These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for September 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, September 9, 2019
- Location: Education South 122
- 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: Annya
- Minute-taker: Jasmine
- Food by: Nancy
- Board attendance: Helen, Annya, Mark, Mike W., Mike S., Nancy, Jasmine, Jeremy, Sarah
- Staff attendance: Molly, Chris
- Regrets: Ali, Mike P.
- Absent:
- Guests:
Call to Order
- Meeting called to order by Jeremy at 6:36pm.
Logistics for Next Meeting
- Date: October 7, 2019
- Location: TBD
- Chair: Helen
- Minute-taker: Jasmine
- Food by: Jeremy
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this September 9 agenda, the August 2019 minutes, and reports as presented below.
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| Moved:
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Mike
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| Seconded:
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Nancy
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| Aye
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No
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Abstain
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| 8
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0
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0
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| Carried
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President's Report - Jeremy
President's Report Discussion
Internal Affairs Committee Report - Ali
IA Report Discussion
- Need to pick some dates to make progress on the OH&S front.
- Might need to dedicate a sub-committee for external volunteers to sit on
- Molly to check records to determine if others are still interested
Treasurer's Report - Ali
Treasurer's Report Discussion
Program Review Committee Report
Discussion
- Finished everything on the workplan
- Aim to write a summary report on progress, with future steps (Helen)
- Will bring sample evaluation forms to the next board meeting for board to see
Revenue Committee Report
Discussion
- Moving forward on the bike-friendly certification program
- There are 2 volunteers who are interested in the volunteer positions
- Won't be able to start this until the fall. Need some direction for the fall.
- Request to produce a document of what we've agreed to so far, and next steps.
- Next step is to get a volunteer coordinator in charge to spearhead the certification process, and to respond to the 2 interested volunteers
- Another option is to get an interested volunteer onboarded by Mark, rather than spending time on transition documents
- Mike S. to take over where Mark left off, to facilitate volunteer onboarding.
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
- Deficit Reduction Plan
- Updates:
- Adding a tipping option for credit/debit has increased tips significantly
- Overall, the north shop did better this year than previous years, big factor being Klondike Cycle donation
- With the courses we offer, we break even
- We could reinitiate a crowdfunding campaign, with another goal in mind
- Discussion
- Tough to keep up deficit reduction efforts, given daily demands from the shop
- In spite of time crunches, did well at highlighting the deficit reduction efforts and raising funds
Master Board Task List - Sarah (15 min)
- Link to Master List
- Parking lot to be revisited
- Discussion
- Each committee could revisit the goals for the year to capture a stop, start, and continue for their tasks, to make recommendations for next year.
- At last year's retreat, committees had their specific focus, aligning with their committee goals. Even still, our goals were too broad, so next year could focus on one goal for each committee.
- Board Member Intentions - will be captured in the year-end survey
- Money coming in from fundraising party at the Dirtbag Café
Signage at BikeWorks North - Sarah (15 min)
- Little feedback from board members on the last email survey
- Determining best wording for the signage and colour combination
- Getting an awning and possibly sandwich boards
MOTION
| To approve the awning logo with blue and light blue colour palette.
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| Moved:
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Mark
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| Seconded:
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Helen
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| Aye
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No
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Abstain
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| 6
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1
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1
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| Carried
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- Sandwich Boards
- Same supplier as awning costs an extra $25.
- Thought to go with supplier that Sarah has already built relationship with
- Colours and design of the sandwich board for the north shop don't align well with south shop
- Should see both designs side by side and vote on it.
- Should decisions on designs be operational or board-driven?
- Putting the sandwich board on the back burner for now
New Business
AGM To Do List - Jasmine (15 min)
- Reviewed and updated staff and board task list
- Need to figure out whether to use a screen or screen stand-in
Draft Budget Review - Chris (30 min)
- First tab of budget document is based on the second year - Previous year and adjustments
- Estimates in second tab from May-August
- There's an adjustments column, where you can project a % increase for the next financial year, and see what the budgetary impacts would be
- Some assumptions in the beige columns (AV onwards) can be set on (1) or off (0) to see the budgetary implications
- Board should review the budget and provide feedback before next board meeting
Year-end Board Survey - Jasmine (5 min)
- Survey to be sent out this month!
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
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| Moved:
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Mark
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| Seconded:
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Helen
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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MOTION
| To go out of camera
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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Adjournment
MOTION
| To adjourn the board meeting.
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| Moved:
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Helen
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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