Board Minutes June 2016

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These minutes were approved at the July 2016 board meeting.

EBC Board Meeting Minutes for June 13th, 2016

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

  • Location: room 113 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: Derek
  • Food by: Nancy
  • Board attendance: Jon, Adrian, Nancy, Dan, Jasmine, Geoff, Derek
  • Staff attendance: Chris
  • Regrets: Anna, Rachel, Karl
  • Absent:
  • Guests: Karen Laberee, Tamara Cole-Sieben, Ivan

Call to Order

  • Meeting called to order by Geoff at 6:44pm.

Guest Speaker - Karen Laberee with BikeMaps.org (15 min)

  • 15 min presentation, 5 min Q&A
  • Background info: "BikeMaps.org is a crowd-source tool for global mapping of cycling safety. Using the icons, add your own data on cycling crashes, near-misses, hazards, and thefts. Our goal is to map your cycling experience to make biking safer. You know your local cycling trouble spots and we want you to map them. Your knowledge of cycling safety, hazards, and even bike thefts will be analyzed using GIS and statistics to identify hot spots of cycling safety, risk, and crime. Stay tuned for updated safety maps generated from YOUR biking experience."
  • See data visualization for Edmonton
  • Karen: I'm with BikeMaps.org, started out of the geography department out of the University of Victoria. It's estimated that only 30% of bike collisions are captured in the conventional data.
  • In 2016 we created BikeMaps.org. It is a form of global crowd-sourcing. There is a peer review documentation online to explain their rationale in greater detail. Near misses, hazards and falls are being analyzed. The pin gets dropped down on a map; a short form pops up on screen, and an anonymous report can be submitted regarding. Collision, Near miss, Hazard, Theft. Potholes, leaves, poor signage = hazard. If something bad (almost) happens = that is a near miss.
  • The website also has a data visualization page of the hazards in the area. There are apps for iOS or Android. You will receive push notifications from the app if your regular route has an obstacle or report issued.
  • They want to constantly feedback; they are not hoarding the data. It will be shared with the people who helped generate it.
  • There are about 2,800 reports so far internationally.
  • BikeMaps.org has locations in over 40 countries: Canada, US, Australia, Iceland, UK, Germany, (mostly greater Victoria).
  • We are now filling in data that has not been captured through police reports and other conventional data collection methods.
  • Did you know that is some regions, more accidents may happen on Wednesdays (for ex.). The app can then retroactively connect the weather on the given day and time of the incident report.
  • Focusing on Edmonton and Ottawa in 2016. Mapping in Edmonton since last summer. Three years of funding. So the data will be submitted in 2019. The app will be live and will not be taken down.
  • Discussion notes:
    • They are asking for our support in promoting this research tool.
    • contact info: info@bikemaps.org, @bikemapsteam, klaberee at uvic dot ca
    • No established conventions for social media promotion.

Guest Speaker: Tamara Cole-Sieben, Goodwill Industries (15 min)

  • Tamara works for GWI and would like to meet the EBC Board
  • Goodwill website
  • For the 6 six weeks, we have been working with Tamara, predominantly. We have drafted to an agreement.
  • Goodwill has been in Alberta for seven years; we have a Goodwill international affiliation.
  • Goodwill Values: People, Profit (with a Purpose), Planet. Everything that is not sold is upcycling; we use the resources until we can’t anymore.
  • Providing education and employment programs for adults with disabilities.
  • This will be our centralized distribution centre; there will be a "Pound Center," where everything can be bought by weight. This ties back into up-cycling, even down to raw materials such as purchasing glass and metal by weight.
  • Where we want the bikes to go is into our workshop, not into the landfill. We will refurbish them to increase their value and utility, we are not throwing things into a landfill, at the same time we are teaching new skills, and providing social interaction.
  • We are looking for the development of social skills and transferable skills.
  • It will be an engagement center supporting adults with disabilities, who have limited opportunities to gain social and economic skills.
  • Additionally, the bikes give people with disabilities a prominent sense freedom.
  • We (EBC) support children with disabilities (via You Can Ride Too), who then grow up to be adults. The partnership is well aligned with our purposes.
  • These are great transferrable skills to somebody who has a disability. Those real task skills that will lead them to gainful employment.
  • We are anticipating a reciprocal training relationship where EBC will assist the adults with disabilities learning mechanical skills that could lead to employment.
  • Our goal for this partnership is to provide designated space (3,000 sq.ft). Inside the space there will be racking that will be for our purposes alone. The rest of the building will be shared space. The building features wheelchair accessible spacing and an overhead door.
  • There are 165 individual Goodwill retail stores in Alberta. This is an increase from 18,000 sq.ft to 70,000 sq.ft. total Edmonton warehouse space for Goodwill Industries Alberta.
  • The center is divided into a bicycle repair area; then there is a separate woodworking area,
  • They want to be able to refurbish bikes to their retail stores.
  • They want to partner with an organization [EBC] that can help people get into bikes that they otherwise may not be able to afford or be able to maintain without some hands-on learning from our volunteers, etc.
  • They are developing this space with no funding in place, and no other local community partners.
  • We were asked to consider what are the jobs, and what are the transferable skills that would help individuals with disabilities? (i.e., Scrapbooking, carpentry, etc.). They are looking for connections in Edmonton if we have ideas.

