Board Minutes July 2024: Difference between revisions
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Keith | ||
* Minute-taker: Adam | * Minute-taker: Adam | ||
* Board attendance: Marcel, Derek, Heather, Marcel, Sarah, Keith, Colin, Adam, Matt. | |||
* Board attendance: | * Staff attendance: Coreen, Alex, Vaughn | ||
* Staff attendance: | |||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: | ||
| Line 21: | Line 20: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Keith at 640 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday, August 12 | * Date: Monday, August 12, 6:30pm | ||
* Location: | * Location: Downtown Shop (annex) + Google Meet | ||
* Chair: TBD | * Chair: TBD | ||
* Minute-taker: Adam | * Minute-taker: Adam | ||
| Line 33: | Line 32: | ||
{{Motion | {{Motion | ||
|motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below. | |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below. | ||
|first= | |first= Heather | ||
|second= | |second= Sarah | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 42: | Line 41: | ||
=== President's Report === | === President's Report === | ||
* | *Not as busy last month. Did some prep for this meeting and helping with the move. Prepared the contract for Karly (Waste Reduction program coordination). | ||
*Email to members re audit & etc? | *Email to members re audit & etc? - Just re audit, will go out soon. Will also include an invitation for a member to join finance committee (perhaps as an introduction to joining the board). | ||
=== Treasurer's Report === | === Treasurer's Report === | ||
* | *$16k surplus for May, $18k YTD (i.e. we're in the black!). Trending to be in the black for June as well. General acct $75k balance (less some earmarked for Winter Cities). Casino acct $21k. | ||
*Jonathan suggests going forward stripping out one-time costs so we can see how operating costs are comparing to operational revenues. Marcel thinks bookkeeper Robin is on that, insofar as she knows which expenses are one-time. Sarah says finance committee is in the process of developing a budget for next year that will address this, and hopefully present it at the AGM. Keith mentions that we will start to spread out the value of new inventory, which currently just shows up as a cost when it is bought. | |||
*CIP Grant reporting? | *CIP Grant reporting? | ||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
* | *Did not meet. | ||
*TOR? | *TOR? - to next month. | ||
=== Finance Committee Report === | === Finance Committee Report === | ||
*Any new financial updates/specific targets for sales? (suggested by Alex) | *Working on a budget, as above. | ||
*Setting up a cash policy (night deposits, etc) | |||
*Did discuss a separate restricted funds bank account-- at this point, we're just going to track expenses against each grant. Maybe a separate bank account in the future if our grant revenue becomes much more significant. | |||
*Any new financial updates/specific targets for sales? (suggested by Alex) - Keith: not specifically, we're on track to meet his preferred cash reserve in August ($75k), which works out to $12k in March. Coreen suggests we pay Alex for 40h/wk this month for updating the Annex space. Alex adds: potentially $2k for supplies. Alex wants to clarify status of permit-- Matt just received some HVAC drawings from MacEwan and sent them to the city today. ACTION: Keith is taking this over and will f/u, since Matt is in BC. | |||
*TOR were circulated. ACTION: Will vote on it at next meeting. | |||
=== Fundraising Committee Report === | === Fundraising Committee Report === | ||
*TOR? | *Has a plan to meet. | ||
*TOR? Colin has drafted, will review at their meeting and bring to the board for approval in August. Colin met with ED of Bike Peterborough (a former fundraiser for Bike Toronto) for some interesting perspective, they got charitable status a few yrs ago. He went through the spreadsheet of grants we've applied to in the past. Some places like ECF and United Way do give ongoing funding, but mostly just to registered charities. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 76: | Line 81: | ||
=== Waste Reduction Grant update (5 min-- requested by Alex)=== | === Waste Reduction Grant update (5 min-- requested by Alex)=== | ||
* | * | ||
* | * Karly Coleman will be contracted to manage the program. | ||
** | ** | ||
** | ** | ||
=== Update From Shop Managers (30 min)=== | === Update From Shop Managers (30 min)=== | ||
*Update on the move, and the ongoing work of consolidation: | *Update on the move, and the ongoing work of consolidation: The move is done. But the consolidation may be even more work. | ||
*Work on the annex - | *Work on the annex - intended to be used for selling bikes. Semi-usable right now, difficult in the heat. As above, this could take most Alex's time this month, and perhaps $2k in supplies. | ||
*Changes to the main shop space to maximize storage and capacity - | *Changes to the main shop space to maximize storage and capacity - Needs a top deck on top of the hanger for extra storage (not absolutely essential per Alex, but close to); replacing a counter with one from the south shop; add an eyewash station; expand merchandise area for new parts (will include a grid wall obscuring part of the mural); a few other things, tire hooks have an inefficient design and can be updated, find a way to hang bikes in the annex, find a solution for volunteer bike parking, annex needs a cash station & counter & etc. Could some things be delayed? Maybe, but getting them done will improve our capacity. For example the Eco-Stations are anxious to start sending us bikes, but we have limited space to accept even bikes that we normally would have. Bike builder capacity is already a limiting factor-- refurbishing bikes doesn't scale. Alex hates when the space doesn't feel clean and inviting, feels it would boost his morale to be able to check a few things off the list. | ||
