Bike Edmonton - User contributions [en]

Board Minutes September 2013

2013-11-13T19:48:54Z

Justin.bartlett:

Approved at the [[Board Minutes October 2013 | October 2013 board meeting]]

== EBC Board Meeting Minutes for September 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks South, 2nd floor meeting space, 10047-80 avenue (enter via alley)
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: Justin
* Food by: Caylie
* Board attendance: Anna, Neil, Sarah, Bernadette, Caylie, Leila, Justin, Chris Corrigan (6:48)
* Staff attendance: Chris Chan, Coreen
* Regrets: Kristin, Paul
* Absent: Jason
* Guests: None

== Call to Order ==
* Meeting called to order by Leila at 6:38pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Justin. Seconded by Sarah. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve August 2013 minutes. Motioned by Anna. Seconded by Leila. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Discuss Oct through Dec meeting dates to accommodate fall schedules/availabilities.
**October 16
**November 20 - Book room on campus

* Date: Wed Oct 16
* Location: BWN
* Chair: Sarah
* Minute-taker: Justin
* Food by: Neil

*Board Retreat with new and outgoing board members = Fri-Sun Nov 1-3, 2013

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/document/d/1y3jXBW7IPqGQvlW9EA-WtpiVO7-FdL0AnZyLQ6WZsdo/edit?usp=sharing President's Report September 2013]
* Discussion notes:
**No discussion, as points are touched on during other agenda items.

Motion: To approve the Sept 2013 President's report as presented. Motioned by Sarah. Seconded by Neil. '''Motion Carried.'''

=== Treasurer's Report (20 min)===
* [https://docs.google.com/file/d/0B1O8LS7JPb84ZHZZMUszcjVlSzA/edit?usp=sharing Treasurer's Report August 2013]
* Review Proposed Budget 2013-2014 to be presented at AGM

A preliminary financial report is attached. I believe there's still a couple of things missing, potentially around $2k in expenses:
# - I believe there should be an expense for purchasing bike racks. Right now I've only seen a deposit, not the final purchase cost, but I've seen revenue for both.
# - Tara has said she has some expenses that I haven't seen yet.
# - There's about $400 in revenue for the ABBCC conference ($200 fees, $200 donation), but no expenses yet.

Regardless of that, we're at the conclusion of a phenomenal financial year, where we've blown our expectations out of the water. The North shop has met its revenue targets for the year, and the south shop has been busier than I thought was possible. We're in an excellent position to deal with the uncertainty of leaving a space that has been a fantastic base over the past 10? 15? years. We currently have approximately $125,000 in unrestricted cash to cover our costs going forward, in addition to our casino money.

I'd also like to discuss bringing a motion to the General meeting authorizing the board to take on a mortgage. As per our bylaws, borrowing authorization must be approved by the membership, and having it in hand provides us with the ability to consider properties for sale in addition to leases. With our current cash balance, we can likely purchase properties up to $500k (with a 20% down payment) without much difficulty, and the monthly payments would be in line with what we're currently discussing for leases, depending on interest rate, somewhere around $2,500-$2,800.

If we receive membership approval on October 6, we will not have to reconvene if we go in that direction.

* Discussion notes:
**Neil: In the best health since I've been on the board. A fine time to run into location issues. If we have not found a lease by the AGM, may ask the membership to approve us taking on a loan. Debentures are a bond and would require a special resolution, which requires advance notice from the board to the membership. But a mortgage just requires a regular motion at an AGM. If we want this, it should be on the agenda at the AGM. We need to pick a limit. $2500/month would mean a $400K mortgage. Leila: how long would that be? Neil: 20 years. Don't usually get a fixed rate for more than about 5 years. We could run into a difficult situation in the future. Bernadette: what is the likelihood of finding something in the price range in this area? Neil: Chris sent out two today.

* Action Items: '''Neil''' will craft a motion for the AGM by the AGM.

Motion: To approve the Sept 2013 Treasurer's report as presented. Motioned by Anna. Seconded by Bernadette. '''Motion Carried.'''

=== Executive Director's Report (10 min)===
[[ED Report September 2013 |Executive Director's Report]]
* Discussion notes:
**Neil: What are the membership numbers? Chris Chan: 836. Sarah: Would it be reasonable to purchase software to run the database? I'm familiar with some that would be reasonably priced. Chris Chan: If you have ideas, we can look into that. I have fixed the glitches, and all of our stuff is currently synced, so we would likely lose these features with a purchased software. But send me some links. Anna: We need to figure out how much of a priority the election is. Chris Chan: My question was around how much we should try to make cycling an election issue. Leila: Thoughts? Caylie: ActivatEd might be doing that already. Anna: They're doing an endorsement campaign - one candidate from each ward. They are supporting progressive candidates, and providing information around sustainable transportation and housing/development density. They're very partisan and we have typically run non-partisan campaigns, so we couldn't back them, but they are giving information. Sarah: I wonder if we could do one question, or a scaled back version, because Chris' list is intimidating. Chris Chan: Most of the people in the election are indicating that hey don't want cycling to be an election issue. They would rather get progressive candidates in and push it through after. But our membership needs to know who to vote for. Anna: We could put out questions to be asked by cyclists going to forums, but not necessarily coming from EBC. Could ask over social media as well. Caylie: Chris raises a good point about the dangerous place for candidates that cycling is right now. People are frustrated with Tour of Alberta shutting down downtown recently, so we may want to do damage control. Leial: Anything new to add? Sarah: action plan? Anna: Can I suggest questions ready for Oct 1st for our members to ask? Chris Chan: Questions made by me? Anna: Yes, canned questions. Just simple information backgrounder and questions. Oct 1st should probably be the latest because there are so many election things already. Sarah: Is there some support you need? Chris Chan: Send in suggestions or thoughts to help create the questions. It's easy for me to create something at that. Leila: Anything new on the report? Caylie: Are we talking about bike building applicants at this meeting? I couldn't find anything in the agenda. Chris Chan: Coreen, do we want board feedback? Neil: We just want to make sure it's not just a social space. Sarah: Do you need time to talk about this? Coreen: Yes, I have run a couple scenarios we could talk about.

Motion: To approve the Sept 2013 ED report as presented. Motioned by Caylie. Seconded by Sarah. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1JJGCoBCqL0ZDgMOqUjD8dNfUgXAiftESJx5XZJBVZBU/edit | BikeWorks Report September 2013]
* Discussion notes:
**Sarah: Is there something specific you need board support with? Coreen: Planning the last party. Chris (Chan) and I will be really swamped with everything else going on. Sarah: I could do that. Chris Chan: There is a fundraising aspect to that. Sarah: Yeah, the auction. Leila: Anyone else? Caylie: I will. Anna: Volunteer party part 2 was slated for the fall, so some of the budget could be allocated to that. Neil: Also alcohol from a toonie bar wouldn't count against a budget since it's profitable. Coreen: Anything else from the report? Anna: Not something you mentioned, but do you know if BWS volunteers intend to volunteer at BWN in the meantime? Coreen: It's been mixed. The closer the new space is to here, the more continuity in volunteer base we will have. We have had people step up to help us move too, which is important. Leila: Any further discussion?

Motion: To approve the Sept 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''

=== Staff Review Committee Report (5 min)===
[[ED Review from July 2013]]
*The Staff Review from July has yet to be completed
*Leila is only remaining person on the Committee. Who else is interested in sitting on this committee?
* Discussion notes:
**Leila: Anyone interested in sitting on the committee to complete it? Caylie: What's involved? Leila: Just need to add the completed goal setting portion. The report is already written. Sarah: When would you be looking to work on it? Leila: The ball is in Chris Chan's court. As soon as he returns the completed goals we will be able to meet. Sarah: I will. Caylie: Keep me posted.

=== Charitable Status Committee Report (5 min)===
*Update from committee on where this is at... What needs to be done? Can we submit before AGM? Before Dec 1?
* Discussion notes:
**Sarah: Nothing to report. Need to recruit a new board member with fresh eyes to look it over. December 1st is a reasonable time-frame. Leila: Not my strong suit. Sarah: I'm busy right now with the AGM and conference. Chris Corrigan: What skills would be involved? Neil: We need to gather representative media samples. Most of the writing is done, but the longer it takes, the more what is written will change. Also, we are $1500 away from small supplier status and may need to apply for a GST number. Not an insignificant amount of work to upkeep. Leila: Is there anything we need to do? Neil: Need to keep 12 month rolling books. Not super concerned, but would need someone to look over that. Paul would be a good person to look at that. Bern: Does this affect our charitable status? Neil: In the sense that the government will be keeping track of our finances, and so can look at whether we've been on the right side of the law in terms of paying and charging taxes. Chris Corrigan: I would like to help with the media gathering. What are the criteria? Neil: It needs to be specifically mentioning us. Paid advertising. Sarah: If you want to meet up after the AGM, I can do that. Chris Chan: Is the GST thing complicated/important enough to put an accountant on? Neil: The numbers are there, it's just which lines to count. If we know a lawyer who knows tax issues, that would be the best place to ask. Anna: I would be happy to look over the report. Leila: Any more discussion?

* Action Items: '''Sarah''' will schedule a meeting with '''Anna''', '''Chris Corrigan''', and '''Caylie''' after the AGM.

=== Alberta Bicycle Commuter Conference Committee Report (5 min)===
[https://docs.google.com/document/d/1egEXzu-k5FSZEm_TIbpV-iuylDIHO5jau25l-ReqXA0/edit?usp=sharing ABBCC Committee Report]
* Discussion notes:
**Sarah: Everything is booked and going forward. Balanced right now for budget. This will change depending on attendance. We need people power. Specifically volunteers to help, from the board or our membership. They would be welcome to contribute throughout the weekend. Free attendance to the conference, but need to pay their own way down to Red Deer. Leila: We can put out a call to the board who is not here, can Coreen or Chris Chan send something out to volunteers? Coreen: Yes. Sarah: We also have no more infrastructure speaker. If you know of anyone, let us know. Chris Chan: Red Deer individuals would be interesting because they have the interesting experience of having put in bike lanes and then ripping them out. I would love to talk, just waiting on my work schedule. I can put a call out on our social media.

Motion: To approve the Sept 2013 Conference Committee report as presented. Motioned by Caylie. Seconded by Bernadette. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.

=== BikeWorks South New Location (25 min)===
[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1QXpXNWF5Ym9zTEk Real Estate folder]
*Location ad-hoc committee to be struck?
**Terms of Reference to determine level of decision-making authority, budget, reporting, etc.
*Review of select locations:
**10425 79 avenue
**
*Decision points to decide as a board (or committee):
**Budget: Neil initially suggested $2,500-$2,800/mo
**Timeline:
***Nov 1?
***Storage over winter; look for space; open in spring?
**Type:
***Lease office/retail space (solo or as partner)(parameters for partnership?)
***Lease industrial space
***Rent house and convert to shop
***Lease space in decommissioned school?

* Discussion notes:
**Anna: I don't know what the decision was at the August meeting. Justin: There was a committee. Bernadette: But people weren't really available. Anna: I suggest terms of reference because we need to know what kind of authority the committee would have. Leila: Is there someone who wants to be on such a committee? Caylie: Can we wait until the end of this discussion? Anna: Other spaces from Chris Chan's report weren't in here, but we should review those too. Leila: This is the seriously considered space. Neil: Just over $3000/month. Leila: Does that include operating costs? Neil: Yes. Coreen: I just found a listing at 76 ave and Gateway, haven't heard back. Neil: Would like to talk about budget and committee authority. I think we should set a maximum and give the committee the authority to put in offers within that limit. Sarah: Do we need to have someone to draw up a contract in the event that we do want to put on an offer. General agreement that realtors should be able to do that. Chris Chan: We do have our existing contracts to go on. Anna: Should we discuss the budget? Leila: Originally $25-2800/month with utilities? Neil: No, not including utilities. $2500 was the target. $3000 is achievable provided that we're close to where we are, and probably a store front. In another alley location we won't be able to facilitate that extra 10% of growth to accommodate the increase. Calyie: Do we have a list of must-haves? Anna: No, that's what I was thinking we would need. Leila: We can talk about that or terms of reference of committee. Chris Chan: Not sure where that is going. Coreen or I would be able to say that a property would or wouldn't work upon entering a space. From then it's just determining whether the positives and negatives add up. Sarah: I would find this helpful, I didn't know what I was looking for at all in going into spaces. Anna: Not necessarily amenities, but aspects of the location and size and whether we would need to partner. Chris Chan: What it is in my mind is the list of absolute musts is really tiny. A matter of balance. Caylie: It has seemed that we're looking at ones outside of our parameters. I'm afraid that our search is becoming more date-focused, and compromising a vision for a space in the future. Would be interested in exploring some other options for the next six months, whether that's storage, or a small space with just tools and no retail. Neil: The extent to which we've been date focused, if there is an opportunity that might work, I don't want to miss it and not have anything in the market for less than $5000. Sarah: What is our back up plan? What if we don't have a south shop by March? Neil: It doesn't stop our operations. It would be a big hit, the same as getting a space that is twice as expensive and spending $10,000 to get it up and running by the Spring. Ran budget scenarios, either finding a place or not would put us in the more or less same position in the short term, but if we didn't have a new shop it wouldn't leave us in the place to remedy that in the longer term. Sarah: I would be interested in partnering with a new immigrant organization. More interested than continuing to look at places. Leila: Weary around going into partnership with organizations that may have a much shorter longevity than we have. Might want to look into putting into storage and then look at a mortgage. Anna: What should the terms be for the committee? Neil: Should have the ability to consider partnerships, but would have to at least put to an email vote to figure it out. Caylie: Partnering puts us on a very different timeline of relationship building. I agree that we are time constrained, but would like to see our goal be in a place by the Spring, rather than early Winter. That time would give us space for relationship building. Neil: If we go to late, it will take 3-4 months to get it up and running. We would have a hard time getting it done for Spring. I would want the committee to look at 5+ years at a minimum, 10 years is best, so that we can get matching grants for renovations. Coreen: I think the committee having as much flexibility as possible is best. Need to be working with the market. Leila: Justin? Justin: I was concerned about the speed with which the discussion happened when there was a place that looked like it might work. I would like to see us go at a pace where we can look for places but not get into an email panic when something comes up. Also moving it to the committee level would reduce the hectic nature of those threads. Coreen: Was I getting all the emails? Neil: Likely not. Coreen: I would have been able to see some of the places mentioned. Anna: You and Chris Chan should be on the committee. Chris Chan: There wouldn't be a committee without us. Neil: Basically authorize the committee to make offers but give us emails and 24hrs to respond. Found the opposite, the emails weren't moving fast enough. Need to move fast on ideal properties. Not sure how to best balance this. Bernadette: Make an offer and come to us to say 'what do you think?' or come to us and say 'we'll make an offer at 4 tomorrow, this is it'? Neil: Thinking the latter. Bernadette: Can we put conditions on an offer? Leila: That makes our offer less desirable. Bernadette: Just want to know if we can make an offer and back out. Leila: recommend that we find a realtor we feel comfortable with. Sarah: I suggest that if anyone has any other contacts, we discontinue working with the person we have been. Anna: in the interest of moving this to the committee level, can we think of a list of things we want the committee to present us with? Caylie: loved pro/con recommendations. Even if it is the selection, it can be useful to see the cons to make a judgement. Leila: Price, length of lease. General brainstorming: Location, square footage, accessibility, entrances, accessibility to bike routes, transit, plumbing, things that can and can't be changed. Outside space. Neil: What I need most is, do they think it's marginal, looking for opinions. Do they think we could be a success there. Leila: We've been talking about this for a while, do we want to strike this committee. Anna: Ask for a recap of committee asks. Sarah: Leila mentioned sticking with industrial space. Coreen mentioned retail being a change but being able to work with it. Neil: I would be comfortable leaving this to the committee. Based on the space. Coreen: Based on 'how can we make this space work for us.' Does come down to core philosophy and what our values are. Needs to happen on an organizational level. Chris Chan: This can happen outside of the location discussion. Leila: Important to discuss on an organizational level. Neil: Constructs a motion. Anna: Friendly amendment. Leila: Anyone who wants to be on this committee? Sarah: Would be in contact, but can't be on the committee. Neil: Need to have flexibility. Caylie: Would you like to search places? Sarah: Would rather meet people than be on the computer. Anna: Available after the municipal election. Caylie: Daytime flexible, but hesitant to do searches. Leila: I will send out an email to the whole board about it.

* Motion: To strike an ad hoc committee consisting of Chris Chan, Coreen and two board members for finding a new location with authority to make offers committing EBC up to $3000/month in rent or mortgage, and operating costs on spaces they deem appropriate. The full board must be given 24hr email notice and opportunity to object before offers become legally binding. Motioned by Neil. Seconded by Leila. '''Motion Unanimously Carried.'''
* Action Items: '''Leila''' will send out an email to the board.

=== Budget 2013-2014 (10 min)===
*Review proposed budget which will be presented at AGM
* Discussion notes:
**Neil: What we'll be presenting to the membership is the option B: finding a new home budget. Based on finding a new shop in the middle of Winter. Closure won't affect revenue much, since it's during the slow months. Budgeted to spend $10,000 on renovations, consistent with what we did at the North shop. Leila: Any further discussion? Neil: We need to approve it. Sarah: Don't have money for the AB Bike conference for prizes for attendees. There doesn't seem to be significant interest in amending the budget for this. Anna: Want to consider staff development, including representation of EBC at BikeBike. General agreement in excitement for the idea. Caylie: Curious if the idea of paid time off is interesting to staff. It is indicated that they are not necessarily able to take such a thing. Neil: Would like to see the staff come to us with requests over and above the budget. Anna: Would like to recommend increase of $400 to board and staff development. Caylie: Full time only? Anna: Yes.
**
* Motion: To approve the 2013-2014 budget with a $400 increase to board and staff development, earmarked for full-time staff use. Motioned by Leila. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Neil''' will amend the budget by the AGM.

=== Staff Group Benefits Plan ===
* Neil via email: "One of the steps in putting together a group benefits plan is determining eligibility (required length of employment and hours worked per week). I would suggest something along the lines of:
**All employees employed full time (30 hours per week or more) on contracts lasting 6 months or longer will be eligible for benefits immediately upon hire.
**It's been my experience that everywhere I've worked always has a "wait three months" provision in their policy, and then waives it in contracts, which seems silly.
* Discussion notes:
**Neil: Was required for Blue Cross plan. Contract is made.

=== Election 2013 Campaign ===
*Update on plans?
* [http://cycleedmonton.ca/ CycleEdmonton.ca]
*Idea from Board Mid-Year Retreat to ask members to organize Ward Bike Rides and invite the candidates running in their ward to attend. Ride the neighbourhoods to educate on types of bike infrastructure (bike lane vs MUT vs sharrow) and identify strengths and weaknesses of active transportation in the ward.
**could announce this opportunity at AGM?
*The Local Good has been receiving and publishing candidate surveys: [http://www.thelocalgood.ca/election-2013/ thelocalgood.ca/election-2013/]
*Mack Male does a weekly roundup of info about election news (candidates, events, media, etc): [http://blog.mastermaq.ca/tag/election-2013/ blog.mastermaq.ca/tag/election-2013/]
*Edmonton Election Tumblr: [http://edmontonelection.tumblr.com/ edmontonelection.tumblr.com]
* Discussion notes:
**Already discussed.

== New Business ==

=== VP until end of 2013 term (10 min)===
*Interim VP position needs to be filled for the term. 2013-2014 Executive will be voted at the Oct Board meeting or Board Retreat...
*[[http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members VP Job Description]]
* Discussion notes:
**Leila: Don't have one. Neil: I would be fine to do that.

* Motion: Appoint Neil Carey as VP until end of November. Motioned by Sarah. Seconded by Leila. '''Motion Carried.'''

=== Interim board member for vacant position (10 min)===
*Anna: Since Lee has resigned as of Sept 10, should we appoint the candidate who tied with Jason as interim board member?
* Discussion notes:
**Leila: Was some discussion online, but nothing decided for sure. Two perspectives, one around the length of time left making it pointless, one around having extra help to take on the work we have to do before December 1st. Chris Chan: Would see the short length of term as a way to get involved that is low-stakes.

* Motion: Contact Meghan Thiessen to offer interim board position until the end of November. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''
* Action Items: '''Anna''' will send out email to Meghan offering the position

=== AGM committee (10 min)===
*Bernadette to confirm logistics
*Anna: need to strike an ad-hoc committee to organize the details of the AGM
**eg. [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1YU56Z0hFaUYtR2s Duties from 2011 AGM]; [https://docs.google.com/a/edmontonbikes.ca/document/d/1A6nDYNdT1KY_PqCZH7nQFF7kh-15kpShcMmOaG12kuA/edit Duties from 2010+2012 AGM]
**food?
**set up and tear down
**welcome table with member packages (printed agenda, minutes of 2012 AGM for review, financials, proposed budget, slip for voting on motions, ballot for voting on board candidates, etc.)
**volunteer awards - organizing nominations, writing speech, presenting awards
**door prizes
*President's Report to be prepared and presented
*Treasurer's Report to be prepared and presented
* Discussion notes:
**Bernadette: Time has been amended for the rental. Will be an extra $25. Anna: Needs to be a committee, because Bernadette didn't sign up to take on all the logistics work. Neil: We have $100 budgeted for food. Bernadette: Baked goods and veggies are good. Sarah: I will coordinate. Anna: Neil and I will work on package to receive at the door.

*Action Items: Volunteer Awards: Bernadette, Chris Chan and Coreen to work on nominations and selection for volunteer awards. Doorprizes: Chris Chan, Chris Corrigan.

=== Hiring a Bike Builder ===
*Discussion notes:
** Coreen: We got a lot of interest from both volunteers and non-volunteers. Put together a couple of scenarios. One is hiring on one or two people. Another is leaving it open to a lot of people who we pay per hour, bike, or per value added to the bike. Leaning toward having the builders set the price of the bike. Might have problems with consistency/quality control. If it was more permanent we'd have to test them. If we were more retail oriented this might be a way we'd have to go. Worried about people being discouraged from volunteering. Should do both North and South side so we can clear some out from the North shop for moving stuff over. Chris Chan: Possibility of hiring a person from each shop to provide consistency. Coreen: From my experience from running bike building, would be better if the person we hire is not in charge of bike building nights. Bernadette: My question was whether it is intended to be drop-in or all at the same time, but you answered that. Leila: Off hours drop in would be better than all-at-once. Neil: This is getting much more complicated than we imagined. Coreen: Concerned that per bike would encourage shortcuts. Leila: Value added would require Coreen to be the one to assess bikes before and after. Coreen: There can be surprises with bikes, so that might not be the most efficient way to do it, or use of my time. Leaning toward a smaller number of people we really trust their skills. Chris Chan: I'm imagining a master mechanic who sets the price someone would get for work on a bike. They would also work on bikes and have the final say. Bernadette: Is this something we have to approve at the board level? Neil: We have to approve the money side. I'm stressed at the vagueness and lack of a fleshed-out business model. Committed all of our profit from this year, and nervous to take a risk without a good idea of what we stand to gain at the end. Chris Chan: Coreen and I can work out the details and present it for email approval for the board.

* Action Items: '''Chris Chan and Coreen''' will work out a detailed plan for hiring bike builders and present to the board for approval.

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Everyone. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes October 2013

2013-11-13T19:35:17Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for October 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 9305 111 avenue
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: Justin
* Food by: Neil
* Board attendance: Bernadette, Caylie, Sarah, Neil, Justin, Meghan, Anna, Jason, Chris Corrigan (6:49)
* Staff attendance: Coreen, Chris Chan
* Regrets: Leila, Kristen
* Absent: Paul
* Guests: Steve Andersen

== Call to Order ==
* Meeting called to order by Sarah at 6:37 pm.

== Welcome to New Board Members! (15 min)==
* Welcome and intros
* Review of how board meetings are run: formal roles (Chair, secretary, etc), agenda topics, how to participate in discussion (speakers list, hand signals, etc), how to participate in decision-making (motion and voting procedure, etc), how to take on action items between meetings (tasks, committees, etc)
*

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Caylie. Seconded by Jason. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve September 2013 minutes. Motioned by Meghan. Seconded by Bernadette. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday Nov 13, 2013
* Location: U of A (room TBA by Justin)
* Chair: Caylie
* Minute-taker: Justin
* Food by: Jason

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1euahPZq6RJy_5Nr-N-L64DbcBj8aru1d7eRPlJGS4ww/edit President's October 2013 Report]
* Discussion notes:
**No discussion needed.

Motion: To approve the October 2013 President's report as presented. Motioned by Caylie. Seconded by Bernadette. '''Motion Carried.'''

=== Treasurer's Report (10 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Neil: more revenue, same costs as last year. Will send a complete report when the report is finished.
* Action Items: '''Neil''' will complete the report and submit to the board.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1GHVI411ac68cpWRdevVd7xaqZFIQ3S7yMAY6Do7_T7g/edit?usp=sharing Executive Director's Oct 2013 Report]
* Discussion notes:
**Bernadette: Chris, could you clarify what your 18hrs for the ABBCC was for? That seems like a lot. Chris Chan: Let me get back to you on that. Anna: In funding we have SCiP placements who will procure sources of funding for us. Around funding/sponsorship, there is a lack of policy around what kind of funding and sponsorship we accept and pursue. If this is going to be a coordinator position, maybe the board should develop policy so there is direction around where to look for funding. What is the timeline? Chris Chan: This is dependent on me largely. We can direct the coordinator on what places to pursue funding. Bernadette, I will have to get back to you on the ABBCC hours. Possibly made a mistake. Sarah: Is there anything you would like to bring to our attention? Chris Chan: I don't know what we're doing on the 25th. Sarah: That is on the agenda. Chris Chan: The CIOG grant has been submitted.

Motion: To approve the October 2013 ED report as presented. Motioned by Anna. Seconded by Bernadette. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1Qdi6zsKCEC-tVHXSLCtAJodiGIirOxb53cOkckeyWt0/edit?usp=sharing BikeWorks Manager Oct 2013 Report]
* Discussion notes:
**Coreen: Most of the report was on the building search. Don't know what we're doing on the 25th but lots of people are volunteering to be involved. Not sure what we're going to do with W&TO day. I would opt for suspending it. Less bikes are sold due to the weather. Chris Chan: You would prefer to suspend it instead of moving it to BWN? Coreen: I think there would be a lot more issues coming up if we have it there. The number of people who utilize it during the winter is extremely low. I am open to suggestions. Sarah: What about a special event once a month or two months? Coreen: I thought about that, or offering more classes. Meghan: What about reserving two stands? Agreement that space is not the issue in the Winter. Chris Corrigan: When is Videodrome space available? Coreen: They closed at end of Oct. not sure but would likely be just after that. The lease is $2650-2900/month, we could get our property taxes waived. Neil: Our class of non-profit only qualifies if the owner of the building is a non-profit. Coreen: So operating is 1000/month. Good visibility. We wouldn't likely have outdoor storage. There is space for bike parking outside. There are two parking spaces out back that could be used for recycling. Sarah: Chris' report says he wants to hold on to BWS until the end of Nov. Chris Chan: We haven't cleaned it out as much as we'd want. Neil: The board should vote on this because our budget says we're not paying rent after Oct 31. Coreen: Clearing is going slow. Caylie: Is there a way to strongly suggest to people to go down on certain days to help out. Sarah: It is definitely more motivating when there's a large group. Can we propose a day in the next few weeks to get people down there? Neil: What date are we closing? Chris Chan: We're planning to still sell bikes, no repairs. Neil: We'll need to empty the yard before it snows and freezes. That time is coming up quickly. Bernadette: What is the plan for all the frames and bikes in the yard? Coreen: We will store the ones worth storing. Tuned and easily-tuned bikes are worth storing. Steve: Will we need a bin when we clean out the yard? Coreen: Thinking of renting a Uhaul. Sarah: So we will keep the closing date end of October, exit date from the space the end of November. Caylie: Is there a way to get a timeline of what can be done in what order, so a cleaning party can know where we are at in moving out of the space. We could all commit to putting in 8 hours between now and the end of Novemeber to help out with the move process. Coreen: I could make up something like that. I've already been trying to communicate with volunteers priorities for cleaning and other activities. Sarah: I would be happy to go Sunday. Coreen: That day will be the last W&TO day. Neil: Can't cancel W&TO day at this short of notice. Coreen: We could also start early on Saturday. Other spaces we have looked at the Churchill space - affordable mortgage but condo fees are quite large. Space on 99st - quite good on most accounts. Is it far enough out that it will be a problem for volunteers and patrons? Industrial, lots of trucks. We would probably have to have all recycling and donations inside. It is notable because it's close and flexible and affordable. Will have to move quickly for the Videodrome space, the 99th street space will not likely go fast. Sarah: For location and safety, Videodrome will be the best, 99th st will be a backup. Anna: 99th st would be good for a purchase. Right next to Ritchie which is a great community. Discussion of the general merits of the 99th st location. Neil: I'm not sure that buying vs leasing is significant. A good location at a price we can afford is more important. Buying a place that stretches our budget is risky. We won't have much in the way of cash to fall back on. If we lease a place that is more than what we bring in every year, we have a substantial cushion to fall back on to build the business back up to a sustainable level. Videodrome space floorplan discussion. Sarah: What are our actions moving forward? Chris Chan: If couldn't get a metal storage, maybe we could have some other kind. I'm not in favour of 99th st space. too sparse, too far from major areas. The Videodrome space could work. Anna: Can we empower the staff to make an offer on the Videodrome space? Chris Chan: I would like to look through the listings with the new 800K mortgage price point to see what is out there. Bernadette: Neil is the $3600 cost higher than $2500 we budgeted for. Neil: That didn't include utilities and the $3600 does. It would be manageable. Caylie: I want a timeline for looking at a place and setting an offer. Chris Chan: Coreen and I can split the work. What do you think Coreen? Sarah: What about a date to make the offer by? Meghan: Can you make an offer by Friday? Coreen: Can we make an offer and still look at other spaces?

Motion: To suggest the staff put forward an offer on the Videodrome space by Friday, while looking into spaces to buy. Motioned by Anna. Seconded by Sarah. '''Motion Carried.'''

Motion: To approve the October 2013 BikeWorks report as presented. Motioned by Caylie. Seconded by Meghan. '''Motion Carried.'''

=== BWS Location Committee Report (10 min)===
[Committee Report]
* Chris Chan, Coreen, Caylie, Sarah, Anna to report on locations that have been explored this past month.
* Discussion notes:
**Discussed above

=== Staff Review Committee Report (5 min)===
[[https://docs.google.com/document/d/1t7dDzApkxp1V2ItoGzM-NF2ASPPQmND16va-SCytdbU/edit Committee Report October 2013]]
* Leila, Sarah to report on Staff Review updates
* Discussion notes:
**Most did not get a chance to read it. Sarah: Leila and I met and went through some of the policy and what the previous HR committee undertook. We started taking minutes. We will be continuing policy development for HR policy. Currently looking to outside sources. The current staff review has not been completed, due to board turnover, and the speed at which the review happened. Will be trying to get enough policy in place to complete Coreen's year review by the end of December. We will have a meeting before the 10th of November. Recruiting new members for the standing HR Committee. Not in line to complete our smart goal for HR policy. Next steps are to have the meeting and meet monthly and establish Terms of Reference. Will meet with staff to complete reviews and make appropriate corrections. Anna volunteers to be a part of the committee. Any questions?

