Board Minutes December 2019

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

Bike Edmonton Board Meeting Minutes for December 2019

Board meetings are open to Bike Edmonton members and the public.

• Date: Monday, December 9, 2019
• Location: Iconoclast (12021 102 Ave)
• 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: Jeremy
• Timekeeper:
• Minute-taker: Jasmine
• Food by: Matt
• Board attendance: Talha, Jasmine, Jeremy, Annya, Matt, Rachel, Sarah
• Staff attendance: Chris, Molly
• Regrets:
• Absent:
• Guests: Kyle

Call to Order

• Meeting called to order by Jeremy at 6:46pm.

Logistics for Next Meeting

• Date: January 14, 2020
• Location:
• Chair: Mike S.
• Minute-taker: Jasmine
• Food by: Jasmine

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this December 9 agenda, the October 2019 minutes, and reports as presented below.
Moved:	Jasmine
Seconded:	Talha

Aye	No	Abstain
7	0	0
Carried

President's Report - Jeremy

• [ President's Report]
• No President's report this week; items later in meeting will cover his thoughts.

Current and Completed Business

Awning Update - Sarah (5 min)

• Awning is done and up at BWN!!
• Payment is still outstanding; Jeremy will mail

New Business

Confirmation of the new Board Executive - Jeremy (10 min)

MOTION

To appoint Jeremy Shepherd as President, Mike Sacha as Vice-President, Talha Zafar as Treasurer and Jasmine Farahbakhsh as Secretary of the Bike Edmonton board for 2019-20
Moved:	Sarah
Seconded:	Rachel

Aye	No	Abstain
7	0	0
Carried

Ongoing and new priorities for the Board - Jeremy (15 min)

• Reviewed the seven strategic areas developed in the board planning session
• Reviewed the existing goals from all committees, determined which to continue and which to leave
• Emerged with two committees:
  • HR/Admin/Business Review Committee
    • OH&S
    • Financial Processes Review
  • Outreach / Marketing
    • Program review
    • Volunteer recruitment, engagement, retention
    • Marketing strategy
    • Bike-friendly business certification
  • (Charitable Status - formed at a later time)
• Bike Rack
  • Policy review
  • Bylaw review
  • Job description review
  • Google Drive organization

Additional priorities discussion - Jeremy (10 min)

• Review Bike Edmonton policies including template
• Board Blog
  • Aim to have regular board contributions to this area to keep our members and the public in-the-know on what's happening
  • First post could be welcome to the new board and alert about vacancies. Eventually could features profiles of members.
  • Rachel to take first steps in creating questions for board members to answer.
  • Annya willing to do the first article
• Support for Bike Edmonton 40th anniversary; and Spoke 10th Anniversary
  • Molly to present a more solid plan at January meeting
  • Possibility of a bike scavenger hunt tied to the 40th anniversary
  • Spoke anniversary could involve the individual who started the Spoke. Could celebrate, fundraise, involve alumni.
• Slack accounts for the Board Slack and G Suite
  • Optional way for committees to stay in touch
• Tech support for Bike Edmonton accounts - Sarah has the power to help with this

North Shop Lease negotiations - Jeremy (20 min)

• North Shop lease expires in February 2020 (we went for a shorter term to explore other options)
• Ideas re: Renewing Lease
  • If we were to renew, should be for 1 or 2 years
  • Proposal is to renew the north shop lease - approx. $13/sq. foot
  • Lease rates are down, so there could be room to negotiate our rates down.
  • There has been a lot of investment into the North Shop - indoor renovations (portable), awning, fence to the scrap yard
  • Would the move be supported by membership?
• Ideas re: Moving
  • Current location is working well, though if we did want to move, the indoor renovations are portable, and there were minimal outdoor upgrades.
  • Ideal for it to be near bike infrastructure
  • If we are to consider a new place, we would need to decide soon, given upcoming end to the lease
  • A more central north shop could have a greater volunteer pool, possibly more parking, proximity to public transit.
  • Kickstarter could be enacted, as it was for the south shop move
  • The current area has some safety concerns (perceived and actual), so that could be a benefit to a move

Board Volunteer Hour Tracking - Jasmine (10 min)

• Hour Tracking Spreadsheet

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 committees

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the board meeting.
Moved:
Seconded:

Aye	No	Abstain