*Service changes/improvements - | *Service changes/improvements - Plan to increase service hours over the next few weeks. | ||
*Clear staff work portfolios - | *There was an idea to have a bike sale to clear out stock, but Coreen believes getting the space set up should be a priority, then we can go look at our built bike stock and consider a sale. Coreen somewhat prefers posting bikes online and seeing ppl 1-on-1 over sales as it's more organized, more convenient for people, fitting them adds value to the customer, and she generally raises the price as she looks a bike over. Alex wonders if volunteers could be involved in the posting online and the in-person selling, Coreen agrees, possibly. Jonathan feels that a big bike sale without an adequate supply of well-checked bikes would harm our reputation-- on the other hand, a well-tuned bike is very easy to sell. | ||
*Clear staff work portfolios - Alex and the other managers agree they need clear areas of responsibility. Right now they're in the shop together a lot, to coordinate things-- in the longterm they'd rather not be overlapping so much. This is a goal for the shop managers to work on over the next 4-6 wks, and the board looks forward to that information as well. | |||
*Storage space organization - | *Storage space organization - there's so much right now it's unusable. 50 bikes, ideally we'd store more there. We're keeping a lot of items in anticipation of re-opening a second shop-- which may not happen soon. | ||
* | *Sarah asks if staff needs anything from the board right now? Coreen: no, just the recognition that this will take a lot of staff time. | ||
*Sarah encouraged staff to take care of themselves, take holidays, etc. | |||
*ACTION - update our insurance regarding these new spaces-- Marcel. | |||
* Discussion notes: | * Discussion notes: | ||
| Line 107: | Line 112: | ||
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
=== Status of Rack Rentals and Rack sales=== | |||
*Jonathan is managing sales and Marcel rentals for the near future. | |||
=== Old Strathcona Farmers Market Bike Valet (5 min)=== | === Old Strathcona Farmers Market Bike Valet (5 min)=== | ||
* | * | ||
* | * Marcel says it will be happening soon. | ||
** | ** | ||
** | ** | ||
=== CoE 20 Bike Clinics Project update (3 min)=== | |||
* As per recent facebook post, it seems to be happening? Any issues with recruiting event, recruiting volunteers, other? -- Yup, it's happening. | |||
== New Business == | == New Business == | ||
=== Offer of 60 donated bikes from Hinton=== | === Offer of 60 donated bikes from Hinton (6 mins-- added by Alex)=== | ||
* A community bike shop in Hinton recently closed and they've offered to donate | * A community bike shop in Hinton recently closed and they've offered to donate bikes and parts. We probably don't want most of it. | ||
=== | === Board Recruitment (8 min-- suggested by Adam)=== | ||
* | * | ||
* Discussion notes: | * Discussion notes: -- Tabled to next mtg. | ||
** | ** | ||
** | ** | ||
| Line 142: | Line 139: | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Adam | ||
|second= | |second= Colin | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 162: | Line 159: | ||
|result= | |result= | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
Latest revision as of 02:30, 9 July 2024
These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for (month)(year)
Board meetings are open to Bike Edmonton members and the public.
- Location: Downtown Shop & Google Meet
- Start Time: 6:30pm
Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!
Attendance
- Meeting Chair: Keith
- Minute-taker: Adam
- Board attendance: Marcel, Derek, Heather, Marcel, Sarah, Keith, Colin, Adam, Matt.
- Staff attendance: Coreen, Alex, Vaughn
- Regrets:
- Absent:
- Guests:
Call to Order
- Meeting called to order by Keith at 640 pm.
Logistics for Next Meeting
- Date: Monday, August 12, 6:30pm
- Location: Downtown Shop (annex) + Google Meet
- Chair: TBD
- Minute-taker: Adam
- Food by:
Approval of Agenda, Minutes, Reports (5 min)
| To approve this (month) agenda, the (month)(year) minutes), and reports as presented below. | ||
| Moved: | Heather | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
President's Report
- Not as busy last month. Did some prep for this meeting and helping with the move. Prepared the contract for Karly (Waste Reduction program coordination).
- Email to members re audit & etc? - Just re audit, will go out soon. Will also include an invitation for a member to join finance committee (perhaps as an introduction to joining the board).
Treasurer's Report
- $16k surplus for May, $18k YTD (i.e. we're in the black!). Trending to be in the black for June as well. General acct $75k balance (less some earmarked for Winter Cities). Casino acct $21k.
- Jonathan suggests going forward stripping out one-time costs so we can see how operating costs are comparing to operational revenues. Marcel thinks bookkeeper Robin is on that, insofar as she knows which expenses are one-time. Sarah says finance committee is in the process of developing a budget for next year that will address this, and hopefully present it at the AGM. Keith mentions that we will start to spread out the value of new inventory, which currently just shows up as a cost when it is bought.
