Board Minutes January 2019
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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for January 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, January 14, 2019
- Location: TBD
- 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: Jeremy
- Minute-taker: Jasmine
- Food by: Mike S.
- Board attendance: Mike S., Jeremy, Ali, Sarah, Mike W., Mike P., Dustin, Jasmine, Mark
- Staff attendance: Chris, Molly
- Regrets: Helen, Nancy
- Absent:
- Guests:
Call to Order
- Meeting called to order by Jeremy at 6:38pm.
Logistics for Next Meeting
- Date: Monday, February 11, 2019
- Location: Ed 113
- Chair: Dustin
- Minute-taker: Jasmine
- Food by: Ali
Approval of Agenda, Minutes, Reports (5 min)
| To approve this January 14 agenda, the November 2018 minutes, and reports as presented below. | ||
| Moved: | Mark | |
| Seconded: | Ali | |
| Aye | No | Abstain |
|---|---|---|
| 9 | 0 | 0 |
| Carried | ||
President's Report - Jeremy
President's Report Discussion
Internal Affairs Committee Report - Ali
IA Report Discussion
- Volunteer survey was sent out tonight
- Newsletter help would be in form of monthly article from board
- Some content can be on website blog, and newsletter links to that
- Content can be submitted by any Bike Edmonton volunteers
- First aid training in the shops
Treasurer's Report - Ali/Neil/Geoff
Treasurer's Report Discussion
- Casino funds are dwindling
- Usually, the casino account is completed used before the next casino (May 2019)
- Company MasterCard is up and running
- Process TBD at next Exec meeting
Program Review Committee Report
Revenue Committee Report
Discussion
- Committee has fashioned itself to be a blend of administrative and governance
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.
Deficit Reduction Plan
- Deficit Reduction Plan
- Change needed: adding an actual $ column
- Aim to update on a monthly basis
Strategic Planning Goals - Jeremy (15 min)
New Business
Board Response to Volunteer Needs - ALL BOARD (10 min)
- Bike Edmonton Volunteer Status:
- Most Bike Edmonton volunteers are spending their time during public hours in the bike shops (and even this type in lacking in numbers)
- Little active recruitment of volunteers; simply post volunteer orientations
- No well-developed volunteer structure or training program. Jonathan was working on a mentorship program in the shops
- Outside of the bike shop, there aren't defined needs/roles, and there's little time to orient these volunteers
- The shop volunteer environment might be improved with shop hosts (the non-mechanic shop volunteers).
- Staff have ideas that they think will improve volunteer engagement and retention; time is not on their side
- In draft revenue survey, idea came forward that it's tough to get the volunteers we need.
- Staff have mentioned that when they have to fill in for volunteers, it takes away from doing their own roles.
- Idea: Could tap into a different type of volunteer than we have typically recruited (i.e., post-secondary students, community league)
- Idea: Create a tasklist for particular volunteer positions (to guide volunteers, for future reference)
- Consider having a volunteer coordinator (who is a volunteer); Sarah has experience from her work with volunteer management programs
- Steps going forward:
- Find the document with volunteer engagement and retention challenges along with some "answers".
- Chris and Sarah meet to discuss how to proceed, and will loop in Internal Affairs Committee
- Create tasklists of things board could do, but don't have time to tackle
- Report going to Council with different options for BikeShare within Edmonton
- Going to recommend the option that any company can come forward, apply, and run the bikeshare in Edmonton.
- How can we leverage this opportunity to promote Bike Edmonton?
- Upcoming meeting with Lime BikeShare
- Lime will want support of Bike Edmonton
- We support BikeShare because it will increase use of and support for bike lanes
- Opportunities for revenue-generating partnerships
- Links to the revenue generation committee; could certify company as "bike-friendly"
- Could create a partnership where they support our services and they certify their company
- Since we support bike share, they could make some donations
Board-Staff Communication and Collaboration - Jeremy (10 min)
- Q: What's the best way for the board to communicate with staff?
- Should it go through one person, each committee, any board member?
- A: Happy to receive emails from the board at any point, with the caveat that spring and summer response time may be slow. Provide adequate notice.
- Ability for committees to go directly to staff would increase efficiency. Could have contact through committee chairs.
- Need for overview of priorities to know which requests would take higher priority. Deadlines should have already been communicated before week-before requests.
- Board members need for communication back from staff when things are not prioritized.
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:
| To go in camera | ||
| Moved: | Ali | |
| Seconded: | Mark | |
| Aye | No | Abstain |
|---|---|---|
| 9 | 0 | 0 |
| Carried | ||
| To go out of camera. | ||
| Moved: | Ali | |
| Seconded: | Jeremy | |
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||
Adjournment
| To adjourn the meeting at 9:12pm. | ||
| Moved: | Dustin | |
| Seconded: | Ali | |
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||