Motion: To have all reports submitted, at minimum, 48 hours before a board meeting. Motioned by Sarah. Seconded by Caylie. '''Motion Carried.'''

Motion: To approve the October 2013 Staff Review Committee report as presented. Motioned by Bernadette. Seconded by Justin. '''Motion Carried.'''

=== ABBCC Report (5 min)===
[[https://docs.google.com/document/d/1BwsHv6yRgkNA7ZwsBTPPTASj0S8lMZ-hS6I6UVHcR_U/edit ABBCC Report October 2013]]
* Discussion notes:
**Sarah: The conference was awesome, lots of support. Very balanced budget. Chris Corrigan attended, Chris Chan attended as a keynote. The conference will occur next year.

Motion: To approve the October 2013 ABBCC report as presented. Motioned by Meghan. Seconded by Caylie. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Justin''' will book Nov - Feb rooms at U of A for board meetings.
* '''Anna''' will send Meghan an email to offer board position (appointment). '''COMPLETED.'''
* '''Leila, Sarah, Caylie''' to follow up with Chris on Staff Review for next steps
* '''Sarah''' schedule meeting with '''Anna, Chris Corrigan, Caylie''' after AGM to review Charitable Status draft submission.
* '''Unassigned''' will draft a bylaw revision for the board election membership issue for 2014 AGM.
* '''Chris Chan and Coreen''' will draft a detailed plan for hiring bike builders and present to the board for approval.

=== Bookkeepper Job Posting (5 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YkKtIrnqW9s-VV7lpZJK8zYyWKNJ5vX05ykvwUS2jfo/edit Bookkeeper posting] was finalized. Deadline for submissions is November 1st.
* Need to determine the committee and process for reviewing applications and hiring. What is our timeline?
* Discussion notes:
**Sarah: Who will do hiring? Will Neil help us? Neil: I will be applying, can't offer support. The process is not a hiring in the same sense as staff.

=== BikeWorks South Location (15 min)===
* Review of the schedule for closing current location?
* Review of plan for Oct 25 party
* Review of next steps for South location...
* Discussion notes:
**Sarah: Would anyone like to speak to the party plan? Caylie: Past making sure there are beverages and music, I can't plan anything else. Sarah: Since there is a week, press release should go out. Chris Chan: If you don't have a media hook there's no point in having a press release, because no one will care. If we're just having a party, it's not going to get anything. Bernadette: Who is the party for? Staff and volunteers or the public? Chris Chan: For the public. If you make something ridiculous for a hook it will be exciting. We always want money. Discussion about auction.
**Things to auction off for the party
***Anna: bike shining/wash
***Meghan: tune-up
***Jason: riding skills + bike tour
***Chris Chan: mechanics (x2)
***Sarah: Bike date
***Rent out tandem for week
***Shop time
***Bernadette: bike cleaning
***Keith McIsaac and Robert Clinton volunteered to do acoustic music.
**There is a suggestion to postpone it due to the lengthening of the shop stay. Coreen: Suggestion to keep the date as-is. General agreement. Sarah: Coreen and I will plan the rest of this together. Bernadette: Are we going to contact the general membership to solicit other donations of time? I will do that.

=== AGM Evaluation (10 min) ===
* What went well? What could improve?
* Recommendations for 2014 AGM?
* Review Annual Report 2013 (TBC by Chris Chan)
* Discussion notes:
**Review of Annual Report tabled
**The AGM went smoothly considering the amount of stuff we forgot. Attendance was down. This was likely due to it being held on the North side. AGM packages were useful.
**Things to pack: extension cord, coffee/supplies, something to project onto, clipboards, multiple computers, qr codes, paper/pen all for sign in, plates/napkins.
**Set-up could have gone more smoothly. Tasks were not delegated to specific people. We could have been more cohesive in our execution of work. Getting people through the door was difficult. Renewing memberships online slowed everything down. On paper might have been quicker.
Is it possible to set up a QR code for people to scan? It could just be better with more computers/actual computers, not ipads. Pens and paper would be the easiest way to scale up the operation. Look at a way to have the sign-in table outside the meeting space. Maybe we should have the AGM on the North side every 3rd year. Need a collated AGM package. We also need to work on the annual report earlier.
**Send further recommendations to Anna by email
* Action Items: '''Bernadette''' will followup with Kristen regarding the deposit on the space.

=== Board Retreat Committee and Agenda (10 min)===
* Rooms have been booked at the U of A. Determine exact time and food plan:
** Saturday Nov 2: Kiva Room booked 9am to 6pm. Time for retreat = ?
** Sunday Nov 3: Education South 262 booked 9am to 6pm. Time for retreat = ?
** Food: potluck one day, catered next day? ($200 budget for entire retreat)
* Anna: Who would like to organize the Board Retreat/Orientation?
* Anna: The January 2013 Retreat/Orientation had [https://docs.google.com/a/edmontonbikes.ca/document/d/1Z2nr0fW7KCsGpi0EdyBBkhpFao4ZQxqz0SudENyxph8/edit various sessions] presented by a group of 2-3 board members. Similar process? Similar topics? Anything else to add to agenda?
* Discussion notes:
**Food budget - have leftover money from the AGM. Sarah: What is the time frame? Anna: 12-430 Saturday, 9-430 Sunday. Neil: Is it intended as training for next year's board? In the past both boards are invited but content is less useful for outgoing board. Sarah: Suggest Saturday 10-5 training for new board members, and Sunday 10-5 invite previous board members to share experience. Meghan: I won't be there, so will miss the new board orientation material. Anna: There is value in having outgoing board members attend regardless is having input. Justin: Maybe we should just schedule things we want Neil specifically for on a certain day. Sarah: Build off of last year's retreat. Caylie: Want to focus on building relationships during the retreat. Anna: I have the agenda printed out from last retreat. If there is anything that people want to build on or add to that. Caylie: I would like to keep the time frame open in case we need more time for all the things we need to talk about.
**
* Action Items: '''Caylie and Jason''' will join '''Sarah and Anna''' in planning and preparation for the retreat.

=== Board Development Workshop (5 min) ===
* The Alberta Government's Board Development Program is a unique service that provides assistance to not-for-profit boards in the area of governance through workshops, consultations, and resource materials. [http://www.culture.alberta.ca/bdp/ culture.alberta.ca/bdp/]
* Anna: To book the workshop, they require: "Guarantee that 75% of your board members are available and have committed to the above date" (i.e. 9 members of EBC). Workshops are ten hours and are scheduled for Friday evening (7 – 10 pm) and all day Saturday (9 am – 4 pm). Are we able to commit to Fri Jan 10 and Sat Jan 11? Or Fri Jan 17 and Sat Jan 18?
* Discussion notes:
**Difficulty confirming. Change to Jan 31/Feb 1st as tentative date.

== New Business ==

=== EBC-board-elect email group (5 min)===
* Anna (via email): I personally feel that the new board members should just be added to the "ebc-board" group now and also be able to join our in camera discussions at the meetings. The separate, temporary "ebc-board-elect" group is often forgotten in replies when we send around emails and I think there is a need for transparency in all board matters from the very beginning, not just starting in December when the new board members officially take their positions. I currently have all new board members (Caylie, Jason, Kristen, Meghan, Steve, Douglas) on the "ebc-board" group so if we decide that this is not desired, please let me know asap so I can change the group settings.
* Check in with new board members if they are receiving group emails and can access Google Drive docs.
* Chris: I agree, as long as the board and board-elect are aware of the potential (fairly minor) legal implications. Board-elect aren't legally on the board, and therefore don't have quite the same expectations/requirements re: confidentiality, liability, or, accordingly, D&O coverage until they become actual board members. This doesn't mean that they have carte blanche without personal legal ramifications, either, though, so it's not a huge concern or risk to the organization. The benefits (actually making the board transition period meaningful and useful) likely outweigh any risks (especially since once they become full board members, they have access to in camera minutes anyway).
** We should record in camera minutes.
* Discussion notes:
**Continue with them accessing regular ebc-board list.

=== BikeWorks Manager contract (10 min)===
* Current contract expired Sept 2013. Need to offer a contract for 2013-2014 a.s.a.p.
* Include sick pay similar to ED's contract?
* Chris: Oops. I missed this. Let's discuss in camera.
* Discussion notes:
**Tabled for in camera.

=== Member/Community Survey (5 min)===
* Anna (via email): I'd like to put together a survey for community input on EBC's 2014 direction to help inform our discussions at our Board Retreat in Nov. This could be sent in the Oct newsletter. I've [https://docs.google.com/a/edmontonbikes.ca/forms/d/1uhnxtJ_A8HtAcrzj4rJr5kNZ225flEws2rt0TDZE-Aw/edit drafted a few questions]... please edit/comment as you see fit. Unless anyone has objections, I'll send a final survey to Chris for the next Member Newsletter.
* Chris: Before we send this out, I think we should probably have a clear written idea stating what we actually want to find out and why, and what we plan to do with the information we receive. Without that, we're just making up interesting questions, when what we really want should be information that will help us make specific decisions. We may not necessarily know yet what those specific choices are going to be, but if we start off with a sample set of decisions that we currently have or suspect we will likely face, I think we can focus our survey questions a bit better. Especially wasteful is getting a bunch of feedback and not knowing what to do with it, or simply ignoring it.
** e.g. If all respondents unanimously say they want a downtown location, will we forego a southside location even if the search committee thinks it's the best choice?
** How many respondents do we need to consider the results meaningful?
** etc.
** We can't necessarily answer these questions absolutely and completely now, but they should be considerations in determining what questions the survey includes. If we know that a particular question will never give us useful (or even interesting) answers, then we should change it or drop it.
* Discussion notes:
**Tabled for next meeting.

=== Annual Report (5 min)===
* Tabled for the Board's perusal and approval (via e-mail)
* [[Media:Annual Report 2013 DRAFT.pdf]]
* Discussion notes:
** No discussion today

=== Orphan Policies (5 min)===
* We have several "draft" policies that have yet to be approved:
** [[Cycling Event Promotion Policy]]
** [[Financial Management Policy]]
* Discussion notes:
**Vote next month.

== In Camera Session (15 min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Sarah. Seconded by Bernadette. '''Motion Carried.'''
* Please list how long you believe your topic will take to discuss:
** Sarah will present one topic (10 min)
** BikeWorks Manager 2013-2014 contract (10 min)
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Neil. Seconded by Meghan. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes October 2013

2013-11-13T04:31:39Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for October 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 9305 111 avenue
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: Justin
* Food by: Neil
* Board attendance: Bernadette, Caylie, Sarah, Neil, Justin, Meghan, Anna, Jason, Chris Corrigan (6:49)
* Staff attendance: Coreen, Chris Chan
* Regrets: Leila, Kristen
* Absent: Paul
* Guests: Steve Andersen

== Call to Order ==
* Meeting called to order by Sarah at 6:37 pm.

== Welcome to New Board Members! (15 min)==
* Welcome and intros
* Review of how board meetings are run: formal roles (Chair, secretary, etc), agenda topics, how to participate in discussion (speakers list, hand signals, etc), how to participate in decision-making (motion and voting procedure, etc), how to take on action items between meetings (tasks, committees, etc)
*

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Caylie. Seconded by Jason. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve September 2013 minutes. Motioned by Meghan. Seconded by Bernadette. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday Nov 13, 2013
* Location: U of A (room TBA by Justin)
* Chair: Caylie
* Minute-taker: Justin
* Food by: Jason

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1euahPZq6RJy_5Nr-N-L64DbcBj8aru1d7eRPlJGS4ww/edit President's October 2013 Report]
* Discussion notes:
**No discussion needed.

Motion: To approve the October 2013 President's report as presented. Motioned by Caylie. Seconded by Bernadette. '''Motion Carried.'''

=== Treasurer's Report (10 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Neil: more revenue, same costs as last year. Will send a complete report when the report is finished.
* Action Items: '''Neil''' will complete the report and submit to the board.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1GHVI411ac68cpWRdevVd7xaqZFIQ3S7yMAY6Do7_T7g/edit?usp=sharing Executive Director's Oct 2013 Report]
* Discussion notes:
**Bernadette: Chris, could you clarify what your 18hrs for the ABBCC was for? That seems like a lot. Chris Chan: Let me get back to you on that. Anna: In funding we have SCiP placements who will procure sources of funding for us. Around funding/sponsorship, there is a lack of policy around what kind of funding and sponsorship we accept and pursue. If this is going to be a coordinator position, maybe the board should develop policy so there is direction around where to look for funding. What is the timeline? Chris Chan: This is dependent on me largely. We can direct the coordinator on what places to pursue funding. Bernadette, I will have to get back to you on the ABBCC hours. Possibly made a mistake. Sarah: Is there anything you would like to bring to our attention? Chris Chan: I don't know what we're doing on the 25th. Sarah: That is on the agenda. Chris Chan: The CIOG grant has been submitted.

Motion: To approve the October 2013 ED report as presented. Motioned by Anna. Seconded by Bernadette. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1Qdi6zsKCEC-tVHXSLCtAJodiGIirOxb53cOkckeyWt0/edit?usp=sharing BikeWorks Manager Oct 2013 Report]
* Discussion notes:
**Coreen: Most of the report was on the building search. Don't know what we're doing on the 25th but lots of people are volunteering to be involved. Not sure what we're going to do with W&TO day. I would opt for suspending it. Less bikes are sold due to the weather. Chris Chan: You would prefer to suspend it instead of moving it to BWN? Coreen: I think there would be a lot more issues coming up if we have it there. The number of people who utilize it during the winter is extremely low. I am open to suggestions. Sarah: What about a special event once a month or two months? Coreen: I thought about that, or offering more classes. Meghan: What about reserving two stands? Agreement that space is not the issue in the Winter. Chris Corrigan: When is Videodrome space available? Coreen: They closed at end of Oct. not sure but would likely be just after that. The lease is $2650-2900/month, we could get our property taxes waived. Neil: Our class of non-profit only qualifies if the owner of the building is a non-profit. Coreen: So operating is 1000/month. Good visibility. We wouldn't likely have outdoor storage. There is space for bike parking outside. There are two parking spaces out back that could be used for recycling. Sarah: Chris' report says he wants to hold on to BWS until the end of Nov. Chris Chan: We haven't cleaned it out as much as we'd want. Neil: The board should vote on this because our budget says we're not paying rent after Oct 31. Coreen: Clearing is going slow. Caylie: Is there a way to strongly suggest to people to go down on certain days to help out. Sarah: It is definitely more motivating when there's a large group. Can we propose a day in the next few weeks to get people down there? Neil: What date are we closing? Chris Chan: We're planning to still sell bikes, no repairs. Neil: We'll need to empty the yard before it snows and freezes. That time is coming up quickly. Bernadette: What is the plan for all the frames and bikes in the yard? Coreen: We will store the ones worth storing. Tuned and easily-tuned bikes are worth storing. Steve: Will we need a bin when we clean out the yard? Coreen: Thinking of renting a Uhaul. Sarah: So we will keep the closing date end of October, exit date from the space the end of November. Caylie: Is there a way to get a timeline of what can be done in what order, so a cleaning party can know where we are at in moving out of the space. We could all commit to putting in 8 hours between now and the end of Novemeber to help out with the move process. Coreen: I could make up something like that. I've already been trying to communicate with volunteers priorities for cleaning and other activities. Sarah: I would be happy to go Sunday. Coreen: That day will be the last W&TO day. Neil: Can't cancel W&TO day at this short of notice. Coreen: We could also start early on Saturday. Other spaces we have looked at the Churchill space - affordable mortgage but condo fees are quite large. Space on 99st - quite good on most accounts. Is it far enough out that it will be a problem for volunteers and patrons? Industrial, lots of trucks. We would probably have to have all recycling and donations inside. It is notable because it's close and flexible and affordable. Will have to move quickly for the Videodrome space, the 99th street space will not likely go fast. Sarah: For location and safety, Videodrome will be the best, 99th st will be a backup. Anna: 99th st would be good for a purchase. Right next to Ritchie which is a great community. Discussion of the general merits of the 99th st location. Neil: I'm not sure that buying vs leasing is significant. A good location at a price we can afford is more important. Buying a place that stretches our budget is risky. We won't have much in the way of cash to fall back on. If we lease a place that is more than what we bring in every year, we have a substantial cushion to fall back on to build the business back up to a sustainable level. Videodrome space floorplan discussion. Sarah: What are our actions moving forward? Chris Chan: If couldn't get a metal storage, maybe we could have some other kind. I'm not in favour of 99th st space. too sparse, too far from major areas. The Videodrome space could work. Anna: Can we empower the staff to make an offer on the Videodrome space? Chris Chan: I would like to look through the listings with the new 800K mortgage price point to see what is out there. Bernadette: Neil is the $3600 cost higher than $2500 we budgeted for. Neil: That didn't include utilities and the $3600 does. It would be manageable. Caylie: I want a timeline for looking at a place and setting an offer. Chris Chan: Coreen and I can split the work. What do you think Coreen? Sarah: What about a date to make the offer by? Meghan: Can you make an offer by Friday? Coreen: Can we make an offer and still look at other spaces?

Motion: To To suggest the staff put forward an offer on the Video drome space by friday, while looking into spaces to buy. Motioned by Anna. Seconded by Sarah. '''Motion Carried.'''

Motion: To approve the October 2013 BikeWorks report as presented. Motioned by Caylie. Seconded by Meghan. '''Motion Carried.'''

=== BWS Location Committee Report (10 min)===
[Committee Report]
* Chris Chan, Coreen, Caylie, Sarah, Anna to report on locations that have been explored this past month.
* Discussion notes:
**Discussed above

=== Staff Review Committee Report (5 min)===
[[https://docs.google.com/document/d/1t7dDzApkxp1V2ItoGzM-NF2ASPPQmND16va-SCytdbU/edit Committee Report October 2013]]
* Leila, Sarah to report on Staff Review updates
* Discussion notes:
**Did not get a chance to read it. Sarah: leila and I met and went through some of the policy and what the previous hr committee undertook. started taking minues. continuing policy development for hr policy. looking to oustide sources. current staff review has not been completed, due to board turnover, speed at which the review happened. trying to get enough policy in place to complete coreen's year reivewe by the end of december. will have a meeting before the 10th of nov. Recruiting new members for the standing HR Committee. Not in line to complete our smart goal for HR policy. Next steps are to have the meeting and meet monthly and establish TOR. meet with staff to complete reivews and make appropriate corrections. Anna volunteers to be a part of the committee. Any questions?
* Action Items: '''Name''' will... by (deadline)

Motion: To have all reports submitted, at minimum, 48 hours before a board meeting. Motioned by Sarah. Seconded by . '''Motion Failed/Carried.'''

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== ABBCC Report (5 min)===
[[https://docs.google.com/document/d/1BwsHv6yRgkNA7ZwsBTPPTASj0S8lMZ-hS6I6UVHcR_U/edit ABBCC Report October 2013]]
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Justin''' will book Nov - Feb rooms at U of A for board meetings.
* '''Anna''' will send Meghan an email to offer board position (appointment). '''COMPLETED.'''
* '''Leila, Sarah, Caylie''' to follow up with Chris on Staff Review for next steps
* '''Sarah''' schedule meeting with '''Anna, Chris Corrigan, Caylie''' after AGM to review Charitable Status draft submission.
* '''Unassigned''' will draft a bylaw revision for the board election membership issue for 2014 AGM.
* '''Chris Chan and Coreen''' will draft a detailed plan for hiring bike builders and present to the board for approval.

=== Bookkeepper Job Posting (5 min) ===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1YkKtIrnqW9s-VV7lpZJK8zYyWKNJ5vX05ykvwUS2jfo/edit Bookkeeper posting] was finalized. Deadline for submissions is November 1st.
* Need to determine the committee and process for reviewing applications and hiring. What is our timeline?
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== BikeWorks South Location (15 min)===
* Review of the schedule for closing current location?
* Review of plan for Oct 25 party
* Review of next steps for South location...
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== AGM Evaluation (10 min) ===
* What went well? What could improve?
* Recommendations for 2014 AGM?
* Review Annual Report 2013 (TBC by Chris Chan)
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== Board Retreat Committee and Agenda (10 min)===
* Rooms have been booked at the U of A. Determine exact time and food plan:
** Saturday Nov 2: Kiva Room booked 9am to 6pm. Time for retreat = ?
** Sunday Nov 3: Education South 262 booked 9am to 6pm. Time for retreat = ?
** Food: potluck one day, catered next day? ($200 budget for entire retreat)
* Anna: Who would like to organize the Board Retreat/Orientation?
* Anna: The January 2013 Retreat/Orientation had [https://docs.google.com/a/edmontonbikes.ca/document/d/1Z2nr0fW7KCsGpi0EdyBBkhpFao4ZQxqz0SudENyxph8/edit various sessions] presented by a group of 2-3 board members. Similar process? Similar topics? Anything else to add to agenda?
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== Board Development Workshop (5 min) ===
* The Alberta Government's Board Development Program is a unique service that provides assistance to not-for-profit boards in the area of governance through workshops, consultations, and resource materials. [http://www.culture.alberta.ca/bdp/ culture.alberta.ca/bdp/]
* Anna: To book the workshop, they require: "Guarantee that 75% of your board members are available and have committed to the above date" (i.e. 9 members of EBC). Workshops are ten hours and are scheduled for Friday evening (7 – 10 pm) and all day Saturday (9 am – 4 pm). Are we able to commit to Fri Jan 10 and Sat Jan 11? Or Fri Jan 17 and Sat Jan 18?
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

== New Business ==

=== EBC-board-elect email group (5 min)===
* Anna (via email): I personally feel that the new board members should just be added to the "ebc-board" group now and also be able to join our in camera discussions at the meetings. The separate, temporary "ebc-board-elect" group is often forgotten in replies when we send around emails and I think there is a need for transparency in all board matters from the very beginning, not just starting in December when the new board members officially take their positions. I currently have all new board members (Caylie, Jason, Kristen, Meghan, Steve, Douglas) on the "ebc-board" group so if we decide that this is not desired, please let me know asap so I can change the group settings.
* Check in with new board members if they are receiving group emails and can access Google Drive docs.
* Chris: I agree, as long as the board and board-elect are aware of the potential (fairly minor) legal implications. Board-elect aren't legally on the board, and therefore don't have quite the same expectations/requirements re: confidentiality, liability, or, accordingly, D&O coverage until they become actual board members. This doesn't mean that they have carte blanche without personal legal ramifications, either, though, so it's not a huge concern or risk to the organization. The benefits (actually making the board transition period meaningful and useful) likely outweigh any risks (especially since once they become full board members, they have access to in camera minutes anyway).
** We should record in camera minutes.
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== BikeWorks Manager contract (10 min)===
* Current contract expired Sept 2013. Need to offer a contract for 2013-2014 a.s.a.p.
* Include sick pay similar to ED's contract?
* Chris: Oops. I missed this. Let's discuss in camera.
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Member/Community Survey (5 min)===
* Anna (via email): I'd like to put together a survey for community input on EBC's 2014 direction to help inform our discussions at our Board Retreat in Nov. This could be sent in the Oct newsletter. I've [https://docs.google.com/a/edmontonbikes.ca/forms/d/1uhnxtJ_A8HtAcrzj4rJr5kNZ225flEws2rt0TDZE-Aw/edit drafted a few questions]... please edit/comment as you see fit. Unless anyone has objections, I'll send a final survey to Chris for the next Member Newsletter.
* Chris: Before we send this out, I think we should probably have a clear written idea stating what we actually want to find out and why, and what we plan to do with the information we receive. Without that, we're just making up interesting questions, when what we really want should be information that will help us make specific decisions. We may not necessarily know yet what those specific choices are going to be, but if we start off with a sample set of decisions that we currently have or suspect we will likely face, I think we can focus our survey questions a bit better. Especially wasteful is getting a bunch of feedback and not knowing what to do with it, or simply ignoring it.
** e.g. If all respondents unanimously say they want a downtown location, will we forego a southside location even if the search committee thinks it's the best choice?
** How many respondents do we need to consider the results meaningful?
** etc.
** We can't necessarily answer these questions absolutely and completely now, but they should be considerations in determining what questions the survey includes. If we know that a particular question will never give us useful (or even interesting) answers, then we should change it or drop it.
* Discussion notes:
**
**
* Action Items: '''Name''' will... by (deadline)

=== Annual Report (5 min)===
* Tabled for the Board's perusal and approval (via e-mail)
* [[Media:Annual Report 2013 DRAFT.pdf]]
* Discussion notes:
** No discussion today
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Orphan Policies (5 min)===
* We have several "draft" policies that have yet to be approved:
** [[Cycling Event Promotion Policy]]
** [[Financial Management Policy]]
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (15 min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
** Sarah will present one topic (10 min)
** BikeWorks Manager 2013-2014 contract (10 min)
**

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes September 2013

2013-10-10T06:00:31Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for September 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks South, 2nd floor meeting space, 10047-80 avenue (enter via alley)
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: Justin
* Food by: Caylie
* Board attendance: Anna, Neil, Sarah, Bernadette, Caylie, Leila, Justin, Chris Corrigan (6:48)
* Staff attendance: Chris Chan, Coreen
* Regrets: Kristin, Paul
* Absent: Jason
* Guests: None

== Call to Order ==
* Meeting called to order by Leila at 6:38pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Justin. Seconded by Sarah. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve August 2013 minutes. Motioned by Anna. Seconded by Leila. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Discuss Oct through Dec meeting dates to accommodate fall schedules/availabilities.
**October 16
**November 20 - Book room on campus

* Date: Wed Oct 16
* Location: BWN
* Chair: Sarah
* Minute-taker: Justin
* Food by: Neil

*Board Retreat with new and outgoing board members = Fri-Sun Nov 1-3, 2013

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/document/d/1y3jXBW7IPqGQvlW9EA-WtpiVO7-FdL0AnZyLQ6WZsdo/edit?usp=sharing President's Report September 2013]
* Discussion notes:
**No discussion, as points are touched on during other agenda items.

Motion: To approve the Sept 2013 President's report as presented. Motioned by Sarah. Seconded by Neil. '''Motion Carried.'''

=== Treasurer's Report (20 min)===
* [https://docs.google.com/file/d/0B1O8LS7JPb84ZHZZMUszcjVlSzA/edit?usp=sharing Treasurer's Report August 2013]
* Review Proposed Budget 2013-2014 to be presented at AGM

A preliminary financial report is attached. I believe there's still a couple of things missing, potentially around $2k in expenses:
# - I believe there should be an expense for purchasing bike racks. Right now I've only seen a deposit, not the final purchase cost, but I've seen revenue for both.
# - Tara has said she has some expenses that I haven't seen yet.
# - There's about $400 in revenue for the ABBCC conference ($200 fees, $200 donation), but no expenses yet.

Regardless of that, we're at the conclusion of a phenomenal financial year, where we've blown our expectations out of the water. The North shop has met its revenue targets for the year, and the south shop has been busier than I thought was possible. We're in an excellent position to deal with the uncertainty of leaving a space that has been a fantastic base over the past 10? 15? years. We currently have approximately $125,000 in unrestricted cash to cover our costs going forward, in addition to our casino money.

I'd also like to discuss bringing a motion to the General meeting authorizing the board to take on a mortgage. As per our bylaws, borrowing authorization must be approved by the membership, and having it in hand provides us with the ability to consider properties for sale in addition to leases. With our current cash balance, we can likely purchase properties up to $500k (with a 20% down payment) without much difficulty, and the monthly payments would be in line with what we're currently discussing for leases, depending on interest rate, somewhere around $2,500-$2,800.

If we receive membership approval on October 6, we will not have to reconvene if we go in that direction.

* Discussion notes:
**Neil: In the best health since I've been on the board. A fine time to run into location issues. If we have not found a lease by the AGM, may ask the membership to approve us taking on a loan. Debentures are a bond and would require a special resolution, which requires advance notice from the board to the membership. But a mortgage just requires a regular motion at an AGM. If we want this, it should be on the agenda at the AGM. We need to pick a limit. $2500/month would mean a $400K mortgage. Leila: how long would that be? Neil: 20 years. Don't usually get a fixed rate for more than about 5 years. We could run into a difficult situation in the future. Bernadette: what is the likelihood of finding something in the price range in this area? Neil: Chris sent out two today.

* Action Items: '''Neil''' will craft a motion for the AGM by the AGM.

Motion: To approve the Sept 2013 Treasurer's report as presented. Motioned by Anna. Seconded by Bernadette. '''Motion Carried.'''

=== Executive Director's Report (10 min)===
[[ED Report September 2013 |Executive Director's Report]]
* Discussion notes:
**Neil: What are the membership numbers? Chris Chan: 836. Sarah: Would it be reasonable to purchase software to run the database? I'm familiar with some that would be reasonably priced. Chris Chan: If you have ideas, we can look into that. I have fixed the glitches, and all of our stuff is currently synced, so we would likely lose these features with a purchased software. But send me some links. Anna: We need to figure out how much of a priority the election is. Chris Chan: My question was around how much we should try to make cycling an election issue. Leila: Thoughts? Caylie: ActivatEd might be doing that already. Anna: They're doing an endorsement campaign - one candidate from each ward. They are supporting progressive candidates, and providing information around sustainable transportation and housing/development density. They're very partisan and we have typically run non-partisan campaigns, so we couldn't back them, but they are giving information. Sarah: I wonder if we could do one question, or a scaled back version, because Chris' list is intimidating. Chris Chan: Most of the people in the election are indicating that hey don't want cycling to be an election issue. They would rather get progressive candidates in and push it through after. But our membership needs to know who to vote for. Anna: We could put out questions to be asked by cyclists going to forums, but not necessarily coming from EBC. Could ask over social media as well. Caylie: Chris raises a good point about the dangerous place for candidates that cycling is right now. People are frustrated with Tour of Alberta shutting down downtown recently, so we may want to do damage control. Leial: Anything new to add? Sarah: action plan? Anna: Can I suggest questions ready for Oct 1st for our members to ask? Chris Chan: Questions made by me? Anna: Yes, canned questions. Just simple information backgrounder and questions. Oct 1st should probably be the latest because there are so many election things already. Sarah: Is there some support you need? Chris Chan: Send in suggestions or thoughts to help create the questions. It's easy for me to create something at that. Leila: Anything new on the report? Caylie: Are we talking about bike building applicants at this meeting? I couldn't find anything in the agenda. Chris Chan: Coreen, do we want board feedback? Neil: We just want to make sure it's not just a social space. Sarah: Do you need time to talk about this? Coreen: Yes, I have run a couple scenarios we could talk about.

Motion: To approve the Sept 2013 ED report as presented. Motioned by Caylie. Seconded by Sarah. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1JJGCoBCqL0ZDgMOqUjD8dNfUgXAiftESJx5XZJBVZBU/edit | BikeWorks Report September 2013]
* Discussion notes:
**Sarah: Is there something specific you need board support with? Coreen: Planning the last party. Chris (Chan) and I will be really swamped with everything else going on. Sarah: I could do that. Chris Chan: There is a fundraising aspect to that. Sarah: Yeah, the auction. Leila: Anyone else? Caylie: I will. Anna: Volunteer party part 2 was slated for the fall, so some of the budget could be allocated to that. Neil: Also alcohol from a toonie bar wouldn't count against a budget since it's profitable. Coreen: Anything else from the report? Anna: Not something you mentioned, but do you know if BWS volunteers intend to volunteer at BWN in the meantime? Coreen: It's been mixed. The closer the new space is to here, the more continuity in volunteer base we will have. We have had people step up to help us move too, which is important. Leila: Any further discussion?

