Board Minutes July 2018

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

EBC Board Meeting Minutes for July 2018

Board meetings are open to the EBC members and the public.

• Date: Monday, July 9, 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: Geoff
• Minute-taker: Jasmine
• Food by: Helen
• Board attendance: Geoff, Ali, Jeremy, Sean, Helen, Nancy, Jasmine
• Staff attendance: Chris C.
• Regrets: Mark S., Mark
• Absent:
• Guests: Cailin Yang (Non-Profit Board Intern)

Call to Order

• Meeting called to order by Geoff at 6:35 pm.

Logistics for Next Meeting

• Date: Monday, August 13, 2018 6:30pm
• Location: U of A, Education South 113
• Chair: Nancy (Jeremy back-up)
• Minute-taker: Jasmine
• Food by: Ali

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this July 9 agenda, the June 2018 minutes, and reports as presented below.
Moved:	Nancy
Seconded:	Helen

Aye	No	Abstain
6	0	0
Carried

President's Report - Jeremy

• [ Presidents Report July 2018]

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan
• Volunteer Engagement Motivations and Barriers 2018

HR Report Discussion

Treasurer's Report - Ali

• Treasurer's Report June 2018

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplam
• Administrative Committee July 2018 report

Strategic Planning Committee Report

June Meeting Notes Work Plan

Current and Completed Business

Volunteer Survey update - Nancy (15 min)

• Last discussion, concerns were brought up regarding suitability of EBC mailing lists through company
  • Discussion about medium for sending out survey to be held at a later time

Executive Committee update on staffing models - Jeremy and Nancy (30 min)

• Meeting with Executive and HR Committee, decided these two committees would lead this
• Primary directive of our board is governance rather than operations
  • Previous staffing structure wasn't working, so instituted interim model in which an administrative committee takes on operational responsibilities
  • Admin committee was responsible for 4 responsibilities from different jobs. Now need to reintegrate those responsibilities into existing positions.
• Steps going forward:

1. confirm position descriptions,
2. ensure alignment with strategic direction of the board,
3. validate positions with staff members,
4. determine if there are any gaps,
5. implementation timeline,
6. staff performance appraisal

• Jonathan still interested in acting as liaison

End-of-term Evaluation - Jasmine (5 min)

• Keep an eye out for an end-of-term evaluation between now and August's meeting

Annual General Meeting Location - Jasmine (5 min)

• Booked DECL (Downtown Edmonton Community League) for Sunday, October 14.
• To start the planning well in advance, will begin planning and reach out to board members for support in coming months.

BWN Renovations and Associated Costs - Geoff (15 min)

• Geoff would like to discuss BikeWorks North renovation commitment given various other items from budget
  • shop fee increase was in the budget for the whole year, and did not happen (will only be in for 3 weeks of the fiscal year)
  • had significant rental income in the budget - we've cancelled that program (and it was over estimated)
  • had significant grant revenue increases in budget - my understanding is Molly doesn't think that will happen
  • on the up side, we are ahead on bike sales as of the end of April
• Geoff suggests it is risky to commit to expenses, without doing some fundraising first, especially since we expect we will not hit budget on various other items
• Fundraising ideas are in the works for the coming year.
  • Smaller fall bike sale
  • Crowdsourcing funds for renovated BWN

New Business

In Camera:

MOTION

To go in camera
Moved:	Ali
Seconded:	Jeremy

Aye	No	Abstain

MOTION

To go out of camera.
Moved:	Helen
Seconded:	Sean

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at 7:22pm.
Moved:	Nancy
Seconded:

Aye	No	Abstain