Board Minutes March 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 March 2019

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

• Date: Monday, March 11, 2019
• Location: Education 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:Mike Wilson
• Minute-taker:Jeremy Shepherd
• Food by:Mike Wilson
• Board attendance: Jeremy, Sarah, Nancy, Mike W, Helen F, Dustin M, Mark H
• Staff attendance: Molly, Chris
• Regrets: Ali, Jasmine, Mike S
• Absent:
• Guests:

Call to Order

• Meeting called to order by Mike W at 6:50pm.

Logistics for Next Meeting

• Date: Monday, April 8, 2019
• Location: TBD
• Chair:Helen
• Minute-taker:Jasmine
• Food by: Mike P

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February 11 agenda, the January 2019 minutes, and reports as presented below.
Moved:	mark
Seconded:	dustin

Aye	No	Abstain
6
passed

President's Report - Jeremy

• [ President's Report]

President's Report Discussion

• no report for this month, but will chat about what he's working on
• executive committee is looking at sustainability of the organization and what we can do to remain viable. have applied for a line of credit. and succession planning of the board. Discussing ongoing roles for executive succession. Looking at applying for property tax waiver as a non profit. Ali is working with Chris on this. Should reduce the amount of rent we pay as part of the lease because taxes are added to the lease costs. Meeting with staff to promote north shop and upcoming bike sale. Working on more grant applications and identifying other grant opportunities. Got the City grant around 17K. Upcoming casino funds won't kick in until next August.

Internal Affairs Committee Report - Ali

• Internal Affairs Workplan

IA Report Discussion

• workplan was reviewed, no updates to date.

Treasurer's Report - Ali/Neil/Geoff

• Treasurer's Report

Treasurer's Report Discussion

• anticipating casino revenues for August from May casino. Had to rewrite lease cheques from the general account. no current financial reports available. Question around what the revenue increase has come from?

Program Review Committee Report

• Program Review Committee Workplan
• draft logic model will be available for next months meeting and will have Cai's sector review report at that time. Some feedback was received late, and haven't been synthesized yet.

Revenue Committee Report

• Revenue Committee Workplan

Discussion

• updates have been made on the workplan
• have connected with YESS committee for a meeting

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.
• no items for march. Having a "Bike Shop Day" at the shop on March 23. Bike sale is April 27th at the South Shop and plans are underway for that. Bikes are being moved around between shop and storage.

Deficit Reduction Plan

• Deficit Reduction Plan
• Change needed: adding an actual $ column
• Aim to update on a monthly basis
• no updates to this plan for this month. Some courses are running in March and April.

Master Board Task List - Sarah (15 min)

• Link to Master List
• add links as appropriate. look to see if the things are correct.

This should become a standing agenda item. Directors should add tasks as appropriate. Things could be added during meetings as they come up.

Bike Edmonton 2.0 Discussion Paper - Revenue Committee (30 min)

• Bike Edmonton 2.0 Accelerating our impact. Securing our future
• Got 8-10 surveys back. Report was summarized. Comments were made on the document. Further feedback is asked for to leave on the report for consideration. Looking at making a second draft of this report to include grants in particular.

Presentation on Bike Programming Environmental Scan - Cai (20 min)

• technical issues. not able to connect to make presentation. moved to next meeting.

New Business

new board members

• Mark has introduced potential new board member.

Key Volunteers for the Casino - Molly (5 min)

• need 5 volunteers to be able to run the casino, May 29 and 30. Looking for volunteers that are familiar to the organization. 2 people confirmed, one more potential.

Bike Sale Marketing and Planning Timelines - Internal Affairs (20 min)

• Marketing timeline
• Lead for organization
• Newsletter

-didn't do a lot of marketing last year. wanted to avoid chaos. Had 200 bikes for sale. All the bikes were sold. Suggest that the marketing be specific to the amount of bikes that we have for sale. Coreen anticipates that we may have 100 bikes for the sale depending on the sale of bikes through the spring. Discussed if there was a way to increase the capacity of the sale, either increased inventory or ability to build more bikes.

OH&S Policy - Mike P./Jeremy (10 min)

• next steps to start with the policy and then carry on with assessments.

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

Mike P
Moved:	Sarah
Seconded:	Helen

Aye	No	Abstain
7

MOTION

Jeremy
Moved:	Sarah
Seconded:	Mike W

Aye	No	Abstain

Adjournment

MOTION

Moved:
Seconded:

Aye	No	Abstain