Board Minutes December 2013: Difference between revisions
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=== President's Report (5 min)=== | === President's Report (5 min)=== | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing President's December 2013 Report ] | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1WWRmrvZHost2saKiy09aiVx0cjkjlst1gr1YuIMtx1E/edit?usp=sharing President's December 2013 Report ] | ||
<span style="background: yellow;">Motion:</span> To return/approve the December 2013 President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.''' | <span style="background: yellow;">Motion:</span> To return/approve the December 2013 President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.''' | ||
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* [Treasurer's November 2013 Report] - submitted by Neil | * [Treasurer's November 2013 Report] - submitted by Neil | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's November 2013 Report] - submitted by Meghan. | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1YVvohWfzNExLJ-2xcBSxxQxMbtyxU9I5sHCFTOzr6YI/edit?usp=sharing Treasurer's November 2013 Report] - submitted by Meghan. | ||
<span style="background: yellow;">Motion:</span> To approve the September 2013, October 2013 and November 2013 Treasurer's reports as presented. Motioned by . Seconded by . '''Motion | <span style="background: yellow;">Motion:</span> To approve the September 2013, October 2013 and November 2013 Treasurer's reports as presented. Motioned by Caylie. Seconded by Leila. '''Motion Carried.''' | ||
=== Executive Director's Report (5 min)=== | === Executive Director's Report (5 min)=== | ||
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Leila: thanks Coreen and asks about budget. Coreen: budget depends on priorities. # from Chris is about $26,000. Chan: may go 30-50% over budget. Want to do it right the first time. Budget does not take into account Coreen's time. May need to consider hiring someone. | Leila: thanks Coreen and asks about budget. Coreen: budget depends on priorities. # from Chris is about $26,000. Chan: may go 30-50% over budget. Want to do it right the first time. Budget does not take into account Coreen's time. May need to consider hiring someone. | ||
=== Policy Committee | === Policy Committee Update (5 min)=== | ||
* | * Kristen: will submit reports prior to meetings. First priority is the policy making policy will be reviewed by Jan or Feb meeting. Then financial policy. | ||
=== Strategic Planning Committee Update (5 min)=== | |||
* Caylie: discussing what the survey is about, who should be included, what is purpose. Looking to get more board members involved in new year. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
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* Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority. | * Board members will vote by secret ballot for the 1 vacant board position. The vote will be by majority. | ||
* After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time. | * After the vote, the appointment will be announced. Applicants are welcomed to stay or leave at that time. | ||
* Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation. | * Action Items: '''Anna''' will follow up with the new board member before the January meeting for a mini-orientation. | ||
<span style="background: yellow;">Motion:</span> To appoint Matthew as an interim EBC Board member until the AGM in 2014. Motioned by Anna. Seconded by Steve. '''Motion Carried.''' | <span style="background: yellow;">Motion:</span> To appoint Matthew as an interim EBC Board member until the AGM in 2014. Motioned by Anna. Seconded by Steve. '''Motion Carried.''' | ||
== New Business ( | == New Business (35 mins)== | ||
=== Bikeology (10 min)=== | === Bikeology (10 min)=== | ||
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** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton). | ** CHAN: Which ones? Mechanics are volunteers wherever possible. Everything's calculated to at least make some money, and although many of the $50-$90 items aren't as profitable as the <$50 and >=$100 items, they tend to be fairly effective vehicles for promoting cycling in the city (e.g. one-on-one courses are a prime way to convert new volunteers, and I feel like flooding the streets with MonkeyLectric lights is going to have a really fascinating effect on cycling culture in Edmonton). | ||
* Discussion notes: | * Discussion notes: | ||
**Chan: timeframe of prizes are estimates, will work it out with person who gets the prize. 100% markup on all saleable stuff (therefore profitable) but gets excitement for campaign. Caylie: bikes seemed to be valued less than actual value... Chan: Right, bikes were donated so they are still profitable and we were selling them 50% off last month anyway. Leila: Can you share the campaign breakdown of how profitable it will be? Chan: Resources going into this were learning how to set up indiegogo, sharing it with membership... most of this is what we do for our normal operations. Caylie: Does indiegogo pay out diff if we don't reach goal? Chan: yes, its in my report. | **Chan: timeframe of prizes are estimates, will work it out with person who gets the prize. 100% markup on all saleable stuff (therefore profitable) but gets excitement for campaign. Caylie: bikes seemed to be valued less than actual value... Chan: Right, bikes were donated so they are still profitable and we were selling them 50% off last month anyway. Leila: Can you share the campaign breakdown of how profitable it will be? Chan: Resources going into this were learning how to set up indiegogo, sharing it with membership... most of this is what we do for our normal operations. Caylie: Does indiegogo pay out diff if we don't reach goal? Chan: yes, its in my report. Chan: goal of campaign to generate approx $3500 and garner excitement for new shop. Coreen: judging from donors so far, we are getting attention and revenue from new people. Kristen: board was surprised by the campaign, would have like to see it before it was announced on social media. Sarah: Campaign is having positive effect. What do relationships with donors look like? Chan: not sure what donor relationships mean so let's have a conversation. Doug: Surprise of campaign, but has so far had overall good effect. As new board member, amount of time spent organizing campaign is a concern when we are in a critical transition period with many tasks to be completed. Some sort of collaborative effort for board and staff for future campaigns. But dont want staff to go through many hurdles to get work done. Chan: First mentioned campaign in Oct then again in Nov. It is an extension of our retail operations, PR, marketing our new space, fundraising for new space. Risk is essentially nothing. We sell bike racks for $2k which doesnt need board attention so this campaign is along those lines... Coreen: Chris did bulk of the work done before the lease was signed so it was great to have this ready when the space was secured. Sarah: Nov ED report was not approved until today so we hadnt discussed indiegogo. | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||
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** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013. | ** This funding is available for use over a period of up to two years for projects using innovative, promising and proven practices. Grant applications will be accepted until noon December 13, 2013. | ||
* The Board accepted this funding [[Board Minutes December 2010|in December 2010]]. | * The Board accepted this funding [[Board Minutes December 2010|in December 2010]]. | ||
* CHAN: Letter of intent submitted for $ | * CHAN: Letter of intent submitted for $50,000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this. | ||
* Chan: Applied for funding to hire someone to run the spoke program. | |||
* Meg: Book time after Chris hears back from CFF for further board discussion and decision on whether we will accept the funding. | |||
* Action Items: | |||
**'''Chris''' will call CFF to see what their timeline for decision is and email board with response. | |||
**'''Chris''' will send board + Coreen the discussion points that were considered from 2010 board. | |||
=== Official Spokesperson Policy (5 min)=== | === Official Spokesperson Policy (5 min)=== | ||
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* Discussion notes: | * Discussion notes: | ||
** CHAN: this policy was written to obviate any requirement for board approval. The advocacy chair already has written permission to do this. | ** CHAN: this policy was written to obviate any requirement for board approval. The advocacy chair already has written permission to do this. | ||
* <span style="background: yellow;">Motion:</span> To appoint the chair of the Advocacy Committee, Steve Andersen, as an official spokesperson for EBC on issues within the scope of the Advocacy Committee. Motioned by Leila. Seconded by Justin. '''Motion Carried'''. | |||
* <span style="background: yellow;">Motion:</span> | |||
== <i>In Camera</i> Session (30 min)== | == <i>In Camera</i> Session (30 min)== | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by Kristen. Seconded by Chris Co. '''Motion Carried.''' | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** 30 min topic | ** 30 min topic | ||
** | ** | ||