Board Minutes December 2019: Difference between revisions
→Adjournment
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'''''These minutes are | '''''These minutes are approved.''''' | ||
== Bike Edmonton Board Meeting Minutes for December 2019 == | == Bike Edmonton Board Meeting Minutes for December 2019 == | ||
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: January | * Date: January 13, 2020 | ||
* Location: | * Location: | ||
* Chair: Mike S. | * Chair: Mike S. | ||
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{{Motion | {{Motion | ||
|motion=To approve this December 9 agenda, the [[Board Minutes October 2019|October 2019]] minutes, and reports as presented below. | |motion=To approve this December 9 agenda, the [[Board Minutes October 2019|October 2019]] minutes, and reports as presented below. | ||
|first= | |first=Jasmine | ||
|second= | |second=Talha | ||
|yes= | |yes=7 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 50: | Line 50: | ||
=== Awning Update - Sarah (5 min) === | === Awning Update - Sarah (5 min) === | ||
* | * Awning is done and up at BWN!! | ||
* Payment is still outstanding; Jeremy will mail | |||
== New Business == | == New Business == | ||
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{{Motion | {{Motion | ||
|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 | |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 | ||
|first= | |first=Sarah | ||
|second= | |second=Rachel | ||
|yes= | |yes=7 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
=== Ongoing and new priorities for the Board - Jeremy (15 min) === | === 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 | === Additional priorities discussion - Jeremy (10 min) === | ||
* Review Bike Edmonton policies including template | * Review Bike Edmonton policies including template | ||
* Board Blog | * 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 | * 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 | * 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 - | === 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 | |||
** High vacancy rate, so would make it a better time to move | |||
* General consensus: We'll seriously look for an alternative north shop, but would extend for a year if nothing comes through. | |||
** Matt will check in with realtor | |||
=== Payroll/ Bookkeeper Update - Jeremy (10 min) === | === Payroll/ Bookkeeper Update - Jeremy (10 min) === | ||
* Moving to Quickbooks, as recommended by bookkeeper | |||
* Need to submit paperwork to get the accounts set up | |||
=== Exec-staff meeting update - Jeremy (10 min) === | === Exec-staff meeting update - Jeremy (10 min) === | ||
* Staff have offered to meet with President, Vice President, and former Vice President to discuss how the staff and board can facilitate better communications. | |||
* If board has ideas of how the board and staff can work more synergistically, email Jeremy. | |||
* Jeremy to schedule meeting with staff. | |||
=== Board Volunteer Hour Tracking - Jasmine (10 min) === | |||
* [https://docs.google.com/spreadsheets/d/1WPjY-Q2xiBx1Pq-YUMcgny_aYi34VcpyC5v9Hss1jJQ/edit#gid=50 Hour Tracking Spreadsheet] | |||
=== Board Meeting Location - All (10 min) === | === Board Meeting Location - All (10 min) === | ||
* ECHA Boardroom | |||
** Has a computer and projector | |||
** No cost to booking | |||
* SUB Classroom | |||
** Same size as the retreat space | |||
** No cost to booking | |||
** Has technology | |||
* Stanley Milner Library | |||
** Scheduled to open in February | |||
** Uncertain about fees | |||
* Strathcona Community League | |||
** $110/month to rent that space (on the first Monday of the month) | |||
** Could exchange some Bike Edmonton services to get a discount on the space | |||
** Have a projector and screen | |||
* Old Strathcona Library/MEC | |||
** Have meeting spaces that we can rent free until 9PM | |||
** Concern about bike safety at the library | |||
=== Schedule a time to meet with your committees - ALL BOARD (10 min) === | === Schedule a time to meet with your committees - ALL BOARD (10 min) === | ||
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{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in camera | ||
|first= | |first=Talha | ||
|second= | |second=Matt | ||
|yes= | |yes=7 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To go out of camera | |motion=To go out of camera | ||
|first= | |first=Jasmine | ||
|second= | |second=Sarah | ||
|yes= | |yes=7 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To adjourn the board meeting. | |motion=To adjourn the board meeting. | ||
|first= | |first=Jeremy | ||
|second= | |second= | ||
|yes= | |yes= | ||