Board Minutes May 2016: Difference between revisions
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* Board attendance: Jon, Nancy, Geoff, Adrian, Rachel, Anna, Karl, Derek | * Board attendance: Jon, Nancy, Geoff, Adrian, Rachel, Anna, Karl, Derek | ||
* Staff attendance: Chris (655) | * Staff attendance: Chris (655) | ||
* Regrets: | * Regrets: Dan | ||
* Absent: | * Absent: Jasine | ||
* Guests: | * Guests: | ||
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* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | * Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance | ||
* Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are. | * Apr 2016: '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are. | ||
* Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing. | * Apr 2016: '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing. | ||
* Apr 2016: '''Karl''' to determine the specific 'ask' from the Alberta Bicycle Commuters. | * Apr 2016: '''Karl''' to determine the specific 'ask' from the Alberta Bicycle Commuters. | ||
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* April 2016: '''Anna''' to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later. | * April 2016: '''Anna''' to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later. | ||
* April 2016: '''Jon, Nancy, Geoff, Anna''' (Exec Committee) to meet before May mtg to make plan for best and worst case scenario of charitable status application to report at AGM. | * April 2016: '''Jon, Nancy, Geoff, Anna''' (Exec Committee) to meet before May mtg to make plan for best and worst case scenario of charitable status application to report at AGM. | ||
* Apr 2016: '''Jon, Geoff''' to reconcile the budget to reflect this 15,000 grant as well as the money we recently received from the Kinsmen Club. | |||
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== New Business == | == New Business == | ||
=== Options for YCR2 | === Options for YCR2 Location: Jerry Forbes Centre and Goodwill Industries (30 min) Jon === | ||
* Review info in President's Report (above). | * Review info in President's Report (above). | ||
* Discussion notes: | * Discussion notes: | ||
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** Lower price? | ** Lower price? | ||
** Honorary memberships for promotional purposes? | ** Honorary memberships for promotional purposes? | ||
* Reducing membership attrition (board discussion) | * Reducing membership attrition (board discussion) | ||
* New membership opportunities (board discussion) | * New membership opportunities (board discussion) | ||
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** Nancy: Ditto to Adrian. Could we streamline info that we collect to get faster sign up? Chris: Mailing info is useful for demographics. Used to send newsletters and mail cards to members sometimes. Could make street address non-mandatory on form. Could highlight email and postal code on form as essential info. Derek: Could simplify from exact home address to postal code or even just quadrant of city. Chris: The more detailed the data, the more effective we can be with advocacy issues. Jon: If we just get postal code, allows for greater member privacy and is quite easy for volunteer to get from patron. | ** Nancy: Ditto to Adrian. Could we streamline info that we collect to get faster sign up? Chris: Mailing info is useful for demographics. Used to send newsletters and mail cards to members sometimes. Could make street address non-mandatory on form. Could highlight email and postal code on form as essential info. Derek: Could simplify from exact home address to postal code or even just quadrant of city. Chris: The more detailed the data, the more effective we can be with advocacy issues. Jon: If we just get postal code, allows for greater member privacy and is quite easy for volunteer to get from patron. | ||
** Geoff: Rather than volunteer having to do the spiel, could have a small promotional slip that describes the benefits of membership. Chris: Membership benefits are listed on member card and full details on webpage which is also listed on card. | ** Geoff: Rather than volunteer having to do the spiel, could have a small promotional slip that describes the benefits of membership. Chris: Membership benefits are listed on member card and full details on webpage which is also listed on card. | ||
Geoff: Could look at software to streamline memberships. | ** Geoff: Could look at software to streamline memberships. | ||
** Jon: Big dips in membership in May and Nov. Would do well to focus on membership renewals (who have already been convinced once) than to seek out new members. | ** Jon: Big dips in membership in May and Nov. Would do well to focus on membership renewals (who have already been convinced once) than to seek out new members. | ||
** Adrian: Could we call our members at renewal time? This would improve retention. Chris: Even just one volunteer to do this would be | ** Adrian: Could we call our members at renewal time? This would improve retention. Chris: Even just one volunteer to do this would be beneficial. Could target members who have renewed in the past and thus likely to renew again. | ||
** Nancy: Could have a membership campaign. All correspondence in one month would be about membership, might include personalized emails or phone calls to current members. Slower month would be a good time to do this. | ** Nancy: Could have a membership campaign. All correspondence in one month would be about membership, might include personalized emails or phone calls to current members. Slower month would be a good time to do this. | ||
** Geoff: Should have large sign (equal to shop rules) at each shop about Benefits of Membership at EBC. | |||
** '''New membership opportunities''' | ** '''New membership opportunities''' | ||
** Geoff: There is a lot of value in the shops and the shops cost a lot of money to the org. If we give out certain free memberships, should budget for this and outline reasons why/criteria we would give these out and to whom. Jon: Or could be free memberships for a particular program, eg. Low Income Program = free membership. | ** Geoff: There is a lot of value in the shops and the shops cost a lot of money to the org. If we give out certain free memberships, should budget for this and outline reasons why/criteria we would give these out and to whom. Jon: Or could be free memberships for a particular program, eg. Low Income Program = free membership. | ||
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** Anna: Would like to see data for low income purchased at BWN vs BWS vs online. Same for regular memberships, and membership+donation. This would help us see what type of membership we are currently recruiting at each shop and could then target market based on the findings. | ** Anna: Would like to see data for low income purchased at BWN vs BWS vs online. Same for regular memberships, and membership+donation. This would help us see what type of membership we are currently recruiting at each shop and could then target market based on the findings. | ||
** Nancy: Could we do corporate memberships? Solicit this at Lunch & Learn sessions? Chris: Les and I tried this in 2015. Not much interest. | ** Nancy: Could we do corporate memberships? Solicit this at Lunch & Learn sessions? Chris: Les and I tried this in 2015. Not much interest. | ||
** | ** Derek: If Fort Mac has taught us anything, people like to donate by phone/text. Could try a campaign to capture interested folks that are not in the shops. | ||
** '''Next steps''' | |||
** Jon: Form a sub-committee to pick up these ideas and begin implementing. Geoff, Derek, Adrian, Chris. Rachel is willing to be involved via email. | |||
** Geoff can sort through some data on the membership to get more details. | |||
* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.''' | * <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.''' | ||
* <span style="background: lime;">Action Items:</span> ''' | * <span style="background: lime;">Action Items:</span> '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May. | ||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session - N/A == | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at | * <span style="background: yellow;">Motion:</span> To adjourn the meeting at 8:45 pm. Moved by Geoff, Anna. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2015-2016 Board minutes]] | [[Category:2015-2016 Board minutes]] | ||