Board Minutes May 2013: Difference between revisions

* Minute-taker: Adam

* Food by: Chris Corrigan

* Staff attendance: Chris Ch., Coreen

* Absent: Neil

* Guests:

** 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.

=== Treasurer's Report (15 min)===

** 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.

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

** 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.)

=== BikeWorks Report (10 min)===

** 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.

=== 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.  

=== H.R. Policy Committee Report (10 min)===

* 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.

=== Volunteer Appreciation Event Committee Report (5 min)===

** 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.

== Current & Completed Business ==

* 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.

* It may help to set the AGM date so we can begin to plan for board recruitment.  

* 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)===

* Discussion notes:

** Lee will do it. Sarah. Will. Do. It. Again. All right, Leila'll be on the committee.

* <span style="background: yellow;">Motion:</span> The committee will consist of at least Leila, Sarah, and Lee. Motioned by Leila. Seconded by Anna. '''Motion Carried.'''

* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by Leila. Seconded by Adam. '''Motion Carried.'''

== Adjournment ==

[[Category:minutes]]

[[Category:2012-2013 Board minutes]]