Logistics for Next Meeting

  • Date: Monday July 11
  • Location: rm 113 Ed S
  • Chair: Jasmine
  • Minute-taker: Derek
  • Food by: Adrian
  • Regrets: Jonathan, Dan

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this June agenda, the May 2016 minutes, and reports as presented below EXCEPT the June Treasurers report. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

Treasurer's Report - Geoff

Executive Director's Report - Chris

H.R. Committee Report - Nancy

  • [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

  • [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Derek

  • [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2016 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
  • Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
  • Sep 2015: Anna to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
  • Feb 2016: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
  • Apr 2016: Jon, Geoff connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
  • Apr 2016: Derek & SP Committee to share program eval criteria with ED/staff to begin testing.
  • May 2016: Chris committed to complete these reports by Friday May 13.
  • May 2016: Geoff will look into putting Simply back ups into Google Drive.
  • May 2016: Nancy will share final copy of Bikeway Design doc when available.
  • may 2016: Jon, Geoff, Derek, Adrian, Chris will meet as ad-hoc subcommittee about membership in May.
  • Jun 2016: Geoff and Chris to connect on transfering funds to tangerine (for higher interest)
  • Jun 2016: Geoff to sort out how do EFT for more prompt payment to volunteers, and make sure Gemma can do this. Treasure still to approve
  • Jun 2016: Derek to prepare report on grants available for next board meeting
  • Jun 2016: Geoff to confirm that Gemma is using the AGM budget when doing actual vs budget comparisons

COMPLETED

  • May 2016: Geoff will ask bookkeeper to be more prompt in statement preparation.


Partnership Agreement with Goodwill Industries (15 min) Jonathan

  • Board to discuss and vote on whether EBC/YCR2 should enter into a binding agreement with Goodwill Industries to occupy space at their new warehouse
  • Discussion notes:
    • Funds from Rotary can be used for this
    • What will happen if they don't get the grant funding they are hoping for


Motion: That EBC sign with Goodwill Industries of Alberta, to occupy space at their warehouse located at 168 ST and 114 Ave Edmonton, a binding agreement that is materially the same as the agreement in principle presented to the Board on June 13 2016. Moved by Jonathan, seconded by Derek. Motion Carried.

Action Items: Jonathan will sign an agreement by end of June.


Budget Presented at AGM (10 min) Jonathan

  • Reviewing minutes of previous board meetings, there does not appear to be a Board resolution to amend the budget presented at our 2015 AGM. As such, it appears that the AGM budget remains the budget of record and that revenues and expenses recorded in FY 2016 should be aligned with the AGM budget.
  • Reference December 2015 Minutes "Budget Amendment re Contract Staff Start Date"

Action Items: Geoff to confirm that Gemma is using the AGM budget when doing actual vs budget comparisons

New Business

Executive Director Job Description (5 min) Nancy

Shop Security (10 min)

  • Apparently our volunteers were strongly against installing camera inside the shop; however, It may mitigate shrinkage if we did.

In Camera Session

  • Motion: To go in camera. Moved by Nancy , seconded by Jonation . Motion Carried.
  • Please list how long you believe your topic will take to discuss:
    • Nancy- Topic 1 (10 min)
    • Nancy- Topic 2 (20 min)
  • Motion: To close the in camera discussion. Moved by Nancy, seconded by Dan. Motion Carried.

Adjournment

  • Motion: To adjourn the meeting at 9:21pm. Moved by Nancy, seconded by Derek. Motion Carried.
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