Bike Edmonton

Board Minutes May 2018: Difference between revisions

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Board Minutes May 2018 (view source)

Revision as of 03:34, 15 May 2018

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* Food by: n/a
* Food by: n/a
* Board attendance: Helen, Jonathan, Geoff, Mike S., Nancy, Jeremy, Jasmine
* Board attendance: Helen, Jonathan, Geoff, Mike S., Nancy, Jeremy, Jasmine
* Staff attendance:  Molly
* Staff attendance:  Molly, Chris
* Regrets: Ali, Mike P.
* Regrets: Ali, Mike P.
* Absent:  
* Absent:  
* Guests:
* Guests: Mark


== Call to Order ==
== Call to Order ==
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== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, June 11, 2018 6:30pm
* Date: Monday, June 11, 2018 6:30pm
* Location: U of A, Education South 1-13
* Location: U of A, Education South 113
* Chair:
* Chair: Geoff
* Minute-taker:  
* Minute-taker: Jasmine
* Food by:
* Food by: Mike P. (back-up Mike S.)


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this May 14 agenda, the [[Board Minutes April 2018|April 2018]] minutes, and reports as presented below.
   |motion=To approve this May 14 agenda, the [[Board Minutes April 2018|April 2018]] minutes (notes [https://docs.google.com/document/d/16yk9L-GVqURj_YjMcILg1t5-W1BN6KMC10S55xH4jLg/edit?ts=5aef77e6 here]), and reports as presented below.
   |first=
   |first= Mike S.
   |second=
   |second= Nancy
   |yes=
   |yes= 7
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result=
}}
}}
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* [https://docs.google.com/document/d/1rTaOzuZ0yoyRWNnKbA78BLVxD2-5Zk3vMayoZtkkjq0/edit Volunteer Engagement Motivations and Barriers 2018]
* [https://docs.google.com/document/d/1rTaOzuZ0yoyRWNnKbA78BLVxD2-5Zk3vMayoZtkkjq0/edit Volunteer Engagement Motivations and Barriers 2018]
'''HR Report Discussion'''
'''HR Report Discussion'''
*
* Motivations and Barriers for volunteering document; identify gaps in incentives and unaddressed barriers to ensure we're supporting volunteer engagement
* Molly to share notes from "demonstrating volunteer impact" presentation which could contribute to this effort


=== Treasurer's Report - Geoff/Ali ===
=== Treasurer's Report - Geoff/Ali ===
* [https://docs.google.com/document/d/1V38gv_6wPb3pCj03pzsuJigeodNnH5FhzJ17pI7v6_k/edit#heading=h.gjdgxs Treasurer's Report]
* [https://docs.google.com/document/d/1V38gv_6wPb3pCj03pzsuJigeodNnH5FhzJ17pI7v6_k/edit#heading=h.gjdgxs Treasurer's Report]
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
*
* Jon:  Report is lacking a link to Neil's report, and may need to
* Can check on Neil's reports by accessing the EBC Google Drive financial folder


=== Administrative Committee Report - Jonathan/Ali ===
=== Administrative Committee Report - Jonathan/Ali ===
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=== BWN lease renewal - Jon (15 min) ===
=== BWN lease renewal - Jon (15 min) ===
*  
* Renewal rates for existing location: $10/ft^2 for main floor, extra $200 for mezzanine.
** Current landlord is happy keeping EBC as tenants
* Landlord offered EBC a space in the same building: 1255 ft^2, garage door in the back, yard space 3/4 size of existing yard, 2-3 parking stalls
** Size may be inadequate for bike sales and workshop space
* BWN shift to streetfront unit
** Being right on 111 Ave might increase BWN visibility, and attract new clients
** Location is still set-back from road, door access is not from the sidewalk
* Any way to combine the two units
* Goal of moving BWN wasn't for more space; goal was to increase revenue potential
* Renewal of BWN Lease
** 3 years comfortable time, could consider other shop locations in this time
** Done our due diligence in investigating other options and considering financial position.
** Minimal risk of doing one-year lease, which would allow flexibility to look for a new space.  Would require board-level commitment to keep that moving.  Mike S. and Chris could work together to keep it moving
** Consider a 18-month lease to shift potential move from busy season
** 12-18 month lease could give us time to try to engage the community.  A shorter time
* Feasibility of BWN still worth it?  Looking at costs and revenues of both shops, BWN is doing okay.
 
 
{{Motion
  |motion=Jonathan will speak with BWN landlord about an 18 month-lease at the current BWN location.
  |first= Geoff
  |second= Jasmine
  |yes=7
  |no= 0
  |abstain=0
  |result=
}}


=== Name change updates - Chris (15 min) ===
=== Name change updates - Chris (15 min) ===
* [https://docs.google.com/document/d/1KXcsJZyQ7bcZ8QH71XpI9KNlmwnU_442UdIcTo3EVuo/edit Name change tasks]
* [https://docs.google.com/document/d/1KXcsJZyQ7bcZ8QH71XpI9KNlmwnU_442UdIcTo3EVuo/edit Name change tasks]
* Officially, our organizations name is Bike Edmonton, but until the launch on July 14, we won't publicly call ourselves that.
* Will need to update our name on search engines and online sites, paper materials, some aspects will need to be redesigned
* All these things will need to be done in time to send to print
* Q: Will switching servers for some of our online sites be too much work?  Switching to Square Space from WordPress will be already a huge burden lifted
* Q: Considering we want the name change public by July, how much should be done in advance, and what can be done after?  Prioritizing the public-facing materials is crucial to minimize confusion.
* Consider doing a volunteer call-out for name change transition tasks, especially for the physical resources.