Motion: To approve the Sept 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''

=== Staff Review Committee Report (5 min)===
[[ED Review from July 2013]]
*The Staff Review from July has yet to be completed
*Leila is only remaining person on the Committee. Who else is interested in sitting on this committee?
* Discussion notes:
**Leila: Anyone interested in sitting on the committee to complete it? Caylie: What's involved? Leila: Just need to add the completed goal setting portion. The report is already written. Sarah: When would you be looking to work on it? Leila: The ball is in Chris Chan's court. As soon as he returns the completed goals we will be able to meet. Sarah: I will. Caylie: Keep me posted.

=== Charitable Status Committee Report (5 min)===
*Update from committee on where this is at... What needs to be done? Can we submit before AGM? Before Dec 1?
* Discussion notes:
**Sarah: Nothing to report. Need to recruit a new board member with fresh eyes to look it over. December 1st is a reasonable time-frame. Leila: Not my strong suit. Sarah: I'm busy right now with the AGM and conference. Chris Corrigan: What skills would be involved? Neil: We need to gather representative media samples. Most of the writing is done, but the longer it takes, the more what is written will change. Also, we are $1500 away from small supplier status and may need to apply for a GST number. Not an insignificant amount of work to upkeep. Leila: Is there anything we need to do? Neil: Need to keep 12 month rolling books. Not super concerned, but would need someone to look over that. Paul would be a good person to look at that. Bern: Does this affect our charitable status? Neil: In the sense that the government will be keeping track of our finances, and so can look at whether we've been on the right side of the law in terms of paying and charging taxes. Chris Corrigan: I would like to help with the media gathering. What are the criteria? Neil: It needs to be specifically mentioning us. Paid advertising. Sarah: If you want to meet up after the AGM, I can do that. Chris Chan: Is the GST thing complicated/important enough to put an accountant on? Neil: The numbers are there, it's just which lines to count. If we know a lawyer who knows tax issues, that would be the best place to ask. Anna: I would be happy to look over the report. Leila: Any more discussion?

* Action Items: '''Sarah''' will schedule a meeting with '''Anna''', '''Chris Corrigan''', and '''Caylie''' after the AGM.

=== Alberta Bicycle Commuter Conference Committee Report (5 min)===
[https://docs.google.com/document/d/1egEXzu-k5FSZEm_TIbpV-iuylDIHO5jau25l-ReqXA0/edit?usp=sharing ABBCC Committee Report]
* Discussion notes:
**Sarah: Everything is booked and going forward. Balanced right now for budget. This will change depending on attendance. We need people power. Specifically volunteers to help, from the board or our membership. They would be welcome to contribute throughout the weekend. Free attendance to the conference, but need to pay their own way down to Red Deer. Leila: We can put out a call to the board who is not here, can Coreen or Chris Chan send something out to volunteers? Coreen: Yes. Sarah: We also have no more infrastructure speaker. If you know of anyone, let us know. Chris Chan: Red Deer individuals would be interesting because they have the interesting experience of having put in bike lanes and then ripping them out. I would love to talk, just waiting on my work schedule. I can put a call out on our social media.

Motion: To approve the Sept 2013 Conference Committee report as presented. Motioned by Caylie. Seconded by Bernadette. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.

=== BikeWorks South New Location (25 min)===
[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1QXpXNWF5Ym9zTEk Real Estate folder]
*Location ad-hoc committee to be struck?
**Terms of Reference to determine level of decision-making authority, budget, reporting, etc.
*Review of select locations:
**10425 79 avenue
**
*Decision points to decide as a board (or committee):
**Budget: Neil initially suggested $2,500-$2,800/mo
**Timeline:
***Nov 1?
***Storage over winter; look for space; open in spring?
**Type:
***Lease office/retail space (solo or as partner)(parameters for partnership?)
***Lease industrial space
***Rent house and convert to shop
***Lease space in decommissioned school?

* Discussion notes:
**Anna: I don't know what the decision was at the August meeting. Justin: There was a committee. Bernadette: But people weren't really available. Anna: I suggest terms of reference because we need to know what kind of authority the committee would have. Leila: Is there someone who wants to be on such a committee? Caylie: Can we wait until the end of this discussion? Anna: Other spaces from Chris Chan's report weren't in here, but we should review those too. Leila: This is the seriously considered space. Neil: Just over $3000/month. Leila: Does that include operating costs? Neil: Yes. Coreen: I just found a listing at 76 ave and Gateway, haven't heard back. Neil: Would like to talk about budget and committee authority. I think we should set a maximum and give the committee the authority to put in offers within that limit. Sarah: Do we need to have someone to draw up a contract in the event that we do want to put on an offer. General agreement that realtors should be able to do that. Chris Chan: We do have our existing contracts to go on. Anna: Should we discuss the budget? Leila: Originally $25-2800/month with utilities? Neil: No, not including utilities. $2500 was the target. $3000 is achievable provided that we're close to where we are, and probably a store front. In another alley location we won't be able to facilitate that extra 10% of growth to accommodate the increase. Calyie: Do we have a list of must-haves? Anna: No, that's what I was thinking we would need. Leila: We can talk about that or terms of reference of committee. Chris Chan: Not sure where that is going. Coreen or I would be able to say that a property would or wouldn't work upon entering a space. From then it's just determining whether the positives and negatives add up. Sarah: I would find this helpful, I didn't know what I was looking for at all in going into spaces. Anna: Not necessarily amenities, but aspects of the location and size and whether we would need to partner. Chris Chan: What it is in my mind is the list of absolute musts is really tiny. A matter of balance. Caylie: It has seemed that we're looking at ones outside of our parameters. I'm afraid that our search is becoming more date-focused, and compromising a vision for a space in the future. Would be interested in exploring some other options for the next six months, whether that's storage, or a small space with just tools and no retail. Neil: The extent to which we've been date focused, if there is an opportunity that might work, I don't want to miss it and not have anything in the market for less than $5000. Sarah: What is our back up plan? What if we don't have a south shop by March? Neil: It doesn't stop our operations. It would be a big hit, the same as getting a space that is twice as expensive and spending $10,000 to get it up and running by the Spring. Ran budget scenarios, either finding a place or not would put us in the more or less same position in the short term, but if we didn't have a new shop it wouldn't leave us in the place to remedy that in the longer term. Sarah: I would be interested in partnering with a new immigrant organization. More interested than continuing to look at places. Leila: Weary around going into partnership with organizations that may have a much shorter longevity than we have. Might want to look into putting into storage and then look at a mortgage. Anna: What should the terms be for the committee? Neil: Should have the ability to consider partnerships, but would have to at least put to an email vote to figure it out. Caylie: Partnering puts us on a very different timeline of relationship building. I agree that we are time constrained, but would like to see our goal be in a place by the Spring, rather than early Winter. That time would give us space for relationship building. Neil: If we go to late, it will take 3-4 months to get it up and running. We would have a hard time getting it done for Spring. I would want the committee to look at 5+ years at a minimum, 10 years is best, so that we can get matching grants for renovations. Coreen: I think the committee having as much flexibility as possible is best. Need to be working with the market. Leila: Justin? Justin: I was concerned about the speed with which the discussion happened when there was a place that looked like it might work. I would like to see us go at a pace where we can look for places but not get into an email panic when something comes up. Also moving it to the committee level would reduce the hectic nature of those threads. Coreen: Was I getting all the emails? Neil: Likely not. Coreen: I would have been able to see some of the places mentioned. Anna: You and Chris Chan should be on the committee. Chris Chan: There wouldn't be a committee without us. Neil: Basically authorize the committee to make offers but give us emails and 24hrs to respond. Found the opposite, the emails weren't moving fast enough. Need to move fast on ideal properties. Not sure how to best balance this. Bernadette: Make an offer and come to us to say 'what do you think?' or come to us and say 'we'll make an offer at 4 tomorrow, this is it'? Neil: Thinking the latter. Bernadette: Can we put conditions on an offer? Leila: That makes our offer less desirable. Bernadette: Just want to know if we can make an offer and back out. Leila: recommend that we find a realtor we feel comfortable with. Sarah: I suggest that if anyone has any other contacts, we discontinue working with the person we have been. Anna: in the interest of moving this to the committee level, can we think of a list of things we want the committee to present us with? Caylie: loved pro/con recommendations. Even if it is the selection, it can be useful to see the cons to make a judgement. Leila: Price, length of lease. General brainstorming: Location, square footage, accessibility, entrances, accessibility to bike routes, transit, plumbing, things that can and can't be changed. Outside space. Neil: What I need most is, do they think it's marginal, looking for opinions. Do they think we could be a success there. Leila: We've been talking about this for a while, do we want to strike this committee. Anna: Ask for a recap of committee asks. Sarah: Leila mentioned sticking with industrial space. Coreen mentioned retail being a change but being able to work with it. Neil: I would be comfortable leaving this to the committee. Based on the space. Coreen: Based on 'how can we make this space work for us.' Does come down to core philosophy and what our values are. Needs to happen on an organizational level. Chris Chan: This can happen outside of the location discussion. Leila: Important to discuss on an organizational level. Neil: Constructs a motion. Anna: Friendly amendment. Leila: Anyone who wants to be on this committee? Sarah: Would be in contact, but can't be on the committee. Neil: Need to have flexibility. Caylie: Would you like to search places? Sarah: Would rather meet people than be on the computer. Anna: Available after the municipal election. Caylie: Daytime flexible, but hesitant to do searches. Leila: I will send out an email to the whole board about it.

* Motion: To strike an ad hoc committee consisting of Chris Chan, Coreen and two board members for finding a new location with authority to make offers committing EBC up to $3000/month in rent or mortgage, and operating costs on spaces they deem appropriate. The full board must be given 24hr email notice and opportunity to object before offers become legally binding. Motioned by Neil. Seconded by Leila. '''Motion Unanimously Carried.'''
* Action Items: '''Leila''' will send out an email to the board.

=== Budget 2013-2014 (10 min)===
*Review proposed budget which will be presented at AGM
* Discussion notes:
**Neil: What we'll be presenting to the membership is the option B: finding a new home budget. Based on finding a new shop in the middle of Winter. Closure won't affect revenue much, since it's during the slow months. Budgeted to spend $10,000 on renovations, consistent with what we did at the North shop. Leila: Any further discussion? Neil: We need to approve it. Sarah: Don't have money for the AB Bike conference for prizes for attendees. There doesn't seem to be significant interest in amending the budget for this. Anna: Want to consider staff development, including representation of EBC at BikeBike. General agreement in excitement for the idea. Caylie: Curious if the idea of paid time off is interesting to staff. It is indicated that they are not necessarily able to take such a thing. Neil: Would like to see the staff come to us with requests over and above the budget. Anna: Would like to recommend increase of $400 to board and staff development. Caylie: Full time only? Anna: Yes.
**
* Motion: To approve the 2013-2014 budget with a $400 increase to board and staff development, earmarked for full-time staff use. Motioned by Leila. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Neil''' will amend the budget by the AGM.

=== Staff Group Benefits Plan ===
* Neil via email: "One of the steps in putting together a group benefits plan is determining eligibility (required length of employment and hours worked per week). I would suggest something along the lines of:
**All employees employed full time (30 hours per week or more) on contracts lasting 6 months or longer will be eligible for benefits immediately upon hire.
**It's been my experience that everywhere I've worked always has a "wait three months" provision in their policy, and then waives it in contracts, which seems silly.
* Discussion notes:
**Neil: Was required for Blue Cross plan. Contract is made.

=== Election 2013 Campaign ===
*Update on plans?
* [http://cycleedmonton.ca/ CycleEdmonton.ca]
*Idea from Board Mid-Year Retreat to ask members to organize Ward Bike Rides and invite the candidates running in their ward to attend. Ride the neighbourhoods to educate on types of bike infrastructure (bike lane vs MUT vs sharrow) and identify strengths and weaknesses of active transportation in the ward.
**could announce this opportunity at AGM?
*The Local Good has been receiving and publishing candidate surveys: [http://www.thelocalgood.ca/election-2013/ thelocalgood.ca/election-2013/]
*Mack Male does a weekly roundup of info about election news (candidates, events, media, etc): [http://blog.mastermaq.ca/tag/election-2013/ blog.mastermaq.ca/tag/election-2013/]
*Edmonton Election Tumblr: [http://edmontonelection.tumblr.com/ edmontonelection.tumblr.com]
* Discussion notes:
**Already discussed.

== New Business ==

=== VP until end of 2013 term (10 min)===
*Interim VP position needs to be filled for the term. 2013-2014 Executive will be voted at the Oct Board meeting or Board Retreat...
*[[http://edmontonbikes.ca/w/Job_Descriptions:_Board_Members VP Job Description]]
* Discussion notes:
**Leila: Don't have one. Neil: I would be fine to do that.

* Motion: Appoint Neil Carey as VP until end of November. Motioned by Sarah. Seconded by Leila. '''Motion Carried.'''

=== Interim board member for vacant position (10 min)===
*Anna: Since Lee has resigned as of Sept 10, should we appoint the candidate who tied with Jason as interim board member?
* Discussion notes:
**Leila: Was some discussion online, but nothing decided for sure. Two perspectives, one around the length of time left making it pointless, one around having extra help to take on the work we have to do before December 1st. Chris Chan: Would see the short length of term as a way to get involved that is low-stakes.

* Motion: Contact Meghan Thiessen to offer interim board position until the end of November. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''
* Action Items: '''Anna''' will send out email to Meghan offering the position

=== AGM committee (10 min)===
*Bernadette to confirm logistics
*Anna: need to strike an ad-hoc committee to organize the details of the AGM
**eg. [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1YU56Z0hFaUYtR2s Duties from 2011 AGM]; [https://docs.google.com/a/edmontonbikes.ca/document/d/1A6nDYNdT1KY_PqCZH7nQFF7kh-15kpShcMmOaG12kuA/edit Duties from 2010+2012 AGM]
**food?
**set up and tear down
**welcome table with member packages (printed agenda, minutes of 2012 AGM for review, financials, proposed budget, slip for voting on motions, ballot for voting on board candidates, etc.)
**volunteer awards - organizing nominations, writing speech, presenting awards
**door prizes
*President's Report to be prepared and presented
*Treasurer's Report to be prepared and presented
* Discussion notes:
**Bernadette: Time has been amended for the rental. Will be an extra $25. Anna: Needs to be a committee, because Bernadette didn't sign up to take on all the logistics work. Neil: We have $100 budgeted for food. Bernadette: Baked goods and veggies are good. Sarah: I will coordinate. Anna: Neil and I will work on package to receive at the door.

*Action Items: Volunteer Awards: Bernadette, Chris Chan and Coreen to work on nominations and selection for volunteer awards. Doorprizes: Chris Chan, Chris Corrigan.

=== Hiring a Bike Builder ===
*Discussion notes:
** Coreen: We got a lot of interest from both volunteers and non-volunteers. Put together a couple of scenarios. One is hiring on one or two people. Another is leaving it open to a lot of people who we pay per hour, bike, or per value added to the bike. Leaning toward having the builders set the price of the bike. Might have problems with consistency/quality control. If it was more permanent we'd have to test them. If we were more retail oriented this might be a way we'd have to go. Worried about people being discouraged from volunteering. Should do both North and South side so we can clear some out from the North shop for moving stuff over. Chris Chan: Possibility of hiring a person from each shop to provide consistency. Coreen: From my experience from running bike building, would be better if the person we hire is not in charge of bike building nights. Bernadette: My question was whether it is intended to be drop-in or all at the same time, but you answered that. Leila: Off hours drop in would be better than all-at-once. Neil: This is getting much more complicated than we imagined. Coreen: Concerned that per bike would encourage shortcuts. Leila: Value added would require Coreen to be the one to assess bikes before and after. Coreen: There can be surprises with bikes, so that might not be the most efficient way to do it, or use of my time. Leaning toward a smaller number of people we really trust their skills. Chris Chan: I'm imagining a master mechanic who sets the price someone would get for work on a bike. They would also work on bikes and have the final say. Bernadette: Is this something we have to approve at the board level? Neil: We have to approve the money side. I'm stressed at the vagueness and lack of a fleshed-out business model. Committed all of our profit from this year, and nervous to take a risk without a good idea of what we stand to gain at the end. Chris Chan: Coreen and I can work out the details and present it for email approval for the board.

* Action Items: '''Chris Chan and Coreen''' will work out a detailed plan for hiring bike builders and present to the board for approval.

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Everyone. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes August 2013

2013-10-10T02:44:35Z

Justin.bartlett:

Approved at the [[Board Minutes September 2013 | September 2013 board meeting]]

== EBC Board Meeting Minutes for August 21, 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North (9305 111 Ave)
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: justin/Kristen(8pm onward)
* Food by: Leila
* Board attendance: Caylie, Kristen, Jason, Leila, justin (out at 8:00), Bernadette, Neil, Paul (in at 7:43)
* Staff attendance: Chris Chan, Coreen (6:43)
* Regrets: Anna, Sarah, Lee
* Absent: Chris Corrigan
* Guests: None

== Call to Order ==
* Meeting called to order by Bernadette at 6:35 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Kristen. Seconded by Leila. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve July 2013 minutes pending addition of the vote count from last meeting. Motioned by Bernadette. Seconded by Leila. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Sept 18, 2013
* Location: BikeWorks South
* Chair: Leila
* Minute-taker: justin
* Food by: Caylie

== Reports ==

=== President's Report (__ min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**Leila: I have been thinking about break-ins and thefts and what they mean for an organization run by a community. Are there ways we can prevent that, culturally? The break-ins appear to be getting more frequent, and I wonder what that means and why. Is there a sense of ownership around volunteers? Our mandate is to be accessible. Neil: don't need to spend too much time on this. We can't reach everyone, it is likely that the break-ins are just 2 or 3 people. Coreen: seasons have some thing to do with it, no break-ins over the Winter. 6 over the past year. Jason: is there a way to make a motion-sensor alarm? Chris Chan: bought a cheap one but it doesn't work the way it's supposed to. Caylie: what about not locking it? Coreen: we tried to identify the things that are enticing people and keeping those things inside. What took the most time is the huge mess left, not the break-ins themselves. Neil: Not locking the gate could have a negative impact on our funding. We make money off used bikes. Leila: The bikes outside aren't worth much. Kristen: could we have a free day? Coreen: have been leaving bikes outside, not sure if it's not encouraging the problem. Kristen: Is there liability in that? Bernadette: Could label some bikes in the yard as free. Kristen: could interfere with our income from bikes. Leila: I don't know about liability, but in some kind of partnership with inner-city organizations, emphasize that we have some bikes that will be scrapped and can go to those who need them. Kristen: free bike day would not get in the way of bike sales. Jason: We could get around liability by explicitly stating that the bikes are as-is. Chris Chan: There is explicitly policy against giving away bikes for free - free things are not valued. We will find them in an alley. Many scrap bikes are not roadworthy at all. People will not come to buy bikes on other days if we have a free bike day. Coreen: Another thing we did last fall was put low prices on bikes going into the scrap pile. This didn't get more bikes out the door. Kristen: This also might affect our overall image to be giving away bikes that are not roadworthy.

Motion: To approve the August 2013 President's report as presented. Motioned by Neil. Seconded by Jason. '''Motion Carried.'''

=== Treasurer's Report (__ min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Neil: we've done enormously well this year. Growth has really contributed to the numbers. Our revenue is up 30% this year (Interestingly there wass also a 30% increase in bike theft in city). Looking at finishing the year at 35-40k in profit. BWN has grown more in the earlier part of the year, is on track for the year overall. Kristen: what is budgeted for BWS rent? Neil: pay 1200, can afford twice that. Caylie: has it stayed stagnant mostly? Neil: yes, we are due for an increase.

Motion: To return/approve the August 2013 Treasurer's report as presented. Motioned by Caylie. Seconded by Leila. '''Motion Carried.'''

=== Executive Director's Report (__min)===
[https://docs.google.com/document/d/1oP8loe3pnrUunBZBSxM85HLgCoidWk3YBOsAg7lPpds/edit?usp=sharing Executive Director's Report]
* Discussion notes:
**Chris Chan: Brought out bike racks to a number of events. Haven't had time to do anything else with BWS space other than checking Minvera storage near us. Researched a phone plan, found a cheaper one than budgeted. Membership is stable. Portable bike rack rentals have been popular this summer. We used to loan them out for free but now we charge money. Advocacy committee hasn't made progress. Not sure if Chris Corrigan is still interested. Started working on election material but haven't yet finished that. Edmonton Opera wants to do bike to the symphony style collaboration. Sept/Oct they have special events. Their season doesn't start until late October. Hesitant to pursue something in the colder season.

Motion: To approve the August 2013 ED report as presented. Motioned by Neil. Seconded by Kristen. '''Motion Carried.'''

=== BikeWorks Report (__ min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Coreen: Taking time off. Hopefully the timing isn't bad. I will come back refreshed for the challenges ahead. Mostly business as usual. Lots of bikes going through both locations. Bike stripping parties. W&TO days and strategies for making them go more smoothly. Chris Chan: Have you had a chance to ask volunteers about hiring someone for bike building? Coreen: No. There are lots of donations, still kicking around the idea of hiring someone to build up bikes. Tuned up bikes are money in the back for us. 4 hours of labour per bike, 1/4 to 1/3 of the bikes in BWS yard could be tuned up quite easily. Chris Chan: Back to school liquidation. Coreen: should be looking to clear things out. Last year had a winter beater sale. Not necessarily more successful. Big bike sale in the spring generates a lot of interest. Tuned up bikes are what we want to be selling. Kristen: Hiring mechanic - over Fall and Winter in preparation for the Spring? Coreen: Yes. We have a lot of donations in the Fall. Kristen: This has been a recurring item, is there a way to put a timeline on this decision. justin: Chris brought up to ask volunteers, want to make an informed decision. Coreen: It is important to determine how it will affect volunteer morale. Chris Chan: I want to make sure this happens as fast as possible. We want to sell them more quickly. We should hire for now until we're out of BWS, deplete the reserves. Bernadette: It would make it easier on volunteer morale. Leila: We should set a cap date on donations so we can ensure we aren't having to put huge amounts into the scrap yard. Neil: no big deal to be taking more, we get money for scrap, even if it's not sorted. Chris Chan: A volunteer had an idea about letting people take our scrap and keep the money if they have a truck or trailer. Bernadette: We could hire multiple candidates. It would let the repairs happen faster. Leave this in Coreen's hands right now. Leila: Is it in our lease that BWN landlord can rent out the parking lot? Coreen: No, we have two parking spots in the lease. Had an issues with a class night. There are also parking bans all over the neighbourhood. Complicates things. Eskimo games are now on the BWN calendar. Getting a lot of new volunteers of all skill levels and backgrounds. Scheduling volunteers has been an issue. They have not been using the google calendar. Regular volunteers have been good about letting me know when they can't make it. Rental program has been going well. We need to get overhauls on rentals. The program has been very popular. BWS losing space - NCA gets grants for programs, so looking to renovate their space into a larger one. Looking at Fall move out. Kristen: Do we have volunteers in real estate or construction? Chris Chan: We can just get a realtor. Jason: I can do some tasks. I have a friend who is a commercial realtor. Paul: Contacted my landlord who is a real estate developer. Bernadette: Are you available to be in a subcommittee? Paul: I can.

* Action Items: '''Bernadette''' will send out an email re: hiring bike builder by next week
* Action Items: '''Paul, Sarah, Jason, Coreen''' will be in a subcomittee for finding a new location for BikeWorks South. Keep Chris Chan in the loop by email.

Motion: To approve the August 2013 BikeWorks report as presented. Motioned by Kristen. Seconded by Jason. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Anna''' met with '''Caylie and Kristin''' to do a mini orientation on August 6.

===AGM (5 min)===
* Discussion notes: Parkdale/Cromdale Hall booked, 12-4:00, need to go and sign rental agreement and pay deposit before Oct 6.
**Bernadette: Is there anyone who can drop off a deposit? Kristen: I can. Bernadette: I will get you the information. Sarah and I will talk about the rest of the planning but the venue was the most important item. Paul: We need to email the proposed changes to the Bylaws out to members with 21 days of the AGM. I have copies of the changes here. Leila: Everyone who attends the AGM gets a free membership? Bernadette: No. Neil: That was the case in the past, have said that we should be charging for memberships. Chris Chan: This goes back to giving away things for free. I knew committed volunteers who didn't want to buy memberships because they knew they could get them for free. Bern: What about requiring potential board members to be members 30 days in advance? Paul: That is on the revision list. Just have to pass the special resolution before voting.

===BWS Lease (10 min)===
* Discussion notes: update?
**Already discussed.

=== Alberta Bike Conference (0 min)===
* Discussion notes:
**Bernadette: Sent out invitations this week. AB bike swap wants to give money. Feel free to forward invite to anyone who might be interested or in the area or in the right focus.

== New Business ==

=== Meeting Dates for Sept-Dec (5 min)===
* Have typically scheduled the 3rd Wednesday of each month.
* Decide dates for meetings: September __, AGM October 6, October __, Board Retreat Nov 1-3, Nov __, Dec __
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Budget (__ min)===

*Discussion notes:
**Neil has created the budget, Paul still involved in making deposits
**Revenue based on how this year has gone, amounts that are reasonable to expect
**Budget doesn't includes minimal grants because less are expected in the upcoming year
**Not counting on outside help
**This is business as usual scenario
**Additional scenarios based on interruptions
**Likely we will have a casino year, will likely have one next summer but won't affect funding until the following year

**Expenses
***Business as usual
***Employee benefits and wages included
***Factored in a raise for Coreen and employee benefits
***Includes full-time hours for Coreen during the winter and 40 hrs/week in the summer
***Increase in the budget for food for volunteers and board
***Rent cost is what we are currently paying
***Results in break-even
***Cost for bookkeeping was included, not based on a researched quote, doing deposits and keeping the books for two shops
***Likely need to come up with a list of tasks we would ask for and get a few quotes
*Action Item: Paul can come up with a list of tasks of what he think would be involved for a bookkeeper and will send it to Neil to review, Paul will also get a few quotes, we will review the info at next month's meeting
***Neil thinks we can maybe find grants if we need them

**Scenario B is the temporary disruption
***moving out end of October, nothing November/december, renovations until May
***Storage fee of $500/month from November to March
***Some of the business from BWS would come north, approximately 20% of the revenue
***$10,000 to get the shop ready
***Rent fees of $2,500/month
***In the end we are short $36,000 which we would be able to support
***If nothing is lined up by November may need to revisit spending at that time
**Scenario C
***Same assumptions except that we dont find space on the south side
***No renos
***Would likely result in long-term loses
***Not finding space may not be an option
**Are there other things that could be done in terms of raising other lines of revenue, corporate donations, running a fundraiser, etc.
**Discussion ensues around the value of a Southside location, necessary for community? necessary for raising revenue?
**Coreen would like to be working full time over the Winter, previously worked part-time hours over the Winter
**Never a shortage of work to be done, even in Winter, especially with the renovation coming up
**All of budget projections had increased salaries as a foundation

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by ???. Seconded by ???. '''Motion Carried.'''

* Motion: to approve Bikeworks Manager at 40 hrs / week plus enhanced benefits and vision at $17/hr. Motioned by Bernadette. Seconded by Paul. '''Motion Carried.'''
* Motion: to keep Executive Director salary as-is, including enhanced benefits and vision. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''

=== Moving Bank to Servus Credit Union (__ min)===

* Discussion notes:
**Moving bank accounts over, Paul has looked into several banks
* Motion: to have Paul to tranfer accounts to Servus Credit Union, initiate getting a credit card, subject to as-yet undeclared fees. Motioned by Paul. Seconded by Bernadette. '''Motion Carried.'''

=== Other Business ===

**Looking for volunteers interested in following up on voice mail project, Bernadette can keep doing it until we find someone else but would like someone to start looking
*Action Item: Coreen to look for someone to take care of voice mail

**Neil will update the information on nominations online and Paul will send out the information
**Are there additional awards this year over last year? Have several small gifts that could be given to volunteers in recognition.
**AGM committee will have a discussion around how to recognize volunteers
**Currently have two ongoing annual awards
**Rest of recognition will be internal
**Coreen would propose adding one more ongoing annual award
**Currently have two prizes of $100 each, could have 4 awards of $50/each plus an added prize
**Volunteer recognition as an item on the next agenda

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Kristen. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes June 2013

2013-09-20T17:37:07Z

Justin.bartlett: /* Move bank account (__ min) */

Approved at the [[Board Minutes July 2013 | July 2013 Board meeting]].

== EBC Board Meeting Minutes for June 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 2nd floor office
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: justin
* Food by: Lee
* Board attendance: Neil, Paul, Chris Corrigan, Adam, Sarah, justin, Anna, Lee
* Staff attendance: Chris Chan
* Regrets: Leila, Coreen
* Absent: None
* Guests: None

== Call to Order ==
* Meeting called to order by Sarah at 6:38 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Adam. Seconded by Paul. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve May 2013 minutes. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

== Logistics for Board Retreat ==
* Date: Saturday July 7 @ 10am-3pm
* Location: Outside if weather is nice, BioSci Building on U of A Campus is weather is poor.
* Chair: TBD
* Minute-taker: TBD
* Food by: TBD
* Topics tabled for the Retreat from past meetings"
** (June 2013) Hiring 3rd staff for fixing up bikes for sale
** (June 2013) Rental program?
** (June 2013) AGM logistics: Date (Sunday Sept 22 or Oct 6?), location, budget, board member recruitment, etc.

== Logistics for Next Regular Meeting ==
* Date: Wednesday July 24
* Location: BikeWorks South, 2nd floor lounge
* Chair: Paul
* Minute-taker: justin
* Food by: Sarah

== Reports ==

=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**No report submitted. Neil: Leila is a less active president than others have been in the past, is this causing any problems for our Executive Director? Chris Chan: No, I have never relied on the executive as an executive.

Nothing to approve/return.

=== Treasurer's Report (15 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Paul: off the budget because of no received grants. Neil: We received $3,300 from the provincial goverment. We received the last Community Spirit Grant. Also, $2,500 for our adapted bike program. Paul: Should be ~$5,000 ahead of budget. Neil: May is not done being calculated. We are looking healthy but don't have hard numbers. Chris Chan: How is the north shop specifically doing? Paul: Will look into that and get back to you. Still having the odd hiccup, but learning. As far as help goes, could use help with collecting cash from safes and doing deposit. Adam: I can do this for the next month for the south shop. Neil: 1 person-1 shop is more manageable. Adam: If we are ahead of budget, maybe we could look into the cell phone/bookkeeper ideas.

* Action Items: '''Paul''' will provide a report for May by June 30, 2013.

