Board Minutes October 2018

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for October 2018

Board meetings are open to the EBC members and the public.

• Date: Monday, October 1, 2018
• Location: Room 113 Education South Education South, University of Alberta
• Start Time: 6:30pm

Please email [email protected] if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Geoff
• Minute-taker: Jasmine
• Food by: Nancy
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by ____ at ____pm.

Logistics for Next Meeting

• Date: October 1, 6:30pm
• Location: TBA
• Chair: Geoff
• Minute-taker: Jasmine
• Food by: Nancy

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October 1 agenda, the September 2018 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan

'HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

• [ Treasurer's Report August 2018]

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplan

Strategic Planning Committee Report

• Work Plan

Current and Completed Business

End-of-term Evaluation - Jasmine (5 min)

• 7/7 who completed the survey indicated they would like to return
• Variety of responses about satisfaction, area of improvement
• Put together a summary report to outline everyone's personal reflection on their role on the board
• Likert scale might be more reasonable for questions on the evaluation (rather than Yes/No/Maybe)
• More open-ended responses could have allowed for a wider variety of responses, less groomed

Annual General Meeting - Jasmine (20 min)

• AGM Set-up Tasks
• Jasmine to go through document and identify areas where we need help
• Send out with October agenda for all board to review (Oct. 24)

New Business

Approval of a business MasterCard for Bike Edmonton - Executive Committee Members (10 min)

• The executive committee discussed this in detail during our last meeting.
• Details of this are:
  • 1 card
  • card limit $10,000
  • limit per transaction is $500.00
  • to be used for staff purchases
• Current Babac order is upwards of $5000. The proposed $500 limit would not take all expenses Bike Edmonton staff have.
• Could get rid of transaction limit, maintain $10,000 total limit
• How does board feel about an Bike Edmonton credit card? Makes sense.
• Getting cards with perks could then be funnelled back to the board.
• Risk: lost or misuse of the card
  • Most credit cards have fraud protection
• Could have a the company name on the card and multiple staff use it

MOTION

To approve a business MasterCard with $10,000 limit (no transaction limit) for Bike Edmonton. Credit card shall be consistent with Bike Edmonton's financial management policy.
Moved:	Jeremy
Seconded:	Mike S.

Aye	No	Abstain
7	0	0
Carried

Canada Bikes National Demonstration project - Molly (5 min)

• "Build it, they will come: Increase Cycling, Decrease Emissions".
• We just received confirmation that we have the funding and will start this project shortly. The purpose of the project is to incentivize Edmontonians to choose to ride their bikes for trips they otherwise would have driven their car for.
• Project that Paths for People developed in conjunction with a national program to measure number of km cycled, instead of taking a car
• Many other cities have started this project, and we're a little behind.
• Want to get 250 participants on board, seeks help in pushing this out
• Good opportunity to expand borders, engage with other communities
• As participants bike more than they drive, there are incentives to reward them
• Data collection is unknown as of yet. Because it's an incentive program, research process is less rigorous.

Intern Project Proposal - Nancy (10 mins)

• I would like to propose that our intern takes on our OHS program development. She will need a champion to work with her on the board. Jasmine and I will remain as the contacts.
• OHS Plan
• Project is a two-way conversation, so projects of interest to Cai will also bring forward her interests
• Other ideas: strategic planning committee, program evaluation
• Non-Profit Board Internship has 50-60 hours TOTAL (~20 hour project time)

Bike Edmonton Launch Debrief - ALL BOARD (15 min)

• Launch was the kick-off of fundraiser; Fundraising is entering a campaign mode, work in progress
• On Thursday night is Rock Jungle's cheap beer night; climbers come out in droves
• Areas of Success
  • It was a lot of fun, engaging (making buttons), saw lots of donations
  • Fun event to get together with fellow Bike Edmonton members
• Areas of Improvement
  • Could have been some more people
  • Wasn't huge in terms of fundraising, so far
• Could host an annual fundraiser
  • A fundraiser may work better than a fall bike sale
  • Fundraisers are a big risk due to upfront commitment/costs
  • If we make something recurring, folks will get bored. Better to have one-off, unique events.

BWN Renovations Schedule - Coreen (5 min)

• Last two weeks in October works out best for renovators.
• Chat with Molly to work Spoke around it.
• Will put out a call for volunteers to help out with various tasks.

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committeess

In Camera:

MOTION

To go in camera
Moved:	Geoff
Seconded:	Nancy

Aye	No	Abstain
7	0	0
Carried

MOTION

To go out of camera.
Moved:	Mark
Seconded:	Jeremy

Aye	No	Abstain
7	0	0
Carried

Adjournment

MOTION

To adjourn the meeting at 8:40pm.
Moved:	Geoff
Seconded:	Helen

Aye	No	Abstain