Board Minutes February 2024: Difference between revisions
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*Keith: I was planning on putting my name forward personally. I could represent BE instead. | *Keith: I was planning on putting my name forward personally. I could represent BE instead. | ||
*Coreen: Because of deadlines, I think we should just amplify PfP's messaging. | *Coreen: Because of deadlines, I think we should just amplify PfP's messaging. | ||
*DECISION: Keith and Alex to write email to council about BE's stance on bylaw and have Matt edit/review it, and then have Stephen approve. Coreen should amplify PfP's messaging using BE's channels. | *DECISION: Keith and Alex to write email to council about BE's stance on bylaw by wednesday and have Matt edit/review it, and then have Stephen approve. Coreen should amplify PfP's messaging using BE's channels. | ||
*Sarah: You can describe the email as coming on behalf of BE, from the vice-pres. | *Sarah: You can describe the email as coming on behalf of BE, from the vice-pres. | ||
=== Donor Appreciation === | === Donor Appreciation === | ||
*Email copy written, needs to be sent before 18th to give members enough time to register for the Winter Cycling Congress | *Email copy written, needs to be sent before 18th to give members enough time to register for the Winter Cycling Congress with their membership promo code being included in the email. | ||
=== Winter Cycling Congress === | === Winter Cycling Congress === | ||
* Shop manager attendance | * Shop manager attendance | ||
* Congress Promotion | * Congress Promotion | ||
*Marcel: The cost will be about $600 to send all three shop managers. I don't have a problem financially taking on that expenditure. | |||
*Sarah: I have no qualms, but do we have a spot in our budget for "professional development" or something like that? | |||
*Coreen: In previous years, we have always had a "staff training" budget. | |||
*See motion | |||
=== Bike Builder Hours === | === Bike Builder Hours === | ||
* One of our other bike builders likely to be available for less time in the near future | * One of our other bike builders likely to be available for less time in the near future | ||
* Recommendation from Coreen to offer Jesse Cunningham some building hours | * Recommendation from Coreen to offer Jesse Cunningham some building hours | ||
*Marcel: Will we exceed the number of budgeted hours? | |||
*Adam: Does anyone have any sense of what the appropriate number of bike builders/bike builder hours is? And how only having one shop in the future will effect bike builders/hours? | |||
*Coreen: I don't think we will exceed hours. It helps us get more stuff ready to go out the door, and also engage volunteers. Bike builders make us money. Bike builder hours are cash flow positive for us because when spring hits, we can sell all of the bikes that are built up. Refurbished bikes are easier to sell. Going forward, with a smaller space, if we can't store as much stock, my first goal is to maximize the amount of money we can make right now. We need some projections to know what that looks like going forward into the next year. | |||
*Alex: I know Chris has done a lot of work and has provided a very detailed spreadsheet about bike builder investment. I am not concered about having all the builders at one shop. It wouldn't happen immediately, and we need to arrange for it not to hinder public hours. With the space Matt found, we could store parts and bikes. Our challenge has always been having enough space to store decent bikes. | |||
*Matt: I am bit concerned about how we hire and manage people and staff now that we don't have an ED. I am not comfortable having this discussion in an open forum. We should have a side discussion in lieu of an HR committee. | |||
*Stephen: Let's talk about this offline and then arrange to meet tomorrow. We should get a procedure in place. | |||
=== OSBA Window Repair Grant === | === OSBA Window Repair Grant === | ||
*We could get reimbursed through the Old Strathcona Business Association. | |||
*Coreen: We just need someone to say "I'll tie up loose ends and submit it". We need some documentation from the landlord. Someone needs to grab this. | |||
*Stephen: I'll grab this and get up to speed and move this along. | |||
=== CIOG Grant === | === CIOG Grant === | ||
*Could be up to $15,000. | |||
*See Treasurer's Report for discussion. | |||
=== Property Tax Exemption === | === Property Tax Exemption === | ||
*Stephen: We have everything we need for the South Shop, but not the MacEwan shop (because ownership changed of the building and the lease doesn't reflect the current owner). The suggestion is that we look at renting some other space and use that draft lease agreement. | |||
*Marcel: I just sent an email to the city rep handling our case asking if they have everything we need. It applies to the agreement we have right now so I sent them our current agreement. I made the application on the last day of January, and was told we would be exempt in February. | |||
*In progess. | |||
=== Downtown Shop Annex and Storage === | === Downtown Shop Annex and Storage === | ||
*Marcel: Page 4 of the agreement. Proposed new rent. I get a different number, 150$ less that MacEwan. I think they took our old lease and applied it to the new area, but they're different square feet. | |||
*Keith: I noticed that operating hours are Monday-Friday. We should say we are open on the weekends. The other is that they are supplying all the HVAC equipment! I think that includes repairs. | |||
*Alex: I thought they we were going to replace. Are they responsible for maintaining? | |||
*Keith: Yes, I believe so. | |||
*Marcel: We would like to, as a Board, agree to up to $3800 rent for extra 500 square feet at the Macewan shop, starting March 1st. | |||
*Alex: This space allows us to operate much more closely as we do with two shops, while only having one shop. It expands our street presence, it's a nice bright space. We could sell refurbished bikes out of there. It seems like a fair agreement with a reasonable rate. We need to make sure the lease allows for later evening opening hours as well, for events. I am strongly in favour of this option. | |||
*Keith: Assuming this is something we pursue, when do staff think that we would be up and running? How would we do the transition from the south shop to the north shop? Does April 1st make more sense? | |||