Nothing to approve/return.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1bettY88beZvinGX6gScqGSC3nOTiDioicIrh9tb-qjI/edit?usp=sharing Executive Director's Report]
[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZkRlV4X2pyUlZhbVNMcTJnVUJkTnc#gid=0 Project time allocation sheet]
* Discussion notes:
**Chris Chan: I get the impression that the board does not read the emails that I send out. Would appreciate if everyone would read the website and newsletter. Adam: I noticed that you started including an hourly breakdown of your work. Chris Chan: Leila asked me to do that. Adam: I think that was a miscommunication. Sarah: No, we asked for that.
**Chris Corrigan: There are hurdles listed in Advocacy, anything you'd like help with? Chris Chan: You and I can have a meeting later to figure this out. Particularly around the municipal election, but there is a template to follow. Sarah: Is there a date or timeline to giving attention to the election? Can we talk about this at the retreat? Adam: Getting board members involved would require a significant download of information. Chris Chan: This is not related to the retreat in timeline.
**Discussion of a work cell phone for the Executive Director. There is general agreement to explore the possibility, since so much of the Executive Director role is about coordinating. Could also assist with taking care of social media aspects of the position. It is suggested that since we appear to be ahead of where we expect to be at this time, we should decide to allocate $45/month to paying the bill for a work cell phone. Chris Chan can find one which suits his needs and submit bills to the board.
**Square up - Neil: Can we use the cell phone for Square Up? Chris Chan: No that is something that lives at the shop. We did not get a used iPad donated as we hoped. We can purchase one if we desire. It would have POS benefits. The check-out process would be much more simple. Neil: I would like more contemplation about the work required of volunteers and possible expense. And talking to Coreen about her feelings about changing the POS system. I don't feel like we should make a decision until we've talked this through more. Better for a winter transition. Chris Chan: I have been going really slow because of the cost of an iPad, but realized we are paying quite a bit in PayPal fees right now. Neil: This is reflected in our revenue. Sarah: Chris can bring this up at a later date in a different report.
**Mailing memberships - Adam: Can this be done at locations other than the south shop? Chris Chan: The printer there is only one of good quality. Neil: It doesn't have to be done from BWS.
**The election - Anna: The election has a huge component of advocacy and visibility. Should put in some thought around strategies/directions for the campaigning, so the board is doing some of the legwork and not putting it all on the Executive Director's plate. Paul: We should prioritize it, 1 in 4 year opportunity. Adam: I would be happy for bikes to stay off the table. Neil: It's more of an idea of directing resources toward bike-friendly politicians. Chris Chan: We should ask strategists/bike-friendlies if it would be easier or harder for them if bikes were an election issue. Adam: This seems to be something we would rely on advocacy individuals and Chris Chan for. Paul: Can we endorse candidates? Neil: If we aren't worried about our charitable organization status. Anna: Leery of offloading the visioning to Complete Streets level, since they know less about the board policies and directioning. I want us to put forward a direction for them to take to the ground. Adam: can Anna write up a little piece so we can understand what you're asking us to decide. Anna: It sounds like there might be time at the retreat to discuss this. Sarah: There is definitely time at the retreat. It sounds like Anna wants us to make it clear where our vision and goals align with our action and advocacy with respect to the election. Chris Chan: Put this to advocacy, board members can join up with them. Anna: I don't know if this is the committee level. Neil: Committees are there to get things done. Sarah: It seems like we have a solution to this - talk about it at the retreat. Adam: I will try to write something up before hand.
* Motion:Add $45/month to budget to allow Chris Chan to acquire a work cell phone. Motioned by Neil. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Chris Chan''' will purchase a work cell phone.
Motion: To approve the June 2013 ED report as presented. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Paul: I want to talk about vandalism. We have nothing there to tell them who we are as an organization. I want to let them know that we are a non-profit whose goal is to strengthen community cycling. Either way, something should be done. Sarah: That might not deter those who are breaking in, but might bolster community around holding each other accountable. Adam: Is there a manner of escalation in this move? Paul: It would talk directly to those who are doing it. Neil: But whether there is something productive in this move. Anna: Would we want to indicate the services we offer to potentially deter the theft? Chris Chan: Putting reading material for them to come look at in the dark won't do much. Outreaching to organizations that typically work with the individuals doing this will be more likely to work. We haven't been doing tune-ups at the Mustard Seed and Bissell Centre this year. Anna: Does Coreen need anything from us? Neil: We haven't been asked for anything in terms of resources yet. Sarah: Should we move on?
**Adam: Coreen mentioned the phone. Can we have an auto-message that someone will have listened to before getting through to the shop? Chris Chan: These services go through the phone company. I don't know how to set this up ourselves. Or we could pay to have it done for us. Anna: Maybe we should look into this. Neil: Let's find out more to make an informed decision.
**Sarah: Anything else for the report? Adam: Any issue with a week off for Coreen in July? Chris Chan: I'm taking three days that month.
**Adam: Should we make a complaint to the city about the dumpster? General agreement that we need to encourage Coreen to pursue action as required, including complaining to the city.
**Sarah: Reminder of the time, anything else to discuss from the report? Anna: Coreen mentions Women & Trans* Only days. What do we need to do? Adam: Web-based stuff isn't worth our time. Neil: We have been targeted before. Sarah: We should discourage attention toward negative behaviour. Chris Corrigan: I have heard of things happening in the last week that reinforce why we have it. Chris Chan: I'm not worried about this, I'm worried about female volunteers safety and comfort. Adam: We could make posters. People have noticed the "Backbone" ones already up in the shop and like the campaign. We could think about having a campaign like that which can make it clear people's assumptions. Sarah: Can we encourage Coreen to create them, or do you want to Adam? Adam: I like playing with stuff like that. Anna: We can put a post on that Thinktank site to see if anyone has made up resources already. Sarah: It sounds like Coreen is too busy to take on anything additional. It would be valuable to put on a workshop for people. justin: The Gender-Based Violence Prevention Program with the Student's Union at the U of A might have resources or funds to support a workshop. Anna: I can ask Melanie with GBVPP if something like this can be set up. Sarah: It is important that we are rolemodels in these situations ourselves.
**Sarah: do we need to talk about banked time/overtime? justin: Coreen didn't have a problem with actually going over hours, just the distribution of her hours.
Motion: To approve the June 2013 BikeWorks report as presented. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

=== Alberta Bike Conference Committee Report (2 min)===
* via email from Bernadette: "The dates will be Sept 28-29 (1/2 day on Sunday). We will have 3 session topics: education, infrastructure and advocacy. We are looking for speakers on each topic, plus group activities etc. I think we'll be sending out invites etc in the next few weeks, so if you know of someone who might be interested, please let us know."
* Discussion notes:
**Sarah: We should email Bernadette to ask if there are people we want to extend invitations to, or presenters for the topics.

=== Mid-year Retreat Planning Committee Report (10 min)===
* Discussion notes:
**Date: July 7th, 10am-3pm
**Topics: Any particulars we should discuss other than SMART goals, etc?
**Not discussed further

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Leila''' will send Coreen Cam W's contact info. '''DONE'''
** '''Coreen''' will arrange to receive the cement blocks he would like to donate for BWS yard.
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August.
* '''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
* '''Leila''' will ask Paul about timely reimbursements, getting a credit card for staff to make larger purchases, and thoughts on hiring a book keeper.
** Action Item: '''Neil''' will draft policy surrounding use of an EBC credit card, specifically pertaining to expenses paid by the casino fund.
* '''Chris Co''' will help with membership mailouts.
* '''Justin''' will take the steps to become a signing authority as new Secretary.
** Action Item: '''Paul''' will look into whether this makes sense to do now or to wait.
* '''Chris Ch''' will update website with new board positions.
** Action Item: '''Anna and Neil''' will be Chris Chan's point people about website and google accounts administration.
* '''Adam''' will contact Matt M regarding interim board member position. '''DONE'''. via email: "appreciated being asked to join, but he's moving to Camrose."

=== Board Vacancies (10 min)===
* Neil via email: "Bylaw 5.e. makes it part of our responsibilities to fill board vacancies between general meetings, until they can be elected properly at the next general meeting. So, no special general meeting will be required."
* Sarah via email: I appreciate Justin's proposed approach; I'd also be in favour of putting out a time limited call for applications. Definitely including those candidate that ran in the last election to apply.
**What are the next/necessary steps to fill the vacancy? Email members? Include the invitation in the newsletter?
**Do we have an application (or draft) already? If not, what would we like to know from potential candidates? Can we upload this application to the website? When will the closing date be?
***[http://edmontonbicyclecommuters.ca/home/more/wanted_great_board_members/ Application from 2011]
***[http://edmontonbikes.ca/about/board/candidates/ Application from 2012]
***We should also include all the board job descriptions, code of conduct, etc
* Could we make announcement at Bike Month events? (If so, which ones? who can do this?) Perhaps create handbill to recruit potential board members or board committee volunteers?
* Discussion notes:
*Neil: We already have an application. Someone can tweak it for what we need right now and then put out a call out with the newsletter. Anna: We can put a link to the board job descriptions on the wiki.
* Action Items: '''Neil''' will do simple updates to website to promo this. '''Anna''' will send out an email invite to the board to forward on to our networks.

== New Business ==

=== Municipal Election Campaign (10 min)===
*Review current EBC presence. Review issue(s) that we should focus on. Set Top 2-3 priorities for EBC Muni Campaign (reflecting on our 2013 Organizational/Board goals?). Review Chris' proposed actions.
* Discussion notes:
**There is an Advocacy meeting next Tuesday. Can do overall visioning at the retreat.

=== Staff Performance Review Policy (10 min)===
* Draft Policy is on the wiki at [[Staff Performance Review Policy]]
* Discussion notes:
**Neil: I have concern around if we need to make it more specific. Paul: We should make it open to extraordinary review. Add "...and c) on an as needed basis, at the discretion of the board".
* Motion: To strike an ad hoc HR Committee to implement Executive Director Performance review. Motioned by Adam. Seconded by Neil. '''Motion Carried.'''
* Action Items: '''Adam''' will chair the committee and send out an email to solicit other committee members.

=== Move bank account (__ min)===
* From RBC to Servus??
* Discussion notes:
** Neil: We pay $60/month to RBC. Should be consolidating our accounts. Don't want to have two banks. Adam: We need a plan for the new credit card, consolidation of bank accounts, in place for the AGM, to be implemented in December for the board changeover. General agreement.
* Action Items: '''Paul''' will explore options open to us for consolidation by July board meeting.

=== AGM Committee (__ min)===
* Sept 22?
* book hall, publicize nominations, Grainge & Allsopp awards
* Discussion notes:
**Adam: We need to form a committee. Anna: It's an event, so it is event planning. Neil: I would prefer to push it to October.
* Motion: to hold the EBC AGM on October 6, 2013, location at the discretion of the AGM Commttee. Motioned by Anna. Seconded by Lee. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes August 2013

2013-09-18T04:57:40Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for August 21, 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North (9305 111 Ave)
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: justin/Kristen(8pm onward)
* Food by: Leila
* Board attendance: Caylie, Kristen, Jason, Leila, justin (out at 8:00), Bernadette, Neil, Paul (in at 7:43)
* Staff attendance: Chris Chan, Coreen (6:43)
* Regrets: Anna, Sarah, Lee
* Absent: Chris Corrigan
* Guests: None

== Call to Order ==
* Meeting called to order by Bernadette at 6:35 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Kristen. Seconded by Leila. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve July 2013 minutes pending addition of the vote count from last meeting. Motioned by Bernadette. Seconded by Leila. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Sept 18, 2013
* Location: BikeWorks South
* Chair: Leila
* Minute-taker: justin
* Food by: Caylie

== Reports ==

=== President's Report (__ min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**Leila: I have been thinking about break-ins and thefts and what they mean for an organization run by a community. Are there ways we can prevent that, culturally? The break-ins appear to be getting more frequent, and I wonder what that means and why. Is there a sense of ownership around volunteers? Our mandate is to be accessible. Neil: don't need to spend too much time on this. We can't reach everyone, it is likely that the break-ins are just 2 or 3 people. Coreen: seasons have some thing to do with it, no break-ins over the Winter. 6 over the past year. Jason: is there a way to make a motion-sensor alarm? Chris Chan: bought a cheap one but it doesn't work the way it's supposed to. Caylie: what about not locking it? Coreen: we tried to identify the things that are enticing people and keeping those things inside. What took the most time is the huge mess left, not the break-ins themselves. Neil: Not locking the gate could have a negative impact on our funding. We make money off used bikes. Leila: The bikes outside aren't worth much. Kristen: could we have a free day? Coreen: have been leaving bikes outside, not sure if it's not encouraging the problem. Kristen: Is there liability in that? Bernadette: Could label some bikes in the yard as free. Kristen: could interfere with our income from bikes. Leila: I don't know about liability, but in some kind of partnership with inner-city organizations, emphasize that we have some bikes that will be scrapped and can go to those who need them. Kristen: free bike day would not get in the way of bike sales. Jason: We could get around liability by explicitly stating that the bikes are as-is. Chris Chan: There is explicitly policy against giving away bikes for free - free things are not valued. We will find them in an alley. Many scrap bikes are not roadworthy at all. People will not come to buy bikes on other days if we have a free bike day. Coreen: Another thing we did last fall was put low prices on bikes going into the scrap pile. This didn't get more bikes out the door. Kristen: This also might affect our overall image to be giving away bikes that are not roadworthy.

Motion: To approve the August 2013 President's report as presented. Motioned by Neil. Seconded by Jason. '''Motion Carried.'''

=== Treasurer's Report (__ min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Neil: we've done enormously well this year. Growth has really contributed to the numbers. Our revenue is up 30% this year (Interestingly there wass also a 30% increase in bike theft in city). Looking at finishing the year at 35-40k in profit. BWN has grown more in the earlier part of the year, is on track for the year overall. Kristen: what is budgeted for BWS rent? Neil: pay 1200, can afford twice that. Caylie: has it stayed stagnant mostly? Neil: yes, we are due for an increase.

Motion: To return/approve the August 2013 Treasurer's report as presented. Motioned by Caylie. Seconded by Leila. '''Motion Carried.'''

=== Executive Director's Report (__min)===
[https://docs.google.com/document/d/1oP8loe3pnrUunBZBSxM85HLgCoidWk3YBOsAg7lPpds/edit?usp=sharing Executive Director's Report]
* Discussion notes:
**Chris Chan: Brought out bike racks to a number of events. Haven't had time to do anything else with BWS space other than checking Minvera storage near us. Researched a phone plan, found a cheaper one than budgeted. Membership is stable. Portable bike rack rentals have been popular this summer. We used to loan them out for free but now we charge money. Advocacy committee hasn't made progress. Not sure if Chris Corrigan is still interested. Started working on election material but haven't yet finished that. Edmonton Opera wants to do bike to the symphony style collaboration. Sept/Oct they have special events. Their season doesn't start until late October. Hesitant to pursue something in the colder season.

Motion: To approve the August 2013 ED report as presented. Motioned by Neil. Seconded by Kristen. '''Motion Carried.'''

=== BikeWorks Report (__ min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Coreen: Taking time off. Hopefully the timing isn't bad. I will come back refreshed for the challenges ahead. Mostly business as usual. Lots of bikes going through both locations. Bike stripping parties. W&TO days and strategies for making them go more smoothly. Chris Chan: Have you had a chance to ask volunteers about hiring someone for bike building? Coreen: No. There are lots of donations, still kicking around the idea of hiring someone to build up bikes. Tuned up bikes are money in the back for us. 4 hours of labour per bike, 1/4 to 1/3 of the bikes in BWS yard could be tuned up quite easily. Chris Chan: Back to school liquidation. Coreen: should be looking to clear things out. Last year had a winter beater sale. Not necessarily more successful. Big bike sale in the spring generates a lot of interest. Tuned up bikes are what we want to be selling. Kristen: Hiring mechanic - over Fall and Winter in preparation for the Spring? Coreen: Yes. We have a lot of donations in the Fall. Kristen: This has been a recurring item, is there a way to put a timeline on this decision. justin: Chris brought up to ask volunteers, want to make an informed decision. Coreen: It is important to determine how it will affect volunteer morale. Chris Chan: I want to make sure this happens as fast as possible. We want to sell them more quickly. We should hire for now until we're out of BWS, deplete the reserves. Bernadette: It would make it easier on volunteer morale. Leila: We should set a cap date on donations so we can ensure we aren't having to put huge amounts into the scrap yard. Neil: no big deal to be taking more, we get money for scrap, even if it's not sorted. Chris Chan: A volunteer had an idea about letting people take our scrap and keep the money if they have a truck or trailer. Bernadette: We could hire multiple candidates. It would let the repairs happen faster. Leave this in Coreen's hands right now. Leila: Is it in our lease that BWN landlord can rent out the parking lot? Coreen: No, we have two parking spots in the lease. Had an issues with a class night. There are also parking bans all over the neighbourhood. Complicates things. Eskimo games are now on the BWN calendar. Getting a lot of new volunteers of all skill levels and backgrounds. Scheduling volunteers has been an issue. They have not been using the google calendar. Regular volunteers have been good about letting me know when they can't make it. Rental program has been going well. We need to get overhauls on rentals. The program has been very popular. BWS losing space - NCA gets grants for programs, so looking to renovate their space into a larger one. Looking at Fall move out. Kristen: Do we have volunteers in real estate or construction? Chris Chan: We can just get a realtor. Jason: I can do some tasks. I have a friend who is a commercial realtor. Paul: Contacted my landlord who is a real estate developer. Bernadette: Are you available to be in a subcommittee? Paul: I can.

* Action Items: '''Bernadette''' will send out an email re: hiring bike builder by next week
* Action Items: '''Paul, Sarah, Jason, Coreen''' will be in a subcomittee for finding a new location for BikeWorks South. Keep Chris Chan in the loop by email.

Motion: To approve the August 2013 BikeWorks report as presented. Motioned by Kristen. Seconded by Jason. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Anna''' met with '''Caylie and Kristin''' to do a mini orientation on August 6.

===AGM (5 min)===
* Discussion notes: Parkdale/Cromdale Hall booked, 12-4:00, need to go and sign rental agreement and pay deposit before Oct 6.
**Bernadette: Is there anyone who can drop off a deposit? Kristen: I can. Bernadette: I will get you the information. Sarah and I will talk about the rest of the planning but the venue was the most important item. Paul: We need to email the proposed changes to the Bylaws out to members with 21 days of the AGM. I have copies of the changes here. Leila: Everyone who attends the AGM gets a free membership? Bernadette: No. Neil: That was the case in the past, have said that we should be charging for memberships. Chris Chan: This goes back to giving away things for free. I knew committed volunteers who didn't want to buy memberships because they knew they could get them for free. Bern: What about requiring potential board members to be members 30 days in advance? Paul: That is on the revision list. Just have to pass the special resolution before voting.

===BWS Lease (10 min)===
* Discussion notes: update?
**Already discussed.

=== Alberta Bike Conference (0 min)===
* Discussion notes:
**Bernadette: Sent out invitations this week. AB bike swap wants to give money. Feel free to forward invite to anyone who might be interested or in the area or in the right focus.

== New Business ==

=== Meeting Dates for Sept-Dec (5 min)===
* Have typically scheduled the 3rd Wednesday of each month.
* Decide dates for meetings: September __, AGM October 6, October __, Board Retreat Nov 1-3, Nov __, Dec __
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Budget (__ min)===

*Discussion notes:
**Neil has created the budget, Paul still involved in making deposits
**Revenue based on how this year has gone, amounts that are reasonable to expect
**Budget doesn't includes minimal grants because less are expected in the upcoming year
**Not counting on outside help
**This is business as usual scenario
**Additional scenarios based on interruptions
**Likely we will have a casino year, will likely have one next summer but won't affect funding until the following year

**Expenses
***Business as usual
***Employee benefits and wages included
***Factored in a raise for Coreen and employee benefits
***Includes full-time hours for Coreen during the winter and 40 hrs/week in the summer
***Increase in the budget for food for volunteers and board
***Rent cost is what we are currently paying
***Results in break-even
***Cost for bookkeeping was included, not based on a researched quote, doing deposits and keeping the books for two shops
***Likely need to come up with a list of tasks we would ask for and get a few quotes
*Action Item: Paul can come up with a list of tasks of what he think would be involved for a bookkeeper and will send it to Neil to review, Paul will also get a few quotes, we will review the info at next month's meeting
***Neil thinks we can maybe find grants if we need them

**Scenario B is the temporary disruption
***moving out end of October, nothing November/december, renovations until May
***Storage fee of $500/month from November to March
***Some of the business from BWS would come north, approximately 20% of the revenue
***$10,000 to get the shop ready
***Rent fees of $2,500/month
***In the end we are short $36,000 which we would be able to support
***If nothing is lined up by November may need to revisit spending at that time
**Scenario C
***Same assumptions except that we dont find space on the south side
***No renos
***Would likely result in long-term loses
***Not finding space may not be an option
**Are there other things that could be done in terms of raising other lines of revenue, corporate donations, running a fundraiser, etc.
**Discussion ensues around the value of a Southside location, necessary for community? necessary for raising revenue?
**Coreen would like to be working full time over the Winter, previously worked part-time hours over the Winter
**Never a shortage of work to be done, even in Winter, especially with the renovation coming up
**All of budget projections had increased salaries as a foundation

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by ???. Seconded by ???. '''Motion Carried.'''

* Motion: to approve Bikeworks Manager at 40 hrs / week plus enhanced benefits and vision at $17/hr. Motioned by Bernadette. Seconded by Paul. '''Motion Carried.'''
* Motion: to keep Executive Director salary as-is, including enhanced benefits and vision. Motioned by Leila. Seconded by Caylie. '''Motion Carried.'''

=== Moving Bank to Servus Credit Union (__ min)===

* Discussion notes:
**Moving bank accounts over, Paul has looked into several banks
* Motion: to have Paul to tranfer accounts to Servus Credit Union, initiate getting a credit card, subject to as-yet undeclared fees. Motioned by Paul. Seconded by Bernadette. '''Motion Carried.'''

=== Other Business ===

**Looking for volunteers interested in following up on voice mail project, Bernadette can keep doing it until we find someone else but would like someone to start looking
*Action Item: Coreen to look for someone to take care of voice mail

**Neil will update the information on nominations online and Paul will send out the information
**Are there additional awards this year over last year? Have several small gifts that could be given to volunteers in recognition.
**AGM committee will have a discussion around how to recognize volunteers
**Currently have two ongoing annual awards
**Rest of recognition will be internal
**Coreen would propose adding one more ongoing annual award
**Currently have two prizes of $100 each, could have 4 awards of $50/each plus an added prize
**Volunteer recognition as an item on the next agenda

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Kristen. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes July 2013

2013-09-18T03:06:17Z

Justin.bartlett:

Approved at the[[Board Minutes August 2013 | August 2013 board meeting]]

== EBC Board Meeting Minutes for July 24, 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks South, 2nd floor meeting room
* Start Time: 6:30pm

Please RSVP to '''board at edmontonbikes dot ca''' if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: justin
* Food by: Sarah
* Board attendance: Anna, Leila, Sarah, Lee, justin, Neil, Bernadette, Chris Corrigan (late)
* Staff attendance: Chris Chan, Coreen
* Regrets: Paul
* Absent:
* Guests: Geoff S, Jason P, Kristin F, Paul B, Meghan T, Nathan E

== Call to Order ==
* Meeting called to order by Leila at 6:32pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Leila. Seconded by Bernadette. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve June 2013 minutes. Motioned by Lee. Seconded by Sarah. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday August 21, 2013 @ 6:30pm
* Location: BikeWorks North
* Chair: Bernadette
* Minute-taker: justin
* Food by: Leila

== Reports ==

=== President's Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1C6nlX_ontBwa3-E2abVR-gUo2y38lyYeYTME2T08PSU/edit President's Report July 2013]
* Discussion notes:
**Chris Chan: The report was only shared with the board, not the public, so our guests haven't read it. Anna: There is a printed copy that the nominees have, which can be passed around. Neil: Regarding holding ourselves accountable, we do the best we can. We are struggling to run an organization of this size. The things that have occurred so far haven't been egregious. Pointing out when we have failed to be diligent is a good strategy. Anna: Part of holding ourselves accountable could be holding onto SMART goals throughout the year. Leila: It sounds like we will talk about the rest of this throughout the agenda, or in future meetings.

Motion: To approve the July 2013 President's report as presented. Motioned by Neil. Seconded by Lee. '''Motion Carried.'''

=== Treasurer's Report (15 min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B9peHrsdhVbseVNLQXdlU3Y4TGM/edit Treasurer's Report July 2013]
* Discussion notes:
**Neil: What Paul sent wasn't particularly legible. He sent me the files and everything seems to be in order. We are about $10,000 ahead right now, which puts us in a good place for the uncertainties with the BWS location. I will try to put out something more legible soon so you have something to look at. Paul and I need to get together next month to make a budget. Chris Chan: What are the bank accounts looking like? Neil: more than $30,000 in RBC account plus $40,000 in GICs. Don't know what we have for outstanding cheques. TD had $7,000 at the end of the last statement. $70,000 in GICs. Bern: How is BWN looking financially? Neil: I will look into that. Anna: Paul shared numbers at the retreat and BWN was looking good. Neil: BWN is ahead of budget. 5-10% ahead in most items. Leila: Anything else to discuss? Chris: BWN did well in bike sales. Kristin: In the budget is 'other depts' BWS? Neil: Yes. Anna: Have we thought more about hiring a bookkeeper? Neil: We can add a budget line-item. Anna: Chris could you put a call out in the next newsletter? Chris Chan: Yes, I also have connections I might be able to use.
* Action Items: '''Chris Chan''' will put a call out for a bookkeeper in the next newsletter.

Motion: To return the June 2013 Treasurer's report as presented and request a current income statement and balance sheet. Motioned by Neil. Seconded by Leila. '''Motion Carried.'''

=== Executive Director's Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/17G2kxUuYhc0Pkbe9oR-AExTbJ8ehe6fZdthEyx0DPk4/edit#heading=h.tfioge1ewak5 ED Report July 2013]
* Discussion notes:
**Chris Chan: Didn't track hours this month, got distracted. I will start again. If that was helpful. (General agreement that it was helpful and should continue) We need a new media contact. Mostly just takes over for me if I'm not here. Coreen: I can offer back-up for that as well. Chris Chan: Your cell phone number will go up on the website. Coreen: I don't know. Anna: I can do this, but I will be away for the month of August. Chris Chan: You can delegate. Chris Corrigan: I am well informed but this won't mesh well with my day job. Chris Chan: I'll be away until Aug 1st so this is why I bring it up. Coreen's report will have something about BWS losing it's lease. Minerva storage doesn't want to lose us from the area, there is a 1400 sqft space in their building. Uncle Myles' t-shirt company is also empty. There may be things close by. If we're looking for the end of Sept or Oct then we have a month until we need to be calling and securing places. Anna did the community garden tour. Neil and Anna are helping with website updates. Bike rack rentals is going well. Bike racks will be all used during tour of Alberta. Bike rack sales - only sold 3 so far, not making any money yet. Promo if you can. Cycle Edmonton hasn't been updated yet. Will be doing something in Aug with Downtown Business Association. Nothing to do with election. Not as many lunch and learns. If you have workplaces that want them, we offer them for free. All I did was sent out the newsletter for membership. A lot of June/July has been events. Otherwise, just caught up on emails. Still behind, but catching up. Leila: Should we add the possibility of hiring administrative staff to consider for the budget for next year too? Neil: Will look at the new budget. If we can't count on the BWS revenue that might be difficult. Bernadette: What is the 'Error recovery' note in your report? Chris Chan: A bicycle didn't meet someone's expectations of being ready to ride. Anna: Is this something that the mechanic certification would help with? Chris Chan: This was something I started last year, but ran out of time. Anna: Has it been easy/hard to get volunterers for offsite stuff? Chris Chan: Easier. Coreen has done well. Asking to get paid has helped.

Motion: To approve the July 2013 ED report as presented. Motioned by Neil. Seconded by Bernadette. '''Motion Carried.'''

=== BikeWorks Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1xLuiIzlhfYD0LKQiw7LlZgpfc6jn1SbQVa7oK5ENY-c/edit BikeWorks Report July 2013]
* Discussion notes:
**Coreen: Potential to lose the space for BWS is the biggest item. Talked to NCA board member. They're looking to do renos because of water main break and because they want to offer more programming. 75% sure that they will be doing renos on entire building, and not renewing our lease. If renos fall through, there would be an opportunity to renew. They are sensitive to our timelines (not wanting to move during busy season, or winter). We should prepare for a Fall moveout. They will keep us updated as things develop. I'm looking at taking a week off the first week of September. Will let you know when that's confirmed. There has been well publicized drama with our ex-neighbours at BWN. Hopefully the end of our smell problems. Fence has been cut and hole is opened again as of tonight. Coverage plan is in motion. Brett is helping to bottomline a lot of the things up there. Issues with cleanliness and cleaning at both shops has improved. Leila: what changed? Coreen: People being accountable/responsible. Realizing one person was doing it all. Not as many bike sales as last few months. Been talking about paving stones and major maintenance at BWS. On hold while we wait to find out the fate of BWS. Quite a few Intro classes. Still quite popular. Already registering for Sept. Getting more advanced classes for Aug. Orientations have been going quite well. Smoothing out, getting more retention. Made some notes about W&TO day. Another volunteer day would be good. Midnight ride was well attended. Doing a fair amount of work with the adapted bike program. Doing most of our work and fittings on bike building nights. Getting more bikes out than we ever expected. It's been a great learning experience, volunteers find it rewarding. They take up a lot of space. Got rid of a lot last night, should have seen the mezzanine before that. Rental program has been popular. If we had more bikes we could rent them. Initially after raising prices there were some complaints, but haven't heard anything recently. Last part of the report is W&TO day, something that has gone on around it. Nothing is new. Have issues with volunteer turnover for that day, because it's quite stressful to have people yelling at you, who feel entitled to use the shop. Might want to strike a committee to try and address the issues. Think of more ways to deal with those who are rubbed the wrong way by the program, and then come back the next day like nothing's wrong. Neil: I'm understanding some of the issues we're facing. Do you have any thoughts? W&TO day is a stop-gap. Aside from calling the cops about the guy calling "discrimination' out at you down the alley, what can we do? Sarah: What's wrong with that? Chris Chan: Just thought of this: We don't tolerate behaviour like that, we could ban them, one step before that is to take their photo and have a wall of shame. as a deterrent. Maybe it should be zero tolerance to that kind of abuse, but maybe that's a bit extreme as a first step. Coreen: I usually try to be as nice as possible. but I would like to say, just don't come back if it gets that bad, which has been only once or twice. If we got to that level we'd be doing it every women's day. Sarah: I don't know how you feel about this, you suggested it in your report, how would you feel about striking a committee to think up ideas for how to deal with this Coreen: I'd like that.

* Motion: Strike an ad hoc Women and Trans* Only Day Committee to address issues arising on that day. Motioned by Sarah. Seconded by Leila. '''Motion Carried.'''
* Action Items:
**'''Chris Chan''' will print up stickers to put on pamphlets for rental program to reflect price changes.
**'''Coreen''' will call a meeting of the ad hoc Women and Trans* Only day committee on August 1st at 6pm.

Motion: To approve the July 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''

=== Board Retreat Committee Report (7 min)===
[[Committee Report]]
* Lee, Sarah
* Discussion notes:
**Talked about the SMART Goals: HR/Staff Liaison Policies, Charity Status, BWN surplus. Decided not to create any further goals at the retreat, focus on what we've already prioritized for ourselves.

=== Charitable Status Committee Report (5 min)===
[[Committee Report]]
* Sarah, Neil
* Discussion notes:
**Sarah: Neil and I met Monday, condensed the goal, meeting more often. Chris Corrigan: How often are you meeting? Sarah: Every week.

=== Performance Evaluation Committee Report (2 min)===
* Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
* Details to be discussed in camera.

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.