=== Volunteer Survey update - Nancy (15 min) ===
=== Volunteer Survey update - Nancy (15 min) ===
*  
* Survey is ready to go
* Board should be ready to have a follow-up to the survey results (a "What we heard" document)
** When we want to release the survey, we should be prepared to analyze responses right away
* If Geoff gets an EBC membership list, he can send it out through his survey work systems
* Chris, Geoff, Nancy to discuss specifics of this survey send-out


=== Fundraising event, Rock jungle - Helen (15 min) ===
=== Fundraising event, Rock Jungle - Helen (15 min) ===
*  
* June 30 or July 14 (the latter may not be ideal date based on staffing concerns)
** Dates were chosen to avoid major events and adapt to varying schedules
* Will get to use the space for free, EBC members can climb for free, shoe rentals will have an associated cost
* Set it up so drinking and climbing don't overlap
* Stacey in touch with local breweries to get kegs, outdoor patio with licence
* Look into screen-printing with members' clothing
* Looking into musicians to play that night
* Request for board members to help out in the operations of the event
* Promotional opportunities
** Rat Creek Press
** The Yards magazine
** Promo in community leagues


=== Offsite Bicycle Donation Location - Jon (15 min) ===
=== Offsite Bicycle Donation Location - Jon (15 min) ===
*  
* Joe Clare, patron at BWN, has offered to help out to support the organization as a volunteer-at-large
* Noticed that donations can only be made during BikeWorks open hours
** Offered to put up a secure enclosure on his site where people can make donations whenever his business is open (he has a retail location in Strathearn)
* Having a Bike Edmonton depot is a great way to engage with the community
* No foreseeable risks to our organization or reputation
** What would the demand be on that donation site?
** Risk of us getting stuck with a ton of scrap metal.  Those taking donations would have to make a judgement on whether it's acceptable
* As an organization, we can do a better job at turning donations into cash, and this can be a starting point to increasing quantity of donations
 
 
{{Motion
  |motion= To accept offer for offsite donations
  |first= Mike S.
  |second= Jonathan
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}
 
=== New Board Members (15 min) ===
{{Motion
  |motion= To add 2 new board members to our board - M
  |first=Nancy
  |second=Helen
  |yes= 7
  |no= 0
  |abstain=0
  |result=
}}


=== Strategy Session Update - Jeremy (15 min) ===
=== Strategy Session Update - Jeremy (15 min) ===
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* [https://docs.google.com/document/d/1YsNgkmMehAoj9pB4T4od2mGmj2D_J3NZtkNxzWgO2GU/edit?ts=5afa2550 Strategic Planning Session 2018: Leverage Opportunities 6]
* [https://docs.google.com/document/d/1YsNgkmMehAoj9pB4T4od2mGmj2D_J3NZtkNxzWgO2GU/edit?ts=5afa2550 Strategic Planning Session 2018: Leverage Opportunities 6]
* [https://docs.google.com/document/d/14N7sx5S3p93d1vfdNDm2POye_oT8qal4Hy-Kgr4q0vk/edit?ts=5afa2667 Strategic Planning Session 2018: Leverage Opportunities 7]
* [https://docs.google.com/document/d/14N7sx5S3p93d1vfdNDm2POye_oT8qal4Hy-Kgr4q0vk/edit?ts=5afa2667 Strategic Planning Session 2018: Leverage Opportunities 7]
 
'''Strategy Session Discussion'''
=== '''Committee reporting and document templates ''' - ===
* This session was great; requires follow-up
* Workplan check-in ([https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template])
* What's next from here?
* Terms of reference check-in ([http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page])
** Have Strategic Planning committee members to help put these plans to motion
* Discussion notes:
** Identify who worked on which aspects, might be able to move it along a little quicker, solicit help from volunteers
** TOR shall be linked here for the next board meeting.  Board members to review prior to the next meeting.
** Recommendation: Executive committee to prioritize leverage opportunities
 
** Still work to pull information and materials together, so they can be ready to be picked up again after a hold


=== In Camera: ===
=== In Camera: ===
* Discussion notes:
{{Motion
{{Motion
   |motion=To go in Camera
   |motion=To go in Camera
   |first=
   |first=
   |second=
   |second=
   |yes=
   |yes=  
   |no=  
   |no=  
   |abstain=  
   |abstain=  
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}}
}}


=== In Camera: ===
* Discussion notes:


{{Motion
{{Motion
   |motion=To go out of Camera
   |motion=To go out of Camera
   |first=
   |first= Jonathan
   |second=
   |second=Jeremy
   |yes=  
   |yes= 7
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=
   |result=
}}
}}
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== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at _____
   |motion=To adjourn the meeting at 9:33pm.
   |first= Nancy
   |first= Nancy
   |second=  
   |second=  
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