Board Minutes November 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.

Bike Edmonton Board Meeting Minutes for November 2018

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

  • Date: Monday, November 12, 2018
  • Location: 9702 111 Ave NW
  • 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: Helen
  • Minute-taker: Jasmine
  • Food by: Ali
  • Board attendance: Ali, Mark, Jasmine, Nancy, Mike S., Helen, Jeremy, Mike W., Dustin, Sarah
  • Staff attendance: Chris
  • Regrets:
  • Absent:
  • Guests: Anthony

Call to Order

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

General Intros

  • Helen - been with board for a year, and longtime volunteer at BWS
  • Anthony - not a board member, interested in organization. Avid cyclist, works in traffic ops.
  • Jeremy - volunteering with Bike Edmonton for a couple years, one year as President.
  • Dustin - new addition to the board. Volunteer at EBC events.
  • Mike S. - commercial property for a living
  • Chris C. - Executive Director for Bike Edmonton since 2012, involved in org since 2003
  • Nancy - going into 5th year on board, recreational cyclist
  • Mike W. - new to the board, manages parking services at NAIT.
  • Jasmine - 4th year on the board, commuter cyclist
  • Sarah - new to the board, year-round commuter, user of Community Bike Shops
  • Mark - board member for a half year, interested in building a more urban Edmonton
  • Ali - treasurer for the board.

Logistics for Next Meeting

  • Date:
  • Location:
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this November 12 agenda, the October 2018 minutes, and reports as presented below.

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

Carried

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

Strategic Planning Committee Report

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.

Deficit Reduction Plan

  • Deficit Reduction Plan
  • Aim to have a balanced budget for this year
  • Engaged staff to participate in process to verifying numbers in budget, fundraising, changes in renovations
  • Found significant number of potential revenues streams
  • Staff identified that we would need measures to help improve organizational profits
  • Assumptions in the projected budget are modest; hope is to at least meet them
  • This will be a standing item on agenda so we can check-in on status throughout the year; we'll add a column each month with status

Strategic Planning Goals - Jeremy (15 min)

  • Strategic Planning Folder 2017-18
    • Last year, we had a facilitator help the board work through a strategic planning session.
    • This meeting produced a number of strategic planning leveraging options; want to revisit these goals to update them for this year
    • See link above for more details about each strategic planning goal.
    • When checking back on progress on each goal we've not made much progress; at upcoming retreat, address which pieces we can tackle this year
  • Strategic Planning Retreat Dates: weekend of November 30-December 2
    • November 30 6:30-9:00pm, December 2 9:30am-1:30pm
    • December 1 & 2, 9:30am-12:30pm
      • Preferred time for the board.
    • Location: TBA (Mike S. looking into spaces downtown)
    • Agenda will come out prior to meeting. Think of any strategic projects you'd like to embark upon

Annual Report - (20 min)

New Board Member Introductions - Nancy (20 min)

  • Will be sending out a training plan to new board members.
  • Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
    • One take-away is the capacity of the board (governance vs. administrative)
  • Board members' interactions with staff and volunteers
    • Either you represent the board as a whole or you don't represent the board
    • Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
  • Everyone now should be set-up with Bike Edmonton email addresses
  • Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
  • Training
    • Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
    • Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
  • There's a board evaluation process in the works. Keep an eye out for surveys at the beginning, in the middle, and end of your term on the board to ensure you're getting something out of your position.
  • Looking for mentors for new board members. This will help new members get up to speed. Email Nancy if you're an existing member who wants to mentor.

Bike Edmonton Executive Elections - Geoff (30 min)

  • NOTE: Please read the following job descriptions prior to the meeting.
  • Three people are running again for their current positions: Jeremy (President), Ali (Treasurer), Jasmine (Secretary). Nancy is the outgoing Vice President.
  • Anthony would like to join the board. See motion below for results on his appointment.
  • New board members don't become members until December 1, but can put themselves forward to one of the executive positions.
MOTION
To appoint Anthony to the Bike Edmonton Board.

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

Carried

Bike Edmonton PCard - Ali (15 min)

  • To avoid tedious process of getting multiple approvals for purchases. Goal to minimize use of expense claims.
  • This year is the pilot year and only Chris will be using the card. In the future, all staff would have a PCard.
  • Recommendation of a $2000 approval threshold, above which they'd require executive approval.
  • Purchases over $XXX need pre-approval from an executive board member.
  • The amount will be decided during the board meeting.
  • How does that reduce the organization's risk?
    • It appears that by putting money on a company card rather than a personal one would put the organization at higher risk.
    • If the organization is displacing costs on an employee, that's not great practice.
    • There hasn't been an issue of misspending in the past, so having purchases under a certain amount be unlimited is reasonable.
  • Separate out what the PCard solves, and the relevance of the spending policies. PCard takes onus off employees, and policies might reduce time spent on expense claim processing.
  • If expenditures already fall under a line item in the budget, is the additional oversight necessary?
  • With the new proposed system, ED feels that adding this additional pre-approval will add more hassle to staff.
  • Question of why some of these concerns are coming up now. There wasn't clarity on purpose on PCard, and the discussion will be moved to a conversation at the Admin committee.

New Business

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: Helen
Seconded: Jeremy
Aye No Abstain
7 0 0

Carried


MOTION
To go out of camera.

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

Carried

Adjournment

MOTION
To adjourn the meeting at 8:40pm.

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

Carried