=== Board Member Appointments (25 min)===
* Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
* Overview of appointment process:
** 2 minute introductions of board applicants (may present in person or meeting Chair may read application/intro if applicant is absent)
** Current board members vote for up to 2 candidates by secret ballot
** Votes tallied and announced.
** Review other ways to get involved with EBC.
** Review process for formal election at AGM. '''Anna''' will contact 2 new board members for a mini orientation in the next two weeks.
* Discussion notes:
**Voting by ranked, run-off ballot.
**Voting occurred, results: Caylie Gnyra and Kristen Flath.
* Motion: To approve the election results and appoint Caylie Gnyra and Kristen Flath to the Edmonton Bicycle Commuters' Society board of directors until the end of the current term. Motioned by Bernadette. Seconded by Leila. '''Motion Carried.'''
* Action Items:
**'''Neil''' to create e-mail and wiki accounts for 2 new board members. Email Chris Chan with their email addressess.
**'''Neil''' to add 2 new board members to board email list.
**'''Anna''' will meet with new board members to do mini orientation next week or 1st week of August.

== New Business ==

=== BikeWorks South Lease (10 min)===
* Review info about current lease
* Review current possibilities for other locations (Chris)
* Discussion on criteria for BWS location to guide Operational tasks
* Discussion notes:
**Leila: I want to talk about priorities for the space to guide us in finding something. Sarah: Examples? Leila: Accessibility. Neil: Don't want yard storage for bikes (if there is any) between the front gate and front door. Leila: As a community based space, one thing to consider is if we're interested in sharing the space with other organizations, for meetings and other events. Lee: What do you mean by sharing the space? Leila: Primarily Bikeworks. But we put on events. Sarah: Facilitating sharing would be preferable. (General agreement) Also staying in Strathcona would be preferable. Neil: May be a few industrial-type properties that are affordable in the area. Sarah: Probably best not to expand past our current capacity. (General agreement) Neil: We probably can't get more volunteers even if there are more stands. Bernadette: This might lead into the paid mechanic question. Leila: Get Chris Chan to consult the minutes in searching for the space. Chris Chan: My report asked for someone else to head this. Sarah: What would be involved. Chris Chan: Legwork. Phone calls, internet searches. Lee: I could do that. Do we want to look in Strathcona? Neil: Don't go downtown, too close to North shop. Going across the bridge is a mental barrier to people from the southern suburbs. Chris Chan: Anna was involved in finding BWN so consult her because she has experience. Make sure to call realtors. Leila: Staff will be required to help
* Action Items: '''Lee''' will search for appropriate properties in the area and report back to the board by beginning of August.

=== Annual General Meeting planning (5 min)===
* Strike AGM ad-hoc committee.
** Book a location near BWN. Location _______ being booked by _____.
** Budget for AGM (venue costs, catering, printing, etc)
** Door prize recruitment
** New board member recruitment and organizing applications
* Board members: mark your calendars for Nov 2-3 as the Board Orientation/Retreat.
* Discussion notes:
**Sarah: Happy to do it if there is at least me and two other people. Bernadette: I will do it too. Neil: Can recruit new board members. Chris Chan: Need to book soon.
* Action Items: '''Bernadette''' will book the hall by August 1st.

=== Creating Budget for 2013-2014 (10 min)===
* Current budget goes to end of August 2013. Initial discussions on next budget... (Neil)
* Discussion notes:
**Tabled.

=== Alberta Bicycle Commuters Conference (5 min)===
* Update on conference planning (Bernadette)
* Discussion notes:
**Bernadette: Picked a date: Sept 28 & 29th. All day 28th and half day 29th. Red Deer at Kerry Wood Nature Centre for free. Having three topics: Education, Advocacy and Infrastructure. Spoken with John Collier about education, would like to talk to Chris Chan about possible infrastructure presentation. Don't have an idea yet for advocacy. Looking at about $40 per person. Karly thinks we can get a grant from Alberta Bicycle Association.

=== Paid Mechanic ===
* Discussion notes:
**Neil: Basically suggesting an employee on commission? Chris Chan: A paid mechanic that only does paid work. Already is doing this privately in his own shop. Not unheardof in community bike shop world. Our Community Bikes (Vancouver) does this already. People come in and want to buy bikes that aren't even close to ready but don't have the interest in learning. Leila: This would be taking place during shop hours? Chris Chan: This is just an idea, we can go with any options. Leila: Closed shop hours? Chris Chan: Paid during open hours, would be volunteering when the work isn't there. Neil: Have concerns with that kind of an arrangement. What's in it for him, if he's already getting lots of clients, presumably he has all the tools? Chris Chan: He doesn't have all the tools. Working from a garage is not the same as working from a fully functional bike shop. Plus we have the name and the client base. Chris Corrigan: Who is this? Chris: Shawn, my roommate and former bike mechanic at Western Cycle. We could expand to other people if this takes off. Sarah: To summarize, there are a lot of options which we don't have to take all or any of, ultimately. We would be expanding our services to clients who we don't usually reach but know about us. My concerns would be is this just with Shawn? Leila: I would like to see us opening up a competition to everyone, not just creating a position for someone. Neil: Not necessarily, business relationships are based on personal relationships. If it was a paid wage position, maybe, but there is no risk to us. Leila: Financially maybe, but Keith Halgren is someone who wants to do the same thing. If this is a community context, what do we sacrifice if we do this. Coreen: We have a strong policy against profiteering by working in our shop, we are clearly against it, this makes makes me worried. Chris Chan: I don't understand the profiteering. We would get all the money from parts and services, more than we usually would. If Keith wants to do this too, great. It would generate revenue. Neil: Did we ever pass our non-competition policy? Even if we didn't, entering the market price repair market place is a vast change in direction. Leila: I would strongly agree with you. Sarah: How so? Neil: We have always offered a unique service. I would worry about alienating the shops that we currently have relationships with, the impact this has on those relationships. Chris Corrigan: This might be useful if we have pressure to maintain a greater fleet of bikes. Edmonton is growing. Other cities have multiple Bikeworks-like organizations. could help diversify what we offer. Bernadette: My thought is people who go to current shops at market value usually go there because they have a bike that they bought there. Offerring something like this gives us the opportunity to build a loyal customer who is interested in coming back. Sarah: I would like to shed a positive light as well, and see the proposal go forward and look at the different opportunities as well as drawing it up with not just the one mechanic in mind, in case something happens. Maybe we need to have them only for certain parts of the year, and think about drawing up contracts for how their time is used. Leila: I would like to take this to the question I brought up in my report and look at it in a broader perspective. I think this position is a departure from the basic mandate of Bikeworks and look at that more deeply and how it plays into our operational vision as a whole and whether or not this is a useful way to grow our services in yet another direction. We're growing our services in many programs which need organizational backing and support that we have difficulty doing. Chris Chan: In terms of sustainability, he's already doing it, so it doesn't take a lot of backing. In terms of generating revenue it might provide an opportunity to hire administrative help. Other bike shops won't really work on EBC bikes, some as far as turning people away. May not necessarily be competivitve. Can take an extra amount of time to get EBC bikes fixed. Leila: Or people can show up here and learn to fix their bikes. That is how we operate already. Chris Chan: That option isn't open to everyone. Sarah: Not for scrapping or going full steam ahead. I want to look at how other shops do this. Leila: Other shops do this to bring in money, to pay their rent, then do what Bikeworks does for the love of it. So the situation is kind of opposite. Neil: Could do something that is less of a departure, and maybe bring in less revenue. Like where a mechanic can use the Bikeworks shop to do repairs for people off hours. We recommend them to customers. Sarah: Maybe the service can be reserved for people in particular situations, instead of just anyone. Bernadette: Maybe we stick with the DIY but you can hire someone to do one-on-one tutoring, come in off hours. Sarah: Curious what Lee and justin think. Bern: and Coreen. Coreen: I think in terms of hiring someone to build bikes, I like that idea, get the bikes out of the yard. Haven't really decided, don' t know if it's creating tiers of service. As for the repairs services, that's where I'm the most trepidatious. There are so many other avenues to do that throughout town. We really are empowering people to be able to do it themselves, take care of their bikes themselves. It is a really big component to making it accessible. Every day there are people who have no interest in picking up a wrench. But we have done a really good job of encouraging that. We have changed the culture of cycling in Edmonton. That's why we have such an active base of engaged volunteers. Lee: I keep thinking back to Neil's point about competition. If we go into the commercial market, we might be stepping on toes. The community aspect is the most important here. It will be good to clean up the yard, but it will have other impacts . justin: Agreed with comments about stepping on toes and concern for fostering the community aspect of the shop, in a complex way. Sarah: I just want to recognize the time and I have to leave at 9:30. Chris Chan: I think I have a comment that I think will be friendly and address some of the concerns. I went on the Our Community Bikes site. (shows the site) I want to make this more accessible. Hiring a bike builder would definitely address a number of the issues. I like that we had this discussion because we pushed it a lot further and came back to something that felt comfortable. Coreen: If someone comes in and needs advanced help, having someone to fill that gap, I could see that being useful, but getting someone to pay to change a flat tire no. Neil: We had paid mechanics and that had it's own issues. Having people here during shop hours, doesn't seem like a good idea, but having someone during closed hours seems like a good idea. Coreen: There are definitely things to iron out. With a lot of our volunteers what is a 'done bike' has a lot of variation. Neil: It would be a different situation between loving volunteer and paid bike builder. Sarah: It sounds like there is an opportunity to address old issues, and having a paid mechanic in some sense provides an opportunity to address these issues, but I'd like to move on. Leila: Would like to table this conversation until the next meeting. Sarah: Or email conversation.

== In Camera Session (15 min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''
* One topic hosted by Leila (15 min)
** [https://docs.google.com/a/edmontonbikes.ca/document/d/1Mctm5VjSzNkhRk8l89EzpR6x3qWcEnttUoQvvgncD0I/edit related document]

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Bernadette. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes July 2013

2013-08-09T06:20:21Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for July 24, 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks South, 2nd floor meeting room
* Start Time: 6:30pm

Please RSVP to '''board at edmontonbikes dot ca''' if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: justin
* Food by: Sarah
* Board attendance: Anna, Leila, Sarah, Lee, justin, Neil, Bernadette, Chris Corrigan (late)
* Staff attendance: Chris Chan, Coreen
* Regrets: Paul
* Absent:
* Guests: Geoff S, Jason P, Kristin F, Paul B, Meghan T, Nathan E

== Call to Order ==
* Meeting called to order by Leila at 6:32pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Leila. Seconded by Bernadette. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve June 2013 minutes. Motioned by Lee. Seconded by Sarah. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday August 21, 2013 @ 6:30pm
* Location: BikeWorks North
* Chair: Bernadette
* Minute-taker: justin
* Food by: Leila

== Reports ==

=== President's Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1C6nlX_ontBwa3-E2abVR-gUo2y38lyYeYTME2T08PSU/edit President's Report July 2013]
* Discussion notes:
**Chris Chan: The report was only shared with the board, not the public, so our guests haven't read it. Anna: There is a printed copy that the nominees have, which can be passed around. Neil: Regarding holding ourselves accountable, we do the best we can. We are struggling to run an organization of this size. The things that have occurred so far haven't been egregious. Pointing out when we have failed to be diligent is a good strategy. Anna: Part of holding ourselves accountable could be holding onto SMART goals throughout the year. Leila: It sounds like we will talk about the rest of this throughout the agenda, or in future meetings.

Motion: To approve the July 2013 President's report as presented. Motioned by Neil. Seconded by Lee. '''Motion Carried.'''

=== Treasurer's Report (15 min)===
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B9peHrsdhVbseVNLQXdlU3Y4TGM/edit Treasurer's Report July 2013]
* Discussion notes:
**Neil: What Paul sent wasn't particularly legible. He sent me the files and everything seems to be in order. We are about $10,000 ahead right now, which puts us in a good place for the uncertainties with the BWS location. I will try to put out something more legible soon so you have something to look at. Paul and I need to get together next month to make a budget. Chris Chan: What are the bank accounts looking like? Neil: more than $30,000 in RBC account plus $40,000 in GICs. Don't know what we have for outstanding cheques. TD had $7,000 at the end of the last statement. $70,000 in GICs. Bern: How is BWN looking financially? Neil: I will look into that. Anna: Paul shared numbers at the retreat and BWN was looking good. Neil: BWN is ahead of budget. 5-10% ahead in most items. Leila: Anything else to discuss? Chris: BWN did well in bike sales. Kristin: In the budget is 'other depts' BWS? Neil: Yes. Anna: Have we thought more about hiring a bookkeeper? Neil: We can add a budget line-item. Anna: Chris could you put a call out in the next newsletter? Chris Chan: Yes, I also have connections I might be able to use.
* Action Items: '''Chris Chan''' will put a call out for a bookkeeper in the next newsletter.

Motion: To return the June 2013 Treasurer's report as presented and request a current income statement and balance sheet. Motioned by Neil. Seconded by Leila. '''Motion Carried.'''

=== Executive Director's Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/17G2kxUuYhc0Pkbe9oR-AExTbJ8ehe6fZdthEyx0DPk4/edit#heading=h.tfioge1ewak5 ED Report July 2013]
* Discussion notes:
**Chris Chan: Didn't track hours this month, got distracted. I will start again. If that was helpful. (General agreement that it was helpful and should continue) We need a new media contact. Mostly just takes over for me if I'm not here. Coreen: I can offer back-up for that as well. Chris Chan: Your cell phone number will go up on the website. Coreen: I don't know. Anna: I can do this, but I will be away for the month of August. Chris Chan: You can delegate. Chris Corrigan: I am well informed but this won't mesh well with my day job. Chris Chan: I'll be away until Aug 1st so this is why I bring it up. Coreen's report will have something about BWS losing it's lease. Minerva storage doesn't want to lose us from the area, there is a 1400 sqft space in their building. Uncle Myles' t-shirt company is also empty. There may be things close by. If we're looking for the end of Sept or Oct then we have a month until we need to be calling and securing places. Anna did the community garden tour. Neil and Anna are helping with website updates. Bike rack rentals is going well. Bike racks will be all used during tour of Alberta. Bike rack sales - only sold 3 so far, not making any money yet. Promo if you can. Cycle Edmonton hasn't been updated yet. Will be doing something in Aug with Downtown Business Association. Nothing to do with election. Not as many lunch and learns. If you have workplaces that want them, we offer them for free. All I did was sent out the newsletter for membership. A lot of June/July has been events. Otherwise, just caught up on emails. Still behind, but catching up. Leila: Should we add the possibility of hiring administrative staff to consider for the budget for next year too? Neil: Will look at the new budget. If we can't count on the BWS revenue that might be difficult. Bernadette: What is the 'Error recovery' note in your report? Chris Chan: A bicycle didn't meet someone's expectations of being ready to ride. Anna: Is this something that the mechanic certification would help with? Chris Chan: This was something I started last year, but ran out of time. Anna: Has it been easy/hard to get volunterers for offsite stuff? Chris Chan: Easier. Coreen has done well. Asking to get paid has helped.

Motion: To approve the July 2013 ED report as presented. Motioned by Neil. Seconded by Bernadette. '''Motion Carried.'''

=== BikeWorks Report (15 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1xLuiIzlhfYD0LKQiw7LlZgpfc6jn1SbQVa7oK5ENY-c/edit BikeWorks Report July 2013]
* Discussion notes:
**Coreen: Potential to lose the space for BWS is the biggest item. Talked to NCA board member. They're looking to do renos because of water main break and because they want to offer more programming. 75% sure that they will be doing renos on entire building, and not renewing our lease. If renos fall through, there would be an opportunity to renew. They are sensitive to our timelines (not wanting to move during busy season, or winter). We should prepare for a Fall moveout. They will keep us updated as things develop. I'm looking at taking a week off the first week of September. Will let you know when that's confirmed. There has been well publicized drama with our ex-neighbours at BWN. Hopefully the end of our smell problems. Fence has been cut and hole is opened again as of tonight. Coverage plan is in motion. Brett is helping to bottomline a lot of the things up there. Issues with cleanliness and cleaning at both shops has improved. Leila: what changed? Coreen: People being accountable/responsible. Realizing one person was doing it all. Not as many bike sales as last few months. Been talking about paving stones and major maintenance at BWS. On hold while we wait to find out the fate of BWS. Quite a few Intro classes. Still quite popular. Already registering for Sept. Getting more advanced classes for Aug. Orientations have been going quite well. Smoothing out, getting more retention. Made some notes about W&TO day. Another volunteer day would be good. Midnight ride was well attended. Doing a fair amount of work with the adapted bike program. Doing most of our work and fittings on bike building nights. Getting more bikes out than we ever expected. It's been a great learning experience, volunteers find it rewarding. They take up a lot of space. Got rid of a lot last night, should have seen the mezzanine before that. Rental program has been popular. If we had more bikes we could rent them. Initially after raising prices there were some complaints, but haven't heard anything recently. Last part of the report is W&TO day, something that has gone on around it. Nothing is new. Have issues with volunteer turnover for that day, because it's quite stressful to have people yelling at you, who feel entitled to use the shop. Might want to strike a committee to try and address the issues. Think of more ways to deal with those who are rubbed the wrong way by the program, and then come back the next day like nothing's wrong. Neil: I'm understanding some of the issues we're facing. Do you have any thoughts? W&TO day is a stop-gap. Aside from calling the cops about the guy calling "discrimination' out at you down the alley, what can we do? Sarah: What's wrong with that? Chris Chan: Just thought of this: We don't tolerate behaviour like that, we could ban them, one step before that is to take their photo and have a wall of shame. as a deterrent. Maybe it should be zero tolerance to that kind of abuse, but maybe that's a bit extreme as a first step. Coreen: I usually try to be as nice as possible. but I would like to say, just don't come back if it gets that bad, which has been only once or twice. If we got to that level we'd be doing it every women's day. Sarah: I don't know how you feel about this, you suggested it in your report, how would you feel about striking a committee to think up ideas for how to deal with this Coreen: I'd like that.

* Motion: Strike an ad hoc Women and Trans* Only Day Committee to address issues arising on that day. Motioned by Sarah. Seconded by Leila. '''Motion Carried.'''
* Action Items:
**'''Chris Chan''' will print up stickers to put on pamphlets for rental program to reflect price changes.
**'''Coreen''' will call a meeting of the ad hoc Women and Trans* Only day committee on August 1st at 6pm.

Motion: To approve the July 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''

=== Board Retreat Committee Report (7 min)===
[[Committee Report]]
* Lee, Sarah
* Discussion notes:
**Talked about the SMART Goals: HR/Staff Liaison Policies, Charity Status, BWN surplus. Decided not to create any further goals at the retreat, focus on what we've already prioritized for ourselves.

=== Charitable Status Committee Report (5 min)===
[[Committee Report]]
* Sarah, Neil
* Discussion notes:
**Sarah: Neil and I met Monday, condensed the goal, meeting more often. Chris Corrigan: How often are you meeting? Sarah: Every week.

=== Performance Evaluation Committee Report (2 min)===
* Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
* Details to be discussed in camera.

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.

=== Board Member Appointments (25 min)===
* Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
* Overview of appointment process:
** 2 minute introductions of board applicants (may present in person or meeting Chair may read application/intro if applicant is absent)
** Current board members vote for up to 2 candidates by secret ballot
** Votes tallied and announced.
** Review other ways to get involved with EBC.
** Review process for formal election at AGM. '''Anna''' will contact 2 new board members for a mini orientation in the next two weeks.
* Discussion notes:
**Voting by ranked, run-off ballot.
**Voting occurred, results: Caylie Gnyra and Kristen Flath.
* Motion: To approve the election results and appoint Caylie Gnyra and Kristen Flath to the Edmonton Bicycle Commuters' Society board of directors until the end of the current term. Motioned by Bernadette. Seconded by Leila. '''Motion Carried.'''
* Action Items:
**'''Neil''' to create e-mail and wiki accounts for 2 new board members. Email Chris Chan with their email addressess.
**'''Neil''' to add 2 new board members to board email list.
**'''Anna''' will meet with new board members to do mini orientation next week or 1st week of August.

== New Business ==

=== BikeWorks South Lease (10 min)===
* Review info about current lease
* Review current possibilities for other locations (Chris)
* Discussion on criteria for BWS location to guide Operational tasks
* Discussion notes:
**Leila: I want to talk about priorities for the space to guide us in finding something. Sarah: Examples? Leila: Accessibility. Neil: Don't want yard storage for bikes (if there is any) between the front gate and front door. Leila: As a community based space, one thing to consider is if we're interested in sharing the space with other organizations, for meetings and other events. Lee: What do you mean by sharing the space? Leila: Primarily Bikeworks. But we put on events. Sarah: Facilitating sharing would be preferable. (General agreement) Also staying in Strathcona would be preferable. Neil: May be a few industrial-type properties that are affordable in the area. Sarah: Probably best not to expand past our current capacity. (General agreement) Neil: We probably can't get more volunteers even if there are more stands. Bernadette: This might lead into the paid mechanic question. Leila: Get Chris Chan to consult the minutes in searching for the space. Chris Chan: My report asked for someone else to head this. Sarah: What would be involved. Chris Chan: Legwork. Phone calls, internet searches. Lee: I could do that. Do we want to look in Strathcona? Neil: Don't go downtown, too close to North shop. Going across the bridge is a mental barrier to people from the southern suburbs. Chris Chan: Anna was involved in finding BWN so consult her because she has experience. Make sure to call realtors. Leila: Staff will be required to help
* Action Items: '''Lee''' will search for appropriate properties in the area and report back to the board by beginning of August.

=== Annual General Meeting planning (5 min)===
* Strike AGM ad-hoc committee.
** Book a location near BWN. Location _______ being booked by _____.
** Budget for AGM (venue costs, catering, printing, etc)
** Door prize recruitment
** New board member recruitment and organizing applications
* Board members: mark your calendars for Nov 2-3 as the Board Orientation/Retreat.
* Discussion notes:
**Sarah: Happy to do it if there is at least me and two other people. Bernadette: I will do it too. Neil: Can recruit new board members. Chris Chan: Need to book soon.
* Action Items: '''Bernadette''' will book the hall by August 1st.

=== Creating Budget for 2013-2014 (10 min)===
* Current budget goes to end of August 2013. Initial discussions on next budget... (Neil)
* Discussion notes:
**Tabled.

=== Alberta Bicycle Commuters Conference (5 min)===
* Update on conference planning (Bernadette)
* Discussion notes:
**Bernadette: Picked a date: Sept 28 & 29th. All day 28th and half day 29th. Red Deer at Carrywood Nature Centre for free. Having three topics: Education, Advocacy and Infrastructure. Spoken with John Collier about education, would like to talk to Chris Chan about possible infrastructure presentation. Don't have an idea yet for advocacy. Looking at about $40 per person. Carly thinks we can get a grant from Alberta Bicycle Association.

=== Paid Mechanic ===
* Discussion notes:
**Neil: Basically suggesting an employee on commission? Chris Chan: A paid mechanic that only does paid work. Already is doing this privately in his own shop. Not unheardof in community bike shop world. Our Community Bikes (Vancouver) does this already. People come in and want to buy bikes that aren't even close to ready but don't have the interest in learning. Leila: This would be taking place during shop hours? Chris Chan: This is just an idea, we can go with any options. Leila: Closed shop hours? Chris Chan: Paid during open hours, would be volunteering when the work isn't there. Neil: Have concerns with that kind of an arrangement. What's in it for him, if he's already getting lots of clients, presumably he has all the tools? Chris Chan: He doesn't have all the tools. Working from a garage is not the same as working from a fully functional bike shop. Plus we have the name and the client base. Chris Corrigan: Who is this? Chris: Shawn, my roommate and former bike mechanic at Western Cycle. We could expand to other people if this takes off. Sarah: To summarize, there are a lot of options which we don't have to take all or any of, ultimately. We would be expanding our services to clients who we don't usually reach but know about us. My concerns would be is this just with Shawn? Leila: I would like to see us opening up a competition to everyone, not just creating a position for someone. Neil: Not necessarily, business relationships are based on personal relationships. If it was a paid wage position, maybe, but there is no risk to us. Leila: Financially maybe, but Keith Halgren is someone who wants to do the same thing. If this is a community context, what do we sacrifice if we do this. Coreen: We have a strong policy against profiteering by working in our shop, we are clearly against it, this makes makes me worried. Chris Chan: I don't understand the profiteering. We would get all the money from parts and services, more than we usually would. If Keith wants to do this too, great. It would generate revenue. Neil: Did we ever pass our non-competition policy? Even if we didn't, entering the market price repair market place is a vast change in direction. Leila: I would strongly agree with you. Sarah: How so? Neil: We have always offered a unique service. I would worry about alienating the shops that we currently have relationships with, the impact this has on those relationships. Chris Corrigan: This might be useful if we have pressure to maintain a greater fleet of bikes. Edmonton is growing. Other cities have multiple Bikeworks-like organizations. could help diversify what we offer. Bernadette: My thought is people who go to current shops at market value usually go there because they have a bike that they bought there. Offerring something like this gives us the opportunity to build a loyal customer who is interested in coming back. Sarah: I would like to shed a positive light as well, and see the proposal go forward and look at the different opportunities as well as drawing it up with not just the one mechanic in mind, in case something happens. Maybe we need to have them only for certain parts of the year, and think about drawing up contracts for how their time is used. Leila: I would like to take this to the question I brought up in my report and look at it in a broader perspective. I think this position is a departure from the basic mandate of Bikeworks and look at that more deeply and how it plays into our operational vision as a whole and whether or not this is a useful way to grow our services in yet another direction. We're growing our services in many programs which need organizational backing and support that we have difficulty doing. Chris Chan: In terms of sustainability, he's already doing it, so it doesn't take a lot of backing. In terms of generating revenue it might provide an opportunity to hire administrative help. Other bike shops won't really work on EBC bikes, some as far as turning people away. May not necessarily be competivitve. Can take an extra amount of time to get EBC bikes fixed. Leila: Or people can show up here and learn to fix their bikes. That is how we operate already. Chris Chan: That option isn't open to everyone. Sarah: Not for scrapping or going full steam ahead. I want to look at how other shops do this. Leila: Other shops do this to bring in money, to pay their rent, then do what Bikeworks does for the love of it. So the situation is kind of opposite. Neil: Could do something that is less of a departure, and maybe bring in less revenue. Like where a mechanic can use the Bikeworks shop to do repairs for people off hours. We recommend them to customers. Sarah: Maybe the service can be reserved for people in particular situations, instead of just anyone. Bernadette: Maybe we stick with the DIY but you can hire someone to do one-on-one tutoring, come in off hours. Sarah: Curious what Lee and justin think. Bern: and Coreen. Coreen: I think in terms of hiring someone to build bikes, I like that idea, get the bikes out of the yard. Haven't really decided, don' t know if it's creating tiers of service. As for the repairs services, that's where I'm the most trepidatious. There are so many other avenues to do that throughout town. We really are empowering people to be able to do it themselves, take care of their bikes themselves. It is a really big component to making it accessible. Every day there are people who have no interest in picking up a wrench. But we have done a really good job of encouraging that. We have changed the culture of cycling in Edmonton. That's why we have such an active base of engaged volunteers. Lee: I keep thinking back to Neil's point about competition. If we go into the commercial market, we might be stepping on toes. The community aspect is the most important here. It will be good to clean up the yard, but it will have other impacts . justin: Agreed with comments about stepping on toes and concern for fostering the community aspect of the shop, in a complex way. Sarah: I just want to recognize the time and I have to leave at 9:30. Chris Chan: I think I have a comment that I think will be friendly and address some of the concerns. I went on the Our Community Bikes site. (shows the site) I want to make this more accessible. Hiring a bike builder would definitely address a number of the issues. I like that we had this discussion because we pushed it a lot further and came back to something that felt comfortable. Coreen: If someone comes in and needs advanced help, having someone to fill that gap, I could see that being useful, but getting someone to pay to change a flat tire no. Neil: We had paid mechanics and that had it's own issues. Having people here during shop hours, doesn't seem like a good idea, but having someone during closed hours seems like a good idea. Coreen: There are definitely things to iron out. With a lot of our volunteers what is a 'done bike' has a lot of variation. Neil: It would be a different situation between loving volunteer and paid bike builder. Sarah: It sounds like there is an opportunity to address old issues, and having a paid mechanic in some sense provides an opportunity to address these issues, but I'd like to move on. Leila: Would like to table this conversation until the next meeting. Sarah: Or email conversation.

== In Camera Session (15 min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''
* One topic hosted by Leila (15 min)
** [https://docs.google.com/a/edmontonbikes.ca/document/d/1Mctm5VjSzNkhRk8l89EzpR6x3qWcEnttUoQvvgncD0I/edit related document]

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Leila. Seconded by Bernadette. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes July 2013

2013-08-09T02:53:32Z

Justin.bartlett:

Board Minutes June 2013

2013-08-09T01:59:14Z

Justin.bartlett:

Approved at the [[Board Minutes July 2013 | July 2013 Board meeting]].

== EBC Board Meeting Minutes for June 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 2nd floor office
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: justin
* Food by: Lee
* Board attendance: Neil, Paul, Chris Corrigan, Adam, Sarah, justin, Anna, Lee
* Staff attendance: Chris Chan
* Regrets: Leila, Coreen
* Absent: None
* Guests: None

== Call to Order ==
* Meeting called to order by Sarah at 6:38 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Adam. Seconded by Paul. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve May 2013 minutes. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

== Logistics for Board Retreat ==
* Date: Saturday July 7 @ 10am-3pm
* Location: Outside if weather is nice, BioSci Building on U of A Campus is weather is poor.
* Chair: TBD
* Minute-taker: TBD
* Food by: TBD
* Topics tabled for the Retreat from past meetings"
** (June 2013) Hiring 3rd staff for fixing up bikes for sale
** (June 2013) Rental program?
** (June 2013) AGM logistics: Date (Sunday Sept 22 or Oct 6?), location, budget, board member recruitment, etc.

== Logistics for Next Regular Meeting ==
* Date: Wednesday July 24
* Location: BikeWorks South, 2nd floor lounge
* Chair: Paul
* Minute-taker: justin
* Food by: Sarah

== Reports ==

=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**No report submitted. Neil: Leila is a less active president than others have been in the past, is this causing any problems for our Executive Director? Chris Chan: No, I have never relied on the executive as an executive.

Nothing to approve/return.

=== Treasurer's Report (15 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Paul: off the budget because of no received grants. Neil: We received $3,300 from the provincial goverment. We received the last Community Spirit Grant. Also, $2,500 for our adapted bike program. Paul: Should be ~$5,000 ahead of budget. Neil: May is not done being calculated. We are looking healthy but don't have hard numbers. Chris Chan: How is the north shop specifically doing? Paul: Will look into that and get back to you. Still having the odd hiccup, but learning. As far as help goes, could use help with collecting cash from safes and doing deposit. Adam: I can do this for the next month for the south shop. Neil: 1 person-1 shop is more manageable. Adam: If we are ahead of budget, maybe we could look into the cell phone/bookkeeper ideas.

* Action Items: '''Paul''' will provide a report for May by June 30, 2013.

