Board Minutes June 2019

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

Bike Edmonton Board Meeting Minutes for June 2019

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

• Date: Monday, June 10, 2019
• Location: Education South 113
• 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: Jasmine
• Minute-taker: Jasmine
• Food by: n/a
• Board attendance: Jeremy, Jasmine, Ali, Annya, Mark, Sarah
• Staff attendance: Chris
• Regrets: Mike P., Nancy, Helen, Mike W., Molly, Mike S.
• Absent:
• Guests:

Call to Order

• Meeting called to order by Jasmine at 6:39pm.

Logistics for Next Meeting

• Date: Monday, July 8, 2019
• Location: Education South 177
• Chair: Sarah
• Minute-taker: Jasmine
• Food by: Mike S.

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this June 10 agenda, the May 2019 minutes, and reports as presented below.
Moved:	Sarah
Seconded:	Mark

Aye	No	Abstain
5	0	0
Carried

President's Report - Jeremy

• President's Report

President's Report Discussion

• BWN Lease
  • Request search of commercial rentals from Mike S. to see if there's a cheaper, more central option
  • Last renewal of lease was 18 months (to see performance after renovations, and so a move wouldn't be during the busy season)
  • Could look at difference in financial performance of BWN pre- and post-renovations for July board meeting
• Figuring out some better signage for BWN with landlord

Internal Affairs Committee Report - Ali

• Internal Affairs Workplan

Treasurer's Report - Ali

• Treasurer's Report

Treasurer's Report Discussion

• Projections don't take into account grants or casino account, so outlook is good.
• New Bookkeeper
  • Recruited a new bookkeeper (AccountTrust) from a pool of 5 bookkeepers
  • Received quotes from all 5, and they beat our current bookkeeper expense
  • New bookkeeper has experience with NGOs, has had introductory meetings with outgoing bookkeeper
  • Next step is drafting the contract

Program Review Committee Report

• Program Review Committee Workplan

Discussion

• Logic model is nearly complete
• Plan to survey workshop participants to see how well we're achieving objectives from the logic model
• Aim to have draft survey, draft principles, and complete logic model by July meeting
• Committee meetings have transformed into working meetings

Revenue Committee Report

• Revenue Committee Workplan

Discussion

• Certification
  • Board member's employer would be interested in becoming Bike-friendly certified, and sponsoring Bike Edmonton
  • Has put together 4 volunteer positions to run the certification program; can post on volunteer sites and circulate among networks
  • Final volunteer description has been circulated to board
  • Oversight for the certification would be the board as a whole, with Mark as the point person
  • Deadline to submit volunteer interest is end of June
  • Staff can assist with graphic design of certification collateral
• Sponsorship
  • Mike W. and Jeremy to meet with potential sponsor to gauge interest level or present proposal

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.

Deficit Reduction Plan

• Deficit Reduction Plan

Master Board Task List - Sarah (15 min)

• Link to Master List

Environmental Scan by NPBI - Jasmine (10 min)

• Environmental Scan
• Questions:
  • What are we doing with the results of the environmental scan?
• Discussion
  • Could we share this data in some public form? What are its limitations?
  • Would remain internal and be shown among members at AGM.

New Business

Bike Month Party at Dirtbag Cafe - Helen (10 min)

• Details
  • Every month, Dirtbag cafe raises money for a local organization
  • Since June is bike month, they wanted Bike Edmonton to be the target organization
  • They ask organizations for whom they're raising money to host an event at Dirtbag Cafe
  • Possibility of providing bicycle-powered drinks (via Jan's bike-powered blender)
  • Have a table, membership purchase options, buttons and merchandise
  • Open to other activities at the event - raffle, urban bike tours, Music is a Weapon
• Date
  • Suggestion of picking a Friday at end of the month - June 21st
  • Time of event TBD

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:	Jasmine
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:	Mark
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the board meeting.
Moved:	Sarah
Seconded:

Aye	No	Abstain