Board Minutes June 2011 - Revision history

James P: The minutes were approved in the January 2012 meeting.

2012-01-14T21:21:48Z

The minutes were approved in the January 2012 meeting.

← Older revision		Revision as of 21:21, 14 January 2012
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	~~These minutes are not yet approved.~~

	= EBC Board Meeting Agenda for June 23, 2011 =		= EBC Board Meeting Agenda for June 23, 2011 =

Cwc at 02:59, 24 June 2011

2011-06-24T02:59:06Z

← Older revision		Revision as of 02:59, 24 June 2011
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	== End of Meeting ==		== End of Meeting ==
			Adjourned 8:59pm.

	[[Category:minutes]]		[[Category:minutes]]
	[[Category:2010-2011 Board minutes]]		[[Category:2010-2011 Board minutes]]

Cwc: /* In Camera */

2011-06-24T02:40:12Z

In Camera

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	== In Camera ==		== In Camera ==
	CHRIS moves that we go in camera. Seconded by Alex. Approved.		CHRIS moves that we go in camera. Seconded by Alex. Approved.


	== End of Meeting ==		== End of Meeting ==

Cwc at 02:36, 24 June 2011

2011-06-24T02:36:35Z

← Older revision		Revision as of 02:36, 24 June 2011
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	** New parts on veranda?		** New parts on veranda?
	* SEE: BikeWorks Coord in April minutes: action items		* SEE: BikeWorks Coord in April minutes: action items

			=== Network accounting/business infrastructure ===
			* Needs RedHat
			* David F has donated a server computer

	=== Metrics ===		=== Metrics ===
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	* ACTION: ANNA will update metrics.		* ACTION: ANNA will update metrics.

	=== Membership ===		=== Membership ===
	* EBC membership is declining.		* EBC membership is declining.
	** 657 at the end of April.		** 657 at the end of April.
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	* Online membership: has an e-mail been sent instructing volunteers on form usage? If the concern is too many e-mail to volunteers, the thinking should be: getting too many e-mails may not be great, but being a volunteer and not having any communication is far far worse: not knowing what's going on is an extremely frustrating experience when you're just trying to help.		* Online membership: has an e-mail been sent instructing volunteers on form usage? If the concern is too many e-mail to volunteers, the thinking should be: getting too many e-mails may not be great, but being a volunteer and not having any communication is far far worse: not knowing what's going on is an extremely frustrating experience when you're just trying to help.
			** Household rollout for online renewal?
			** ACTION: Neil & Chris to chat about Paypal
			** Renewal reminder sent out at start of June. Had a couple bites.
	* Member benefits: is there a write-up? Have we figured out our sponsorship/discount partners to include? Getting this done is quite high on our priorities list (ranked 2-3, with 1 being highest)		* Member benefits: is there a write-up? Have we figured out our sponsorship/discount partners to include? Getting this done is quite high on our priorities list (ranked 2-3, with 1 being highest)
			** Jayson to establish formal agreements with partners
	* Member renewal notices: are they being sent out? 100 members == $2000.		* Member renewal notices: are they being sent out? 100 members == $2000.
			** Sent out
	* Member sign-up http://edmontonbikes.ca/membersignup/shop/index.html		* Member sign-up http://edmontonbikes.ca/membersignup/shop/index.html
	* Member look-up http://edmontonbikes.ca/membersignup/shop/lookup.html		* Member look-up http://edmontonbikes.ca/membersignup/shop/lookup.html

	=== Contract ~~Renewal Committee~~ ===		=== Personnel Committee ===
			* Performance review
			* Contract renewal
			* Derek, Steph, Chris.
			* Before giving feedback on wages, budget for next year needs to be set
			** Get input on desired wages, make recommendation

			=== Keegan ===
			* CHAN moves to remove Keegan McEvoy from the board for lack of attendance. STEPH seconds. Approved.

