a starting point to discuss expanding the criteria for nominating trustees
  • create an 'intern' or 'trial' trustee position to give interested people a chance to check out the board; for example, if we were sticking to the one year of involvement but had a member of 6 months who was interested in serving. Say they could attend meetings after 6 months but not have a vote til a year (may be very grantable under 'board development.’)
  • have a criteria for 'involved' trustee, or 'community' board member? This category could be for people who are interested in getting the nonprofit experience
  • Add a requirement to attend some number of trustee meetings prior to being installed on the board
  • need a set annual meeting, so general members can ratify changes
  • what is a quorum, how will it be divided among elected/appointed/involved/community trustees
  • use staggered terms to keep the board rotating
  • specify term limits but no limit to consecutive terms
  • the 'startup' trustees will be exempt from later criteria?
(Jim, here's where my math skills gave out - final language was something like 'no less than 2/3 of both groups?)
  • Grantability improves when community and invovled trustees are both represented

Bylaw changes

  • Quorum rules and bylaws should be structured to prevent any one group overtaking the coop; if our mission statement is a clear yardstick by which to measure decisions, a 'rogue' group wouldn't be able to do anything radical without changing the bylaws, but since that can't be done without a majority vote of the membership, it'll be less likely.
  • bylaws need to change for member trustees
  • add a provision to the bylaws for special meetings that can be held without quorum and via e-mail
  • Resolved: The board will consist of between 9 and 15 members, of which no less than 1/3 will be drawn from people involved in the day to day operations of the co-op, and no less than 1/3 will be drawn from the community.
  • Resolved: Quorum will be a simple majority, with a minimum of one of each kind of member
  • A conservative nominating committee will establish the hourly threshold for volunteers who qualify for the board
  • Resolved: the board appoints the nominating committee (the three senior members of the board), to invite the new members, advised by the staff
  • Recommendations for advisory board - Kenny Crumpton from Fox8, Debbie Perkul from Hard Hatted Women, Chris Trepal of Earth Day Coalition

Any decisions contained in here will remain provisional until the June annual meeting

Created by: pgarver. Last Modification: Friday 09 of March, 2007 17:54:13 UTC by pgarver.