Nothing to approve/return.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1bettY88beZvinGX6gScqGSC3nOTiDioicIrh9tb-qjI/edit?usp=sharing Executive Director's Report]
[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZkRlV4X2pyUlZhbVNMcTJnVUJkTnc#gid=0 Project time allocation sheet]
* Discussion notes:
**Chris Chan: I get the impression that the board does not read the emails that I send out. Would appreciate if everyone would read the website and newsletter. Adam: I noticed that you started including an hourly breakdown of your work. Chris Chan: Leila asked me to do that. Adam: I think that was a miscommunication. Sarah: No, we asked for that.
**Chris Corrigan: There are hurdles listed in Advocacy, anything you'd like help with? Chris Chan: You and I can have a meeting later to figure this out. Particularly around the municipal election, but there is a template to follow. Sarah: Is there a date or timeline to giving attention to the election? Can we talk about this at the retreat? Adam: Getting board members involved would require a significant download of information. Chris Chan: This is not related to the retreat in timeline.
**Discussion of a work cell phone for the Executive Director. There is general agreement to explore the possibility, since so much of the Executive Director role is about coordinating. Could also assist with taking care of social media aspects of the position. It is suggested that since we appear to be ahead of where we expect to be at this time, we should decide to allocate $45/month to paying the bill for a work cell phone. Chris Chan can find one which suits his needs and submit bills to the board.
**Square up - Neil: Can we use the cell phone for Square Up? Chris Chan: No that is something that lives at the shop. We did not get a used iPad donated as we hoped. We can purchase one if we desire. It would have POS benefits. The check-out process would be much more simple. Neil: I would like more contemplation about the work required of volunteers and possible expense. And talking to Coreen about her feelings about changing the POS system. I don't feel like we should make a decision until we've talked this through more. Better for a winter transition. Chris Chan: I have been going really slow because of the cost of an iPad, but realized we are paying quite a bit in PayPal fees right now. Neil: This is reflected in our revenue. Sarah: Chris can bring this up at a later date in a different report.
**Mailing memberships - Adam: Can this be done at locations other than the south shop? Chris Chan: The printer there is only one of good quality. Neil: It doesn't have to be done from BWS.
**The election - Anna: The election has a huge component of advocacy and visibility. Should put in some thought around strategies/directions for the campaigning, so the board is doing some of the legwork and not putting it all on the Executive Director's plate. Paul: We should prioritize it, 1 in 4 year opportunity. Adam: I would be happy for bikes to stay off the table. Neil: It's more of an idea of directing resources toward bike-friendly politicians. Chris Chan: We should ask strategists/bike-friendlies if it would be easier or harder for them if bikes were an election issue. Adam: This seems to be something we would rely on advocacy individuals and Chris Chan for. Paul: Can we endorse candidates? Neil: If we aren't worried about our charitable organization status. Anna: Leery of offloading the visioning to Complete Streets level, since they know less about the board policies and directioning. I want us to put forward a direction for them to take to the ground. Adam: can Anna write up a little piece so we can understand what you're asking us to decide. Anna: It sounds like there might be time at the retreat to discuss this. Sarah: There is definitely time at the retreat. It sounds like Anna wants us to make it clear where our vision and goals align with our action and advocacy with respect to the election. Chris Chan: Put this to advocacy, board members can join up with them. Anna: I don't know if this is the committee level. Neil: Committees are there to get things done. Sarah: It seems like we have a solution to this - talk about it at the retreat. Adam: I will try to write something up before hand.
* Motion:Add $45/month to budget to allow Chris Chan to acquire a work cell phone. Motioned by Neil. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Chris Chan''' will purchase a work cell phone.
Motion: To approve the June 2013 ED report as presented. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Paul: I want to talk about vandalism. We have nothing there to tell them who we are as an organization. I want to let them know that we are a non-profit whose goal is to strengthen community cycling. Either way, something should be done. Sarah: That might not deter those who are breaking in, but might bolster community around holding each other accountable. Adam: Is there a manner of escalation in this move? Paul: It would talk directly to those who are doing it. Neil: But whether there is something productive in this move. Anna: Would we want to indicate the services we offer to potentially deter the theft? Chris Chan: Putting reading material for them to come look at in the dark won't do much. Outreaching to organizations that typically work with the individuals doing this will be more likely to work. We haven't been doing tune-ups at the Mustard Seed and Bissell Centre this year. Anna: Does Coreen need anything from us? Neil: We haven't been asked for anything in terms of resources yet. Sarah: Should we move on?
**Adam: Coreen mentioned the phone. Can we have an auto-message that someone will have listened to before getting through to the shop? Chris Chan: These services go through the phone company. I don't know how to set this up ourselves. Or we could pay to have it done for us. Anna: Maybe we should look into this. Neil: Let's find out more to make an informed decision.
**Sarah: Anything else for the report? Adam: Any issue with a week off for Coreen in July? Chris Chan: I'm taking three days that month.
**Adam: Should we make a complaint to the city about the dumpster? General agreement that we need to encourage Coreen to pursue action as required, including complaining to the city.
**Sarah: Reminder of the time, anything else to discuss from the report? Anna: Coreen mentions Women & Trans* Only days. What do we need to do? Adam: Web-based stuff isn't worth our time. Neil: We have been targeted before. Sarah: We should discourage attention toward negative behaviour. Chris Corrigan: I have heard of things happening in the last week that reinforce why we have it. Chris Chan: I'm not worried about this, I'm worried about female volunteers safety and comfort. Adam: We could make posters. People have noticed the "Backbone" ones already up in the shop and like the campaign. We could think about having a campaign like that which can make it clear people's assumptions. Sarah: Can we encourage Coreen to create them, or do you want to Adam? Adam: I like playing with stuff like that. Anna: We can put a post on that Thinktank site to see if anyone has made up resources already. Sarah: It sounds like Coreen is too busy to take on anything additional. It would be valuable to put on a workshop for people. justin: The Gender-Based Violence Prevention Program with the Student's Union at the U of A might have resources or funds to support a workshop. Anna: I can ask Melanie with GBVPP if something like this can be set up. Sarah: It is important that we are rolemodels in these situations ourselves.
**Sarah: do we need to talk about banked time/overtime? justin: Coreen didn't have a problem with actually going over hours, just the distribution of her hours.
Motion: To approve the June 2013 BikeWorks report as presented. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

=== Alberta Bike Conference Committee Report (2 min)===
* via email from Bernadette: "The dates will be Sept 28-29 (1/2 day on Sunday). We will have 3 session topics: education, infrastructure and advocacy. We are looking for speakers on each topic, plus group activities etc. I think we'll be sending out invites etc in the next few weeks, so if you know of someone who might be interested, please let us know."
* Discussion notes:
**Sarah: We should email Bernadette to ask if there are people we want to extend invitations to, or presenters for the topics.

=== Mid-year Retreat Planning Committee Report (10 min)===
* Discussion notes:
**Date: July 7th, 10am-3pm
**Topics: Any particulars we should discuss other than SMART goals, etc?
**Not discussed further

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Leila''' will send Coreen Cam W's contact info. '''DONE'''
** '''Coreen''' will arrange to receive the cement blocks he would like to donate for BWS yard.
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August.
* '''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
* '''Leila''' will ask Paul about timely reimbursements, getting a credit card for staff to make larger purchases, and thoughts on hiring a book keeper.
** Action Item: '''Neil''' will draft policy surrounding use of an EBC credit card, specifically pertaining to expenses paid by the casino fund.
* '''Chris Co''' will help with membership mailouts.
* '''Justin''' will take the steps to become a signing authority as new Secretary.
** Action Item: '''Paul''' will look into whether this makes sense to do now or to wait.
* '''Chris Ch''' will update website with new board positions.
** Action Item: '''Anna and Neil''' will be Chris Chan's point people about website and google accounts administration.
* '''Adam''' will contact Matt M regarding interim board member position. '''DONE'''. via email: "appreciated being asked to join, but he's moving to Camrose."

=== Board Vacancies (10 min)===
* Neil via email: "Bylaw 5.e. makes it part of our responsibilities to fill board vacancies between general meetings, until they can be elected properly at the next general meeting. So, no special general meeting will be required."
* Sarah via email: I appreciate Justin's proposed approach; I'd also be in favour of putting out a time limited call for applications. Definitely including those candidate that ran in the last election to apply.
**What are the next/necessary steps to fill the vacancy? Email members? Include the invitation in the newsletter?
**Do we have an application (or draft) already? If not, what would we like to know from potential candidates? Can we upload this application to the website? When will the closing date be?
***[http://edmontonbicyclecommuters.ca/home/more/wanted_great_board_members/ Application from 2011]
***[http://edmontonbikes.ca/about/board/candidates/ Application from 2012]
***We should also include all the board job descriptions, code of conduct, etc
* Could we make announcement at Bike Month events? (If so, which ones? who can do this?) Perhaps create handbill to recruit potential board members or board committee volunteers?
* Discussion notes:
*Neil: We already have an application. Someone can tweak it for what we need right now and then put out a call out with the newsletter. Anna: We can put a link to the board job descriptions on the wiki.
* Action Items: '''Neil''' will do simple updates to website to promo this. '''Anna''' will send out an email invite to the board to forward on to our networks.

== New Business ==

=== Municipal Election Campaign (10 min)===
*Review current EBC presence. Review issue(s) that we should focus on. Set Top 2-3 priorities for EBC Muni Campaign (reflecting on our 2013 Organizational/Board goals?). Review Chris' proposed actions.
* Discussion notes:
**There is an Advocacy meeting next Tuesday. Can do overall visioning at the retreat.

=== Staff Performance Review Policy (10 min)===
* Draft Policy is on the wiki at [[Staff Performance Review Policy]]
* Discussion notes:
**Neil: I have concern around if we need to make it more specific. Paul: We should make it open to extraordinary review. Add "...and c) on an as needed basis, at the discretion of the board".
* Motion: To strike an ad hoc HR Committee to implement Executive Director Performance review. Motioned by Adam. Seconded by Neil. '''Motion Carried.'''
* Action Items: '''Adam''' will chair the committee and send out an email to solicit other committee members.

=== Move bank account (__ min)===
* From RBC to Servus??
* Discussion notes:
** Neil: We pay $60/month to Servus. Should be consolidating our accounts. Don't want to have two banks. Adam: We need a plan for the new credit card, consolidation of bank accounts, in place for the AGM, to be implemented in December for the board changeover. General agreement.
* Action Items: '''Paul''' will explore options open to us for consolidation by July board meeting.

=== AGM Committee (__ min)===
* Sept 22?
* book hall, publicize nominations, Grainge & Allsopp awards
* Discussion notes:
**Adam: We need to form a committee. Anna: It's an event, so it is event planning. Neil: I would prefer to push it to October.
* Motion: to hold the EBC AGM on October 6, 2013, location at the discretion of the AGM Commttee. Motioned by Anna. Seconded by Lee. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes May 2013

2013-08-09T01:58:15Z

Justin.bartlett:

Approved at the [[Board Minutes June 2013 | June 2013 Board meeting]].

== EBC Board Meeting Minutes for May 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks South, 2nd floor lounge
* Start Time: 6:30pm

Please RSVP to board@edmontonbikes.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Lee
* Minute-taker: Adam
* Food by: Chris Corrigan
* Board attendance: Lee, Adam, Sarah, Chris Co., Leila, Justin, (7pm) Anna
* Staff attendance: Chris Ch., Coreen
* Regrets: Bernadette, Paul
* Absent: Neil
* Guests:

== Call to Order ==
* Meeting called to order by Lee at 6:43 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Sarah. Seconded by Justin. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve (April)(2013) minutes. Motioned by Leila. Seconded by Sarah. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: Wednesday June 19
* Location: BikeWorks North, 2nd floor office
* Chair: Sarah
* Minute-taker: Adam
* Food by: Lee

ALSO:
* Saturday July 7 @ 10am-3pm Board Retreat
* Wednesday July 24 regular board meeting at BikeWorks South

== Reports ==

=== President's Report (5 min)===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1cOQ3OMzTQfXSM9uib-aXEvhEovhEz2bI0pXGPs-cd4M/edit President's Report]
* Discussion notes:
** Has been working on HR committee, spending time at shop working with bike-powered apple-crusher. No connection to the other bike-powered apple-crusher.
** No further discussion.

Motion: To approve the May 2013 President's report as presented. Motioned by Justin. Seconded by Sarah. '''Motion Carried.'''

=== Treasurer's Report (15 min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1XcP5foMEHCwboJ6T725IxAmntCehcRfqRlbwGTnn8xY/edit?usp=sharing Revised April 2013 Report] with follow up comments
* [[Treasurer's May 2013 Report]]
* Discussion notes:
** Paul is not here. We don't recall seeing a report.
** Sarah recalls seeing some big differences between expected and actual income in some places, but doesn't recall where. She recalls that we were close to a break-even as budgetted, does this mean we're doing quite well? Chris, yes, we're better than expected for April, but you can't really look at it at the monthly level. Grants are hard to look at unless you know how they reflect additional program costs, etc. Shop revenue should be fairly steady and predictable, and we are $4k up from projected for April, but we're also over by $8k on shop expenses (but that also reflects a lot of one-time orders).
** Leila: might be worth looking into Chris having access to an EBC account so as not to spend $10k of personal money and then be reimbursed. Chris: being reimbursed in a timely fashion is an issue, but it's getting better. To address the problem more directly, we did alter our bylaws to allow for an EBC credit card.
** So, we should ask Paul about timely reimbursements and getting a credit card.
** More support for Paul? Chris: find a volunteer or get a book-keeper.
** Justin -- offers to talk to APIRG's book-keeper. We should talk to Paul about this.
* Action Items: '''Leila''' will contact Paul by (next meeting)
* Coreen -- volunteer food budget has been being spent, I've submitted some receipts.
* Leila -- are paycheques on time? Chris - yes, it's direct deposit, Paul just has to submit hours and click to approve.

Motion: To approve the revised April report as presented. Motioned by Anna. Seconded by Leila. '''Motion Carried.'''

=== Executive Director's Report (10 min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1je8gU5s5U2GmQml3CmuIawfEGL9NMSXf6RPDBQcxDNY/edit?usp=sharing Completed April 2013 ED Report]
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1DdtCX9_v4v3L1v_SD7t7HXzzNnD3gHL0q3Qz-ngdREE/edit Executive Director's May 2013 Report]
* Discussion notes:
** Cyclists getting killed is tough on our ED's time mgmt.
** We have a SCiP-supported bike rack rental coordinator.
** Will we track whether drivers are charged in cyclist deaths? Chris-- I'll find out how much work that would be. Anna -- would any supports in the U of A Public Health program be interested? Chris - probably not in the police angle. Chris - maybe we can convince police PR people to focus on traffic safety instead of styrofoam hats when there are collisions. Chris is preparing a bike helmet info page for the website.
** Is anyone interested in helping with membership mailouts? Chris Co. says yes.
** Sarah: it says you don't have as much time as you'd like for grant-writing. Chris - yes. I am pursuing not-grant-based revenue streams, which are good, but grants are like $10k falling out of the sky. Is Sarah volunteering to help? Sarah - well, I've already promised some help to bike month ... maybe a little. Chris - step 1 is identifying grants that seem like easy candidates, and figuring out what kind of new project could fit with them.
** Leila - I guess one thing is there's a balance between revenue and expanding beyond what we can handle. There should be a lot of priority on doing what we do well, not spreading ourselves too thin over new projects that Chris would be primarily responsible for. Chris - yeah, a priority right now is getting Tara some compensation for running the Spoke. You might notice that the programs I've been taking on are all happy/feel-good, because then there are benefits beyond helping those people directly, it gives us more credibility as an organization with a broad appeal. Adam - maybe we should just appeal for an angel investor?
** Sarah -- is a third staff member in the long-term planning? There seems to be a lot of pressure on Chris and Coreen. Anna - a lot of cities go down the route of having separate advocacy/bike shop services. That's a huge discussion that might be warranted.
** Coreen has been thinking about: if we had someone who was just fixing up bikes for sale, maybe working on the rental program, could that program pay for itself? That might be an opportunity to serve more people. Chris Ch-- I know lots of pro bike mechanics that we could hire quickly. How long into the season could that pay for itself? Leila -- in terms of building community/capacity, would support using EBC-connected people. Chris Ch -- could become a question of financial sustainability, a crack mechanic could build something faster than a caring, loving EBC volunteer. There's conflict there. Justin -- we should give this some longterm thought. Lee -- let's table it for the retreat. (Consensus on that.)

Motion: To approve the May 2013 ED report as presented. Motioned by Anna. Seconded by Justin. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1A7hoKpoASP1zbkBgnn5p-2E4t-cpHTJNuWqv3Fafe4w/edit BikeWorks May 2013 Report]
* Discussion notes:
** It's been busy. Coreen's been working a lot, but now her other job is finally over.
** Clarification on the everything-is-for-sale policy: Does Coreen have the authority to make exceptions? She's been allowing volunteers to set aside (not for personal use) bikes that seem valuable. She made an exception for an adult trike because she's had many special requests. Leila: to me this is a legitimate, thoughtful approach. People come here because bikes are underpriced, and we want to mitigate that. Chris Ch - that sign got my back up too because there's no name, date, or reason given. With respect to stashing bikes of high value, we should at least price it at something near finished price and let it go for that price. Leila - for me, there's a problem if someone knows that that bike is overpriced for as-is and tries to bargain. We should price it as-is and up the price every time. Chris Ch -- sometimes we look at a bike and it doesn't matter what the labour value is, it has a collector value... Anna -- it sounds like there's no disagreement in this case, so we can leave it with Coreen to operationalise this. Adam -- would Coreen like to send a directive to volunteers about legitimate reasons to put a bike on hold. Leila -- Coreen should always be able to finally put a bike on hold. Chris Ch -- let's talk about because we should be empowering volunteers to make decisions.
** Intro classes have been very popular. More dates filled up. Chris Ch -- any other teachers? Coreen -- I'd like to put that out to the volunteers, I'd be happy to have someone shadow me. There's also demand for more comprehensive mechanics training, and that's valuable for developing volunteers.
** Party was good. Volunteer burnout a concern (some ppl do a lot).
** Rental program has been very popular, but things need to be tweaked. Hourly rate will be eliminate, daily increased to $20. Also, rental customers are different, and they're expected full-time hours and better service. We could improve that just by improving our marketing material, because it's not doing us any favours, especially when ppl are from out of town and we're basically subsidizing them. Adam -- what if we only rented bikes, say, Saturdays between 10 and noon. Coreen -- maybe, that's how it is at Sustain SU. Anna -- I see that this is a good service, but with all our burnout, since this doesn't add any education/empowerment, does this serve our goals, when we've got so much burnout? It sounds like the labour cost for rental is excessive, and we don't account for that. I feel like we should maybe axe this, maybe we can get a store to take it over. (Other board members are very much open to this, to be assessed at the end of this summer. Coreen will need to decide if it's worth going forward.) Anna -- we need to value our volunteers. Chris Ch - I think there are ways to address this issue, but we'll talk about that.

Motion: To approve the May 2013 BW report as presented. Motioned by Lee. Seconded by Sarah. '''Motion Carried.'''

=== Advocacy Committee Report (5 min)===
* [[Advocacy Committee Report]]
* Discussion notes: Nothing to report. Chris Co is unclear what this job consists of. Went to a Molson's redevelopment consultation (everyone there aside from the developer said this is an inappropriate, car-oriented development), and there's a public consultation tomorrow. Chris Ch-- what's your assessment of the urgency, should EBC be rallying ppl to go to this public consultation tomorrow? Will it happen regardless? Will be EBC look good by joining in? Chris Co -- I think it will look great. Chris Ch -- as advocacy chair, you should be emailling me right away. If there's anything else on your radar in future, send those emails.

Motion: To approve the May 2013 Advocacy Committee report as presented (orally). Motioned by Anna. Seconded by Leila. '''Motion Carried.'''

=== H.R. Policy Committee Report (10 min)===
* [[HR Policy Committee Report]]
* Discussion notes:
** We've been working on finalizing a policy for staff performance reviews. Our goal would have been to have it approved today, but we need to add a few things. We also talked about the role of a staff liaison, what has worked for apirg, etc.

Motion: To approve the May 2013 HR Policy Committee report as presented (orally). Motioned by Sarah. Seconded by Adam. '''Motion Carried.'''

=== Volunteer Appreciation Event Committee Report (5 min)===
* Hosted at Chansion. Ride led by Coreen and Chris. BBQ bike present but unused. Vegan glory meal by Kevin S. Awards presented by Lee. Budget was $200; we spent $204.79 on food/supplies and $87.91 on beverages (got $21 back in donations for alcoholic bevs). Oops.
* Discussion notes:
** Attendance ~20.
** Some liquor is left over, stored at BW North. Chris Ch does not want alcohol ever stored at BW North. It is not appropriate given The Spoke, etc. Will take it home and store it for the next event.
** We didn't get a lot of feedback afterwards -- 20 is pretty good turnout. Chris Ch -- I think ppl enjoyed the bike ride. The north shop seemed well-rep'd.
** Coreen felt a lift in morale the week after the event. That's great.
** Should we do one sooner than the fall? Maybe, but there's the budget issue. Sarah -- there was a lot of food left over, so we can do less.
** What about social committee-style things (picnic, art gallery)? Get volunteers learning each others' names. (Lots of agreement with this.) We can think of some volunteers that might like this.
* Motion: Anna will be reimbursed for the beverage expense. Motioned by Leila. Seconded by Justin. '''Motion Carried.'''

Motion: To approve the May 2013 Vol App Event report as presented. Motioned by Adam. Seconded by Chris Co. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Anna''' will send Coreen listing of community calendars that courses could be posted on for free. '''DONE.'''
* '''Leila''' will email Coreen to ask if she needs any more board support in regards to participation for Bike Building nights. - done a few hours ago.
* '''??''' will email Cam W to arrange a day to receive the cement blocks he would like to donate for BWS yard. - Coreen likes the idea. We should email him soon cause that was a while ago. He knows what we need in terms of equipment. Leila will send Cam's info to Coreen, who will contact him.
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings. -Chris will do that now.
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August. -not done yet.
* Paul (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. '''NOT COMPLETED.'''
* '''Anna''' will incorporate the action item that Micah had re: links/resources on how to use wiki and Google Drive into the next board retreat (prob Oct).
** One session could be in a computer lab so that each person can actually set up their accounts and figure everything out early on. Thoughts? (Agreement)

== New Business ==

=== Board changes and appointments (15 min)===
* Micah has resigned leaving the Secretary position vacant. Need new Secretary.
**Justin volunteers for interim secretary.
** Motion: To make Justin the Secretary. Moved Leila, Seconded Chris Co, '''Carried'''.
** Motion: To switch signing authority from Micah to Justin. Moved by Leila, Seconded by Anna, '''Carried'''.
* Adam update- resigning or participating remotely from Calgary during school?
** Not resigning immediately, but will resign by AGM.
* Need to update website with changes.
* Should we recruit interim board members? Do they get appointed until the AGM? By election?
** Adam -- we should ask the guy who tied with Sarah at the AGM. He has legitimacy and we need help. Chris Ch -- I don't know why you wouldn't fill that vacancy as soon as possible. As far as recruiting generally goes, you should always be recruiting, all year long, but especially now. "You have some really great ideas." "This is what I do as a board member." Sarah -- what are the bylaws surrounding this? Leila -- there aren't any. We could hold a special meeting (quorum = 20) as we did to split the tie with Sarah. There is a bylaw that explicitly allows us to add someone as an interim.
**Action item: '''Adam''' will contact Matt McCrank.

* It may help to set the AGM date so we can begin to plan for board recruitment.
**Sunday Sept 22 (the day before is Community League Day which is a busy event for many community volunteers)?
**Sunday Sept 29 (W+T day)? = Final day of Alberta Culture Days (no events currently scheduled in Edm that day). Also during EIFF (sept 27-oct 5).
**Sunday Oct 6 (W+T day)?
* Discussion notes:
** Suggestion: we plan this at the retreat in July. (When is Bern's conference going to be). Tabled for the next retreat.

=== Retreat Committee for July to form (5 min)===
* An ad hoc committee for planning and organizing the Board mid-year retreat is needed. At least 3 people are needed.
* Discussion notes:
** Lee will do it. Sarah. Will. Do. It. Again. All right, Leila'll be on the committee.
* Motion: The committee will consist of at least Leila, Sarah, and Lee. Motioned by Leila. Seconded by Anna. '''Motion Carried.'''

== In Camera Session (20 min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Leila. Seconded by Adam. '''Motion Carried.'''
* In Camera minutes will be distributed internally to Board members for records of discussions and decisions. This is important esp in regards to any formal verbal feedback given as a result of in camera decisions.

== Adjournment ==
*Motion: To adjourn the meeting. Motioned by Adam. Seconded by Anna. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes April 2013

2013-08-09T01:55:06Z

Justin.bartlett:

Approved at the [[Board Minutes May 2013 | May 2013 Board meeting]].

== EBC Board Meeting Minutes for April 23, 2013 ==

Board meetings are open to the public.

* Location: Education South 3-27, University of Alberta
* Start Time: 6:30pm

Please RSVP to board@edmontonbikes.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: Micah
* Food by: Anna!
* Board attendance: Leila, Justin, Lee, Neil, Paul, Adam, Micah, Anna, Chris Corrigan
* Staff attendance: Chris Chan
* Regrets: Sarah, Bernadette, Duncan
* Absent:
* Guests: Brett R, Cam W

== Call to Order ==
* Meeting called to order by Leila at 6.43pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Lee. Seconded by Micah. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve March 2013 minutes. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

== Logistics for Next Meeting ==
* Date: 22 May
* Location: BWS (see Lee's item below)
* Chair: Lee
* Minute-taker: Micah
* Food by: Chris Corrigan

* June Date: 19th
* July Date: 24th

== Reports ==

=== President's Report (5 min)===
*(Leila)[https://docs.google.com/a/edmontonbikes.ca/document/d/1PCPGVqyZKfK86RWcq9x8sv5aaeYx3oLbOEZT0qAKfyQ/edit President's Report April 2013]
* Discussion notes: none
*Motion: To accept the April 2013 President's report as presented. Motioned by Anna. Seconded by Lee. '''Motion Carried.'''

=== Treasurer's Report (10 min)===
* (Paul) [https://docs.google.com/a/edmontonbikes.ca/document/d/1oCMtePQAoFoKovur7MHjTWjzsgctvbxSxrUEPfOFFE4/edit?usp=sharing Treasurer's Report April 2013]
* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84djNXVjRUbjFmdXM/edit AGLC Report]
* Discussion notes:
**Paul still becoming acquainted with methods/practices
**Concerns about north income vs south income
*Motion: To return the April 2013 Treasurer's report for revision. Motioned by Adam. Seconded by Justin. '''Motion Carried.'''

=== Executive Director's Report (10 min)===
* (Chris Chan)[https://docs.google.com/document/d/1je8gU5s5U2GmQml3CmuIawfEGL9NMSXf6RPDBQcxDNY/edit Executive Director's Report April 2013]
* Discussion notes:
**Talked about what's on there; incomplete; to be finished and us notified by the end of this week.
**Props to Chris on tech & newsletter skills :)
*Motion: To return the April 2013 ED report for completion. Motioned by Justin. Seconded by Neil. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
* (Coreen) [BikeWorks Report (Month) (Year)|BikeWorks Report]
* We took a moment to read it
* Discussion notes:
** Anna/Justin: maybe submitting events to community calendars (will send links to Coreen) and to community league newsletters (cost associated with latter)
** Chris Chan: Since Coreen doesn't drive, if anyone can help her with a scrap run, please do. (And in general!)
** How to get more ppl for bike-building. Budget? Solicit food donations for snacks? Ask Coreen what she envisions. (Might not even be about food.) 50$/month divided between both shops. '''Leila''' will email Coreen to ask if she needs any more board support.
** Cam: wear & tear on path: need you pavement blocks? Has some at home could give! Yes, please! We'll email Cam to set up a day for him to bring them.
*Motion: To accept the April 2013 BikeWorks report as presented. Motioned by Micah. Seconded by Adam. '''Motion Carried.'''

=== Volunteer Appreciation Event Committee (5 min)===
* (Anna)[http://edmontonbikes.ca/w/Volunteer_Appreciation_Events_Committee_minutes_April_21_2013 Minutes from April 21 meeting]
* Date: Saturday May 4
* General Plan:
** '''6:00pm gather at BW''' [will determine which location when we determine party venue]
**'''6:30pm group ride''' begins
***Route TBD. Ride will have at least 1 stop for a Scavenger Hunt style grocery shop for barbeque supplies.
**'''7:30pm arrive at house venue for barbeque potluck'''. Fire up the Barbeque Bike!
**'''9:00pm Volunteer Awards'''
***Announce winners from the [http://ow.ly/khznD volunteer award nomination categories] (share the link: http://ow.ly/khznD ).
***Hold live competitions/challenges.
****RACE - Fastest Flat Fixer
****CREATIVE MOVEMENT/MUSIC - Interpretive Mechanic Dance-Off (fix bike while dancing or aerobics or something)
****TRIVIA - Name That Tool/Part
****CREATIVE THEATRE - Charades (eg. Mandel, Sloan, Diotte, Rob Ford, etc) - organizer needs to write a few points about each character to help cue the participant on relevant bike things that this person does/said
**** RACE - Tiny bike race (family friendly! hopefully kids win but open to all ages)
**'''10:00pm dance party'''
* Help! We could use some help with bottom-lining some of these areas. Any board members interested? Our next planning meeting is Tues April 30 @ BWS.
* Anna: March meeting we informally approved a $400 for 2 Volunteer Appreciation events per year. Just want to formalize this with a motion since it is a new budget item.

* Motion:To allocate $400 per year for Volunteer Appreciation events (one spring, one fall). Motioned by Anna. Seconded by Justin. '''Motion Carried.'''

*Acceptance: Motion: To accept the April 2013 report as presented. Motioned by Justin. Seconded by Lee. '''Motion Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
*'''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. NOT COMPLETED.
*'''Paul''' will coordinate the new signing authorities (Leila, Adam, Micah) for our bank accounts. COMPLETED.
*'''Micah''' will find some good links/resources to board on how to use wiki and how to save folders/docs in Google Drive. Deadline: March 19th. NOT COMPLETED- but now that school is over, will do.
*'''Anna''' will send out possible July dates for mid-year goals check-in. '''DONE - SUNDAY JULY 7 @ 10am-3pm. Please mark your calendars.'''

=== Review EBC 2013 Goals and Personal Goals (15 min)===
* Review the 3 S.M.A.R.T. (specific, measurable, achievable, results-oriented, time-specific) goals for the board/organization that we created at the January retreat, since we have never seen them all together yet.
**Sarah typed up the SMART goal for the [https://docs.google.com/document/d/1mVdt9fLINmrTK-PQ1vPEr3oHd5ryhF_Yex1rlo489cU/edit?usp=sharing Charitable status goal].
**Duncan typed up the SMART goal for the [https://docs.google.com/a/edmontonbikes.ca/document/d/1a_0ML8WrqcsoeoKaXvww0BGOdD2RoZzt-X3JryhD0Zo/edit financial goal].
**Justin typed up the SMART goal for the [https://docs.google.com/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit?usp=sharing HR goal].
* Personally review the 3 goals board members set for themselves. This is one quarter of the way through the year! How are you doing on your goals?
* Reminder: log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E&usp=sharing board volunteer hours] each month! Look how unused this spreadsheet is :(
* Discussion notes: [went over]

=== Appoint Acting President and VP (2 min)===
* Discussion notes:
** Leila is Acting P.; Adam is tentatively acting VP. Shall we make it official?
* Motion: Motion to appoint Adam as Acting VP. Motioned by Lee. Seconded by Chris Corrigan. '''Motion Carried.'''

