Board Minutes January 2025: Difference between revisions
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→Film Festival proposal from volunteer Ken (8 min)
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: February 10th | ||
* Location: | * Location: Downtown shop | ||
* Chair: | * Chair: Keith | ||
* Minute-taker: | * Minute-taker: Adam | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
| Line 40: | Line 40: | ||
=== President's Report === | === President's Report === | ||
*No big news. | *No big news. The minute-taker was struggling with the wifi. | ||
=== Treasurer's & Finance Committee Report === | === Treasurer's & Finance Committee Report === | ||
*Derek W sought direction on how he can provide information most helpfully to the board. He will continue to orient himself to the role. | *Derek W sought direction on how he can provide information most helpfully to the board. He will continue to orient himself to the role. | ||
*Marcel reports by email that we made a small surplus in November, which is fantastic for that month. Keith will update our projections-- | *Marcel reports by email that we made a small surplus in November, which is fantastic for that month. Keith will update our projections-- we expect to remain solvent through the spring. | ||
* | *[[Media:November_2024_Wage_Accrual.pdf|November_2024_Wage_Accrual.pdf]] | ||
*[[Media:November_2024_Accountes_Receivable_Aging_Summary.pdf|November_2024_Accountes_Receivable_Aging_Summary.pdf]] | |||
*[[Media:November_2024_Statement_of_Financial_Position.pdf|November_2024_Statement_of_Financial_Position.pdf]] | |||
*[[Media:November_2024_Comparative_Profit_Loss.pdf|November_2024_Comparative_Profit_Loss.pdf]] | |||
*[[Media:November_2024_Notes_to_the_financials.pdf|November_2024_Notes_to_the_financials.pdf]] | |||
*[[Media:November_2024_DETAILED_Comparative_Profit_Loss.pdf|November_2024_DETAILED_Comparative_Profit_Loss.pdf]] | |||
*[[Media:November_2024-_Grant_Tracking.pdf|November_2024-_Grant_Tracking.pdf]] | |||
*[[Media:November_2024_Accounts_Payable_Summary.pdf|November_2024_Accounts_Payable_Summary.pdf]] | |||
*Coreen needs admin access to our Stripe account, is currently locked out. Chris has not got back to her yet. | *Coreen needs admin access to our Stripe account, is currently locked out. Chris has not got back to her yet. | ||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
* | *https://docs.google.com/document/d/1SwEpdWG6kTFI7DE59XoQEF6mEacK67rF0TEAiCCi8tU/edit?usp=sharing | ||
=== Fundraising Committee Report === | === Fundraising Committee Report === | ||
* | *https://drive.google.com/open?id=1mcivy9UFnqt4i1-rIPy-Zn61yg9LdbCWJSm0IJK4kf0 | ||
*Rebecca will work on the CIOG grant, due Jan 29th. | |||
*Adam will email Colin to make sure we have a casino volunteer coordinator. | *Adam will email Colin to make sure we have a casino volunteer coordinator. | ||
=== Advocacy Committee Report === | === Advocacy Committee Report === | ||
* There will be a TOR for next meeting, particularly with respect to the 2 elections | * There will be a TOR for next meeting, particularly with respect to the 2 elections this yr. | ||
=== Bargaining Committee Report === | === Bargaining Committee Report === | ||
| Line 67: | Line 75: | ||
=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/12OxxKTdlQxDTp9UKxrsPLliKAL9rNDcfxQ2SoDW8Akw/edit?usp=sharing estimated volunteer hours] for the past month. | * '''Everyone''' log your [https://docs.google.com/spreadsheets/d/12OxxKTdlQxDTp9UKxrsPLliKAL9rNDcfxQ2SoDW8Akw/edit?usp=sharing estimated volunteer hours] for the past month, or the secretary will estimate for you. | ||
* '''Everyone''' sign reports that you have reviewed each month. | * '''Everyone''' sign reports that you have reviewed each month. | ||
* '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar) | * '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar) | ||
| Line 79: | Line 87: | ||
*We have permits for renos, just waiting for a master electrician to sign off. | *We have permits for renos, just waiting for a master electrician to sign off. | ||
*Suzane and Brahm will be working as bike builders-- they are available only until April. | *Suzane and Brahm will be working as bike builders-- they are available only until April. | ||
