Board Minutes March 2018: Difference between revisions
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=== Volunteer Survey - Karli (15 min) === | === Volunteer Survey - Karli (15 min) === | ||
* The board provided input on the survey | |||
* Next steps are passing this over to the board to be refined and distributed (as Karli's internship is nearly finished) | |||
=== Volunteer Engagement Brainstorming - Nancy (15 min) === | === Volunteer Engagement Brainstorming - Nancy (15 min) === |
Revision as of 02:33, 13 March 2018
These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
EBC Board Meeting Minutes for March 2018
Board meetings are open to the EBC members and the public.
- Date: Monday March 12, 2018
- Location: Room 113 Education South Education South, University of Alberta
- Start Time: 6:30pm
Please RSVP to board@edmontonbikes.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:
- Minute-taker: Jasmine
- Food by: Geoff
- Board attendance:
- Staff attendance:
- Regrets: Helen
- Absent:
- Guests:
Call to Order
- Meeting called to order by Jeremy at 6:37pm.
Logistics for Next Meeting
- Date: Monday April 9, 2018 6:30pm
- Location: U of A, Education South 1-13
- Chair:
- Minute-taker:
- Food by:
Approval of Agenda, Minutes, Reports (5 min)
To approve this March 12 agenda, the February 2018 minutes, and reports as presented below. | ||
Moved: | Geoff | |
Seconded: | Nancy |
Aye | No | Abstain |
---|---|---|
7 | 0 | 0 |
Carried |
President's Report - Jeremy
- [Presidents Report February 2018 ]
President's Report Discussion
- Strategic planning session coming up in less than a month (see update in business items below)
H.R. Committee Report - Nancy
HR Report Discussion
Treasurer's Report - Geoff/Ali
Treasurer's Report Discussion
Administrative Committee Report - Jonathan/Ali
- [ Administrative Committee Report]
Strategic Planning Committee Report
Current and Completed Business
EBC Big Bike Sale -
- Will need a bunch of volunteers (board welcome) - greeters, people to install accessories, processing transactions
- Taking place on Saturday April 28 (likely) in the morning, before the shop opens
- Helpful to have bikes sized for the sale
Committee reporting and document templates -
- Workplan check-in (Workplan Template)
- Terms of reference check-in (Terms of Reference Wiki Page)
- Discussion notes:
- TOR shall be linked here for the next board meeting. Board members to review prior to the next meeting.
BWN Shop Update - Mike S. (15 min)
https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#
- Locations under consideration
- Original location: looking to rent the whole building, so this is on the back burner for now.
- Option: 106 Ave and 106 St
- Option: Commerce Place with concrete everything
- Considering negative rent where they pay us a certain amount to offset the costs of operation
- If we do decide to stay at the BWN location, need to decide soon if we'd like to have renovations done. The individual who would undertake the renovations is imminently moving to Canmore.
- Strongly consider the financial risk of a new location.
- Costs are known at each location, although revenues are less certain.
- Lack of cash reserves means less cushion if revenue is low.
- Under what conditions can we make a move? Can those come to fruition soon?
- Options on the table are keep BWN open, move location of BWN (immediately after lease or after a period of time), or close BWN.
- General Thoughts on BWN Status:
- Consolidate the two BikeWorks locations
- Move to a downtown location would be close to downtown, the bike grid, MacEwan students. Shut down North shop and look for ideal location without pressure of dovetailing with lease.
- From a financial perspective, not a good idea to move into a new space that will have costs and less certain revenue. Might not afford new location.
- Should do the fiscally-responsible thing. Coming up of BWN lease is a good time to reconsider our choice of location.
- Focus on revenue is the wrong focus; shift that to soliciting sponsorship. Garner sponsorship prior to getting new location.
- Sponsorship opportunities that are currently on the table are for smaller amounts ~$5,000-$10,000
- Consider asking EBC members for money (doing a fundraising campaign)
- Crowdfunding campaign was done with BWS relocation.
- BWN does offer a lot to the community, despite lower revenues
- Can't say anything definitive. Limited potential of BWN location, even after renovations.
- Business perspective - work on rebranding and relocation in conjunction, which could save money.
- Consider that not all the expenses of BWN will be eliminated if BWN is shut down (such as salary costs that are currently being split).
- How to move forward?
- Before the next meeting, put together the other options (locations) including the cost.
- Put together a spreadsheet with all options, assumptions for revenue/growth, costs of moving (led by Ali/Geoff/Mike S./Chris Chan)
- Create options for scenarios in the spreadsheet (if shop fees or parts costs were changed)
- Ask Neil for current YTD, and financial position of EBC
Volunteer Survey - Karli (15 min)
- The board provided input on the survey
- Next steps are passing this over to the board to be refined and distributed (as Karli's internship is nearly finished)
Volunteer Engagement Brainstorming - Nancy (15 min)
- HR Committee had a brainstorming session to flesh out areas to address root barriers and motivations for volunteering.
- By addressing all motivations and barriers, we can ensure our programming enhances the motivators and mitigates the barriers.
- All of these will go into a chart, and think of how this can be operationalized.
- These will be run by staff to help guide our volunteer recruitment and retention.
Board Evaluation - Jasmine (10 min)
- Results Summary - Beginning-of-Term Assessment
Strategic Planning Session - Jeremy (10 min)
- Dates:
- Times:
- Attendees:
In Camera:
- Discussion notes:
To go in Camera | ||
Moved: | ||
Seconded: |
Aye | No | Abstain |
---|---|---|
Expression error: Unexpected < operator. |
Adjournment
To adjourn the meeting at _____ | ||
Moved: | ||
Seconded: |
Aye | No | Abstain |
---|---|---|
Expression error: Unexpected < operator. |