Board Minutes July 2010 - Revision history

Cwc at 23:45, 24 November 2010

2010-11-24T23:45:07Z

← Older revision		Revision as of 23:45, 24 November 2010
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	Next Board Meeting: August 11		Next Board Meeting: August 11


			[[Category:minutes]]
			[[Category:2009-2010 Board minutes]]

Neil: moved July 2010 to Board Minutes July 2010

2010-09-01T03:14:57Z

moved July 2010 to Board Minutes July 2010

← Older revision		Revision as of 03:14, 1 September 2010
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Neil: fixed link to create unique page title

2010-08-31T21:11:02Z

fixed link to create unique page title

← Older revision		Revision as of 21:11, 31 August 2010
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	== 7. [[In camera]] ==		== 7. [[Board_Minutes_July_2010(In camera)\|In Camera]] ==

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Neil: adjusted headers to standard wiki format

2010-08-31T21:09:01Z

adjusted headers to standard wiki format

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	== == Action Items: == ==		== Action Items: ==

	-Board will seek an operating agreement with Bike Month committee for next year.		-Board will seek an operating agreement with Bike Month committee for next year.
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	meeting.		meeting.

	== == 1. Approval of the Minutes == ==		== 1. Approval of the Minutes ==

	Moved to adopt May and June minutes. David noted that the Chair and Secretary		Moved to adopt May and June minutes. David noted that the Chair and Secretary
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	== == 2. Acting Executive Director’ Report (Chris Chan) == ==		== 2. Acting Executive Director’ Report (Chris Chan) ==

	Chris went to the Westridge Community playground opening as an EBC		Chris went to the Westridge Community playground opening as an EBC
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	for next year to ideally prevent some of the issues from this year.		for next year to ideally prevent some of the issues from this year.

	== == 3. Project Coordinator’s Report (Alexa) == ==		== 3. Project Coordinator’s Report (Alexa) ==

	This document was e-mailed out to staff and is likely on Google Wave		This document was e-mailed out to staff and is likely on Google Wave
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	== == 4. Review of Action Items from June Meeting == ==		== 4. Review of Action Items from June Meeting ==
	== a. Board replenishment ==		=== a. Board replenishment ===

	Michael and Lauren met and discussed Board needs,		Michael and Lauren met and discussed Board needs,
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	== b. Capacity at BikeWorks ==		=== b. Capacity at BikeWorks ===

	Alex looked into the Capacity at BikeWorks for the June dance party. This resulted		Alex looked into the Capacity at BikeWorks for the June dance party. This resulted
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	== c. The charitable objects ==		=== c. The charitable objects ===

	Were obtained and sent out to Board members		Were obtained and sent out to Board members

	== == 5. Old Business == ==		== 5. Old Business ==
	== a. Park(ed) event ==		=== a. Park(ed) event ===

	happened same day as Bikeology festival. Next year we should be		happened same day as Bikeology festival. Next year we should be
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	== b. Financial Report ==		=== b. Financial Report ===

	Neil explained that we are in a good financial position. We are in a deficit this year		Neil explained that we are in a good financial position. We are in a deficit this year
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	== c. MEC Grant for Bike Rental program ==		=== c. MEC Grant for Bike Rental program ===

	Derek updated us that he spent the $ 1300 in		Derek updated us that he spent the $ 1300 in
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	== == 6. New Business == ==		== 6. New Business ==
	== a. Budget ==		=== a. Budget ===

	Neil explained his budgeting for next year was largely based on spending this year.		Neil explained his budgeting for next year was largely based on spending this year.
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	Discussion around the budget:		Discussion around the budget:

	i) Staff		====i) Staff====

	Neil budgeted to keep 2 staff members full time throughout the winter. This was		Neil budgeted to keep 2 staff members full time throughout the winter. This was
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	want full or part time positions when they are interviewed.		want full or part time positions when they are interviewed.