*Shop has been fairly | *Shop has been fairly quiet Dec-Jan, as usual. | ||
=== Waste Grant update (__ min)=== | === Waste Grant update (__ min)=== | ||
* | *We got a bike order of parts for this-- Coreen has asked Karly to invoice the City, hasn't heard back about that yet. | ||
* | *Heather notes that Jan is awaiting payment for his work on Waste Down Tune Up-- Derek W will look into that. Coreen says he should have just submitted that with his regular hours. | ||
* | *1 league dropped out, so we do have most of a full kit sitting around-- luckily we didn't order more. Heather says that may not pass muster, the grants may require us to submit a new receipt-- Coreen sent Karly all that information, hopefully we can make that case from the city if they have questions. Most important next step is to get invoices to the City-- that should be Karly's role. Heather will talk to her-- Karly does have some personal matters going on. Heather says the project is moving along the timeline approved-- however due to some drop-out from leagues, only 2 are actually continuing with the training now. Jan & Karly should still be able to get paid for their time. | ||
=== Winter Cycling grant update (__ min)=== | === Winter Cycling grant update (__ min)=== | ||
* | * Almost all participants have picked up their tires. A few ghosted, so Coreen did a second draw, and there are about 5/50 ppl left to bike up their tires. Participants will get a final questionare end ofFeb, and then we will submit a report to the city. Holly from the city did let us know that she approved some changes to grant after we already implemented the original program, and hasn't got back to Keith yet. We can try to improve this next year. | ||
== New Business == | == New Business == | ||
| Line 97: | Line 101: | ||
=== Overtime and Volunteer Policy (7 min)=== | === Overtime and Volunteer Policy (7 min)=== | ||
* | *[[Media:Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx|Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx]] | ||
*Tabled to give everyone a chance to review. | |||
* | |||
=== Film Festival proposal from volunteer Ken (8 min)=== | |||
*Ken introduced himself-- a volunteer since 2016. He is doing his MBA. | |||
*"I'm the good idea fairy." 2 yrs ago Michael Janz sponsored a bike-related film at the Garneau. Knowing that June is bike month and it's 6 months away. | |||
*Elevator Pitch: we do a film festival to raise awareness about Bike Edmonton. We get sponsors, other organizations help us pay for this, it brings cyclists together. Doesn't want Bike Edmonton to pay for it. | |||
*Rebecca and Ken got some numbers from Metro-- ~$700 for a screening (staffing, etc-- depends on day of the week). Ken was thinking 2 films/day x 2 days. | |||
*What he needs from the board: permission. Maybe merchandise-- he feels Bike Edmonton doesn't push it's brand as well as it could. Volunteers for valet, concession, ticket sales. | |||
*Keith suggests we committ $600 (to fund at least one film) and encourage them to find sponsors for more. | |||
*Adam: concerned about time at board meetings, inquiries coming to the info@ address, etc. Adam would not want to approve this unless there was support from a consensus of shop managers. | |||
*Coreen echos that there will be an implied budget for staff time regarding the above concerns, and June will be our busiest month. She doesn't see herself having a lot of time for this. | |||
* | *Karl feels this sounds like a good advocacy opportunity-- suggests we find some media partners. Ken intends to contact CJSR, CKUA, CBC. | ||
*Ken feels he has a track record of organization successful events for BE, albeit that they've always been smaller. | |||
** | ** | ||
** | ** | ||
{{Motion | {{Motion | ||
|motion= | |motion= That the board ask Ken to assess interest from possible sponsors and report back to the Fundraising Committee. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 152: | Line 146: | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 8:30pm. | ||
|first= | |first= Keith | ||
|second= | |second= Derek W | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||