Bike Edmonton - User contributions [en]

Board Minutes May 2023

2023-06-08T22:04:34Z

Marcel.huculak: /* Executive Director's Report (10 min) */

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

== Bike Edmonton Board Meeting Minutes for May 2023 ==

Board meetings are open to Bike Edmonton members and the public.

* Location: Google Meet
* Start Time: May 8, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.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: Kelly Granigan
* Minute-taker: Marcel Huculak
* Board attendance: Kelly Granigan, Marcel Huculak, Andi Eng, Jason Wang, Michelle Bourdon, Ceileigh Cunningham, Charlotte Thomasson, Maxine Myre, Stephen Paskuluk, Alexandra Stout, John Fuller, Matt Hoyt (late)
* Staff attendance: Greg Glatz
* Regrets: John Fuller
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7:06PM

== Logistics for Next Meeting ==
* Date: June 12, 2023, 7pm
* Location: Google Meet
* Chair: Kelly
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1mP1jjx2Fb92_uxJrwReVOYF-VF4zBWmtRqHVC2RFPjM/edit?usp=sharing May President Report]

=== Treasurer's Report ===
* [https://docs.google.com/document/d/1-MHvg7V7HiwkOHJvNJW6TgpbGZdPRPKCKaSelEnF5Ek/edit?usp=sharing Treasurer's report]
* [https://drive.google.com/file/d/1wB2P-trYHjkNNBLBRYd44zaqCIlX0OW2/view?usp=sharing March Statement of Financial Position]
* [https://drive.google.com/file/d/16nO0fUtpNXnbrY-YfarJ-wx2xKogue0g/view?usp=sharing March Comparative Statement]

=== H.R. Committee Report ===
* [https://docs.google.com/document/d/1CLHAE1eFMS0uM-04bDY_n6GBhObiGQctNIs5zeu1IBE/edit?usp=sharing HR Committee Report]

=== Governance Committee Report ===
[https://docs.google.com/document/d/1gaZilCGbebf8ECMCH-aTrl0rjsMWQG3xUP6YQym3Fuk/edit?usp=share_link Governance Committee Report]

=== South Shop Ad-hoc Working Group ===
* [https://docs.google.com/document/d/1wnT5t5Lc4mn84gGHGN3igWdlxeJjYB7rZZwbwuGdSCU/edit?usp=sharing South Shop Working Group May Update]

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* Mostly from the newsletter
* Susanne resignation and benefits changes
* Fee changes are being implemented. No negative feedback received.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this May agenda, the April 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_April_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result= Passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link volunteer hours] for the past month.
* '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
* '''Committee Chairpersons''' to ensure wiki is up-to-date with committee TOR.
* Reminder of our [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

'''COMPLETED'''
*

== New Business ==

=== Board and Committee Evaluations (15 min) ===
* Due in June,
* Questionnaire to come out next week
* Committee Chairs responsible to set up meetings to review the results
* Kelly to create questionnaire/forms to be sent out, maybe with Greg’s help to membership

=== Staffing for Community Events (20 min) ===
* Usually have a good base of volunteers with an honorarium, but response was poor for planned events this spring. Did an improved call out based on feedback and still got no further response.

* Proposed to offer an hourly wage to volunteers, was approved at the Executive Committee meeting. We’ve canceled May tune-up events but will proceed with bike parking events.
City wants our bike racks for 29 events this year, but we need to think about our other non-city events that we serve (River Hawks, Folk Fest, K Days, M Days, Symphony Under the Sky, Pigeon Poo in the Eye) - a “Both And” approach, which will need negotiation.

* We will create a volunteer list for people named Stephen, because he never saw an invite; same for people named Michelle (that is, we are probably missing some volunteer lists and thus our response was not as good as it could have been).