	=== AGM Date & Committee ===		=== AGM Date & Committee ===
	* Sunday, September 18, 2011		* Sunday, September 25, 2011

			* Book Parkallen Hall?
			** Capacity is 75
			** No internet access
			** Kitchen
			* Strathcona Library program room?
			** No kitchen

	* Board position descriptions		* Board position descriptions
	** Nominations		** Nominations
			** Steph staying
			** Chris gone
			** Neil maybe staying, but not treasurer
			** Alex staying (unless job takes away)
			** Derek going back to school. Not sure.
			** James not sure.
			** Brett staying.
			** Keith likely not staying.
			** (David gone)

			* ANNA on vacation for early Sept.

			* Need people not coming through BikeWorks

			* CHRIS, ANNA, NEIL form committee.

	* AGM followed by late September meeting and a late October meeting including both the old board + new board		* AGM followed by late September meeting and a late October meeting including both the old board + new board
	* New board takes over on November 1		* New board takes over on November 1


	Work involved includes any of the following:		Work involved includes any of the following:
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	=== Spoke space ===		=== Spoke space ===
			* Re-affirm: go ahead.
			* ACTION: Chris to e-mail Kris. Please go ahead. EBC will give feedback on layout, but we like the Carrot space.

	=== Strategic plan ===		=== Strategic plan ===
			* N/A

	== In Camera ==		== In Camera ==
			CHRIS moves that we go in camera. Seconded by Alex. Approved.


	== End of Meeting ==		== End of Meeting ==

Cwc at 01:59, 24 June 2011

2011-06-24T01:59:03Z

← Older revision		Revision as of 01:59, 24 June 2011
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	== Next Meeting Date ==		== Next Meeting Date ==
	* Date: ~~Wed/Wed/Thurs~~, July 20~~/27/28~~, 2011, 6:30pm		* Date: Wednesday, July 20, 2011, 6:30pm
	* Location: BikeWorks		* Location: BikeWorks

	== Food For Next Meeting ==		== Food For Next Meeting ==
	* Not James.		* Not James.
			* Anna - food?
			* Alex C - if Anna can't

	== Reports ==		== Reports ==
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	* Staff training on CANBIKE		* Staff training on CANBIKE
	* Received $4000 MEC grant to accompany $5000 YES grant		* Received $4000 MEC grant to accompany $5000 YES grant
			** ACTION: Chris will send product list to Neil
	* CBC Radio One interview on biking in the rain		* CBC Radio One interview on biking in the rain
	* Bike mechanics at various events		* Bike mechanics at various events
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	=== Executive Director ===		=== Executive Director ===
			* Staff logistics, networking, coordinating
			** Need IT support to reconnect computer networking
			* Jayson: keeping up with Bike Month, offsite events
			* Ed Coordinator: trial course this weekend, upcoming courses for the summer are scheduled
			** Issue: Insurance caveat doesn't cover "sporting" things. Michael called ABA. $50/ course from ABA insurance. Michael will confirm with Hardeep whether or not our courses can be covered.
			** Chris has about $1000 to contract education for community leagues. Make sure Michael contacts Chris. ACTION: Anna will talk to Michael about community leagues.
			* Mechanic payment reconciliation:
			** ACTION: Neil will finish paying other mechanics
			* ACTION: Neil will write cheque to ESO
			* Printing round of signs, rules, pop-up displays for events, brochures incl. rentals, education, etc.
			** If anyone has additional items, submit to Anna by June 30.
			* Canada Summer Jobs grant:
			** Still in communication with CSJ administrator to cover Jayson
			* Edmonton Operating grant: $10000 received
			* $1600 from donation matching Community Spirit grant
			* ANNA: Written report will be sent by June 30

	=== BikeWorks Coordinator ===		=== BikeWorks Coordinator ===


	=== Treasurer ===		=== Treasurer ===
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	* Not sure what else to say. The additional income we've been bringing in will allow us to offset the additional spending we've authorised (AiR and two summer staff), so that's alleviated some of my concerns.		* Not sure what else to say. The additional income we've been bringing in will allow us to offset the additional spending we've authorised (AiR and two summer staff), so that's alleviated some of my concerns.

