Board Minutes May 2011 - Revision history

James P: Minutes were approved in June meeting

2011-12-01T21:09:43Z

Minutes were approved in June meeting

← Older revision		Revision as of 21:09, 1 December 2011
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	~~These minutes are not yet approved.~~

	= EBC Board Meeting Minutes for May 25, 2011 =		= EBC Board Meeting Minutes for May 25, 2011 =

Cwc: /* Artist In Residence Funding Proposal */

2011-06-23T09:30:12Z

Artist In Residence Funding Proposal

← Older revision		Revision as of 09:30, 23 June 2011
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	* Anna will update them when the board makes a decision.		* Anna will update them when the board makes a decision.

			[[File:Artist in Residence Business Plan.pdf]]

			[[File:Artist in Residence Budget.pdf]]

	== In Camera ==		== In Camera ==

Cwc at 09:28, 23 June 2011

2011-06-23T09:28:03Z

Show changes

Cwc: /* Carried Forward */

2011-06-22T22:32:31Z

Carried Forward

← Older revision		Revision as of 22:32, 22 June 2011
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	** MAR UPDATE: Outreach, Inclusion, Adcocacy, Info Mgmt are up. To be done: Education, BikeWorks. Chris to put ones we have on the wiki.		** MAR UPDATE: Outreach, Inclusion, Adcocacy, Info Mgmt are up. To be done: Education, BikeWorks. Chris to put ones we have on the wiki.
	** 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		** MAY UPDATE: Chris will ask board members to resubmit directly to Chris.

	=== New action items ===		=== New action items ===
	* <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

Cwc: /* EBC Board Meeting Agenda for May 25, 2011 */

2011-06-22T22:31:51Z

EBC Board Meeting Agenda for May 25, 2011

← Older revision		Revision as of 22:31, 22 June 2011
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	** APR UPDATE: Can't be done.		** APR UPDATE: Can't be done.

	= EBC Board Meeting ~~Agenda~~ for May 25, 2011 =		= EBC Board Meeting Minutes for May 25, 2011 =

	* Time: 6:30pm		* Time: 6:30pm

Cwc: /* EBC Board Meeting Agenda for May 25, 2011 */

2011-06-22T22:31:33Z

EBC Board Meeting Agenda for May 25, 2011

← Older revision		Revision as of 22:31, 22 June 2011
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	* Food by: Chris		* Food by: Chris

	<~~code~~>		<pre>
	Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera		Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera
	Regrets: Brett, Kevin, Bernadette, Stephanie		Regrets: Brett, Kevin, Bernadette, Stephanie

Cwc: /* EBC Board Meeting Agenda for May 25, 2011 */

2011-06-22T22:31:14Z

EBC Board Meeting Agenda for May 25, 2011

← Older revision		Revision as of 22:31, 22 June 2011
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	* Food by: Chris		* Food by: Chris

	<~~pre~~>		<code>
	Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera		Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera
	Regrets: Brett, Kevin, Bernadette, Stephanie		Regrets: Brett, Kevin, Bernadette, Stephanie
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	- has received some significant grants		- has received some significant grants
	- need to relaunch by June 15 to keep momentum going – need space to operate in		- need to relaunch by June 15 to keep momentum going – need space to operate in
	- looking at space on 118 ave – possible space behind The Carrot (1600-1800 sqft) to share with another tenant (Spark, a promotions company). MOTION (Neil): To allow EBC delegate (David) to negotiate space for the spoke for temporary use (up to $700 per month for up to 1 year from EBC general funds). Seconded by Alex C. Motion passed unanimously.		- looking at space on 118 ave – possible space behind The Carrot (1600-1800 sqft) to share with another tenant (Spark, a promotions company).
			MOTION (Neil): To allow EBC delegate (David) to negotiate space for the spoke for temporary use (up to $700 per month for up to 1 year from EBC general funds). Seconded by Alex C. Motion passed unanimously.
	- possible to buy a shipping container ($3,800) and park at EPS (willing to pay power, water, etc) or at a partnering school?		- possible to buy a shipping container ($3,800) and park at EPS (willing to pay power, water, etc) or at a partnering school?
	- Board retreat and planning for next year’s board		- Board retreat and planning for next year’s board
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	Signing Authority for Executive Director		Signing Authority for Executive Director
	- update to MOTION (Chris): To rescind the motion from April 2011. Seconded by James. Motion passed.		- update to MOTION (Chris): To rescind the motion from April 2011. Seconded by James. Motion passed.
	- MOTION (Chris): Executive Director to have full signing authority for EBC within the purview of the objectives of the ~~Society’s~~ bylaws, policies and budget. Seconded by Derek. Motion passed.		- MOTION (Chris): Executive Director to have full signing authority for EBC within the purview of the objectives of the Society's bylaws, policies and budget. Seconded by Derek. Motion passed.

