Board Minutes May 2018

From Bike Edmonton
Jump to navigation Jump to search

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

EBC Board Meeting Minutes for May 2018

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

  • Date: Monday, May 14, 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: Helen
  • Minute-taker: Jasmine
  • Food by: n/a
  • Board attendance: Helen, Jonathan, Geoff, Mike S., Nancy, Jeremy, Jasmine
  • Staff attendance: Molly, Chris
  • Regrets: Ali, Mike P.
  • Absent:
  • Guests: Mark

Call to Order

  • Meeting called to order by Helen at 6:38pm.

Logistics for Next Meeting

  • Date: Monday, June 11, 2018 6:30pm
  • Location: U of A, Education South 113
  • Chair: Geoff
  • Minute-taker: Jasmine
  • Food by: Mike P. (back-up Mike S.)

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this May 14 agenda, the April 2018 minutes (notes here), and reports as presented below.

Moved: Mike S.
Seconded: Nancy
Aye No Abstain
7 0 0

Carried

President's Report - Jeremy

  • [Presidents Report April 2018 ]

President's Report Discussion

H.R. Committee Report - Nancy

HR Report Discussion

  • Motivations and Barriers for volunteering document; identify gaps in incentives and unaddressed barriers to ensure we're supporting volunteer engagement
  • Molly to share notes from "demonstrating volunteer impact" presentation which could contribute to this effort

Treasurer's Report - Geoff/Ali

Treasurer's Report Discussion

  • Jon: Report is lacking a link to Neil's report, and may need to
  • Can check on Neil's reports by accessing the EBC Google Drive financial folder

Administrative Committee Report - Jonathan/Ali

Strategic Planning Committee Report

Current and Completed Business

BWN lease renewal - Jon (15 min)

  • Renewal rates for existing location: $10/ft^2 for main floor, extra $200 for mezzanine.
    • Current landlord is happy keeping EBC as tenants
  • Landlord offered EBC a space in the same building: 1255 ft^2, garage door in the back, yard space 3/4 size of existing yard, 2-3 parking stalls
    • Size may be inadequate for bike sales and workshop space
  • BWN shift to streetfront unit
    • Being right on 111 Ave might increase BWN visibility, and attract new clients
    • Location is still set-back from road, door access is not from the sidewalk
  • Any way to combine the two units
  • Goal of moving BWN wasn't for more space; goal was to increase revenue potential
  • Renewal of BWN Lease
    • 3 years comfortable time, could consider other shop locations in this time
    • Done our due diligence in investigating other options and considering financial position.
    • Minimal risk of doing one-year lease, which would allow flexibility to look for a new space. Would require board-level commitment to keep that moving. Mike S. and Chris could work together to keep it moving
    • Consider a 18-month lease to shift potential move from busy season
    • 12-18 month lease could give us time to try to engage the community. A shorter time
  • Feasibility of BWN still worth it? Looking at costs and revenues of both shops, BWN is doing okay.


MOTION
Jonathan will speak with BWN landlord about an 18 month-lease at the current BWN location.

Moved: Geoff
Seconded: Jasmine
Aye No Abstain
7 0 0

Carried

Name change updates - Chris (15 min)

  • Name change tasks
  • Officially, our organizations name is Bike Edmonton, but until the launch on July 14, we won't publicly call ourselves that.
  • Will need to update our name on search engines and online sites, paper materials, some aspects will need to be redesigned
  • All these things will need to be done in time to send to print
  • Q: Will switching servers for some of our online sites be too much work? Switching to Square Space from WordPress will be already a huge burden lifted
  • Q: Considering we want the name change public by July, how much should be done in advance, and what can be done after? Prioritizing the public-facing materials is crucial to minimize confusion.
  • Consider doing a volunteer call-out for name change transition tasks, especially for the physical resources.

Volunteer Survey update - Nancy (15 min)

  • Survey is ready to go
  • Board should be ready to have a follow-up to the survey results (a "What we heard" document)
    • When we want to release the survey, we should be prepared to analyze responses right away
  • If Geoff gets an EBC membership list, he can send it out through his survey work systems
  • Chris, Geoff, Nancy to discuss specifics of this survey send-out

Fundraising event, Rock Jungle - Helen (15 min)

  • June 30 or July 14 (the latter may not be ideal date based on staffing concerns)
    • Dates were chosen to avoid major events and adapt to varying schedules
  • Will get to use the space for free, EBC members can climb for free, shoe rentals will have an associated cost
  • Set it up so drinking and climbing don't overlap
  • Stacey in touch with local breweries to get kegs, outdoor patio with licence
  • Look into screen-printing with members' clothing
  • Looking into musicians to play that night
  • Request for board members to help out in the operations of the event
  • Promotional opportunities
    • Rat Creek Press
    • The Yards magazine
    • Promo in community leagues

Offsite Bicycle Donation Location - Jon (15 min)

  • Joe Clare, patron at BWN, has offered to help out to support the organization as a volunteer-at-large
  • Noticed that donations can only be made during BikeWorks open hours
    • Offered to put up a secure enclosure on his site where people can make donations whenever his business is open (he has a retail location in Strathearn)
  • Having a Bike Edmonton depot is a great way to engage with the community
  • No foreseeable risks to our organization or reputation
    • What would the demand be on that donation site?
    • Risk of us getting stuck with a ton of scrap metal. Those taking donations would have to make a judgement on whether it's acceptable
  • As an organization, we can do a better job at turning donations into cash, and this can be a starting point to increasing quantity of donations


MOTION
To accept offer for offsite donations

Moved: Mike S.
Seconded: Jonathan
Aye No Abstain
7 0 0

Carried

New Board Members (15 min)

MOTION
To add 2 new board members to our board - M

Moved: Nancy
Seconded: Helen
Aye No Abstain
7 0 0

Carried

Strategy Session Update - Jeremy (15 min)

Strategy Session Discussion

  • This session was great; requires follow-up
  • What's next from here?
    • Have Strategic Planning committee members to help put these plans to motion
    • Identify who worked on which aspects, might be able to move it along a little quicker, solicit help from volunteers
    • Recommendation: Executive committee to prioritize leverage opportunities
    • Still work to pull information and materials together, so they can be ready to be picked up again after a hold

In Camera:

MOTION
To go in Camera

Moved:
Seconded:
Aye No Abstain

Expression error: Unexpected < operator.


MOTION
To go out of Camera

Moved: Jonathan
Seconded: Jeremy
Aye No Abstain
7 0 0

Carried

Adjournment

MOTION
To adjourn the meeting at 9:33pm.

Moved: Nancy
Seconded:
Aye No Abstain

Expression error: Unexpected < operator.