Board Minutes December 2013: Difference between revisions
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* Regrets: Bernadette, Justin | * Regrets: Bernadette, Justin | ||
* Absent: n/a | * Absent: n/a | ||
* Guests: Alexey, Matthew, Heather, Derek, Karly (left at 7pm) | * Guests: Alexey (left at 8pm), Matthew, Heather (left at 8pm), Derek (left at 8pm), Karly (left at 7pm) | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by Meghan at 6: | * Meeting called to order by Meghan at 6:34 pm. | ||
== Approval of Agenda == | == Approval of Agenda == | ||
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=== Treasurer's Report (10 min)=== | === Treasurer's Report (10 min)=== | ||
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 revised financials] - revised by Neil | * [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 revised financials] - revised by Neil | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 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. | ||
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* [ED November 2013 Report] (covering Nov 18-30 or all of November) | * [ED November 2013 Report] (covering Nov 18-30 or all of November) | ||
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro] (covering Nov 18 - Dec 12, submitted after the Dec 5 deadline there [Dec 13] therefore will not be reviewed until Jan meeting) | * [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro] (covering Nov 18 - Dec 12, submitted after the Dec 5 deadline there [Dec 13] therefore will not be reviewed until Jan meeting) | ||
* Discussion notes: Meg- please make your hours more specific. Chris- not clear what is being asked. Meg- what you logged didnt seem to be same as what was reported. Chris-they're pretty close. Log of hours is in Drive "ED Project Time Sheet". Doug- could you add a link in your report to hours log? Kristen-if report is capturing majority of hours i'm ok with it. Steve- agreed. | * Discussion notes: | ||
**Meg- please make your hours more specific. Chris- not clear what is being asked. Meg- what you logged didnt seem to be same as what was reported. Chris-they're pretty close. Log of hours is in Drive "ED Project Time Sheet". Doug- could you add a link in your report to hours log? Kristen-if report is capturing majority of hours i'm ok with it. Steve- agreed. | |||
<span style="background: yellow;">Motion:</span> To approve the October/mid Nov 2013 ED reports as presented. Motioned by Anna. Seconded by Doug. '''Motion Carried.''' | <span style="background: yellow;">Motion:</span> To approve the October/mid Nov 2013 ED reports as presented. Motioned by Anna. Seconded by Doug. '''Motion Carried.''' | ||
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** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time. | ** CHAN: This seems fraught, and susceptible to nepotism. e.g. Two members not-in-good-standing contest a seat, one of them is friends with the board. At that point, and even at the AGM, the Board could allow one to run and deny the other without any consistent selection criteria. Requiring an arbitrary super-majority doesn't make the process itself any less arbitrary. From the eyes of a member, the Board could be denying me the chance to vote for someone while manipulating the rules to let some other normally-ineligible person run. I think it's generally cleaner and clearer to just let the election run with members-in-good-standing, and then outright appoint people to fill remaining vacant seats, rather than complicating the rules for election-time. | ||
**Chan: To keep bylaws simple and clear, keep bylaws as is and board may decide to appoint anyone after the AGM. If change was "member can stand for election" then no problem, but having board decide with super majority seems troublesome. | **Chan: To keep bylaws simple and clear, keep bylaws as is and board may decide to appoint anyone after the AGM. If change was "member can stand for election" then no problem, but having board decide with super majority seems troublesome. | ||
*Matt: Look at requirements for Charity for membership, members in good standing, and who can vote... Will look into this. | **Matt: Look at requirements for Charity for membership, members in good standing, and who can vote... Will look into this. | ||
*Caylie: At AGM we must have a diligent check of memberships to ensure only current members are voting. Chan: Had infrastructure at 2013 AGM. | **Caylie: At AGM we must have a diligent check of memberships to ensure only current members are voting. Chan: Had infrastructure at 2013 AGM. | ||
* Action Items: '''Matt''' will look into CRA requirements for membership and voting. | * Action Items: '''Matt''' will look into CRA requirements for membership and voting and send to '''Kristen''' for further review. | ||
=== IndieGoGo.com campaign (10 min)=== | === IndieGoGo.com campaign (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: 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. | **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. | |||
=== CFO grant (10 min) === | === CFO grant (10 min) === | ||
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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 $50,000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this. | * Discussion notes: | ||
* Chan: Applied for funding to hire someone to run the spoke program. | **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. | ||
* Meg: Book time after Chris hears back from CFF for further board discussion and decision on whether we will accept the funding. | ** 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: | * Action Items: | ||
**'''Chris''' will call CFF to see what their timeline for decision is and email board with response. | **'''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. | **'''Chris''' will send board + Coreen the email discussion points that were considered from 2010 board. | ||
=== Official Spokesperson Policy (5 min)=== | === Official Spokesperson Policy (5 min)=== | ||
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* 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 | ||
== Adjournment == | == Adjournment == | ||