	Staff Reports		Staff Reports

Cwc: /* EBC Board Meeting Agenda for May 25, 2011 */

2011-06-22T22:30:46Z

EBC Board Meeting Agenda for May 25, 2011

← Older revision		Revision as of 22:30, 22 June 2011
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	* Food by: Chris		* Food by: Chris

			<pre>
	Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera		Attendance: Chris, David, Neil, Derek, James, Alex C, Anna, Michael Brisbois, Jayson de Vera
	Regrets: Brett, Kevin, Bernadette, Stephanie		Regrets: Brett, Kevin, Bernadette, Stephanie
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	- Anna will update them when the board makes a decision.		- Anna will update them when the board makes a decision.

			</pre>



			----------------

	~~----------------~~
	= Below this line is just the template from the previous meeting. =		= Below this line is just the template from the previous meeting. =

Cwc at 22:30, 22 June 2011

2011-06-22T22:30:22Z

@@ Line 24: / Line 24: @@
 * Location: ENTS (#201 10575 114th Street)
 * Food by: Chris
 == Call to order ==

Cwc: Created page with "These minutes are not yet approved. == Action Items from Last Meeting == === Carried Forward === * ACTION: Anna to contact ABA about..."

2011-06-22T22:27:54Z

Created page with "These minutes are not yet approved. == Action Items from Last Meeting == === Carried Forward === * ACTION: Anna to contact ABA about..."

New page

These minutes are not yet approved.

== Action Items from Last Meeting ==

=== Carried Forward ===
* ACTION: Anna to contact ABA about CANBIKE
** MAR UPDATE: Anna call again.
** APR UPDATE: Scheduling underway.
** MAY UPDATE: CANBIKE instructors must pay ABA membership ($40/yr – possibly paid by EBC)
** if EBC asks instructors to offer program, we will pay for their ABA fee for the year
* ACTION: All committees to write up their own Terms Of Reference (1-2 pg)
** MAR UPDATE: Outreach, Inclusion, Adcocacy, Info Mgmt are up. To be done: Education, BikeWorks. Chris to put ones we have on the wiki.
** 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
=== New action items ===
* ACTION: ANNA to put EBC priorities into online doc
** APR UPDATE: Not done yet.
* ACTION: '''Alex''' to update Bike Building metrics with correct numbers so that we can re-analyze
** APR UPDATE: Can't be done.

= EBC Board Meeting Agenda for May 25, 2011 =

* Time: 6:30pm
* Location: ENTS (#201 10575 114th Street)
* Food by: Chris

== Call to order ==
6:47pm

* In attendance: CAREY, BLAKEY, PHILLIPS, HALLGREN, CHAN, ROSENBERGER, VESALA
* Regrets:

== Approval of agenda ==
* Motion to approve by BLAKEY. Seconded by CHAN.

== Approval of minutes ==
* Motion to approve March 2011 minutes by BLAKEY. Seconded by CAREY.

=== March board meeting minutes ===

== Action items from last meeting ==

== Next Meeting Date ==
Date: Wednesday, May 25, 2011, 6:30pm
Location: (TBD - BikeWorks, ENTS?)

* Chris will arrange ENTS booking.

== Food For Next Meeting ==
* Neil? if at ENTS...

== Reports ==
=== President ===
* Allison from Carbon meeting
* Bike & Bake sale success!
* EBC MEC night: ~30 members, sold 1 membership
* SEF update

=== Executive Director ===
* April busy event month. Lots of Volunteer org. events. Offsite events have been poorly attended; payment of mechanics isn't working great yet.\
* STEP funding for Events position. 12 wks, budgeted amount awarded.
* Part-time for other positions possibly, no additional funding yet.
* Business plan requested from Artist in Res.
* Education position should help pay for itself.
* Target date for resolving hiring: mid-May.

