Transcript
https://otter.ai/u/KW-P640PJP55hVFCW5MCGLl8yhM?view=summary
The Board Meeting on May 12, 2025, discussed several key points. The board confirmed the quorum with five members present and approved the agenda and minutes from previous meetings. New board members were formally noted as Jaden Woodland, Lorraine Hawthorn, and Kris Healy starting a new term. Onboarding training is scheduled for on May 26.
Action Items
- [ ] Send the manager’s report for the period between the last board meeting and this one to Lorraine, Jaeden.
- [ ] Set up Google accounts and access to the shared drive for the new board members (Lorraine, Jaeden).
- [ ] Update website with mission statement
Outline
Meeting Setup and Document Sharing
- Greg Underwood and Amanda Cutting discuss the setup of the meeting, including sharing documents and ensuring everyone can see the agenda.
- Discussion on the minimum number of board members required for functionality and the roles of the President and other board members.
- Greg Underwood explains the distinction between board members’ roles and volunteer roles to avoid confusion and micromanagement.
Approval of Meeting Minutes and Agenda
- Amanda Cutting calls for a quorum check and confirms everyone is present.
- The agenda is approved with a slight change to include the approval of two sets of meeting minutes.
- Greg Underwood reviews the minutes from the previous meeting, including key points such as board approvals, manager reports, and financial updates.
- Discussion on the approval of the initial meeting minutes and the need for accurate records.
Board Member Roles and Responsibilities
- Amanda Cutting outlines the roles of the new board members, including Jaden Woodland, Lorraine Hawthorne, and Kris Healy.
- Discussion on the need for new board members with specific skills and experience.
- Amanda Cutting explains the importance of the board succession plan and the need for accurate membership records.
- The board discusses the potential for food safety training for volunteers and the use of AI for meeting minutes.
AGM Preparation and Executive Roles
- Amanda Cutting provides an overview of the AGM agenda, including the approval of the meeting agenda, minutes, and the President’s and Treasurer’s reports.
- Discussion on the need for new board members to be present at the AGM to ensure quorum.
- The board decides on the executive roles, with Greg Underwood as President and Bjorn as Vice President and Secretary.
- Amanda Cutting explains the importance of having a quorum and the potential for members to join the board at a later date.
Governance and Onboarding Training
- The board discusses the governance onboarding training scheduled for May 26 at 5 PM.
- Greg Underwood and Amanda Cutting emphasize the importance of attending the training in person.
- Discussion on the roles and responsibilities of board members and the need for transparency and open communication.
- The board agrees to leave certain tasks, such as bank signatories, until the next board meeting.
Volunteer Orientation and Board Member Roles
- Amanda Cutting informs Lindsay Nicholson about the volunteer orientation scheduled for May 31 at 11 AM.
- Discussion on the difference between board member roles and volunteer roles.
- The board emphasizes the importance of wearing different hats when performing different tasks.
- Greg Underwood and Amanda Cutting discuss the need for a clear distinction between board decisions and volunteer activities.
Website and Strategic Plan
- Discussion on the current state of the website and the need for updated information.
- The board and members discusses the strategic plan and the importance of having a clear mission statement.
- The board agrees to post the strategic plan on the website and to update the information regularly.
- Discussion on the potential for hiring a web designer to improve the website’s visual appeal.
Meeting Adjournment and Next Steps
- The board reviews any final questions and ensures everyone is on the same page.
- Amanda Cutting calls for a motion to adjourn the meeting.
- The meeting is adjourned, and the board members discuss any remaining tasks and responsibilities.
- Greg Underwood and Amanda Cutting provide final instructions and contact information for any follow-up questions.