Board Minutes February 2019

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

Bike Edmonton Board Meeting Minutes for February 2019

Board meetings are open to Bike Edmonton members and the public.

• Date: Monday, February 11, 2019
• Location: Education 1-13
• Start Time: 6:30pm

Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Dustin
• Minute-taker: Jasmine
• Food by: Ali
• Board attendance: Ali, Dustin, Sarah, Helen, Jeremy, Mike P., Jasmine, Mark, Mike W., Nancy
• Staff attendance: Chris, Molly
• Regrets:
• Absent: Mike S.
• Guests: Cai

Call to Order

• Meeting called to order by Dustin at 6:41pm.

Logistics for Next Meeting

• Date: Monday, March 11, 2019
• Location: TBD
• Chair: Mike W.
• Minute-taker: Jasmine
• Food by: Helen

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February 11 agenda, the January 2019 minutes, and reports as presented below.
Moved:	Ali
Seconded:	Helen

Aye	No	Abstain
9	0	0
Carried

President's Report - Jeremy

• [ President's Report]

President's Report Discussion

• Lately, Jeremy has been attending regular staff meetings and chatting about areas of focus (e.g., newsletter, survey, board article, raising funds for north shop)
• Paying particular attention to Bike Edmonton's finances in coming years

Internal Affairs Committee Report - Ali

• Internal Affairs Workplan

IA Report Discussion

• Received information from volunteer survey, compiling data and will present next meeting

Treasurer's Report - Ali/Neil/Geoff

• Treasurer's Report

Treasurer's Report Discussion

• Concern of dipping into general account as casino account is depleted (assuming that revenue is negligible)
• Position as of January 2019 is approximately the same as January 2018
• A line of credit is one option if we do need extra funds
• Future sources of funding: large bike sale in May, casino in May, [more TBD by revenue committee]

Program Review Committee Report

• Program Review Committee Workplan

Program Review Report Discussion

• Cai has been working on a sector review that will be presented at the next board meeting
• Final logic model for next board meeting too

Revenue Committee Report

• Revenue Committee Workplan

Revenue Report Discussion

• Reaching out to connect with YESS to see if they'd be interested in getting involved in Bike Edmonton programs
• Looking forward to receiving survey results to inform next steps
• Stakeholder engagement is being done to prioritize plans that the committee has

Current and Completed Business

Bike Edmonton Yearly Calendar - Nancy (5 min)

• Bike Edmonton Year-at-a-Glance
• This calendar will serve as a tool to know what will be happening month-to-month in each year.
• When chairing a meeting, this is good to look at to know what to discuss at the meeting.
• Board Leadership 2019
  • Taking place Saturday, April 6, 8am-3:15pm
  • Cost: $99 + $2.97 fee (if registered before Feb 19)
  • Can reimburse some of board attendee's registration
  • Registration Link

Deficit Reduction Plan

• Deficit Reduction Plan
• Selling toolboxes at the shop (that were initially bought for Jr. High programs).
• Fundraiser for aspects of shop uptake is already drawing a good amount, in the first seven hours
• Chris is putting together summary of revenue increase from the shop fee increases
• Call for funds planned to be posted on social media strategically
• LinkedIn could be good for corporate revenue fundraising (corporate sponsorship package)
• Buying the rights to name things in the shop could also raise funds
• Molly will add rows at the bottom of the spreadsheet for grant money
  • Word of caution: some grants come with associated spending so could be misleading
• Document was initially created as a financial priority document; time should be spent on these areas we landed on.
• Chris cleaned up the back-end for Bike Edmonton membership (including renewal reminders!!!)

Board Challenges and Task List - Jeremy (10 min)

• Bike Edmonton Board Challenges
• Could be a parking lot to keep track of challenges that the board experiences, and the timelines that we hope to apply to them
• Wouldn't want this to apply pressure that would take away from tasks assigned in individual committees (based on workplans).
• This could replace workplans, putting all committees' work on a high-level in one place (in Excel format)
• Sarah has volunteered to set this up; we'll trial that

Expense Claims - Ali (15 min)

• The expense claim process is updated to only be used for the following expenses – beginning February 13, 2019:
  • Expenses that cannot be paid using the corporate Mastercard (including our bookkeeper fees)
  • Honorias for volunteers
  • Input from staff
• Expense claims that include expenses that do not follow the above criteria will not be reimbursed - unless the executive team decides otherwise.

MOTION

The expense claim process is updated to only be used for the following expenses – beginning February 13, 2019: Expenses that cannot be paid using the corporate Mastercard (including our bookkeeper fees, Honorias for volunteers, Input from staff
Moved:	Ali
Seconded:	Mark

Aye	No	Abstain
10	0	0
Carried

New Business

Logic Model Introduction - Helen (20 min)

• Logic Model
• Could all board members and staff could look through the logic model in the next week, please provide feedback to Helen?
• A logic model is one way organizations can use to describe their program theory
  • Provides a systematic way to describe relationships and alignment between resources, activities, outputs, audiences, and outcomes
  • It outlines a pathway to a desired result or outcome
• Benefits:
  • helps define why we do what we do
  • visually represents relationships in organization
  • clarify resources, goals, and gaps for funding
• Can be organized by "If this, then that"
  • If this: what is within our realm of control (inputs, activities, outputs, reach)
  • Then That: outside of our control (immediate outcomes, intermediate outcomes, ultimate outcomes)

Competitive Analysis - Cai (5 min)

• Has been conducting a sector review on other similar organizations to Bike Edmonton across Canada (focus on organizations that do bike programming)
  • This could be a good living document for our organization going in the future and valuable learning opportunity for Cai
  • Comparing the programs these cities offer to what programs we offer
• Nearly complete the first draft, with the following preliminary recommendations:
  • Bike hosts - pairing up immigrants/newcomers with a more experienced rider
  • Stronger, more established bike programs
• Big question about these programs is the financial success
• Future step of this process would be to email the organizations to see how successful the programs have been
  • One indication of success could be how long the program has been running
• Next step is to wrap up the report and presentation this week, and present that at the next meeting

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

In Camera:

MOTION

To go in camera
Moved:	Helen
Seconded:	Ali

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn
Moved:	Nancy
Seconded:

Aye	No	Abstain