	ii) Bike Month		====ii) Bike Month====

	Budget an $1000 increase for next year. Much debate if we should increase to $5000		Budget an $1000 increase for next year. Much debate if we should increase to $5000
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	Committee members: Erich, Anna, Lauren and Chris		Committee members: Erich, Anna, Lauren and Chris

	iii) Other changes		====iii) Other changes====
	A “volunteer” budget line was created and $50/month was budgeted		A “volunteer” budget line was created and $50/month was budgeted
	Insurance line: $200 increase		Insurance line: $200 increase
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	== b. Staff Hiring Process ==		=== b. Staff Hiring Process ===

	All 4 staff member contracts end August 30. Instead of hiring for 2 positions in the		All 4 staff member contracts end August 30. Instead of hiring for 2 positions in the
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	== c. Edmonton Archives ==		=== c. Edmonton Archives ===
	Derek moves to permit Edmonton Archives to obtain EBC documents and organize		Derek moves to permit Edmonton Archives to obtain EBC documents and organize
	them as per archival standards. SECOND: Neil. Passed		them as per archival standards. SECOND: Neil. Passed


	== d. Bike Bike Conference ==		=== d. Bike Bike Conference ===

	Chris moved to pay for Alex’s registration of $40 for the BikeBike conference in		Chris moved to pay for Alex’s registration of $40 for the BikeBike conference in
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	== == 7. [[In camera]] == ==		== 7. [[In camera]] ==

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DavidFeldman: Links corrected

2010-08-31T18:07:46Z

Links corrected

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	[[Minutes]] for EBC Board Meeting Thursday July 8, 2010 6pm		[[Board of Director's Minutes]] for EBC Board Meeting Thursday July 8, 2010 6pm

Neil: moved July to July 2010

2010-08-31T18:02:41Z

moved July to July 2010

← Older revision		Revision as of 18:02, 31 August 2010
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DavidFeldman: Attendance

2010-08-31T18:00:23Z

Attendance

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	EBC Board Meeting Thursday July 8, 2010 6pm		[[Minutes]] for EBC Board Meeting Thursday July 8, 2010 6pm


	== ~~Present~~: ==		== Attendance: ==
			Voting:
	~~Alexa (Project Coordinator),~~ Chris Chan, Neil Carey, Keegan McEvoy~~, David~~		Chris Chan, Neil Carey, Keegan McEvoy, Jason Ponto, Derek Pluim, Erich Welz, Lauren Price.
	~~Feldman (Chair)~~, Jason Ponto, Derek Pluim, Erich Welz, Lauren Price.

			Non-Voting:
			Alexa (Project Coordinator), David Feldman (Chair)

DavidFeldman: EBC Board Meeting Thursday July 8, 2010 6pm

2010-08-31T17:57:45Z

EBC Board Meeting Thursday July 8, 2010 6pm

New page

EBC Board Meeting Thursday July 8, 2010 6pm

== Present: ==

Alexa (Project Coordinator), Chris Chan, Neil Carey, Keegan McEvoy, David
Feldman (Chair), Jason Ponto, Derek Pluim, Erich Welz, Lauren Price.

== == Action Items: == ==

-Board will seek an operating agreement with Bike Month committee for next year.

-Staff will create a Bike Month report and submit by August 1 to the Board.

-Alex will add the maximum capacity of people able to work on their bikes on the
main shop floor at any one time to BikeWorks policy.

-Derek will meet with Alex to get the bike rental program going ASAP.

-Chris will send out a Doodle poll to find out peoples’ availability for the hiring
meeting.

== == 1. Approval of the Minutes == ==

Moved to adopt May and June minutes. David noted that the Chair and Secretary
must sign the minutes for them to be offical.

== == 2. Acting Executive Director’ Report (Chris Chan) == ==

Chris went to the Westridge Community playground opening as an EBC
representative. EBC received $70 in donations. Chris felt that this was a good event.

Chris raised issues form Bike Month and Alexa also discussed some of them. The
Board decided it needs an operational agreement with the Bike Month committee
for next year to ideally prevent some of the issues from this year.

== == 3. Project Coordinator’s Report (Alexa) == ==

This document was e-mailed out to staff and is likely on Google Wave

== == 4. Review of Action Items from June Meeting == ==
== a. Board replenishment ==

Michael and Lauren met and discussed Board needs,
but did not come up with descriptions for each position on the Board. The Board
decided to remove board member descriptions, except for the executive committee.
We discussed putting a minimum (7) and maximum number (11) of members into
our bylaws.

