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Board Minutes October 2018: Difference between revisions
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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' | '''''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 2018 == | ||
Board meetings are open to | Board meetings are open to Bike Edmonton members and the public. | ||
* Date: Monday, October 1, 2018 | * Date: Monday, October 1, 2018 | ||
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* Start Time: 6:30pm | * Start Time: 6:30pm | ||
Please email [mailto:board@ | Please email [mailto:board@bikeedmonton.ca 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 == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Ali | ||
* Minute-taker: Jasmine | * Minute-taker: Jasmine | ||
* Food by: Nancy | * Food by: Nancy | ||
* Board attendance: | * Board attendance: Nancy, Helen, Ali, Mike S., Jasmine | ||
* Staff attendance: | * Staff attendance: Coreen, Molly | ||
* Regrets: | * Regrets: Mike P., Mark H., Geoff | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: Cai | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Ali at 6:42pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: November | * Date: November 12, 6:30pm | ||
* Location: | * Location: Education South 113 | ||
* Chair: | * Chair: Helen | ||
* Minute-taker: Jasmine | * Minute-taker: Jasmine | ||
* Food by: | * Food by: Ali | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this October 1 agenda, the [[Board Minutes September 2018|September 2018]] minutes, and reports as presented below. | |motion=To approve this October 1 agenda, the [[Board Minutes September 2018|September 2018]] minutes, and reports as presented below. | ||
|first= | |first=Jasmine | ||
|second= | |second=Helen | ||
|yes= | |yes=6 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
=== President's Report - Jeremy === | === President's Report - Jeremy === | ||
* | * [https://drive.google.com/file/d/0B13aeqM0VpVrZlJQeGJWT1ZBRGVZLWtsMnpFWEdxV0M1UWNB/view?resourcekey=0-Q8_KH9c0VTgTas6n6Tu8Kw President's Report October 2018] | ||
'''President's Report Discussion''' | '''President's Report Discussion''' | ||
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=== H.R. Committee Report - Nancy === | === H.R. Committee Report - Nancy === | ||
* [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan] | * [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan] | ||
* Update | |||
** Some discussion around succession plan of HR Committee (without knowing who's taking on role of VP) | |||
** Outstanding projects | |||
***OH&S Project (being spearheaded by Mike P.) | |||
***Board Evaluation (ongoing; revisions being undertaken). Some more personal reflection questions could be done more closely to the fall strategic planning session. | |||
**Hope to develop a planning calendar to show aspects of board development and key timelines all in one place | |||
'''HR Report Discussion'' | '''HR Report Discussion''' | ||
* | * | ||
=== Treasurer's Report - Ali/Neil/Geoff === | === Treasurer's Report - Ali/Neil/Geoff === | ||
* | * Updates | ||
** All has been submitted for the company credit card; process could take 5-6 weeks | |||
** Email sent re: outstanding items in CAFT | |||
'''Treasurer's Report Discussion''' | '''Treasurer's Report Discussion''' | ||
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=== Strategic Planning Committee Report === | === Strategic Planning Committee Report === | ||
* | * Board to direct staff to create and post "Please Donate" in the shop | ||
** Ali has already created some posters; to be sent to staff | |||
* Discussed bike shops and locations. Will do a quick survey during transactions | |||
* Membership recruitment; if we're doing tiered memberships, we need to be better at managing that | |||
* Mark to follow-up with Chris about the survey | |||
== Current and Completed Business == | == Current and Completed Business == | ||
=== End-of-term Evaluation - Jasmine (5 min)=== | === End-of-term Evaluation - Jasmine (5 min) [TABLED UNTIL NEXT MEETING]=== | ||
* | * Job descriptions have been developed and are used for: individual board members, executive positions, and committee chairpersons | ||
* The board uses committees and/or working groups to divide board work fairly, or delegates appropriately to staff | |||
* Committees have a Terms of Reference statement which defines their roles and responsibilities | |||
* Board members follow through on plans and commitments | |||
* The board composition reflects our community diversity | |||
* Recruitment of effective board member nominees is a year round activity | |||
* The board evaluates its work annually in relationship to the goals and plans they have made | |||
* The board communicates clearly and regularly with appropriate staff, volunteers, funders, and the wider community | |||
* The board has a written plan that is used to monitor and evaluate the organization's direction | |||
* All board members are encouraged to participate in discussions | |||
* The board makes sure adequate resources are available to undertake the work of the organization | |||
* The board is operating effectively by: | |||
** Following a plan | |||
** Staying on topic (for the most part) during board meetings | |||
** Using the skills and resources available | |||
** Regular meetings and updates | |||
** Time constraints and commitments of individual board members | |||
* Areas which could be made more effective are: | |||
** Better updates from all committees prepared for board meetings. | |||
** Enhancing the resources and skills available to complete the broader goals not just the priorities. | |||
** Accountability for action plans | |||
** More regularly referring back to strategic plan and mandate. More clearly differentiating between short term and long term goals. | |||
=== Annual General Meeting - Jasmine (20 min)=== | === Annual General Meeting - Jasmine (20 min)=== | ||
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=== | === Budget - Ali & Geoff (45 min) === | ||
* | * [https://drive.google.com/file/d/0B20DB6hvS6q-UmFVaXFaM0N1MEhJNS02SE0ybDJOaThydWdF/view?resourcekey=0-cAZ7GFwors0BDm10dV1-jA Proposed 2019 Budget] | ||
* | * Revenue from racks is lower than expense; need to check accounts receivable, which should balance things out. Should reflect budget to show that we don't anticipate losing money on the bike racks. | ||
* | * Membership sales are projected to go up, given rebranding. | ||
* Personal donations were significantly less than we expected. | |||
* Rentals were minimal last year; can adjust the budget to 0%. | |||
* Shop fees revenue projected to increase | |||
* Advertising and promotions; reduced this year since rebranding has been done | |||
* Publication costs increased for rebranding costs | |||
* Employee and volunteer appreciation shouldn't have such a big reduction. Appreciation of volunteers is crucial for running of the organization. | |||
* With the assumptions, we would be running a deficit budget (without taking into account the benefits to BWN) | |||
* Increase to event fees line from folk fest payment | |||
* Don't want to budget for a deficit because our cash position is quite a bit less than last year. | |||
* Discussion | |||
** We budgeted quite a bit for art and merchandise and didn't sell that much. Last year's budget numbers had a less clear origin. | |||
** Are these numbers taking into account the BWN renovations? Yes, they are; some of the revenue will go up given the renovations. Increase new parts revenue and ability to stock more bikes. | |||
** Are Babac receipts being split out; separating tools and other parts. | |||
** Payments associated with Casinos need to stay | |||
** Grant we've received; so much needs to buying incentives for the program, some for membership of Canada bikes, some for commuter challenge software. | |||
=== Schedule a time to meet with your committees - ALL BOARD (10 min) === | === Schedule a time to meet with your committees - ALL BOARD (10 min) === | ||
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[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2017-2018 Board minutes]] | [[Category:2017-2018 Board minutes]] | ||
[[Category:2018-2019 Board minutes]] | |||