Board Minutes May 2023
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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for May 2023
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet
- Start Time: May 8, 2023 7pm
Please RSVP to board@bikeedmonton.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: Kelly Granigan
- Minute-taker: Marcel Huculak
- Board attendance: Kelly Granigan, Marcel Huculak, Andi Eng, Jason Wang, Michelle Bourdon, Ceileigh Cunningham, Charlotte Thomasson, Maxine Myre, Stephen Paskuluk, Alexandra Stout, John Fuller, Matt Hoyt (late)
- Staff attendance: Greg Glatz
- Regrets: John Fuller
- Absent:
- Guests:
Call to Order
- Meeting called to order at 7:06PM
Logistics for Next Meeting
- Date: June 12, 2023, 7pm
- Location: Google Meet
- Chair: Kelly
- Minute-taker:
Discussion of agenda (5 min)
Consent Agenda (5 min)
President's Report
Treasurer's Report
H.R. Committee Report
Governance Committee Report
South Shop Ad-hoc Working Group
Reports to be reviewed, not in the consent agenda
Executive Director's Report (10 min)
- Mostly from the newsletter
- Susanne resignation and benefits changes
- Fee changes are being implemented. No negative feedback received.
Approval of Agenda, Minutes, Reports (5 min)
| To approve this May agenda, the April 2023 minutes, and reports as presented | ||
| Moved: | ||
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
Current & Completed Business
Updates on Action Items From Previous Meeting, Reminders (5 min)
- Everyone log your volunteer hours for the past month.
- Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
- Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
- Reminder of our Code of Conduct
- Reminder of conflict of interest policy
COMPLETED
New Business
Board and Committee Evaluations (15 min)
- Due in June,
- Questionnaire to come out next week
- Committee Chairs responsible to set up meetings to review the results
- Kelly to create questionnaire/forms to be sent out, maybe with Greg’s help to membership
Staffing for Community Events (20 min)
- Usually have a good base of volunteers with an honorarium, but response was poor for planned events this spring. Did an improved call out based on feedback and still got no further response.
- Proposed to offer an hourly wage to volunteers, was approved at the Executive Committee meeting. We’ve canceled May tune-up events but will proceed with bike parking events.
City wants our bike racks for 29 events this year, but we need to think about our other non-city events that we serve (River Hawks, Folk Fest, K Days, M Days, Symphony Under the Sky, Pigeon Poo in the Eye) - a “Both And” approach, which will need negotiation.
- We will create a volunteer list for people named Stephen, because he never saw an invite; same for people named Michelle (that is, we are probably missing some volunteer lists and thus our response was not as good as it could have been).
Voicemail and Phone System (15 min)
- Our phone system tries to account for all possibilities - outgoing message is 2:20 with lots of options. Feedback is that it is too long.
- Has been changed to direct people to website, may need provisions for people without web access. People can still leave a voice message with a call back number.
- Could we change our subscription with Ring Central? We pay about $1000 per year. Will check with Chris Chan re: options, features etc.
Draft Donor Recognition Policy (20 min)
Draft Donor Recognition Policy
increasing volunteer responsibilities to increase shop hours (20 min)
- Some access limited by our system; there are some frustrations with our system expressed by our members. There are options to increase capacity:
- Wait lists to draw from
- Add 30 minutes to each day we’re open
- Add a new day to our schedule
- Develop a volunteer base that is comfortable with committing to specific hours that allows us to be more predictable.
- Will be risks to take on if relying more on volunteers and we will need to manage those risks
- Is an operational issue and we will try to build capacity this year (i.e. recognise this problem will not be solved quickly and easily)
- Will be on the staff meeting agenda for tomorrow.
- Are there any big concerns with putting a bigger shift/responsibility on volunteers? None expressed.
Optional items pending time
Potential New Projects (20 min)(did not discuss)
- Review Pet Projects list to see what we want to take on next, and who will do it.
- Potential projects:
- No Period Without
- social family friendly bike ride/cargobike meet up during summer
- Pet Projects from Retreat:
- Bike parking at events
- BE working with organizations and grassroots movements to make biking accessible for houseless people.
- A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
- offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
- Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
- A bike service van
- Website revamp
- community tourism
- Building relationships with funders or other revenue supporters to support the org
- Tube-bogganing
- Bike With Us (previously bike to the symphony)
- weaving used tubes
- BE History/Archive project
- Unpaid artist in residence
- Bike of the month Tiktok/youtube video series
- Online bike art/invention challenge
- Repair videos series
- Guerrilla bike repair street crew
In Camera Session (not required)
Adjournment
| To adjourn the meeting at 8:19 pm. | ||
| Moved: | ||
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||