== b. Capacity at BikeWorks ==

Alex looked into the Capacity at BikeWorks for the June dance party. This resulted
in a conversation at the board level about putting this capacity into official Board
policy for safety purposes. This applies to the space as a whole, for special events.

MOTION: Keegan moved to adopt a policy that Bikeworks (at our current address)

has a maximum capacity of 75 people. SECOND: Lauren
Motion passed with 4/7 in favor.

This is an interim policy while we investigate the fire code.

There was a long discussion about capacity of BikeWorks as a shop Chris wants Alex
to look into the capacity during shop hours and add it to the BikeWorks policy.

== c. The charitable objects ==

Were obtained and sent out to Board members

== == 5. Old Business == ==
== a. Park(ed) event ==

happened same day as Bikeology festival. Next year we should be
closer to the entrance of the Farmer’s Market.

== b. Financial Report ==

Neil explained that we are in a good financial position. We are in a deficit this year
but that is fine because we are in a non-casino year. He provided us with a profit and
loss statement.

MOTION: Neil made a motion that discussions related to staff are considered in
camera. SECOND: Keegan. Passed.

== c. MEC Grant for Bike Rental program ==

Derek updated us that he spent the $ 1300 in
product on panniers, racks, etc. for the bikes.
We have received the first installment of the grant.
There have been some issues in that BikeWorks has a lack of used bikes good
enough to rent out. Derek raised the question of should we just buy new bikes from
MEC?
Discussion: General consensus was against buying new bikes. We would rather stick
with used and pay Alex to coordinate the building up of used bikes for sale. Derek
will meet with Alex to follow up on this.

== == 6. New Business == ==
== a. Budget ==

Neil explained his budgeting for next year was largely based on spending this year.

Discussion around the budget:

i) Staff

Neil budgeted to keep 2 staff members full time throughout the winter. This was
highly debated with some people wanting 1 full time and 1 part time staff in order to
cut spending and because there may not be enough for them to do. Others thought
it best to have 2 full time staff members to grow the organization. In the end the
Board decided to keep the budget at 2 and wait until we hear from the staff if they
want full or part time positions when they are interviewed.

ii) Bike Month

Budget an $1000 increase for next year. Much debate if we should increase to $5000
as per new budget, but we decided it will be contingent upon changes made to
Bike Month. The idea of putting an in-kind labour donation into the budget would
accurate reflect EBC’s contribution to Bike Month.

An ad-hoc committee was created to meet and discuss Bike Month. This committee
will raise concerns and how issues can be fixed for next year as well as the ideas
needed to do so. It will also look at staff hours needed because it should not be
more than 40 per week during Bike Month.
Committee members: Erich, Anna, Lauren and Chris

iii) Other changes
A “volunteer” budget line was created and $50/month was budgeted
Insurance line: $200 increase
Office supply line: increase by $250 for volunteer nametags
Staff and board development: $400 for 2 people

== b. Staff Hiring Process ==

All 4 staff member contracts end August 30. Instead of hiring for 2 positions in the
traditional interview process the Board wants whichever current staff members
want to continue to work for EBC to present to the Board about their goals, their
deadlines for the work they want accomplish and number of hours per week they
wish to work. They will present for 10 minutes and there will be 10 minutes for
questions. The board will listen to these presentations and figure out our staff
needs based on their goals.

This process needs to start right away to finalize the budget by mid August.

Derek will write up a rough draft of the process to send out to staff members.
Chris will create a Doodle poll for the hiring meeting

== c. Edmonton Archives ==
Derek moves to permit Edmonton Archives to obtain EBC documents and organize
them as per archival standards. SECOND: Neil. Passed

== d. Bike Bike Conference ==

Chris moved to pay for Alex’s registration of $40 for the BikeBike conference in
Toronto. Seconded by Derek. Passed.

== == 7. [[In camera]] == ==

Removed

Ex-camera

Adjourn 10:30pm

Next Board Meeting: August 11