Board Minutes May 2023: Difference between revisions
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Kelly Granigan | ||
* Minute-taker: | * Minute-taker: Marcel Huculak | ||
* Board attendance: | * Board attendance: Kelly Granigan, Marcel Huculak, Andi Eng, Jason Wang, Michelle Bourdon, Ceileigh Cunningham, Charlotte Thomasson, Maxine Myre, Stephen Paskuluk, Alexandra Stout, John Fuller, Matt Hoyt (late) | ||
* Staff attendance: | * Staff attendance: Greg Glatz | ||
* Regrets: | * Regrets: John Fuller | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order at 7: | * Meeting called to order at 7:06PM | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: June 12, 2023, 7pm | * Date: June 12, 2023, 7pm | ||
* Location: Google Meet | * Location: Google Meet | ||
* Chair: | * Chair: Kelly | ||
* Minute-taker: | * Minute-taker: | ||
== Discussion of agenda (5 min) == | == Discussion of agenda (5 min) == | ||
| Line 33: | Line 33: | ||
=== President's Report === | === President's Report === | ||
* [https://docs.google.com/document/d/1mP1jjx2Fb92_uxJrwReVOYF-VF4zBWmtRqHVC2RFPjM/edit?usp=sharing May President Report] | |||
=== Treasurer's Report === | === Treasurer's Report === | ||
* [https://docs.google.com/document/d/1-MHvg7V7HiwkOHJvNJW6TgpbGZdPRPKCKaSelEnF5Ek/edit?usp=sharing Treasurer's report] | |||
* [https://drive.google.com/file/d/1wB2P-trYHjkNNBLBRYd44zaqCIlX0OW2/view?usp=sharing March Statement of Financial Position] | |||
* [https://drive.google.com/file/d/16nO0fUtpNXnbrY-YfarJ-wx2xKogue0g/view?usp=sharing March Comparative Statement] | |||
=== H.R. Committee Report === | === H.R. Committee Report === | ||
* | * [https://docs.google.com/document/d/1CLHAE1eFMS0uM-04bDY_n6GBhObiGQctNIs5zeu1IBE/edit?usp=sharing HR Committee Report] | ||
=== Governance Committee Report === | === Governance Committee Report === | ||
[https://docs.google.com/document/d/1gaZilCGbebf8ECMCH-aTrl0rjsMWQG3xUP6YQym3Fuk/edit?usp=share_link Governance Committee Report] | |||
=== South Shop Ad-hoc Working Group === | === South Shop Ad-hoc Working Group === | ||
* [https://docs.google.com/document/d/1wnT5t5Lc4mn84gGHGN3igWdlxeJjYB7rZZwbwuGdSCU/edit?usp=sharing South Shop Working Group May Update] | |||
==Reports to be reviewed, not in the consent agenda == | ==Reports to be reviewed, not in the consent agenda == | ||
=== Executive Director's Report === | === Executive Director's Report (10 min) === | ||
* Mostly from the newsletter | |||
* Susanne resignation and benefits changes | |||
* Fee changes are being implemented. No negative feedback received. | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this | |motion=To approve this May agenda, the April 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_April_2023 minutes], and reports as presented | ||
|first= | |first= | ||
|second= | |second= | ||
| Line 60: | Line 64: | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 79: | Line 82: | ||
=== Board and Committee Evaluations (15 min) === | === Board and Committee Evaluations (15 min) === | ||
* Due in June, | |||
* Questionnaire to come out next week | |||
* Committee Chairs responsible to set up meetings to review the results | |||
* Kelly to create questionnaire/forms to be sent out, maybe with Greg’s help to membership | |||
=== Staffing for Community Events (20 min) === | === Staffing for Community Events (20 min) === | ||
* Usually have a good base of volunteers with an honorarium, but response was poor for planned events this spring. Did an improved call out based on feedback and still got no further response. | |||
* Proposed to offer an hourly wage to volunteers, was approved at the Executive Committee meeting. We’ve canceled May tune-up events but will proceed with bike parking events. | |||
City wants our bike racks for 29 events this year, but we need to think about our other non-city events that we serve (River Hawks, Folk Fest, K Days, M Days, Symphony Under the Sky, Pigeon Poo in the Eye) - a “Both And” approach, which will need negotiation. | |||
* We will create a volunteer list for people named Stephen, because he never saw an invite; same for people named Michelle (that is, we are probably missing some volunteer lists and thus our response was not as good as it could have been). | |||
=== Voicemail and Phone System (15 min) === | === Voicemail and Phone System (15 min) === | ||
* Our phone system tries to account for all possibilities - outgoing message is 2:20 with lots of options. Feedback is that it is too long. | |||
* Has been changed to direct people to website, may need provisions for people without web access. People can still leave a voice message with a call back number. | |||
* Could we change our subscription with Ring Central? We pay about $1000 per year. Will check with Chris Chan re: options, features etc. | |||
=== Draft Donor Recognition Policy (20 min) === | |||
[https://docs.google.com/document/d/1kPc5T3P8es1o18bQ_LKg9wIPBBipUWMKWoZxjcgm3rI/edit?usp=share_link Draft Donor Recognition Policy] | |||
=== increasing volunteer responsibilities to increase shop hours (20 min) === | |||
* Some access limited by our system; there are some frustrations with our system expressed by our members. There are options to increase capacity: | |||
* Wait lists to draw from | |||
* Add 30 minutes to each day we’re open | |||
* Add a new day to our schedule | |||
* Develop a volunteer base that is comfortable with committing to specific hours that allows us to be more predictable. | |||
* Will be risks to take on if relying more on volunteers and we will need to manage those risks | |||
* Is an operational issue and we will try to build capacity this year (i.e. recognise this problem will not be solved quickly and easily) | |||
* Will be on the staff meeting agenda for tomorrow. | |||
* Are there any big concerns with putting a bigger shift/responsibility on volunteers? None expressed. | |||
== Optional items pending time == | == Optional items pending time == | ||
=== Potential New Projects (20 min) === | === Potential New Projects (20 min)(did not discuss) === | ||
* Review Pet Projects list to see what we want to take on next, and who will do it. | * Review Pet Projects list to see what we want to take on next, and who will do it. | ||
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** Guerrilla bike repair street crew | ** Guerrilla bike repair street crew | ||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session (not required) == | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 8:19 pm. | ||
|first= | |first= | ||
|second= | |second= | ||