=== Voicemail and Phone System (15 min) ===
* Our phone system tries to account for all possibilities - outgoing message is 2:20 with lots of options. Feedback is that it is too long.
* Has been changed to direct people to website, may need provisions for people without web access. People can still leave a voice message with a call back number.
* Could we change our subscription with Ring Central? We pay about $1000 per year. Will check with Chris Chan re: options, features etc.

=== Draft Donor Recognition Policy (20 min) ===
[https://docs.google.com/document/d/1kPc5T3P8es1o18bQ_LKg9wIPBBipUWMKWoZxjcgm3rI/edit?usp=share_link Draft Donor Recognition Policy]

=== increasing volunteer responsibilities to increase shop hours (20 min) ===
* Some access limited by our system; there are some frustrations with our system expressed by our members. There are options to increase capacity:
* Wait lists to draw from
* Add 30 minutes to each day we’re open
* Add a new day to our schedule
* Develop a volunteer base that is comfortable with committing to specific hours that allows us to be more predictable.
* Will be risks to take on if relying more on volunteers and we will need to manage those risks
* Is an operational issue and we will try to build capacity this year (i.e. recognise this problem will not be solved quickly and easily)
* Will be on the staff meeting agenda for tomorrow.
* Are there any big concerns with putting a bigger shift/responsibility on volunteers? None expressed.

== Optional items pending time ==

=== Potential New Projects (20 min)(did not discuss) ===

* Review Pet Projects list to see what we want to take on next, and who will do it.
* Potential projects:
** No Period Without
** social family friendly bike ride/cargobike meet up during summer
*Pet Projects from Retreat:
** Bike parking at events
** BE working with organizations and grassroots movements to make biking accessible for houseless people.
** A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
** offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
** Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
** A bike service van
** Website revamp
** community tourism
** Building relationships with funders or other revenue supporters to support the org
** Tube-bogganing
** Bike With Us (previously bike to the symphony)
** weaving used tubes
** BE History/Archive project
** Unpaid artist in residence
** Bike of the month Tiktok/youtube video series
** Online bike art/invention challenge
** Repair videos series
** Guerrilla bike repair street crew

== In Camera Session (not required) ==

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at 8:19 pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes May 2023

2023-06-08T22:03:23Z

Marcel.huculak:

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

== Bike Edmonton Board Meeting Minutes for May 2023 ==

Board meetings are open to Bike Edmonton members and the public.

* Location: Google Meet
* Start Time: May 8, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.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: Kelly Granigan
* Minute-taker: Marcel Huculak
* Board attendance: Kelly Granigan, Marcel Huculak, Andi Eng, Jason Wang, Michelle Bourdon, Ceileigh Cunningham, Charlotte Thomasson, Maxine Myre, Stephen Paskuluk, Alexandra Stout, John Fuller, Matt Hoyt (late)
* Staff attendance: Greg Glatz
* Regrets: John Fuller
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7:06PM

== Logistics for Next Meeting ==
* Date: June 12, 2023, 7pm
* Location: Google Meet
* Chair: Kelly
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1mP1jjx2Fb92_uxJrwReVOYF-VF4zBWmtRqHVC2RFPjM/edit?usp=sharing May President Report]

=== Treasurer's Report ===
* [https://docs.google.com/document/d/1-MHvg7V7HiwkOHJvNJW6TgpbGZdPRPKCKaSelEnF5Ek/edit?usp=sharing Treasurer's report]
* [https://drive.google.com/file/d/1wB2P-trYHjkNNBLBRYd44zaqCIlX0OW2/view?usp=sharing March Statement of Financial Position]
* [https://drive.google.com/file/d/16nO0fUtpNXnbrY-YfarJ-wx2xKogue0g/view?usp=sharing March Comparative Statement]

=== H.R. Committee Report ===
* [https://docs.google.com/document/d/1CLHAE1eFMS0uM-04bDY_n6GBhObiGQctNIs5zeu1IBE/edit?usp=sharing HR Committee Report]

=== Governance Committee Report ===
[https://docs.google.com/document/d/1gaZilCGbebf8ECMCH-aTrl0rjsMWQG3xUP6YQym3Fuk/edit?usp=share_link Governance Committee Report]

=== South Shop Ad-hoc Working Group ===
* [https://docs.google.com/document/d/1wnT5t5Lc4mn84gGHGN3igWdlxeJjYB7rZZwbwuGdSCU/edit?usp=sharing South Shop Working Group May Update]

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
Mostly from the newsletter
Susanne resignation and benefits changes
Fee changes are being implemented. No negative feedback received.