== New Business ==

=== Guest: Cam Wakefield ===
*City employee but speaking as private citizen.
*Why not start a blog and collect ppl's opinions and ideas, i.e. formalise collection of information. Could use in future. (Chris Chan/Neil: google maps mash-up ([WDCS|http://edmontonbikes.ca/community/west-downtown-complete-streets/]).)
*Discussion about bike lanes on "major arterials" e.g. 95 ave. (Lengthy but extremely civil discussion.)
*Comments on what has been implemented so far? Just that over time, if ppl learn how to ride properly, City may become more accepting. Reports are that generally ppl are ok with bike lanes; media reports of objections have been overblown.
*Adam: separate groups: Strathcona, Oliver. Reaching consensus on acceptable route.
*Encourages EBC to openly express opinion about cyclist's experiences etc. in regards to planning.
*Discussion of quality of bike lanes (rather than kilometres of coverage) --> slower growth but more of it.
*Invited Cam to Advocacy Committee meetings. '''Chris Corrigan''' will send Cam the info for next Tuesday's mtng.

=== Questions from HR Policy Committee (10 min) (Adam)===
* Mostly importantly, to what extent should the board vs the ED be responsible for performance reviews of other staff.
* Discussion notes:
**Received idea: want to get away from board doing it directly but refreshing why that's important, do we want that, want to make a policy?
**Neil: We only have 2 employees ATM so not a huge job. In terms of structure, that board has employee who runs other employees is the target.
**Leila: could we defer (it's 8.30) or should we address it today?
**Justin: not that board has day-to-day involvement; rather yearly review. Necessity of maintaining some relationship b/w board & employees; if conflict b/w staff then we would want that relationship already there. Fail-safe redundancies preferred over efficiency.
**Neil: performance review run by boss (i.e. ED --> BW Manager).
**Anna: discussions at committee level: survey of ppl to do evals; 2 bodies still giving input separate from official body. So, who to implement/manage?
**Adam: Does anyone want to go in a different direction i.e. our ED can manage other staff/ other ppl can manage performance reviews.
**maybe staff liaison could help Chris, don't need official committee.

=== Meeting locations (Lee) ===
*Maybe having mtngs at BikeWorks again? Lee proposes discussion.
*Discussion:
**Micah: prefers campus for a variety of reasons incl. tech, ppl tromping around.
**Chris Chan: well we do have projector and screen at BWS; rooms at both BW are sadly underused.
**Leila: like having it at shops: meeting/interacting w/ ppl
**Lee: tech is nice but we could all have printed copy of agenda and read reports beforehand.
**Adam: computers and wifi at shops often have maintenance/availability issues. Reasons why we made switch to campus.
**Chris: computers work; wifi issues solved with ethernet cable; computer available in lounge to take minutes.
**Paul & Neil: off-site better for winter
* Motion: To try having May-September board meetings at BW, alternating between North and South. Motioned by Lee. Seconded by Justin. '''Motion Carried.'''

=== Memorial Ride ===
*Last year had memorial ride for Isaak; could we consider one this year? yearly? Contact Kornelsen family to discuss, poss organise.
Discussion:
**Neil: have had annual ride around ghost bikes each year (Michael K)(diff from June Bike Month Critical Memorial Ride)
**Chris Chan: should just have Isaak Kornelsen memorial ride in August.

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by Adam. Seconded by Chris. '''Motion Carried.'''

== Adjournment ==
* Motion: . Motioned by Lee. Seconded by Neil. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes March 2013

2013-08-09T01:49:04Z

Justin.bartlett:

Approved at the [[Board Minutes April 2013 | April 2013 Board meeting]].

== EBC Board Meeting Minutes for Wednesday March 20, 2013 ==

Board meetings are open to the EBC members and the public.

* Location: room 327, Education South building (on north side of 87 ave between 112 st and 114 st), U of A main campus
* Start Time: 6:30pm

Please RSVP to board@edmontonbikes.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Adam
* Food by: Anna
* Board attendance: Duncan, Adam, Bernadette, Neil, Lee, Anna, Sarah
* Staff attendance: Chris Chan
* Regrets: Paul, Leila, Micah, Justin, Chris Corrigan,
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Bernadette at 6:40 pm.

== Approval of Agenda ==
* Motion: To approve agenda by Sarah. Seconded by Duncan. '''Motion carried.'''

== Approval of Last Month's Minutes ==
* Motion: to approve February 2013 minutes by Adam. Seconded by Neil. '''Motion carried.'''

== Logistics for Next Meeting ==
* Date:
* Location: TBD (ACTION item for Micah)
* Chair: Sarah (unless date is impossible for her to attend)
* Minute-taker: Micah
* Food by:
ACTION ITEM: Bernadette to send out doodle poll, had to reschedule due to April 17 bike lanes consultation.

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1eA2mPk7itOBPMgUrQqhObh7Y-1IDj5otl0EDRliWiCw/edit?usp=sharing Preisdent's Report March 2013]
* Discussion notes:
** Was the doctors' letter released to the media with names? Neil-- it was.

=== Treasurer's Report (10 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* [[Media:EBC Financial Report - February 2013.xlsx]]
* Discussion notes:
** Neil will talk to Paul about some concerns.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1_EVo1dT0Q4TM3RSFvOly4Px-l8YhCDShxOBhlP3TAVc/edit Executive Director's Report March 2013]
* Discussion notes:
** Why no summer student? CSJ will be oversubscribed, it's a long application. Hiring student for events hasn't been super-effective in the best. If we hire anyone it will be Tara for Spoke, and/or someone for adaptive bike program.
** Do we need to put together a coalition in support of bike lanes for next time? We know who those people are from this time. We need women there!!! We don't necessarily want a go-to list, we want fresh people every time.
** Should board members take on finding partnerships? Chris: there's a standard-issue email. The only real criteria: it can't be one-sided, has to be a reasonable discount for the promotion we give them. Doesn't have to be an on-going membership sponsorship, it could be in-kind donations for us. Sarah: could we get a copy of your standard email to share. Chris: yes.

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
** Yay there's no more cash missing.
** MEC is offering free bike maintainence seminars. Can we get some promotion there, for people to come use their new skills? Chris: some of the mechanics mention us. Their courses have been really popular. But the free one is not even hands-on. The hands-on one will be paid. Chris will try to have Bikeworks cards avail to distribute.
** Chris: Volunteer Orientations will focus on soft skills, the actual procedures will come from documentation, which is not quite there yet. Bern: can we pair new volunteers with mentors? Chris: yes for mech skills, no for procedures because they keep changing. Adam: motivation and belonging important for new volunteers. Chris: yes, that's why orientation will focus on principles.
** Proposed Spring sched seems ambitious. Some volunteers at BWN seemed a little concerned about have enough help. Does Coreen enforce a minimum # of volunteers per shift? Yes, two, hopefully 3-4.
** Adaptive Bikes have already made $63 for us (donations). Institutions will pay, individuals not.

=== HR Policy Committee (5 min)===
[[HR Policy Committee Report March 2013 |HR Policy Committee Report]]
* Reviewing examples of Executive Director performance evaluations.
* Discussion notes:
** Just a brief update. That's it.

=== Advocacy Committee Report (5 min)===
[https://docs.google.com/document/d/1mD3ntdkHxuQAdCpqAtYp2cSEFiMyuxy4_wYUIptzOcI/edit?usp=sharing Advocacy Committee Report March 2013]
* Discussion notes:
** Focus on Complete Streets groups. Getting routes in the right places, traffic calming. The 83 ave one will have an open house when it gets nice, door-knocking, etc ... so we don't get a repeat of 76 ave. Next (and future) AdvCom meeting will be at United Cycle. Meeting coming up with Grant Mac rep (head of sustainability).

=== Adhoc Volunteer Appreciation Committee (verbal) Report (5 min)===
* Micah, Lee, Anna, Coreen met in March to discuss the planning.
* Discussion notes:
** What is the budget for this? There's room in "event costs," etc in the budget. $400 def ok (for 2 events, spring and fall), if you have a great idea for a $500 event let us know.
** We'll do a survey of volunteers. BW dance party, house party? hot tub party? Bike prom? Ride?
** Important to be inclusive of older volunteers, etc.
** Lee idea: lead a bike ride to elk island, camp in their tipis, bike back, all in a 24h timeframe. Possible July retreat idea?

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
*'''Anna''' will send out possible July dates for mid-year goals check-in before March meeting. '''DONE'''
*'''Paul''' will coordinate new signing authorities with bank before March meeting. - Paul's saying early April. Carried forward.
*'''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30. Carried forward.
*'''Micah''' will find some good links/resources to board on how to use wiki and how to save folders/docs in Google Drive. Deadline: March 19th. Carried forward.
*'''Anna''' will post all approved job descriptions and code of conduct to the wiki before next meeting. '''DONE'''
** See wiki main page > [[Policies]] > [[Job Descriptions: Board Members]] and [[Committee Chair Job Description]] and [[Code of Conduct: Board Members]] and started Policies Under Development page for [[Code of Conduct Grievance]]

== New Business ==

=== Meeting Agendas and Reports (5 min)===
* Anna: could we have a practice of having the Chair send out a role call check, draft agenda, and call for reports 7 days prior to the scheduled meeting? Last minute stuff is tricky and stressful.
* Anna: could reports be submitted as a Google Doc that is 1) shared with board and staff 2) linked on the wiki agenda? Is this format useful? Easy? Efficient? What other formats are suggested?
* Discussion notes:
** Use "anyone with the link" setting.
** Yes, we're trusting Google.

=== Review EBC 2013 Goals (5 min)===
* Review the 3 S.M.A.R.T. goals for the board/organization that we created at the January retreat, since we have never seen them all together yet.
**Sarah typed up the SMART goal for the [https://docs.google.com/document/d/1mVdt9fLINmrTK-PQ1vPEr3oHd5ryhF_Yex1rlo489cU/edit?usp=sharing Charitable status goal].
**Duncan typed up the SMART goal for the [https://docs.google.com/a/edmontonbikes.ca/document/d/1a_0ML8WrqcsoeoKaXvww0BGOdD2RoZzt-X3JryhD0Zo/edit financial goal].
**Justin typed up the SMART goal for the [https://docs.google.com/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit?usp=sharing HR goal].
* Discussion notes:
** push to next meeting.

=== AB Bicycle Commuters Conference (7 min)===
* Bernadette is interested in organizing a conference for the fall of 2013 to gather bike commuters from across AB to share ideas.
* Discussion notes:
** There's interest from Canmore, Edmonton, Calgary, Devon, Leduc, Red Deer, Lethbridge ... might have a connection for cheap space in Red Deer. Focus will be commuter cycling. Interested in having speakers. Maybe everybody brings a 10-minute presentation on sthg that works in their own community. Goal: 40-ish ppl. Sarah imagined something larger scale: working grps, idea-sharing. Duncan: invite Cgy head of planning (Rollin Stanley). Chris: could get Devon MLA. Someone who attended Kickstand (Copenhaguenize) in Cgy. Prob dates: September? That's civic election time. Is that a good thing? Who's helping? Bern, Sarah, Molly, Neil if you need something specific.
**We can learn from BikeBike's model of multi-city organizing. They set a theme for certain blocks of time, but individuals pitch particular talks. Kevin Schmidt has been very involved, also Hindle.
** 1 day or 2? More socialization over 2. Maybe 1.5 days.
* Motion: The board supports the organization of an AB Bicycle Commuters Conference. Moved Sarah, seconded Bern, '''carried'''.

=== Appoint Acting President and VP (5 min) ===
*Duncan taking a leave of absence effective April 4 until Oct 22.
* Discussion notes:
** Leila is the VP now. She seems to have been busy. Is there someone who can be acting Pres if she's not into it? Adam can. Duncan will still be around to do media as a citizen or rep'ing the Complete Streets groups.
** We also need an Advocacy Committee chair. Can it stand on its own without a board chair? The meeting is Duncan/Chris every month, with some others. Duncan will bring this up at the next AdvCom meeting.
** Neil is intending to be involved in Complete Streets Oliver. Anna too. Maybe between the two of them they can rep EBC there fairly often. Duncan will add Adam and Bern to the CSS list, they will represent there.
* '''ACTION:''' Duncan will call Leila. Making a decision on this is carried forward to next meeting.
* Motion: That we appoint as signing authorities Adam Burgess, Leila Sidi, Micah Cooper, and Paul Govenlock. Moved by Neil, seconded by Anna, '''carried'''.

== In Camera Session (2 min)==
* Motion: Duncan moves to go in camera, 2nded Lee, '''carried'''.

== Adjournment ==
* Motion: Duncan motions to adjourn. Seconded by Anna. '''Carried'''. Adjourned.

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes February 2013

2013-08-09T01:43:52Z

Justin.bartlett:

Approved at the [[Board Minutes March 2013 | March 2013 Board meeting]].

== EBC Board Meeting Minutes for February 2013 ==

Board meetings are open to the public.

* Location: Education South 327, University of Alberta
* Start Time: 6:30pm

Please RSVP to board@edmontonbikes.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Micah
* Minute-taker: Adam
* Food by: Adam
* Board attendance: Lee, Chris Corrigan, Duncan, Adam, Micah, Neil, Anna, Paul
* Staff attendance:
* Regrets: Bern, Justin, Sarah, Leila,
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by Micah at 6:30 pm.

== Approval of Agenda ==
* Motion: To approve agenda by Duncan. Seconded by Chris Corrigan.

Passed.

== Approval of Last Month's Minutes ==
* Motion: to approve [[Board Minutes January 2013]] by Duncan. Seconded by Chris Corrigan.

Passed.

== Date, Location & Food for Next Meeting ==
* Date: 20 March
* Location: Ed S 327
* Food: Anna
''NB - the facilitator at the Feb 20th bike lanes consultation mentioned there would be a "final consultation" on April 17th, which is scheduled as a board meeting --Adam''
* Decision: We'll know more later. ACTION: Adam-- put on next month's agenda.

== Reports ==

=== President's Report (__ min)===

A busy month that was chewed up with a lot of time spent on advocacy as you might expect.

Met with Anna Vesala to finalize board job descriptions. Voting on final versions at next board meeting Coordinated press release and media availability with Chris Chan on the same day.

Wrote up SMART goal for BWN. On Google Drive.

Jan. 30 - Chris Chan and I met up with Karly Coleman at Credo. Talked about VELO issues. Coleman worried about further support from EBC. Assured her that there was nothing to worry about. Wanted some help promoting Local Bike Shop day during Bike Month. Duncan promised to set up some meetings with bike shop owners and promote it. Talked generally about the future of Bike Month, Karly wants more EBC involvement.

Attended both public consultations for the 2013 on-street bike routes. The one at Hazeldean School on Feb. 12 and the one at Crestwood School on Feb. 20. Did several media interviews at both - Almost all TV except for one CBC radio interview on the 20th. Did an interview with Jodie Sinnema of the Edmonton Journal who was doing the follow up story on the mayor's "nightmare remark.

Feb. 6 - Gave a presentation to Oliver Community League board. Prep for the Feb. 27th event. Talked basic traffic safety, road design and Edmonton cycling stats.
Feb. 20 - Attended Complete Streets public consultation put on by the City of Edmonton. Fairly high-level stuff. Not a good use of my time.

Multiple phone calls and emails on the Advocacy Google Group and Chris Chan as we gathered information and tried to stay on top of 2013 on-street bike lane issues. Unfortunately we were reacting to both Kerry Diotte and the mayor. Included calls to the mayor's chief of staff and the principal of St. Cecilia school. Sent email to my councillor and the mayor as per Chris's call to action.

Prepped for CACCL meeting on Feb. 21 for Complete Streets Strathcona. Attended the meeting as president anyways to meet the people involved and because bike lanes were on the agenda. Generally sympathetic at the community league level. Ben Henderson was there. Reiterated a lot of my points on the change in the city's agenda - quality over quantity etc.

Prepped for Feb. 27 at Oliver Community League Hall. The idea is to get a broad coalition going like we have for 83rd for 100, 102 and 105 Aves. Getting more familiar with the Prezi format.

Made some preliminary inquiries about getting Mayor Ryback of Minneapolis up to Edmonton for Bike Month for an event, possible coordinating it with Bike to the Symphony as Bill Eddings (the ESO's music director) is a Minneapolis resident. Ryback has presided over Minneapolis becoming one of the premier bike cities in North America. All in a cold climate city with a giant river cleaving it in half that also has a lot of sprawl and is dominated by cars.

Registered to speak March 13 at the Transportation and Infrastructure Committee.

* Discussion notes:

What is CACL? -coalition of south-central community leagues, those relevant to Complete Strathcona

=== Treasurer's Report (__ min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* [[Media:EBC Financial Report - January 2013.xlsx]]
* [[Media:EBC Financial Report - December 2012.xlsx]]
* [[Media:EBC Financial Report - November 2012.xlsx]]
* [[Media:EBC Financial Report - October 2012.xlsx]]
* Discussion notes:
*We have been short in some of the cash deposits. Staff seem to be taking appropriate steps. It comes out to $600 over 3 months.
*Neil: last year we were often over. So some money is not being recorded as it comes in, and some money may be going missing. So because of our loose system, it's hard to really know how much is going missing.
*Paul-- I understand we're curious about North Shop revenue specifically, so ACTION: PAUL-- will send that out.
*ACTION: Paul to get short PayPal tutorial from Neil tonight.
*November - a big Babac order put us in the red, no grant money came in. December - the opposite. (but a lot of that grant money is committed to particular stuff-- it shows as revenue, but we should really show the corresponding program expense, since it's dedicated to stuff that also wasn't in the budget.)
*How is Paul finding his job? --Has monthly duties written down, believe he understands relatively well except some things written down to ask Neil tonight. Will swing by both shops in next day or two to pick up monies in the safe ... Duncan-- in future could you draw out the important stuff in bullet points as part of your report? Paul-- of course. Anna-- can we do anything for you? Paul --no I'm fine, but I can be a procrastinator, especially when I don't understand things. You will get monthly reports, with bullet points highlighting important points. Anna-- acknowledges that no one wanted to take over Treasurer, so thanks! Neil-- you might want some help with cash handling come the summer. Paul-- thanks, I have appreciated Neil and Chris's assistance and patience.

=== Executive Director's Report (__min)===
[https://docs.google.com/document/d/1wkCTpNwjH1kyFrTzSPX8-dEn9Yi-LnV8NtIoth-vSmA/edit Executive Director's Report February 2013]
* Discussion notes:
*Why is the wiki not working? --It is, it's just slow sometimes. It's probably at our hands, having to do with our hosting.
*Is the external events section an aritfact? --No.
*Coreen's report says party left the shop cleaner than they found it? --True, but they also left alcohol. That cannot happen, especially when the Spoke is there next.
*Is there a plan regarding the missing money from BWS? --Chris: I've just heard about it now. We were supposed to be doing daily cash-outs already. She says she's doing them now. We've never trained volunteers to do that before; it sounds like we are now.
*How are we engaging with the City's process on bike lanes? --Feb 13th: Mandel calls bike lanes a nightmare, asks for a report to come back about the consultation process. That will come back on March 13th to the Transportation Committee meeting. It will probably be a recap of last 6 years of consultation and a rationale, explaining their job. There's no motion yet to fight. This committee would recommend any changes/cancellations to council.
*Do we have a sense of where things are at? --Amarjeet is the chair, the mayor has influence ...
*Where should EBC board/membership be focussing? --supporting the staff who are working on bike lanes ... We've only had a little pushback from members saying "these lanes aren't good enough."
*Is more of the same useful, or do we need a new message? --depends on mayor at transportation meeting. Unfortunate that we're being reactive, but it's out of our hands. We'll get people to request to speak ... so round up some folks!
*We need to line up some allies who can speak positively about bike lanes from their own areas (fitness, education)
*New costs associated with Canbike? ABA membership seems trivial, are there other costs? --Probably not much. Chris is not completely sure we have the capacity to offer CANBIKE this year.
*They want CANBIKE for city staff, they want us to offer it. They don't have any money right now for an urban cycling skills class for the general public.
*Anna: at work, I'm helping community leagues set up "Ride to Survive" (hate that name) classes. Offered on a demand basis, so we'd have to do more promotion at the League level. Chris: I still have some money I'm sitting on for adult education, we should work together on that. Community Services might be a good way to go rather than Sustainable Transportation.
*Could some Ride to Symphony money go to Minnesota mayor for speaking fees? Something to keep in mind.

=== BikeWorks Report (__ min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
*She asks us about doing something celebratory for volunteers. Maybe roll it in with the Spring bike/bake sale? Yes, people like this idea. Lee-- it should be at the shop. House parties in the past have not been well-attended by volunteers. Yes, people say, and make it the North. That's April 27th, folks! We need someone to bottom-line that ... Lee is interested, Anna if she's not the only one, Micah except there'll be finals, Duncan's down with being there for the day. ACTION: Anna, Lee, and Micah form an ad hoc committee on that.

=== Advocacy Committee Report (__ min)===
[[Advocacy Committee Report (February) (2012)|Advocacy Committee Report]]
* Discussion notes:
EBC Advocacy Committee Meeting – Jan. 29/2013

Location – Bikeworks South
Time: 7 pm
In attendance: Dan Thomson, Adam Burgess, Duncan Kinney, Chris Chan on the phone
Next meeting – Feb. 28, 7pm at Bikeworks South

Agenda

1. Analysis of proposed bike routes for 2013 – Brainstorm response
2. Complete Streets Edmonton – Dan will go
3. Oliver Community League bike infrastructure info session planning – talking to the board on Feb. 6 and the community session on Feb. 27
4. CACCL meeting on Feb. 21 for Complete Streets Strathcona

1. Proposed bike routes for 2013
A couple of bike buttons on 115 St. which is encouraging – good news
Push for a single file sign on 115 st
Feb. 12 public meeting – Hazeldean School – Duncan, Adam, Dan, Chris Chan will be there
Feb. 20 – Crestwood - falls on a board meeting but Chris Chan will find community folk to make sure the cyclist voice is heard –
Do we integrate frontage/access roads into the bike infrastructure
What do we say when people use the access roads instead of the bike lanes
EBC is going to come out against the planned bike lanes for 95 Ave between x and y in Crestwood – Modify to the route to make it better and incorporate frontage/access roads –
Action Item - Chris Chan and I will contact Audra Jones and Tyler and tell them how we feel about this – we’d rather have quality infrastructure than what we’re getting

2. Complete Streets Edmonton
The part that we’re concerned about is the reconstruction of streets in existing neighborhoods.
Goes to council in 2013 – Opportunity for both Chris and I to speak to council about this issue –
Action Item – Email Tyler Golly to keep us in the loop in regards to when this is going to council
Action Item: Dan will post a recap of the night and his reaction to the session on the EBC advocacy google group
Action Item – Fill out the Complete Streets Edmonton online questionnaire - http://completestreets.dialogue-app.com/phase2 - Everyone - Send Chris a note so he can put it in the newsletter

Talk about in terms of “by adopting these complete streets guidelines it will make it easier to plan and implement bike infrastructure in the future to make sure it fits together with these principles”

3. Oliver Community League bike infrastructure info session planning – talking to the board on Feb. 6 and the community session on Feb. 27
Action item – Draw up prezi with Chris on Jan. 30
Action item – Promote event through EBC and OCL channels – Create a handbill, write some copy
4. CACCL presentation for Complete Streets Strathcona
Get the stats on the CACCL communities bike riding numbers from Tyler
Talk about their current plans and what they’ve done which are inadequate
Talk about what our plans are – a cycling friendly backbone through these communities on these routes –
Ask for feedback
Draw up a letter of support to get the various community leagues on board
Have a slide talking about ped safety – community benefits – social benefits
We need bike infrastructure grandmas and seven year olds

*This is old news.
*Tomorrow: Public meeting in Oliver. Thursday: Advocacy committee meeting.
*Anna: has Duncan worked closely with Old Scona CL recently? Because the city has a fairly unheard-og grant called neighborhood engagement strategy or something ... they want to have CLs reach out to local groups to ... engage a community. This could be an opportunity for EBC. One group was allocated $30,000. Anna can send info to Duncan, but it must be done through the league. ACTION: Anna will send this info to Duncan.

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* Adam will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas. --done
* Add something about retreat goals check-in to calendar building - will today (deadline) (who?) --keep this in the ACTION items going forward
* Paul to coordinate new signing authorities with bank. --not known
* Anna will ask Carbon about monitors for the shop. --done. They don't do that anymore.
* Leila will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. --not here. ACTION: Leila to do for next.
* Someone, hopefully, will review Bylaws and draft edits re: board election of members in good standing by (deadline) -- ACTION: PAUL.
* Duncan will type up and circulate the SMART goal for the financial goal. --done
* Duncan will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. --done. Chris and Duncan met up with Karly. Yes, we support them. No, we can't commit big staff time. MOU from last year still applies: $5000 and access to our volunteer list, plus we're doing bike-to-ESO and repair-a-thon.
* Micah will send out info to board on how to use wiki and how to save folders/docs in Google Drive. (not done) --Do ppl still want this? ACTION: Micah to find some good links and send them out. Deadline: March 19th.
* Someone, hopefully, will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen. --done. ACTION: Lee, Anna, and Micah are forming a committee.
* Action Items: Duncan will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting --done

=== Approval of HR Policy Committee TOR (5-10 min)===
* [[HR Policy Committee]] TOR
* Discussion notes:
*It's an ad hoc committee to write policy for 6 months.
* Motion: We pass the TOR as written. Moved by Anna, 2nded Adam, passed. 
* Action Items: '''Name''' will... by (deadline)

=== Approval of Board Member Job Descriptions and Code of Conduct (10-15 min)===
* Discussion notes:
====Secretary====
*Seal? -- we don't have one.
*Annual returns? -the deadline is Sept 30th. You sign the form saying you still exist, send in the financials signed by two "auditors" (members or qualified professionals)
====Chairperson====
*Duncan: this took the longest. NB: Rusty's rules, rotating chair (no more than twice in a row). If you're next to chair, read this before you do so! Plus also online stuff about Rusty's.
====Committee Chairperson====
*This could be a board member or an external chair.
====President====
*all good
====Treasurer====
*ok
====VP====
*Replaced "chairs a major committee" with "takes a leadership role secondary to the president."
====Board Member Job Description====
*clarified "financial support of EBC" could mean just buying a membership
*ACTION-ANNA: a link will be added to our insurance policy. Chris: it covers everything that's not illegal. It's D & O insurance, sides A,B,C.
====Code of Conduct====
*note: ACTION-unassigned for the future; make a policy covering this. (Maybe this policy could be drawn from APIRG/the HR Policy Committee.)

* Motion: That we pass these descriptions as written in the google docs now. Moved: Duncan. 2nded: Chris. Approved
* ACTION Items: '''Anna''' will post all these to the wiki.

=== Signing authority transfer (5 min)===
*
* Discussion notes:
* Motion: Signing authority be removed from previous delegates and be delegated to Duncan, Leila, Paul, and Micah. Moved by Adam, 2nded Anna, carried.
* ACTION Items: '''Paul''' will coordinate this.

=== Mid-term checkin (5 min)===
*We'll do it in the first half of July.

== In Camera Session (5 min)==
* Motion to go in camera: Micah, Chris, carried:

== Adjournment ==
*Thanks to Chris for his recent communications work! --Chris: this is the first time I've felt this much support behind me on advocacy work.
* Motion: to adjourn. Adam, Duncan, carried.

[[Category:minutes]]
[[Category:2011-2012 Board minutes]]

Board Minutes January 2013

2013-08-09T01:39:37Z

Justin.bartlett:

Approved at the [[Board Minutes February 2013 | February 2013 Board meeting]].

== EBC Board Meeting Minutes for January 23, 2013 ==

For EBC members interested in attending this meeting, here are the logistical details:
* Location: Room 306, Education South, U of A campus
* Start Time: 6:30pm
* Food by: '''Duncan'''

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Sarah
* Board attendance: Chris, Neil, Anna, Duncan, Adam, Lee, Sarah, Justin, Bernadette,
* Staff attendance: Chris Chan
* Regrets: Micah, Paul, Leila
* Absent:
* Guests: Alex and Brett

== Call to Order ==
* Meeting called to order by Bernadette at 6:45 pm.

== Approval of Agenda ==
* Motion: To approve agenda by Duncan. Seconded by Lee .

== Approval of Last Month's Minutes ==
* Motion: to approve December 2012 minutes by Aadam. Seconded by Duncan .

== Date, Location & Food for Next Meeting ==
* Date: February 20th 6:30pm
* Location: TBA - Adam will check with Micah
* Food: Adam

== Meeting Process ==

* Review of our meeting process (Rusty's Rules)
** Board member job description - Moved to discussion on job descriptions
* Discussion and decisions on meeting hand signals
Agreed upon hand signals to assist in facilitation:
** ''Twinkle'' (outstretched hands, fingers wiggling): Agreement
** ''Hand up'' (or finger in): point on topic
** ''C'' (hand creates a 'C' shape): question or clarification (priority over point on topic)
* Review of group agreement and accountability
** The board is in full agreement to keep 'Group Agreement' that was created at the Orientation Retreat

== Reports ==

=== President's Report (5 min)===
* Nothing to report

=== Treasurer's Report (5 min)===
* Discussion notes: Full report to come in February
What can we do to help Paul? Neil has assisted in training Paul. Paul asks questions as needed.

=== Executive Director's Report (15 min)===
[https://docs.google.com/document/d/1FnkalyovrVJS4N_hDA_fihi4TZ2dCmLx0wuxYlvg5vA/edit Executive Director's Report January 2013]
* Security system overview and discussion (10 min)
* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards the yard. Chris is unsure if it records sound.
* Alex - Should we inform people that there is surveillance?
* Chris says it was originally a temporary measure for when the alarm goes off.
* Alex - We need to advertise this to the public. There is theoretical potential for abuse of viewing the camera feed. Alex urges the board to consider what kind of message this sends and if it is an ethical issue of having a camera but not telling the public. Maybe a more professional security system is needed.
* Duncan - action item - Put up signs
* Adam - Are there plans to adjust the system?
* Chris - currently testing the system
* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.
* Poor working webcam at BWS
* Anna requests more information in ED Report - at least two sentences of more information for each section would be acceptable

=== BikeWorks Report (5 min)===
[https://docs.google.com/document/d/1b2CbYu3Fub4ZPkPN2lZMd73zMlhjLGPUzFDmyshVG8E/edit BikeWorks Report January 2013]
* Discussion notes:

* The report was made available to the board the day of the meeting. This is not enough time for board to read it before the meeting.
* Focus on the north shop because it needs attention and growth in the new community.
* Could each board member be at the shop once on Saturday to open and close from now until AGM?
* Too much to commit.
* Volunteer orientation - board should attend?
* Adam - notes on conveying information to Coreen about board assistance with volunteer appreciation.
* Sarah - How do we address complaints and suggestions for members.
* Prompting participation in volunteer feedback by asking specific questions - question of the month?
* Operational concerns - Coreen is asking for ideas from a wider knowledge base.
* Brett (guest) - Tough issue and the way things are right now, Chris has full authority over shop issues and I have yet to be in a state where I can deal with it. Especially because this regards personal health issues for me, so explaining my situation outs me and my personal situation. So I don't feel comfortable explaining this to the board at this time. I may respond by email. I would like to address Chris in the future as well. It's unfortunate the way things went down.
* Alex - Questions about cameras.
* Action item to respond - '''Adam''' will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas.

