Board Minutes February 2020

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 2020

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

• Date: Monday, February 10, 2020
• Location: MEC Downtown Community Room (2nd floor), 11904 104 Ave NW, Edmonton, AB T5K 0G6
• 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: Rachel
• Timekeeper:
• Minute-taker: Jasmine
• Food by: Husam
• Board attendance:
• Staff attendance:
• Regrets: Molly, Mike S, Chris the Intern
• Absent:
• Guests:

Call to Order

• Meeting called to order by Rachel at 6:47 pm.

Logistics for Next Meeting

• Date: March 9, 2020
• Location: MEC, depending on availability
• Chair: Matt
• Minute-taker: Annya and Jasmine
• Food by: Rachel

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February 10 agenda, the January 2020 minutes, and reports as presented below.
Moved:	Talha
Seconded:	Matt

Aye	No	Abstain

President's Report - Jeremy

• President's Report

Treasurer's Report - Talha

• [ Treasurer's Report]
• Casino count $39K end of Jan
• General Account $75K end of Jan
• Revenue in this fiscal year 57K - bike sales
• Expenses is
• Loss is $40K at the end of February.

• Internal Controls
  • Recommendations to come for the board (e.g. how cash being handled by volunteers, credit purchases are approved). Potentially will be ready at the next board meeting. Talha needs help on recommendation development.
  • Implementation of recommendations will likely need some expertise to develop policies.

Program Review Committee - Annya

Program Review: Molly has Spoke program survey data for the last three years. Spoke survey to remain as is, due to the distinct youth group, but open up the guardian/parent survey for change. Chris and Rachel to review the guardian/parent survey and suggest modifications

Marketing: Annya pitched the need for a marketing strategy to a class of MBA students. Opportunity to have students visit one of the locations - Jeremy to consult at staff meeting tomorrow (Feb 11) around dates/times (possibly at an orientation)

Bike Friendly Businesses: Agenda item discussed below.

Message from the Board Blog posts: Rachel forwarded Matt's submission to the board with an ask that all members fill theirs out.

Current and Completed Business

North Shop Lease negotiations - Jeremy (20 min)

• Questions: Do we want to move and is this a good location on the table?
• Existing North community bike shop is in a rough neighbourhood
• At current North and South shop, front desk can have surveillance of entire shop
• Current lease is up at the end of February
• 10620 105 Ave Location
  • Location seems to be in the target zone. Also in same building as Rock Jungle, Dirtbag Cafe
  • Could have space in the front for bike racks, and has a large roll-up door in the back
  • Assumption that property taxes will be at least the same as the current location; would get those reimbursed
  • First three months would be cost-free
  • Space is as-is basis
    • Front half is carpet and back half concrete
    • Two offices - we could take down one and other would be locked storage
  • If we're not ready to vote on next steps, convene a meeting in a week or two to make the decision.
  • Discussion on Space
    • Would be able to knock down middle wall so you could see through from the front area to the back (through a staircase)
    • Mezzanine could take the space of the current outdoor storage at the North shop
    • Pretty much move-in ready; could direct people to the backroom, not keeping any merchandise in the front area
    • A 3-month timeline to move, set-up, get people in the doors would be quite tight. Should have time buffer in case things don't work out exactly as planned. Don't have enough time to pull off the move before the peak season.
    • Would likely lose about half of volunteers due to location shift
    • To regain traffic from south shop move, it took 1.5 years
    • Permitting would be easier if not doing renovations
    • Without needing to take down walls or doing renovations, could transform space in a month (estimate) ==> this could reduce risk of losing volunteers and patrons by maintaining the open shop
    • In south shop renovation, had a full-time volunteer to support the renovations and putting on finishes; should consider the cost of renovations and cost of moving, reduced revenues for the first year
    • Would need to consider putting more staff time for the shops, if we want to increase revenue
    • Given the location, much more potential than previous locations
    • As long as we can make up the difference in rent cost, then would make sense
    • The area has the market for increased sales, but whether it would happen is not certain
    • Would help significantly if we had a shop manager specific to that space; if it's a successful location, it would be more work
    • If the shop opens when students start, that's a key time to recruit volunteers (though the fall isn't great for bicycle-related volunteer recruitment)
    • If everyone's on board with this, then whole board needs to dedicate time towards it (and potentially drop other projects)
    • Would like not to settle on a middle ground; aim would be to commit to a new space, sign a longer-term lease, or shut the north shop down
    • Uncertainty whether there will be real estate available in a year or two when we might decide to move in the future
• Next Steps
  • Arrange a viewing of the space with Matt, Feb. 11 @ 3:30pm
  • Meeting Tuesday, Feb 18 @ 6:30pm Minutes Here
  • Put together floorplan of space
  • Assemble a project plan with roles and who's responsible

Board Volunteer Hour Tracking - Jasmine (10 min)

• Hour Tracking Form

New Business

Canada Summer Jobs - Jeremy (10 min)

• 2020 Applicant Guide

2020 Board Development Training - Jeremy (10 min)

• Board Development Training

Non-Profit Board Intern Updates - Sarah (10 min)

• Project Brainstorm Sheet

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:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting.
Moved:	Sarah
Seconded:

Aye	No	Abstain