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this May agenda, the April 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_April_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result= Passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link volunteer hours] for the past month.
* '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
* '''Committee Chairpersons''' to ensure wiki is up-to-date with committee TOR.
* Reminder of our [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

'''COMPLETED'''
*

== New Business ==

=== Board and Committee Evaluations (15 min) ===
* Due in June,
* Questionnaire to come out next week
* Committee Chairs responsible to set up meetings to review the results
* Kelly to create questionnaire/forms to be sent out, maybe with Greg’s help to membership

=== Staffing for Community Events (20 min) ===
* Usually have a good base of volunteers with an honorarium, but response was poor for planned events this spring. Did an improved call out based on feedback and still got no further response.

* Proposed to offer an hourly wage to volunteers, was approved at the Executive Committee meeting. We’ve canceled May tune-up events but will proceed with bike parking events.
City wants our bike racks for 29 events this year, but we need to think about our other non-city events that we serve (River Hawks, Folk Fest, K Days, M Days, Symphony Under the Sky, Pigeon Poo in the Eye) - a “Both And” approach, which will need negotiation.

* We will create a volunteer list for people named Stephen, because he never saw an invite; same for people named Michelle (that is, we are probably missing some volunteer lists and thus our response was not as good as it could have been).

=== Voicemail and Phone System (15 min) ===
* Our phone system tries to account for all possibilities - outgoing message is 2:20 with lots of options. Feedback is that it is too long.
* Has been changed to direct people to website, may need provisions for people without web access. People can still leave a voice message with a call back number.
* Could we change our subscription with Ring Central? We pay about $1000 per year. Will check with Chris Chan re: options, features etc.

=== Draft Donor Recognition Policy (20 min) ===
[https://docs.google.com/document/d/1kPc5T3P8es1o18bQ_LKg9wIPBBipUWMKWoZxjcgm3rI/edit?usp=share_link Draft Donor Recognition Policy]

=== increasing volunteer responsibilities to increase shop hours (20 min) ===
* Some access limited by our system; there are some frustrations with our system expressed by our members. There are options to increase capacity:
* Wait lists to draw from
* Add 30 minutes to each day we’re open
* Add a new day to our schedule
* Develop a volunteer base that is comfortable with committing to specific hours that allows us to be more predictable.
* Will be risks to take on if relying more on volunteers and we will need to manage those risks
* Is an operational issue and we will try to build capacity this year (i.e. recognise this problem will not be solved quickly and easily)
* Will be on the staff meeting agenda for tomorrow.
* Are there any big concerns with putting a bigger shift/responsibility on volunteers? None expressed.

== Optional items pending time ==

=== Potential New Projects (20 min)(did not discuss) ===

* Review Pet Projects list to see what we want to take on next, and who will do it.
* Potential projects:
** No Period Without
** social family friendly bike ride/cargobike meet up during summer
*Pet Projects from Retreat:
** Bike parking at events
** BE working with organizations and grassroots movements to make biking accessible for houseless people.
** A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
** offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
** Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
** A bike service van
** Website revamp
** community tourism
** Building relationships with funders or other revenue supporters to support the org
** Tube-bogganing
** Bike With Us (previously bike to the symphony)
** weaving used tubes
** BE History/Archive project
** Unpaid artist in residence
** Bike of the month Tiktok/youtube video series
** Online bike art/invention challenge
** Repair videos series
** Guerrilla bike repair street crew

== In Camera Session (not required) ==

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at 8:19 pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes May 2023

2023-06-08T21:46:57Z

Marcel.huculak:

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

== Bike Edmonton Board Meeting Minutes for May 2023 ==

Board meetings are open to Bike Edmonton members and the public.