* Planning for Bikeology through May
* Shop hours for 118 Ave needs to be considered

=== BikeWorks Coordinator ===
* BikeWorks is getting very busy
* Over $1000 on Saturdays, almost $10000 for the month
* Lots of new volunteers
** Well attended orientations, online application forms
* Seems like most people are paying hanging fees
** ACTION: Will try using a hanging clipboard from bike stands
* Volunteer pricing questionable
* First bike rental
** ACTION: Will update website
* Met with Linda Huffman
* E-mailed Scott Peters, haven't heard back, will call
* Neil: Can we post hours, rental, etc. information sheet by the telephone
** ACTION: Will post info by phone

=== Treasurer ===

Attached are the numbers for March. The Art Auction took place in March, so both revenue and expenditure are well above their budgeted numbers. Crappy weather kept Bikeworks revenue somewhat below budget. Wages are a bit higher that budgeted to account for the additional overtime that we now owe to Anna. Other items are more or less as expected. End result is that the bottom line was about $1400 better than expected.

As always, let me know if you have any questions.

[[File:EBC Financial Report - March 2011.xls]]

== New Business ==

=== BikeWorks policy on safety equipment ===
* Reminder

=== Bike to the Symphony ===
* Ticket sales slow
* Partnerships strong
* Espresso cart in Da Capo parking lot
* Donation of prizes from redbike
* Best dressed cyclist contest?
* Backstage tour
* Poster distribution

=== Rental bike program reporting ===
* Derek's happy
* Will wait for some more data from launch
* Financial: Alex to report to Derek
* ALEX to update webpage with bike rental details and photos

=== Alberta Cycle Building Update ===
* '''MOTION:''' (via e-mail on April 8, 2011) CHRIS CHAN moves that EBC begin negotiations with the City of Edmonton to acquire space in the Alberta Cycle building in the immediate short term.

In favour: BLAKEY, PLUIM, CHAN, GREGORWICH, HALLGREN, SCHMIDT, PHILLIPS, HINDLE
Abstain: CAREY
No reply: CHOBY, ROSENBERGER, McEVOY

* ALEX: no response yet from City. Will call.
* Fair number of people ready to help setup. Not concerned about shift volunteers.
* Not there until June, likely.
* Spoke awarded Stollery. Spoke will invoice the City to be reimbursed.
* 2 days a week, plus the Spoke.
* After confirming space, start ordering equipment/parts.
* QBP distribution?

=== Board retreat ===
* No date set yet.
* New doodle poll?

---------------

=== Instructor course fees ===
* RE: fees paid to instructors teaching courses primarily at BikeWorks (not offsite events)
* In Feb., BikeWorks & Outreach committee meeting decided on payment to instructors.
* Alex understood: instructor paid 70% of gross revenue from instructor, incl. membership sales.
* BLAKEY moves that instructors are paid 75% of course fees (considering new member payments as if they paid non-member rates). PLUIM seconds. Carried.

=== Governance of The Spoke ===
* David has been meeting with Kris.

=== Bike building ===
* Will continue through summer

=== Update on charitable status ===
* Anna hasn't looked at the work from the U of A legal students yet. They mostly rehashed the research we had already done. Forms, application, etc. not done. Planned work for May.

=== Bike month contract/MOU ===
* Draft MOU is written and edits are complete/nearly finalized. Almost ready to be signed.

=== Signing ===
* CHAN moves that Anna Vesala is granted authority to enter into contracts on behalf of EBC. Contacts which entail a financial commitment greater than $500 must be approved by another member of the executive committee. Seconded by PHILLIPS. Approved.

=== Hiring committee ===
* Derek Pluim, Bernadette Blakey, Keith Hallgren, James Phillips.
* BLAKEY moves that hiring committee be given authority to decide and hire. HALLGREN seconds. Approved.

== In Camera ==
CHAN moves to go in camera. Seconded by HALLGREN. Approved.

=== SEF ===

== End of Meeting ==

* CHAN moves to adjourn. Seconded by HALLGREN. Adjourned.

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