			* Donations are fantastic this year, from every stream.

	[[File:EBC Financial Report - May 2011.xls]]		[[File:EBC Financial Report - May 2011.xls]]
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	== New Business ==		== New Business ==

			=== Staff training ===
			* ANNA will re-train staff on appropriate behaviour, anti-discrimination

	=== Staff reports ===		=== Staff reports ===
	* ~~Where are they?~~		* Needs to be done

	=== Utilities reconciliation ===		=== Utilities reconciliation ===
	* This is ~~really critical~~ for ~~continued~~ funding ~~from AGLC.~~		* This is maybe important for AGLC funding, but hasn't received comment lately

	=== Bike Month ===		=== Bike Month ===
	* MOU		* MOU
	* Invite VELO rep to give report at ~~July or August meeting~~		** Signed
			** Digital copy can be made.
			* Invite VELO rep to give written report on how they feel our relationship is
			** ACTION: Anna will invite VELO

			=== Archives ===
			* Steph can provide advice on what needs to be kept.
			* Micah wants to write a grant for archival research at EBC.
			** Will send 2-pg proposal

	=== BikeWorks loss prevention ===		=== BikeWorks loss prevention ===
	* ~~Investigate and report~~ on problem, and solutions.		* We are losing money on new parts.
			* Report on problem, and solutions?
			* Better inventory control--too time-consuming to do without computer system.
			* About half of our new parts aren't accounted for.
			* Greeter/cashier/floor supervisor/shop host may be very useful in reducing loss.
			** Volunteer orientation has included this
			** ANNA will focus Alex on shop host invitations, and one-off tasks
			* BRETT: Revisit having new parts on shop floor:
			** New parts on veranda?
			* SEE: BikeWorks Coord in April minutes: action items

	=== Metrics ===		=== Metrics ===
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	* We have built and sold 0 bikes since March, but have spent hundreds on food.		* We have built and sold 0 bikes since March, but have spent hundreds on food.
	* We have rented 0 bikes and 0 trailers.		* We have rented 0 bikes and 0 trailers.
			* ACTION: ANNA will update metrics.

	=== Membership ===		=== Membership ===

Cwc at 01:02, 24 June 2011

2011-06-24T01:02:29Z

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	== Call to order ==		== Call to order ==

	* In attendance:		* In attendance: Alex C, Derek, James, Steph, Neil, Brett, Chris, Anna
	* Guests:		* Guests:
	* Regrets:		* Regrets: David, Bernadette, Keith, Kevin

	== Approval of agenda ==		== Approval of agenda ==
	* Motion to approve by . Seconded by .		* Motion to approve by Alex C. Seconded by Derek. Approved

	== Approval of minutes ==		== Approval of minutes ==

	* Motion to approve April 2011 minutes by . Seconded by .		* Motion to approve April 2011 minutes by CHAN. Seconded by JAMES. Approved
	* Motion to approve May 2011 minutes by . Seconded by .		* May minutes: need to add motion about AiR:
			** Motion: Approve dual Artist-in-resident position. Pay scheme is to be as a contractor paid out in bi-weekly increments. $8,000 fee, plus disbursements at cost to a maximum of (proposed budget plus 10%). Moved by CHAN. Seconded by DEREK. Approved.
			* Motion to approve May 2011 minutes by DEREK. Seconded by ALEX. approved