* Location: Google Meet
* Start Time: May 8, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.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: Kelly Granigan
* Minute-taker: Marcel Huculak
* Board attendance: Kelly Granigan, Marcel Huculak, Andi Eng, Jason Wang, Michelle Bourdon, Ceileigh Cunningham, Charlotte Thomasson, Maxine Myre, Stephen Paskuluk, Alexandra Stout, John Fuller, Matt Hoyt (late)
* Staff attendance: Greg Glatz
* Regrets: Matt Hoyt, John Fuller
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date: June 12, 2023, 7pm
* Location: Google Meet
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1mP1jjx2Fb92_uxJrwReVOYF-VF4zBWmtRqHVC2RFPjM/edit?usp=sharing May President Report]

=== Treasurer's Report ===
* [https://docs.google.com/document/d/1-MHvg7V7HiwkOHJvNJW6TgpbGZdPRPKCKaSelEnF5Ek/edit?usp=sharing Treasurer's report]
* [https://drive.google.com/file/d/1wB2P-trYHjkNNBLBRYd44zaqCIlX0OW2/view?usp=sharing March Statement of Financial Position]
* [https://drive.google.com/file/d/16nO0fUtpNXnbrY-YfarJ-wx2xKogue0g/view?usp=sharing March Comparative Statement]

=== H.R. Committee Report ===
* [https://docs.google.com/document/d/1CLHAE1eFMS0uM-04bDY_n6GBhObiGQctNIs5zeu1IBE/edit?usp=sharing HR Committee Report]

=== Governance Committee Report ===
[https://docs.google.com/document/d/1gaZilCGbebf8ECMCH-aTrl0rjsMWQG3xUP6YQym3Fuk/edit?usp=share_link Governance Committee Report]

=== South Shop Ad-hoc Working Group ===
* [https://docs.google.com/document/d/1wnT5t5Lc4mn84gGHGN3igWdlxeJjYB7rZZwbwuGdSCU/edit?usp=sharing South Shop Working Group May Update]

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this May agenda, the April 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_April_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link volunteer hours] for the past month.
* '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
* '''Committee Chairpersons''' to ensure wiki is up-to-date with committee TOR.
* Reminder of our [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

'''COMPLETED'''
*

== New Business ==

=== Board and Committee Evaluations (15 min) ===
* Some words

=== Staffing for Community Events (20 min) ===

=== Voicemail and Phone System (15 min) ===

=== Draft Donor Recognition Policy (20 min) ===
[https://docs.google.com/document/d/1kPc5T3P8es1o18bQ_LKg9wIPBBipUWMKWoZxjcgm3rI/edit?usp=share_link Draft Donor Recognition Policy]

=== increasing volunteer responsibilities to increase shop hours (20 min) ===

== Optional items pending time ==

=== Potential New Projects (20 min) ===

* Review Pet Projects list to see what we want to take on next, and who will do it.
* Potential projects:
** No Period Without
** social family friendly bike ride/cargobike meet up during summer
*Pet Projects from Retreat:
** Bike parking at events
** BE working with organizations and grassroots movements to make biking accessible for houseless people.
** A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
** offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
** Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
** A bike service van
** Website revamp
** community tourism
** Building relationships with funders or other revenue supporters to support the org
** Tube-bogganing
** Bike With Us (previously bike to the symphony)
** weaving used tubes
** BE History/Archive project
** Unpaid artist in residence
** Bike of the month Tiktok/youtube video series
** Online bike art/invention challenge
** Repair videos series
** Guerrilla bike repair street crew

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Name (time estimate)

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at pm.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]