These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for July 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, July 8, 2019
- Location: Education South 177
- 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: Sarah
- Minute-taker: Jasmine
- Food by: Mike S.
- Board attendance: Sarah, Nancy, Jasmine, Jeremy, Helen, Mike W.
- Staff attendance: Molly, Chris
- Regrets: Mike P., Ali
- Absent: Mike S., Mark, Annya
- Guests:
Call to Order
- Meeting called to order by Sarah at 6:38pm.
Logistics for Next Meeting
- Date: Monday, August 12, 2019
- Location: Education South 113
- Chair: Helen (Annya - timekeeper)
- Minute-taker: Jasmine
- Food by: Nancy
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this July 8 agenda, the June 2019 minutes, and reports as presented below.
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| Moved:
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Nancy
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| Seconded:
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Helen
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| Aye
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No
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Abstain
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| 6
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0
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0
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|
| Carried
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President's Report - Jeremy
President's Report Discussion
- Projects this past month
- signage
- paving North shop parking lot
Internal Affairs Committee Report - Ali
IA Report Discussion
Treasurer's Report - Ali
Treasurer's Report Discussion
- Revenue streams were strong, but expenses were also high
- Need to find ways to cut expenses to meet financial goals for September
Program Review Committee Report
Discussion
- Sarah has consolidated feedback on logic model.
- Helen has refined principles for what programs should achieve
- Putting together a pilot evaluation for the workshops
- Logic Model Review
- Presented a final version of the logic model
- Open to feedback on organization of the logic model - things have been condensed from a previous version
- Going forward, will be working on principles and evaluation
- Could consider removing individual arrows and let correlation speak for itself.
Revenue Committee Report
Discussion
- Moving forward on the bike-friendly certification program
Current and Completed Business
Bike Edmonton Yearly Calendar - (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.
- Tasks for June - succession planning and board recruitment
- All current members should start thinking about who they might know to recruit
- Action: Can recruit via the Bike Edmonton newsletter and link to apply - to go out in July/August newsletters
- Action: Add link to apply for the board to the new website
- Action: Put call-out in volunteer email to all membership
- Tasks for July - start to work on next year's budget
- Chris to reach out to bookkeeper to determine ability to complete work.
- Jeremy to chat with Treasurer to know where numbers are at
Deficit Reduction Plan
- Deficit Reduction Plan
- Hasn't been updated recently
- Crowdfunding or social media donation appeals - launched crowdfunding in October
- Chris to continue pushing that out
- Important to push this out in summer months when people are using our services and generally feel positively about Bike Edmonton
- Casino
- Very successful, despite difficulty finding volunteers to be there
- On the register for holding another casino 2 years from now (Hoping to have the casino one quarter of the year earlier)
- Tune-ups
- Fewer requests for tune-ups from community organizations, though commercial requests have not decreased
- Alberta Transportation Grant Received
- Expected to report fully on our programs
- Canada Bikes
- Paths for People applied for a grant, and after a reshuffle, passed the grant to Bike Edmonton.
- We'll try to meet the goals for that grant, through our current programming and services
- EcoTrust
- Leveraged Canada Bikes grant to apply for EcoTrust grant
- A scavenger hunt will be held to support the goal of Explore Edmonton
- Could consider partnering with Edmonton Tourism for the scavenger hunt
- Courses
- Doing very well this year
- Corporate sponsorship
- Working with Edmonton business to provide support to YESS to sponsor bike building in youth
- Contributions for Bike Edmonton's programs that might involve an addition to the program name (i.e., the Spoke - sponsored by ____). Could be good for income for the programs, but less good for optics. If we want money, we might need to go outside of our comfort zone. Sponsorship year-after-year is unlikely for Bike Edmonton, due to the fact that we're not charitable. Should revisit this topic, specifically in the context of the corporate sponsorship (talk with Mark).
Master Board Task List - Sarah (15 min)
- Link to Master List
- Parking lot to be revisited
- Interest in assignment of roles for board meetings - timekeeper, vibewatcher
Debrief Bike Month Party at Dirtbag Cafe - Helen/All (10 min)
- Still waiting to hear from Dirtbag Cafe on money raised for Bike Edmonton
- Tune-up station was a huge success - from public and business
- Weather was not in our favour for a patio party - cold and rainy
- In other scenarios, could have done some fundraising
- Could also have Dirtbag parties later in the season
North shop financial performance post-renos - Chris
- North shop post-renovation performance comparison
- Summary
- Renos were done in November; stats show period just after renos for year of renos and year prior
- North shop is doing 30% better this year compared to last
- South shop was down this year compared to last, though bike sales made up a significant chunk of revenues last year
- Discussion
- Original thought of not having bike sale this year was because just as many bikes were going out the door; if bike sales had such a big impact on sales last year, did we make a mistake on not having the sale this year. - Didn't have bikes to sell at the time of year for the bike sale because they were already being sold from the shop, and stock was low.
- Chris to tease out bike sales for this year to make a comparison on bike sales
- Could consider doing a call-out to volunteers; need to get experienced bike builders for the bike-building nights to bolster fleet of bikes to sell
- Most bikes that are built by volunteers also take significant staff time, and experienced bike builders are rare.
- What's our strategic plan to increase bike sales?
- Chris to prepare cost return report on hiring a bike builder, when prepping new budget
- Follow-up with Mike S. on pulling up commercial listings, as options for North shop
New Business
Signage at BikeWorks North - Sarah (15 min)
- North Shop Signage 2019
- Presenting mock-ups for BWN signage
- Connected with employee of Pioneer Press (printing company); suggested to get it printed on a single decal
- Could try to match with black background, or have white background to pop a bit more
- Colours are flexible - Sarah can make more adjustments, as needed
- Complement the awning with an A-frame or sandwich board to draw attention to the shop
- Cost of Pioneer Press is a fraction of initial quote
- Three types of visual promo for BWN are front signage (dibond), side awning, and sandwich boards
- Preference would be for side awning and a sandwich board
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
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| Moved:
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Jasmine
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| Seconded:
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Nancy
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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MOTION
| To go out of camera
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| Moved:
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Helen
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| Seconded:
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Mike W.
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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Adjournment
MOTION
| To adjourn the board meeting.
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| Moved:
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Helen
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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