*Vaughan: What's nice about getting this space sooner, is that we can use it as a staging area while we are checking bikes and setting up for big sales. | |||
*Alex: If it's possible to get it for April 1st, that might be preferable, because we don't hard need it. Nice reason for sooner is that we can arrange interior access sooner. | |||
*Vaughan: If we were to get it for March 1st, he said he would be happy giving us access a few weeks earlier (before our lease officially starts). | |||
*Alex: If it's not a financial burden, the sooner the better. | |||
*Matt: Our current lease is up July 2025, with option to renew for 5 years. This space gives us an additional chance to rent for longer. I think we should also take it now. | |||
*Coreen: Something I wanted to put on people's radar is that one of our big funfers/grant streams required us have long-term leases (at least five years). We should make sure a three year lease doesn't disqualify us. I can check. | |||
*Stephen: Sounds like we want to pursue this lease subject to changing the current hours and making sure it doesn't effect our funding eligibility. | |||
*Coreen: We still don't have a budget. We need a budget. We need to understand our projected revenue with these new obligations. We need to be doing our diligence on this before we rush ahead. | |||
*Marcel: Yes, our new budget didn't account for the south side shop changes and the new MacEwan lease. We need to revise this budget because it's no longer reflecting what we are doing. | |||
*Adam: Do we really need to make a budget for the next 6 months? Maybe we should focus on making a budget for the next fiscal year and having it be prepared in-time and confidently for the next AGM. | |||
*Alexandra: Chris also provided projection excel sheets that could be useful. | |||
*Derek: You need to manage this project and have a budget. It doesn't align with just asking your members for donations. You should plan ahead. | |||
*Nazz: I just wanted to second what Marcel and Derek had to say. We need to look at the new lease and compare it to what we have in the budget. I think on a hunch we will be okay, but we need to revise and be sure. | |||
*Alex: My concern is that we need to get that space. I am frustrated that we don't have a functioning budget that allows us to make this decision. I want to underline the necessity of getting that space. | |||
*Sarah: We have two issues. We need to sell this spring and have an updated budget. I am comfortable saying we should move ahead with this lease. | |||
*Keith: I am worried we cash strapping ourselves. | |||
*Marcel: I am not worried about that at all. The only decision we have made tonight that really effects us is the bike builder discussion. That fits into our budget. We need to redo the budget to asses this lease. | |||
*Alexandra: What is the deadline to get back to MacEwan? | |||
*Marcel: I think we need to enter into the MacEwan lease before rejigging our budget, but we still need to reassess the budget. I think we should act quickly to get that space. | |||
*Adam: My suggestion to focus on the next budget is because it is difficult to predict how having a combined shop effects our revenue, even if we have a sense of the expenses. | |||
*Matt: For the storage space, I am happy to share it ad-hoc before we formalize something. | |||
*Marcel: Do our shop managers feel as though we need it sooner than later? | |||
*Coreen: That depends on the update from our South Shop landlord. | |||
*Vaughan: I agree with Coreen. | |||
*Matt: I am happy to hear an answer about the space by March 1st offline, through whatsapp, etc. | |||
*DECISION: Respond to Matt by March 1st about obtaining the storage space. | |||
=== Pop-up store options === | === Pop-up store options === | ||
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=== Board applications === | === Board applications === | ||
*Nominations from: | |||
* Colin Margetts | * Colin Margetts | ||
* Adam Burgess | * Adam Burgess | ||
* Heather Young-Leslie | * Heather Young-Leslie | ||
* Derek Kramar | * Derek Kramar | ||
*Gino Akbari has texted Matt that he would like to resign. | |||
*Adam Burgess: I like this meeting, I like this team, I like how things are shaping up, I like the communication that's happening between the board and staff, and I like that the staff are being flexible. I was a board president of EBC about 10 years ago. I learnt a lot and am looking forward to getting us through this transition. | |||
*Colin Margetts: South Shop volunteer since about 2015. Background in engineering. Happy to help out wherever is needed. | |||
*Derek Kramar: Thankful for everything everyone has been doing here. My background is being a member. My professional experience is engineering. | |||
*Stephen: I am going to suggest we go in-camera and have a discussion before having a vote. | |||
== MacEwan New Space Lease == | |||
{{Motion | |||
|motion= Board moves to pursue draft lease with MacEwan, subject to operating hours change and that it doesn't effect BE's grant eligibility. Concurrently, the effects of the new lease need to be amended in the current budget. | |||
|first= Keith | |||
|second= Matt | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= Passed | |||
}} | |||
== Winter Cycling Congress == | |||
{{Motion | |||
|motion= Board moves to cover the costs, up to $600, of shop managers Alex, Coreen, and Vaughan attending Winter Cycling Congress. | |||
|first= Marcel | |||
|second= Keith | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= Passed | |||
}} | |||
== Bargaining Committee Motion == | == Bargaining Committee Motion == | ||
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{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Stephen | ||
|second= | |second= Sarah | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first= Matt | ||
|second= | |second= Marcel | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
== Board Membership #1 == | |||
{{Motion | |||
|motion= Board moves to accept Gino Akbari's resignation | |||
|first= Matt | |||
|second= Keith | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= Passed | |||
}} | |||
== Board Membership #2 == | |||
{{Motion | |||
|motion= Board moves to accept Colin Margetts, Adam Burgess, Derek Kramar, and Heather Young-Leslie to the board | |||
|first= Dan | |||
|second= Keith | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= Passed | |||
}} | |||
Adjourned at | Adjourned at 10:55pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2023-2024 Board minutes]] | [[Category:2023-2024 Board minutes]] | ||