=== Retreat Committee Report (5 min)===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nyE2hU6f85GZTU2gNQQyR5lIxOGPSCN9ALmLn_Wq3Og/edit Retreat Notes] and [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AqcZFRfj5bERdHV6YkE5YzlaQWRXSWZjWHJlY1F3amc#gid=2 Retreat Evaluations]
* Lee, Sarah, Anna suggest a mid-point check in on our board goals and personal goals. This could be a half-day (eg. similar to our Saturday retreat, 1-4:30) in end of May?
* Action Items: '''Add to calendar building''' will today (deadline)

=== Advocacy Committee Report (10 min)===
[[Advocacy Committee Report (January) (2013)|Advocacy Committee Report]]

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (10 min)===
From December meeting:
* '''Everyone''' to calculate and report your board volunteer hours to President by January 22. -1/12 board members completed-
* '''Paul''' to coordinate new signing authorities with bank. -not here-
*'''Duncan''' will change password for backup board email address and make passwords available to board only. -done-
*'''Duncan''' will send Coreen another note of thanks and praise for another excellent report. -done-
*'''Anna''' will ask Carbon about monitors for the shop. -still looking-
* '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. leilas notes - send to the board
* '''Unassigned''' to review Bylaws and draft edits re: board election of members in good standing by (deadline). -no one has volunteered for this-

From Retreat:
* '''Anna''' will type up group notes from Retreat. -done-
* '''Sarah''' will type up and circulate the SMART goal for the Charitable status goal. -done-
* '''Duncan''' will type up and circulate the SMART goal for the financial goal. not done - Sarah requests that the goal which the board agreed upon at the Retreat, be typed up as is on the brainstorming page.
* '''Justin''' will type up and circulate the [https://docs.google.com/a/edmontonbikes.ca/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit SMART goal for the HR goal]. -done-
* '''Sarah''' will circulate the Non-Violent Communication handouts and consensus decision-making map. -done-
* '''Duncan''' will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. -Duncan will bring Chris Chan to the meeting in order to confirm EBCs operational capacity is not over extended.
* '''Leila''' will contact staff asking to complete a [[http://edmontonbikes.ca/w/Board_Development_Workshop_-_February_2012#Government-Management-Implementation_scale Governance-Management-Implementation chart]] to compliment the board one
* '''Micah''' will send out info to board on how to use wiki and how to save folders/docs in Google Drive. not done
* '''Unassigned''' will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen.

=== Board Job Descriptions (10 min)===
* Anna submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
* Discussion notes: There have been more comments made and we cannot finalize these yet.
* Action Items: '''Duncan''' will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting

=== (Ethical) Funding Committee (5 min)===
* December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?
* Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27.

== New Business ==

=== Vision, Mission, Values (15 min)===
* Adam, Bernadette, Chris Corrigan to present final draft.
* Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation"
* Motion: '''Adam''' motions to pass Vision Statement as it appears in the email, and the Mission Statement using the words 'civic representation' instead of advocacy and "without the third sentence".

Vision: Everyday cycling in Edmonton is safe, widespread, and accessible to people of all comfort levels.

Mission: EBC is a non-profit society dedicated to making everyday cycling in Edmonton safer and more widespread by providing bicycle services, education, and civic representation. We promote the bicycle as a healthy, economical, and ecologically sound mode of transportation.

Duncan seconds this motion.
Motion passed.

=== Calendar for 2013 (20 min) ===
* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for:
* board meetings for 2013
** Feb 20th
** March 20th
** April 17th
* board committee meetings: HR, Advocacy, Funding, etc.
* Volunteer Appreciation event(s)
* Mid-term evaluation session for our Board SMART goals (possibly a half day session)
* Facilitation Workshop date (Sarah and Justin will book APIRG workshop)
* Discussion notes: Divided discussion on planning in advance - approx 50% present seems interested. Several people note that they don't know their schedule that far in advance and this kind of planning is challenging, especially with not everyone present.

=== Logging Board Volunteer Hours (5 min)===
* Spreadsheet to track board volunteer hours could include time spent on:
** email and communications
** preparation for board meetings (reading reports and preparing comments/questions, editing wiki with agenda items, etc) and attending board meetings
** preparation for board committee meetings (chairing, submitting monthly report, volunteer engagement, etc.) and attending committee meetings
** Note: service volunteer hours (i.e. shop volunteer or off-site event) should be logged
* Spreadsheet could have 1 summary page (total hrs for easy staff use on grants) and 12 individual pages with details of date, total hours and nature of activity (similar to BW volunteer log)
* President could review and report on total board volunteer hours in monthly report. As per the draft Pres job description, this hours log would also allow for individual board member evaluation, support, and appreciation.
* Action Items: '''Adam''' will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.

=== Board Committees 2013 (5 min)===
* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee?

=== AB bicycle commuters conference (10 min)===
* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.

== In Camera Session (25 min)==
Motion: to go in camera: Duncan Seconded: Adam
* Review new process for In Camera sessions (from the Special Meeting) (10 min)
* Security system (10min)

== Adjournment ==
* Motion:

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes June 2013

2013-07-24T01:43:34Z

Justin.bartlett: /* Updates on Action Items From Previous Meeting (5 min) */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for June 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 2nd floor office
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: justin
* Food by: Lee
* Board attendance: Neil, Paul, Chris Corrigan, Adam, Sarah, justin, Anna, Lee
* Staff attendance: Chris Chan
* Regrets: Leila, Coreen
* Absent: None
* Guests: None

== Call to Order ==
* Meeting called to order by Sarah at 6:38 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Adam. Seconded by Paul. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve May 2013 minutes. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

== Logistics for Board Retreat ==
* Date: Saturday July 7 @ 10am-3pm
* Location: Outside if weather is nice, BioSci Building on U of A Campus is weather is poor.
* Chair: TBD
* Minute-taker: TBD
* Food by: TBD
* Topics tabled for the Retreat from past meetings"
** (June 2013) Hiring 3rd staff for fixing up bikes for sale
** (June 2013) Rental program?
** (June 2013) AGM logistics: Date (Sunday Sept 22 or Oct 6?), location, budget, board member recruitment, etc.

== Logistics for Next Regular Meeting ==
* Date: Wednesday July 24
* Location: BikeWorks South, 2nd floor lounge
* Chair: Paul
* Minute-taker: justin
* Food by: Sarah

== Reports ==

=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**No report submitted. Neil: Leila is a less active president than others have been in the past, is this causing any problems for our Executive Director? Chris Chan: No, I have never relied on the executive as an executive.

Nothing to approve/return.

=== Treasurer's Report (15 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Paul: off the budget because of no received grants. Neil: We received $3,300 from the provincial goverment. We received the last Community Spirit Grant. Also, $2,500 for our adapted bike program. Paul: Should be ~$5,000 ahead of budget. Neil: May is not done being calculated. We are looking healthy but don't have hard numbers. Chris Chan: How is the north shop specifically doing? Paul: Will look into that and get back to you. Still having the odd hiccup, but learning. As far as help goes, could use help with collecting cash from safes and doing deposit. Adam: I can do this for the next month for the south shop. Neil: 1 person-1 shop is more manageable. Adam: If we are ahead of budget, maybe we could look into the cell phone/bookkeeper ideas.

* Action Items: '''Paul''' will provide a report for May by June 30, 2013.

Nothing to approve/return.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1bettY88beZvinGX6gScqGSC3nOTiDioicIrh9tb-qjI/edit?usp=sharing Executive Director's Report]
[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZkRlV4X2pyUlZhbVNMcTJnVUJkTnc#gid=0 Project time allocation sheet]
* Discussion notes:
**Chris Chan: I get the impression that the board does not read the emails that I send out. Would appreciate if everyone would read the website and newsletter. Adam: I noticed that you started including an hourly breakdown of your work. Chris Chan: Leila asked me to do that. Adam: I think that was a miscommunication. Sarah: No, we asked for that.
**Chris Corrigan: There are hurdles listed in Advocacy, anything you'd like help with? Chris Chan: You and I can have a meeting later to figure this out. Particularly around the municipal election, but there is a template to follow. Sarah: Is there a date or timeline to giving attention to the election? Can we talk about this at the retreat? Adam: Getting board members involved would require a significant download of information. Chris Chan: This is not related to the retreat in timeline.
**Discussion of a work cell phone for the Executive Director. There is general agreement to explore the possibility, since so much of the Executive Director role is about coordinating. Could also assist with taking care of social media aspects of the position. It is suggested that since we appear to be ahead of where we expect to be at this time, we should decide to allocate $45/month to paying the bill for a work cell phone. Chris Chan can find one which suits his needs and submit bills to the board.
**Square up - Neil: Can we use the cell phone for Square Up? Chris Chan: No that is something that lives at the shop. We did not get a used iPad donated as we hoped. We can purchase one if we desire. It would have POS benefits. The check-out process would be much more simple. Neil: I would like more contemplation about the work required of volunteers and possible expense. And talking to Coreen about her feelings about changing the POS system. I don't feel like we should make a decision until we've talked this through more. Better for a winter transition. Chris Chan: I have been going really slow because of the cost of an iPad, but realized we are paying quite a bit in PayPal fees right now. Neil: This is reflected in our revenue. Sarah: Chris can bring this up at a later date in a different report.
**Mailing memberships - Adam: Can this be done at locations other than the south shop? Chris Chan: The printer there is only one of good quality. Neil: It doesn't have to be done from BWS.
**The election - Anna: The election has a huge component of advocacy and visibility. Should put in some thought around strategies/directions for the campaigning, so the board is doing some of the legwork and not putting it all on the Executive Director's plate. Paul: We should prioritize it, 1 in 4 year opportunity. Adam: I would be happy for bikes to stay off the table. Neil: It's more of an idea of directing resources toward bike-friendly politicians. Chris Chan: We should ask strategists/bike-friendlies if it would be easier or harder for them if bikes were an election issue. Adam: This seems to be something we would rely on advocacy individuals and Chris Chan for. Paul: Can we endorse candidates? Neil: If we aren't worried about our charitable organization status. Anna: Leery of offloading the visioning to Complete Streets level, since they know less about the board policies and directioning. I want us to put forward a direction for them to take to the ground. Adam: can Anna write up a little piece so we can understand what you're asking us to decide. Anna: It sounds like there might be time at the retreat to discuss this. Sarah: There is definitely time at the retreat. It sounds like Anna wants us to make it clear where our vision and goals align with our action and advocacy with respect to the election. Chris Chan: Put this to advocacy, board members can join up with them. Anna: I don't know if this is the committee level. Neil: Committees are there to get things done. Sarah: It seems like we have a solution to this - talk about it at the retreat. Adam: I will try to write something up before hand.
* Motion:Add $45/month to budget to allow Chris Chan to acquire a work cell phone. Motioned by Neil. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Chris Chan''' will purchase a work cell phone.
Motion: To approve the June 2013 ED report as presented. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Paul: I want to talk about vandalism. We have nothing there to tell them who we are as an organization. I want to let them know that we are a non-profit whose goal is to strengthen community cycling. Either way, something should be done. Sarah: That might not deter those who are breaking in, but might bolster community around holding each other accountable. Adam: Is there a manner of escalation in this move? Paul: It would talk directly to those who are doing it. Neil: But whether there is something productive in this move. Anna: Would we want to indicate the services we offer to potentially deter the theft? Chris Chan: Putting reading material for them to come look at in the dark won't do much. Outreaching to organizations that typically work with the individuals doing this will be more likely to work. We haven't been doing tune-ups at the Mustard Seed and Bissell Centre this year. Anna: Does Coreen need anything from us? Neil: We haven't been asked for anything in terms of resources yet. Sarah: Should we move on?
**Adam: Coreen mentioned the phone. Can we have an auto-message that someone will have listened to before getting through to the shop? Chris Chan: These services go through the phone company. I don't know how to set this up ourselves. Or we could pay to have it done for us. Anna: Maybe we should look into this. Neil: Let's find out more to make an informed decision.
**Sarah: Anything else for the report? Adam: Any issue with a week off for Coreen in July? Chris Chan: I'm taking three days that month.
**Adam: Should we make a complaint to the city about the dumpster? General agreement that we need to encourage Coreen to pursue action as required, including complaining to the city.
**Sarah: Reminder of the time, anything else to discuss from the report? Anna: Coreen mentions Women & Trans* Only days. What do we need to do? Adam: Web-based stuff isn't worth our time. Neil: We have been targeted before. Sarah: We should discourage attention toward negative behaviour. Chris Corrigan: I have heard of things happening in the last week that reinforce why we have it. Chris Chan: I'm not worried about this, I'm worried about female volunteers safety and comfort. Adam: We could make posters. People have noticed the "Backbone" ones already up in the shop and like the campaign. We could think about having a campaign like that which can make it clear people's assumptions. Sarah: Can we encourage Coreen to create them, or do you want to Adam? Adam: I like playing with stuff like that. Anna: We can put a post on that Thinktank site to see if anyone has made up resources already. Sarah: It sounds like Coreen is too busy to take on anything additional. It would be valuable to put on a workshop for people. justin: The Gender-Based Violence Prevention Program with the Student's Union at the U of A might have resources or funds to support a workshop. Anna: I can ask Melanie with GBVPP if something like this can be set up. Sarah: It is important that we are rolemodels in these situations ourselves.
**Sarah: do we need to talk about banked time/overtime? justin: Coreen didn't have a problem with actually going over hours, just the distribution of her hours.
Motion: To approve the June 2013 BikeWorks report as presented. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

=== Alberta Bike Conference Committee Report (2 min)===
* via email from Bernadette: "The dates will be Sept 28-29 (1/2 day on Sunday). We will have 3 session topics: education, infrastructure and advocacy. We are looking for speakers on each topic, plus group activities etc. I think we'll be sending out invites etc in the next few weeks, so if you know of someone who might be interested, please let us know."
* Discussion notes:
**Sarah: We should email Bernadette to ask if there are people we want to extend invitations to, or presenters for the topics.

=== Mid-year Retreat Planning Committee Report (10 min)===
* Discussion notes:
**Date: July 7th, 10am-3pm
**Topics: Any particulars we should discuss other than SMART goals, etc?
**Not discussed further

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Leila''' will send Coreen Cam W's contact info. '''DONE'''
** '''Coreen''' will arrange to receive the cement blocks he would like to donate for BWS yard.
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August.
* '''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
* '''Leila''' will ask Paul about timely reimbursements, getting a credit card for staff to make larger purchases, and thoughts on hiring a book keeper.
** Action Item: '''Neil''' will draft policy surrounding use of an EBC credit card, specifically pertaining to expenses paid by the casino fund.
* '''Chris Co''' will help with membership mailouts.
* '''Justin''' will take the steps to become a signing authority as new Secretary.
** Action Item: '''Paul''' will look into whether this makes sense to do now or to wait.
* '''Chris Ch''' will update website with new board positions.
** Action Item: '''Anna and Neil''' will be Chris Chan's point people about website and google accounts administration.
* '''Adam''' will contact Matt M regarding interim board member position. '''DONE'''. via email: "appreciated being asked to join, but he's moving to Camrose."

=== Board Vacancies (10 min)===
* Neil via email: "Bylaw 5.e. makes it part of our responsibilities to fill board vacancies between general meetings, until they can be elected properly at the next general meeting. So, no special general meeting will be required."
* Sarah via email: I appreciate Justin's proposed approach; I'd also be in favour of putting out a time limited call for applications. Definitely including those candidate that ran in the last election to apply.
**What are the next/necessary steps to fill the vacancy? Email members? Include the invitation in the newsletter?
**Do we have an application (or draft) already? If not, what would we like to know from potential candidates? Can we upload this application to the website? When will the closing date be?
***[http://edmontonbicyclecommuters.ca/home/more/wanted_great_board_members/ Application from 2011]
***[http://edmontonbikes.ca/about/board/candidates/ Application from 2012]
***We should also include all the board job descriptions, code of conduct, etc
* Could we make announcement at Bike Month events? (If so, which ones? who can do this?) Perhaps create handbill to recruit potential board members or board committee volunteers?
* Discussion notes:
*Neil: We already have an application. Someone can tweak it for what we need right now and then put out a call out with the newsletter. Anna: We can put a link to the board job descriptions on the wiki.
* Action Items: '''Neil''' will do simple updates to website to promo this. '''Anna''' will send out an email invite to the board to forward on to our networks.

== New Business ==

=== Municipal Election Campaign (10 min)===
*Review current EBC presence. Review issue(s) that we should focus on. Set Top 2-3 priorities for EBC Muni Campaign (reflecting on our 2013 Organizational/Board goals?). Review Chris' proposed actions.
* Discussion notes:
**There is an Advocacy meeting next Tuesday. Can do overall visioning at the retreat.

=== Staff Performance Review Policy (10 min)===
* Draft Policy is on the wiki at [[Staff Performance Review Policy]]
* Discussion notes:
**Neil: I have concern around if we need to make it more specific. Paul: We should make it open to extraordinary review. Add "...and c) on an as needed basis, at the discretion of the board".
* Motion: To strike an ad hoc HR Committee to implement Executive Director Performance review. Motioned by Adam. Seconded by Neil. '''Motion Carried.'''
* Action Items: '''Adam''' will chair the committee and send out an email to solicit other committee members.

=== Move bank account (__ min)===
* From RBC to Servus??
* Discussion notes:
** Neil: We pay $60/month to Servus. Should be consolidating our accounts. Don't want to have two banks. Adam: We need a plan for the new credit card, consolidation of bank accounts, in place for the AGM, to be implemented in December for the board changeover. General agreement.
* Action Items: '''Paul''' will explore options open to us for consolidation by July board meeting.

=== AGM Committee (__ min)===
* Sept 22?
* book hall, publicize nominations, Grainge & Allsopp awards
* Discussion notes:
**Adam: We need to form a committee. Anna: It's an event, so it is event planning. Neil: I would prefer to push it to October.
* Motion: to hold the EBC AGM on October 6, 2013, location at the discretion of the AGM Commttee. Motioned by Anna. Seconded by Lee. '''Motion Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes June 2013

2013-07-24T01:39:17Z

Justin.bartlett:

Board Minutes June 2013

2013-07-24T01:01:07Z

Justin.bartlett:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for June 2013 ==

Board meetings are open to the EBC members and the public.

* Location: BikeWorks North, 2nd floor office
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Sarah
* Minute-taker: justin
* Food by: Lee
* Board attendance: Neil, Paul, Chris Corrigan, Adam, Sarah, justin, Anna, Lee
* Staff attendance: Chris Chan
* Regrets: Leila, Coreen
* Absent: None
* Guests: None

== Call to Order ==
* Meeting called to order by Sarah at 6:38 pm.

== Approval of Agenda ==
* Motion: To approve agenda. Motioned by Adam. Seconded by Paul. '''Motion Carried.'''

== Approval of Last Month's Minutes ==
* Motion: To approve May 2013 minutes. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

== Logistics for Board Retreat ==
* Date: Saturday July 7 @ 10am-3pm
* Location: Outside if weather is nice, BioSci Building on U of A Campus is weather is poor.
* Chair: TBD
* Minute-taker: TBD
* Food by: TBD
* Topics tabled for the Retreat from past meetings"
** (June 2013) Hiring 3rd staff for fixing up bikes for sale
** (June 2013) Rental program?
** (June 2013) AGM logistics: Date (Sunday Sept 22 or Oct 6?), location, budget, board member recruitment, etc.

== Logistics for Next Regular Meeting ==
* Date: Wednesday July 24
* Location: BikeWorks South, 2nd floor lounge
* Chair: Paul
* Minute-taker: justin
* Food by: Sarah

== Reports ==

=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]
* Discussion notes:
**No report submitted. Neil: Leila is a less active president than others have been in the past, is this causing any problems for our Executive Director? Chris Chan: No, I have never relied on the executive as an executive.

Nothing to approve/return.

=== Treasurer's Report (15 min)===
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes:
**Paul: off the budget because of no received grants. Neil: We received $3,300 from the provincial goverment. We received the last Community Spirit Grant. Also, $2,500 for our adapted bike program. Paul: Should be ~$5,000 ahead of budget. Neil: May is not done being calculated. We are looking healthy but don't have hard numbers. Chris Chan: How is the north shop specifically doing? Paul: Will look into that and get back to you. Still having the odd hiccup, but learning. As far as help goes, could use help with collecting cash from safes and doing deposit. Adam: I can do this for the next month for the south shop. Neil: 1 person-1 shop is more manageable. Adam: If we are ahead of budget, maybe we could look into the cell phone/bookkeeper ideas.

* Action Items: '''Paul''' will provide a report for May by June 30, 2013.

Nothing to approve/return.

=== Executive Director's Report (10 min)===
[https://docs.google.com/document/d/1bettY88beZvinGX6gScqGSC3nOTiDioicIrh9tb-qjI/edit?usp=sharing Executive Director's Report]
[https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dFZkRlV4X2pyUlZhbVNMcTJnVUJkTnc#gid=0 Project time allocation sheet]
* Discussion notes:
**Chris Chan: I get the impression that the board does not read the emails that I send out. Would appreciate if everyone would read the website and newsletter. Adam: I noticed that you started including an hourly breakdown of your work. Chris Chan: Leila asked me to do that. Adam: I think that was a miscommunication. Sarah: No, we asked for that.
**Chris Corrigan: There are hurdles listed in Advocacy, anything you'd like help with? Chris Chan: You and I can have a meeting later to figure this out. Particularly around the municipal election, but there is a template to follow. Sarah: Is there a date or timeline to giving attention to the election? Can we talk about this at the retreat? Adam: Getting board members involved would require a significant download of information. Chris Chan: This is not related to the retreat in timeline.
**Discussion of a work cell phone for the Executive Director. There is general agreement to explore the possibility, since so much of the Executive Director role is about coordinating. Could also assist with taking care of social media aspects of the position. It is suggested that since we appear to be ahead of where we expect to be at this time, we should decide to allocate $45/month to paying the bill for a work cell phone. Chris Chan can find one which suits his needs and submit bills to the board.
**Square up - Neil: Can we use the cell phone for Square Up? Chris Chan: No that is something that lives at the shop. We did not get a used iPad donated as we hoped. We can purchase one if we desire. It would have POS benefits. The check-out process would be much more simple. Neil: I would like more contemplation about the work required of volunteers and possible expense. And talking to Coreen about her feelings about changing the POS system. I don't feel like we should make a decision until we've talked this through more. Better for a winter transition. Chris Chan: I have been going really slow because of the cost of an iPad, but realized we are paying quite a bit in PayPal fees right now. Neil: This is reflected in our revenue. Sarah: Chris can bring this up at a later date in a different report.
**Mailing memberships - Adam: Can this be done at locations other than the south shop? Chris Chan: The printer there is only one of good quality. Neil: It doesn't have to be done from BWS.
**The election - Anna: The election has a huge component of advocacy and visibility. Should put in some thought around strategies/directions for the campaigning, so the board is doing some of the legwork and not putting it all on the Executive Director's plate. Paul: We should prioritize it, 1 in 4 year opportunity. Adam: I would be happy for bikes to stay off the table. Neil: It's more of an idea of directing resources toward bike-friendly politicians. Chris Chan: We should ask strategists/bike-friendlies if it would be easier or harder for them if bikes were an election issue. Adam: This seems to be something we would rely on advocacy individuals and Chris Chan for. Paul: Can we endorse candidates? Neil: If we aren't worried about our charitable organization status. Anna: Leery of offloading the visioning to Complete Streets level, since they know less about the board policies and directioning. I want us to put forward a direction for them to take to the ground. Adam: can Anna write up a little piece so we can understand what you're asking us to decide. Anna: It sounds like there might be time at the retreat to discuss this. Sarah: There is definitely time at the retreat. It sounds like Anna wants us to make it clear where our vision and goals align with our action and advocacy with respect to the election. Chris Chan: Put this to advocacy, board members can join up with them. Anna: I don't know if this is the committee level. Neil: Committees are there to get things done. Sarah: It seems like we have a solution to this - talk about it at the retreat. Adam: I will try to write something up before hand.
* Motion:Add $45/month to budget to allow Chris Chan to acquire a work cell phone. Motioned by Neil. Seconded by Anna. '''Motion Carried.'''
* Action Items: '''Chris Chan''' will purchase a work cell phone.
Motion: To approve the June 2013 ED report as presented. Motioned by Adam. Seconded by Lee. '''Motion Carried.'''

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**Paul: I want to talk about vandalism. We have nothing there to tell them who we are as an organization. I want to let them know that we are a non-profit whose goal is to strengthen community cycling. Either way, something should be done. Sarah: That might not deter those who are breaking in, but might bolster community around holding each other accountable. Adam: Is there a manner of escalation in this move? Paul: It would talk directly to those who are doing it. Neil: But whether there is something productive in this move. Anna: Would we want to indicate the services we offer to potentially deter the theft? Chris Chan: Putting reading material for them to come look at in the dark won't do much. Outreaching to organizations that typically work with the individuals doing this will be more likely to work. We haven't been doing tune-ups at the Mustard Seed and Bissell Centre this year. Anna: Does Coreen need anything from us? Neil: We haven't been asked for anything in terms of resources yet. Sarah: Should we move on?
**Adam: Coreen mentioned the phone. Can we have an auto-message that someone will have listened to before getting through to the shop? Chris Chan: These services go through the phone company. I don't know how to set this up ourselves. Or we could pay to have it done for us. Anna: Maybe we should look into this. Neil: Let's find out more to make an informed decision.
**Sarah: Anything else for the report? Adam: Any issue with a week off for Coreen in July? Chris Chan: I'm taking three days that month.
**Adam: Should we make a complaint to the city about the dumpster? General agreement that we need to encourage Coreen to pursue action as required, including complaining to the city.
**Sarah: Reminder of the time, anything else to discuss from the report? Anna: Coreen mentions Women & Trans* Only days. What do we need to do? Adam: Web-based stuff isn't worth our time. Neil: We have been targeted before. Sarah: We should discourage attention toward negative behaviour. Chris Corrigan: I have heard of things happening in the last week that reinforce why we have it. Chris Chan: I'm not worried about this, I'm worried about female volunteers safety and comfort. Adam: We could make posters. People have noticed the "Backbone" ones already up in the shop and like the campaign. We could think about having a campaign like that which can make it clear people's assumptions. Sarah: Can we encourage Coreen to create them, or do you want to Adam? Adam: I like playing with stuff like that. Anna: We can put a post on that Thinktank site to see if anyone has made up resources already. Sarah: It sounds like Coreen is too busy to take on anything additional. It would be valuable to put on a workshop for people. justin: The Gender-Based Violence Prevention Program with the Student's Union at the U of A might have resources or funds to support a workshop. Anna: I can ask Melanie with GBVPP if something like this can be set up. Sarah: It is important that we are rolemodels in these situations ourselves.
**Sarah: do we need to talk about banked time/overtime? justin: Coreen didn't have a problem with actually going over hours, just the distribution of her hours.
Motion: To approve the June 2013 BikeWorks report as presented. Motioned by Anna. Seconded by Adam. '''Motion Carried.'''

=== Alberta Bike Conference Committee Report (2 min)===
* via email from Bernadette: "The dates will be Sept 28-29 (1/2 day on Sunday). We will have 3 session topics: education, infrastructure and advocacy. We are looking for speakers on each topic, plus group activities etc. I think we'll be sending out invites etc in the next few weeks, so if you know of someone who might be interested, please let us know."
* Discussion notes:
**Sarah: We should email Bernadette to ask if there are people we want to extend invitations to, or presenters for the topics.
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Mid-year Retreat Planning Committee Report (10 min)===
* Discussion notes:
**Date: July 7th, 10am-3pm
**Topics: Any particulars we should discuss other than SMART goals, etc?
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
* '''Leila''' will send Coreen Cam W's contact info. '''DONE'''
** '''Coreen''' will arrange to receive the cement blocks he would like to donate for BWS yard.
* '''Chris Co''' will send Cam W the google group invitation for Complete Streets lists and info for upcoming Advocacy Meetings.
* '''Chris Ch''' will contact Kornelsen family to discuss Memorial Ride in August.
* '''Paul''' (voluntold?) will review Bylaws and draft edits re: board election of members in good standing by July 30.
* '''Leila''' will ask Paul about timely reimbursements, getting a credit card for staff to make larger purchases, and thoughts on hiring a book keeper.
* '''Chris Co''' will help with membership mailouts.
* '''Justin''' will take the steps to become a signing authority as new Secretary.
* '''Chris Ch''' will update website with new board positions.
* '''Adam''' will contact Matt M regarding interim board member position. '''DONE'''. via email: "appreciated being asked to join, but he's moving to Camrose."

=== Board Vacancies (10 min)===
* Neil via email: "Bylaw 5.e. makes it part of our responsibilities to fill board vacancies between general meetings, until they can be elected properly at the next general meeting. So, no special general meeting will be required."
* Sarah via email: I appreciate Justin's proposed approach; I'd also be in favour of putting out a time limited call for applications. Definitely including those candidate that ran in the last election to apply.
**What are the next/necessary steps to fill the vacancy? Email members? Include the invitation in the newsletter?
**Do we have an application (or draft) already? If not, what would we like to know from potential candidates? Can we upload this application to the website? When will the closing date be?
***[http://edmontonbicyclecommuters.ca/home/more/wanted_great_board_members/ Application from 2011]
***[http://edmontonbikes.ca/about/board/candidates/ Application from 2012]
***We should also include all the board job descriptions, code of conduct, etc
* Could we make announcement at Bike Month events? (If so, which ones? who can do this?) Perhaps create handbill to recruit potential board members or board committee volunteers?
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

== New Business ==

=== Municipal Election Campaign (10 min)===
*Review current EBC presence. Review issue(s) that we should focus on. Set Top 2-3 priorities for EBC Muni Campaign (reflecting on our 2013 Organizational/Board goals?). Review Chris' proposed actions.
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Staff Performance Review Policy (10 min)===
* Draft Policy is on the wiki at [[Staff Performance Review Policy]]
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Move bank account (__ min)===
* From RBC to Servus??
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== AGM Committee (__ min)===
* Sept 22?
* book hall, publicize nominations, Grainge & Allsopp awards
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== New Business Item 2 (__ min)===
*
* Discussion notes:
**
**
* Motion: . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

== In Camera Session (__ min)==
* Motion: To go [https://en.wikipedia.org/wiki/In_camera in camera]. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* Motion: To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

[[Category:minutes]]
[[Category:2012-2013 Board minutes]]

Board Minutes June 2013

2013-06-29T01:56:54Z

Justin.bartlett: /* President's Report (5 min) */

Board Minutes June 2013

2013-06-29T01:53:52Z

Justin.bartlett: /* Logistics for Next Regular Meeting */

Board Minutes June 2013

2013-06-29T01:51:20Z

Justin.bartlett: /* Logistics for Board Retreat */

Board Minutes June 2013

2013-06-29T01:49:14Z

Justin.bartlett: /* Approval of Last Month's Minutes */

Board Minutes June 2013

2013-06-29T01:45:32Z

Justin.bartlett: /* Approval of Agenda */

Board Minutes June 2013

2013-06-29T01:44:45Z

Justin.bartlett: /* Call to Order */

Board Minutes June 2013

2013-06-29T01:44:00Z

Justin.bartlett: /* Attendance */

Board Minutes June 2013

2013-06-29T01:40:18Z

Justin.bartlett: /* Attendance */