Board Minutes August 2018
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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
EBC Board Meeting Minutes for August 2018
Board meetings are open to the EBC members and the public.
- Date: Monday, August 13, 2018
- Location: Room 113 Education South Education South, University of Alberta
- Start Time: 6:30pm
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: Nancy
- Minute-taker: Jasmine
- Food by: Ali
- Board attendance: Mark, Jeremy, Ali, Mike P., Nancy, Jasmine
- Staff attendance: Chris
- Regrets: Helen, Sean, Geoff
- Absent:
- Guests: Cai
Call to Order
- Meeting called to order by Nancy at 6:34pm.
Logistics for Next Meeting
- Date: Monday, September 10, 2018 6:30pm
- Location: TBA
- Chair: Mark
- Minute-taker: Jasmine
- Food by: Jasmine (back-up: Jeremy)
Approval of Agenda, Minutes, Reports (5 min)
| To approve this August 13 agenda, the July 2018 minutes, and reports as presented below. | ||
| Moved: | Mark | |
| Seconded: | Ali | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
President's Report - Jeremy
President's Report Discussion
H.R. Committee Report - Nancy
HR Report Discussion
Treasurer's Report - Ali
Treasurer's Report Discussion
Administrative Committee Report - Jonathan/Ali
Strategic Planning Committee Report
- [ July Meeting Notes]
- Work Plan
Current and Completed Business
Volunteer Survey update - Nancy (5 min)
- Talked with Chris and Geoff about getting survey out
- Survey should be sent out soon
End-of-term Evaluation - Jasmine (5 min)
- Keep an eye out for an end-of-term evaluation between now and August's meeting
- Board members to complete the surveys by August 17
Annual General Meeting Location - Jasmine (5 min)
- AGM Set-up Tasks
- Booked DECL (Downtown Edmonton Community League) for Sunday, October 14.
- Update: In process of reviewing the planning documents, and updating for upcoming year.
- Aim to have all deliverables for AGM finalized or delegated by next board meeting
- Reach out to Neil for financial statements
- To Do List:
- Draft budget by September's meeting
- Draft President's report by September 23
- Draft Treasurer's report by September 23
- Draft ED Annual report by September 23
- Jeremy pushing out application for board members
- Jasmine to go through document and identify areas where we need help
General HR Update - Nancy (15 min)
- OH&S Policies
- Stalled since Adrian stepped down
- Potential project for Cai, of Non-Profit Board Internship
- Volunteer Engagement/Retention/Appreciation
- Survey stage - compare results to research
- Recognition strategies - what are we doing to recognize our volunteers
- Board Evaluation Process
- Process is complete; last component is the end-term eval Jasmine sent out
- Training
- Lack of implementation with new board members; want to enact this next year.
- HR Committee Succession Planning; opening in VP role for upcoming role
New Business
BikeWorks Break-In - Nancy (20 min)
- Impact of making a claim on insurance premiums - Molly may know more
- Is making a claim a board decision?
- Don't have enough information
- Chris to follow up with Molly
- Do we need to make improvements to security, given frequency of break-ins?
BWN Renovations - Jeremy (5 min)
- Not yet started; timelines on renovations uncertain
- Is the door jam responsibility of BWN landlord? Could use replacement.
- Electronic lock for BWN an option
- Rolling shutters could be effective but not a great street front.
Boyle Street EBC Community Membership - Jeremy (10 min)
- Jonathan met with Boyle Street Community, offered them a membership to their community members, some details of which include:
- Limited to BikeWorks North
- Up to 10 people selected by Boyle Street
- Shop fees would be $3/hour
- Members don't pay for shop hours and parts up front; we invoice Boyle Street those costs
- Approaching this as a pilot, and if successful, could approach other similar communities
Strategic Planning Discussion - Mark (10 min)
- Business Revenue: revenue from anywhere else apart from individuals
- Survey to send out to members, volunteers, others involved with us
- Chris will send questions through EBC newsletter and on website
In Camera:
| To go in camera | ||
| Moved: | Jeremy | |
| Seconded: | Mark | |
| Aye | No | Abstain |
|---|---|---|
| 6 | 0 | 0 |
| Carried | ||
| To go out of camera. | ||
| Moved: | Ali | |
| Seconded: | Jeremy | |
| Aye | No | Abstain |
|---|---|---|
| 6 | 0 | 0 |
| Carried | ||
Adjournment
| To adjourn the meeting at 8:31pm. | ||
| Moved: | Mark | |
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||