|2015-01-15||Detailed minutes will be taken, available only to the board (present and future, with a record kept and available for at least 5 years). In camera items will be recorded in a separate document and also only available to the board for the same time period. A summary of decisions made will be written up by the exec present and sent out to the members, after the board has approved them.||Record-keeping|
|2015-01-15||Milan elected as board chairperson.||Election|
|2015-01-15||Monica elected as vice chairperson.||Election|
|2015-02-26||During Board meetings, the chair or a Member delegated by the chair will record the text of motions and the results of votes in a Record of Decisions||Record-keeping|
|2015-02-26||At Board meetings, minutes shall be prepared by the executive assistant and may include in camera items. Minutes shall be made available to Board members only for a period of five years. At Board meetings, a record of decision shall be prepared by the chair or a Member designated by the chair and may include in camera items.The record of decision shall be incorporated into the minutes by the executive assistant after the meeting. For each Board meeting, the executive assistant will prepare a summary which will be made available to all Members.||Record-keeping|
|2015-02-26||The board grants authority to the executive to exclude any individual from participation in meetings, or may designate such individuals under its own authority.||Discipline of members|
|2015-02-26||The president and treasurer shall be invited to all board meetings. The executive assistant shall provide them with notice of the time and place where the meeting will be held. With the approval of the board, the president and treasurer may provide these updates in writing.||Meeting procedure|
|2015-02-26||Toronto350.org will purchase directors and officers liability Insurance.||Insurance|
|2015-02-26||At least one week before the next Board meeting, the committee on By-laws will circulate a complete draft of proposed by-laws. These will be discussed with the intention that they be approved at the Board meeting.||By-laws|
|2015-06-03||Sabrina will get the ONN membership and get the insurance quoted in place for $2 million liability, and will ensure it is a non-wasting policy. Dimitri seconds. 5 votes in favour, the motion carries.||Insurance|
|2015-06-03||Suspension of members by the executive: Toronto350.org's by-laws describe the process for the suspension or expulsion of members from the group (Article 16). Given that Board meetings are generally to occur only at monthly to quarterly intervals, it may be necessary to suspend a member for a period before the board can consider the matter of their suspension or expulsion. The Board therefore authorizes the executive, through a majority vote, to suspend any member until such time as the board can complete the disciplinary procedure established in the by-laws.||Discipline of members|
|2015-06-03||The Administrative Coordinator shall maintain a spreadsheet with all policy motions passed by the Board, the date when they were passed, and (if applicable) the date when they were repealed. Access to this document shall be on the same terms as access to Board meeting minutes||Record-keeping|
|2015-07-01||Toronto350.org’s financial year shall end on June 30th.||Financial management|
|2015-07-01||All board members shall be provided with Socialcast accounts for discussion and voting between meetings. All votes on Socialcast shall be announced to the board via email. For each vote, a voting period shall be established by the chair of the board, to be set at a minimum of seven days. If required by an urgent situation, as identified by at least two board members, a voting period of as little as three days may be set. Only votes cast during the period shall be valid. The quorum requirements shall be the same as for an in-person meeting.||Electronic voting|
There shall be no by-election for the position of co-vice-president. The current co-vice-president shall be vice-president from now on, and shall take over as president when the current president departs.
Toronto350.org shall accept the grant offered by the Tar Sands Solutions Network (TSSN) and shall try to find sources of funding with which to continue to pay the president in the future.
The $10,000 from the TSSN shall not be topped up with additional funds from Toronto350.org.
The by-laws on Hiring Staff and Contractors shall be amended in response to this at the next board meeting.
The donation policy approved at the 2015-08-18 planning meeting is approved by the board.
|2015-10-07||The President Employment Agreement as amended during the 2015-10-07 board meeting is approved by the board and Monica is authorized to sign it on behalf of Toronto350.org. Jean shall consult with a lawyer about developing an employment contract suitable for use with officers in the future.||Employees|
|2015-10-07||Section 7.b of the By-laws shall be amended from: "Cheques and other outgoing financial expenditures will require two (2) signatures or statements of approval in writing from at least two (2) signing Officers or Directors."|
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"Cheques and other outgoing financial expenditures shall be authorized by the Treasurer or another signing officer as registered at our banking institution."
Section 7.d shall be added to the by-laws: "The Treasurer and President shall be signing officers and shall be registered as such at our banking institution."