These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for October 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, October 7, 2019
- Location: South Academic Building (SAB) 1-36
- 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: Jeremy
- Timekeeper:
- Minute-taker: Jasmine
- Food by: Jeremy
- Board attendance: Nancy, Mark, Sarah, Mike S.,
- Staff attendance: Chris
- Regrets: Molly, Mike W., Helen
- Absent:
- Guests: Talha, Chris Chan (Non-Profit Board Intern)
Call to Order
- Meeting called to order by Jeremy at 6:36pm.
Logistics for Next Meeting
- Date: November 3, 2019 (AGM)
- Location: Ritchie Hall
- MC: Mike S.
- Minute-Taker: Jeremy (or Sarah)
- Date: December Retreat? (Determine logistics at AGM mini board meeting)
- Location:
- Chair:
- Minute-taker:
- Food by:
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this October 7 agenda, the September 2019 minutes, and reports as presented below.
|
|
| Moved:
|
Nancy
|
| Seconded:
|
Sarah
|
| Aye
|
No
|
Abstain
|
| 5
|
0
|
0
|
|
| Carried
|
President's Report - Jeremy
President's Report Discussion
- Verbal update in place of a physical report
- Helping new bookkeeper settle into role, connecting with outgoing bookkeeper
- Taking over some of the treasurer's role (i.e., approving expenses)
- Confirming AGM location - uncertain whether the hall is suitable for the AGM
- Require process to update the budget, but don't have another meeting between now and AGM
- Will need board members to review the budget once a draft one is created.
Internal Affairs Committee Report - Ali
IA Report Discussion
- Not much to report on this front.
- Had planned a review of the grant process (which we've applied for, which we could apply for)
- Could make any recommendations re: how to structure committees
- When there's a goal-based committee, run into constraints within the organization, that could strongly impact the work of the committee, compared to a subject-based committee
Treasurer's Report - Ali
Treasurer's Report Discussion
Program Review Committee Report
Discussion
- Wondering if there's a way to operationalize the recommendations of the Program Review Committee (in the annual report).
- There's an evaluation tool that's been shared with staff, and will be piloted on one program to begin.
- A lot of work went into this, and the hope is that it won't drift away
Revenue Committee Report
Discussion
- Purpose of raising more revenue isn't an end unto itself. It's to help make the organization more sustainable and bring benefit to the organization.
- Two volunteers are excited to help with the certification program
- Should be a priority to make contact with them again to keep them engaged - Mark will do this.
- Next steps would be to get volunteers to get an program coordinator and an operations coordinator
- The way we operationalize this is up to us (sub-committee with some board members, independent volunteers)
- Did we compare this program to other cities' similar programs?
- We based it off of previous NPBI's report; didn't reach out directly
- Could be useful for volunteers to reach out to other organizations' similar programs to determine which pitfalls to avoid.
- Hope is to give volunteers autonomy in running the program to maintain their enthusiasm, and launch the program soon. Avoid micromanaging.
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
Master Board Task List - Sarah (15 min)
Signage at BikeWorks North - Sarah (10 min)
- Signage for the awning has been printed, but may be too cold to put up
- Determining whether the awning can come down for the installation process
- Should have signage soon!
New Business
AGM To Do List - Jasmine (15 min)
- Board and Staff To Do List
- Reviewed and updated staff and board task list
- Made updates based on available staff and timelines
- Will send out this to-do list to entire board
- Need to figure out whether to use a screen or screen stand-in
- AGM Location
- Uncertain about the quality of the hall - are there other alternatives?
- We've already changed the date and location once, and the venue is okay
- Finding and promoting another location would be a headache
- An easier option would be to rent equipment to make the space more suitable
- Budget
- Will need to vote on this over email; even if you're okay with the budget, you still need to chime in
- Aim to get budget out to the board by October 14. Deadline for approval of budget is October 25
Draft Budget Review - Chris (30 min)
- In the FY 2020 tab, the budgets per month are based on actuals from the last fiscal year
- Where Actuals are blank, the values would be based on the budgeted numbers for that month (based on the previous year's actuals)
- In the Previous Year and Adjustments Tab
- We can adjust the budgeted values based on the "Adjustments" columns; if we're anticipating things to be better or worse for different budget items
- To account for other factors (Yes/No), see the "Options" section
- Refer to last year's budget to see what format this one should be formatted in
- Need to factor in new bookkeeper's pay
- Need to add the property tax exemption to the budget as well (add to Options)
- If you want to play around with the options or adjustments, make a copy of the spreadsheet to work on it
- Discussion on Options
- Increase bike builder wage
- Currently builds bikes, trains volunteers, cleans the shop, teaches classes
- Given the property tax exemption, can increase wage to pay a living wage
- Look into whether adding benefits would be an option
- Add a second bike builder
- Risks could be lack of space for storage and lack of bike sales once bikes are built up (but low risk because bikes can be sold later if not immediately)
- Generally, bike builders pay for themselves through the improved bike sales
- Contingency
- Extra funding for unanticipated costs
- If there's the launch of the bike-friendly certification, may be some associated start-up costs
- Jeremy, Mike S., and Chris to meet to talk details of the budget
- Molly and Coreen to be consulted on projections for next year
North Shop Lease Renewal - Jeremy/Mike S. (30 min)
- We're required to give 6 months' notice if we want to leave
- Should we renew, if so how long, should we push for better rates?
- Aim for 3 years' lease, for current rate or better
- What has changed since the last time we were looking to find a new location?
- Internally, things have changed; now the North Shop's revenue stream is doing better
- The property tax exemption might allow us to go for a more central location; more affordable
Year-end Board Survey - Jasmine (5 min)
- Complete it if you haven't!
Non-Profit Board Intern Introduction - Sarah (10 min)
- Chris Chan will be interning with the Bike Edmonton Board under the Non-Profit Board Internship
- NPBI timeline - Chris will attend meetings, and his project should be no more than 20 hours
- Project can be determined no later than January - don't need to rush into a project
- Chris is a 6th year student in Bio major, history minor
New Board Members - Jeremy (10 min)
MOTION
| To appoint Talha Zafar as a Bike Edmonton board member.
|
|
| Moved:
|
Jeremy
|
| Seconded:
|
Mark
|
| Aye
|
No
|
Abstain
|
| 5
|
0
|
0
|
|
| Carried
|
Board Meeting Location - Jeremy (10 min)
Board Retreat - Jeremy (10 min)
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:
|
Mike S.
|
| Aye
|
No
|
Abstain
|
| 5
|
0
|
0
|
|
| Carried
|
MOTION
| To go out of camera
|
|
| Moved:
|
Jasmine
|
| Seconded:
|
Mike S.
|
| Aye
|
No
|
Abstain
|
| 5
|
0
|
0
|
|
| Carried
|
Adjournment
MOTION
| To adjourn the board meeting.
|
|
| Moved:
|
Jeremy
|
| Seconded:
|
|
| Aye
|
No
|
Abstain
|
|
|
|
|
|
| Expression error: Unexpected < operator.
|