	== Action items from last meeting ==		== Action items from last meeting ==
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	** APR UPDATE: Chris updated wiki. Missing are: '''Outreach, Inclusion, Advocacy, Education & Safety'''. BikeWorks and Volunteer are somewhat incomplete. CHRIS to e-mail everyone to resend if available.		** APR UPDATE: Chris updated wiki. Missing are: '''Outreach, Inclusion, Advocacy, Education & Safety'''. BikeWorks and Volunteer are somewhat incomplete. CHRIS to e-mail everyone to resend if available.
	** MAY UPDATE: Chris will ask board members to resubmit directly to Chris.		** MAY UPDATE: Chris will ask board members to resubmit directly to Chris.
	** JUNE UPDATE:		** JUNE UPDATE: Inclusion, Outreach, Volunteer.
	* <span style="background: lightgrey;">ACTION:</span> ANNA to put EBC priorities into online doc		* <span style="background: lightgrey;">ACTION:</span> ANNA to put EBC priorities into online doc
	** APR UPDATE: Not done yet.		** APR UPDATE: Not done yet.
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	=== New items ===		=== New items ===
	* <span style="background: lightgrey;">ACTION:</span> ANNA to have a timeline of completion for charitable status by June 3.		* <span style="background: lightgrey;">ACTION:</span> ANNA to have a timeline of completion for charitable status by June 3.
			** JUNE UPDATE: Hasn't happened. Steph and Kathy can help. If paperwork can be given to Kathy, she can do a lot of it.
	* <span style="background: lightgrey;">ACTION:</span> CHRIS, DAVID, ANNA to list what we need for the strategic plan.		* <span style="background: lightgrey;">ACTION:</span> CHRIS, DAVID, ANNA to list what we need for the strategic plan.
			** JUNE UPDATE: Haven't met. Strategic Plan Development program. 16hr. ANNA will look into booking a weekend for this program.
	* <span style="background: lightgrey;">ACTION:</span> Anna to update VELO MOU with exact number of hours per week of EBC staff hours that can be for Bikeology.		* <span style="background: lightgrey;">ACTION:</span> Anna to update VELO MOU with exact number of hours per week of EBC staff hours that can be for Bikeology.
	** JUNE UPDATE:		** JUNE UPDATE: Didn't do number of hours per week. Will add note for next year.
	* <span style="background: lightgrey;">ACTION:</span> Anna to contact NAA ASAP. Prefer a 2 year lease. Anna to negotiate – must bring the offer to the board for approval.		* <span style="background: lightgrey;">ACTION:</span> Anna to contact NAA ASAP. Prefer a 2 year lease. Anna to negotiate – must bring the offer to the board for approval.
	** JUNE UPDATE:		** JUNE UPDATE: New "residential" lease agreement signed to 2013. NEIL has concerns about AGLC reception of this. Gas is still gone. ANNA will ask about reconciliation, security/fire exits, and will re-write lease as a commercial lease.

	== Next Meeting Date ==		== Next Meeting Date ==

Cwc: /* BikeWorks loss prevention */

2011-06-23T10:36:56Z

BikeWorks loss prevention

← Older revision		Revision as of 10:36, 23 June 2011
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	=== BikeWorks loss prevention ===		=== BikeWorks loss prevention ===
	* ~~Report~~ on problem, and solutions.		* Investigate and report on problem, and solutions.

	=== Metrics ===		=== Metrics ===

Cwc: /* BikeWorks lossage */

2011-06-23T10:36:31Z

BikeWorks lossage

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	* Invite VELO rep to give report at July or August meeting		* Invite VELO rep to give report at July or August meeting

	=== BikeWorks ~~lossage~~ ===		=== BikeWorks loss prevention ===
	* Report on problem, and solutions.		* Report on problem, and solutions.

Cwc: /* Bikeology lossage */

2011-06-23T10:35:20Z

Bikeology lossage

← Older revision		Revision as of 10:35, 23 June 2011
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	* Invite VELO rep to give report at July or August meeting		* Invite VELO rep to give report at July or August meeting

	=== ~~Bikeology~~ lossage ===		=== BikeWorks lossage ===
	* Report on problem, and solutions.		* Report on problem, and solutions.

Cwc: /* Call to order */

2011-06-23T10:32:39Z

Call to order

← Older revision		Revision as of 10:32, 23 June 2011
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	* In attendance:		* In attendance:
	* Regrets:		* Guests:
			* Regrets:

	== Approval of agenda ==		== Approval of agenda ==