- CIP Grant reporting?
H.R. & Ops Committee Report
- Did not meet.
- TOR? - to next month.
Finance Committee Report
- Working on a budget, as above.
- Setting up a cash policy (night deposits, etc)
- Did discuss a separate restricted funds bank account-- at this point, we're just going to track expenses against each grant. Maybe a separate bank account in the future if our grant revenue becomes much more significant.
- Any new financial updates/specific targets for sales? (suggested by Alex) - Keith: not specifically, we're on track to meet his preferred cash reserve in August ($75k), which works out to $12k in March. Coreen suggests we pay Alex for 40h/wk this month for updating the Annex space. Alex adds: potentially $2k for supplies. Alex wants to clarify status of permit-- Matt just received some HVAC drawings from MacEwan and sent them to the city today. ACTION: Keith is taking this over and will f/u, since Matt is in BC.
- TOR were circulated. ACTION: Will vote on it at next meeting.
Fundraising Committee Report
- Has a plan to meet.
- TOR? Colin has drafted, will review at their meeting and bring to the board for approval in August. Colin met with ED of Bike Peterborough (a former fundraiser for Bike Toronto) for some interesting perspective, they got charitable status a few yrs ago. He went through the spreadsheet of grants we've applied to in the past. Some places like ECF and United Way do give ongoing funding, but mostly just to registered charities.
Current & Completed Business
Updates on Action Items From Previous Meeting (5 min)
- Everyone log your estimated volunteer hours for the past month.
- Everyone sign reports that you have reviewed each month.
- Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
- Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
- Reminder of our Code of Conduct
- Reminder of conflict of interest policy
COMPLETED
Waste Reduction Grant update (5 min-- requested by Alex)
- Karly Coleman will be contracted to manage the program.
Update From Shop Managers (30 min)
- Update on the move, and the ongoing work of consolidation: The move is done. But the consolidation may be even more work.
- Work on the annex - intended to be used for selling bikes. Semi-usable right now, difficult in the heat. As above, this could take most Alex's time this month, and perhaps $2k in supplies.
- Changes to the main shop space to maximize storage and capacity - Needs a top deck on top of the hanger for extra storage (not absolutely essential per Alex, but close to); replacing a counter with one from the south shop; add an eyewash station; expand merchandise area for new parts (will include a grid wall obscuring part of the mural); a few other things, tire hooks have an inefficient design and can be updated, find a way to hang bikes in the annex, find a solution for volunteer bike parking, annex needs a cash station & counter & etc. Could some things be delayed? Maybe, but getting them done will improve our capacity. For example the Eco-Stations are anxious to start sending us bikes, but we have limited space to accept even bikes that we normally would have. Bike builder capacity is already a limiting factor-- refurbishing bikes doesn't scale. Alex hates when the space doesn't feel clean and inviting, feels it would boost his morale to be able to check a few things off the list.
- Service changes/improvements - Plan to increase service hours over the next few weeks.
- There was an idea to have a bike sale to clear out stock, but Coreen believes getting the space set up should be a priority, then we can go look at our built bike stock and consider a sale. Coreen somewhat prefers posting bikes online and seeing ppl 1-on-1 over sales as it's more organized, more convenient for people, fitting them adds value to the customer, and she generally raises the price as she looks a bike over. Alex wonders if volunteers could be involved in the posting online and the in-person selling, Coreen agrees, possibly. Jonathan feels that a big bike sale without an adequate supply of well-checked bikes would harm our reputation-- on the other hand, a well-tuned bike is very easy to sell.
- Clear staff work portfolios - Alex and the other managers agree they need clear areas of responsibility. Right now they're in the shop together a lot, to coordinate things-- in the longterm they'd rather not be overlapping so much. This is a goal for the shop managers to work on over the next 4-6 wks, and the board looks forward to that information as well.
- Storage space organization - there's so much right now it's unusable. 50 bikes, ideally we'd store more there. We're keeping a lot of items in anticipation of re-opening a second shop-- which may not happen soon.
- Sarah asks if staff needs anything from the board right now? Coreen: no, just the recognition that this will take a lot of staff time.
- Sarah encouraged staff to take care of themselves, take holidays, etc.
- ACTION - update our insurance regarding these new spaces-- Marcel.
- Discussion notes:
| Moved: | ||
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||
- Action Items: name will ____ by (date).
Status of Rack Rentals and Rack sales
- Jonathan is managing sales and Marcel rentals for the near future.
Old Strathcona Farmers Market Bike Valet (5 min)
- Marcel says it will be happening soon.
CoE 20 Bike Clinics Project update (3 min)
- As per recent facebook post, it seems to be happening? Any issues with recruiting event, recruiting volunteers, other? -- Yup, it's happening.
New Business
Offer of 60 donated bikes from Hinton (6 mins-- added by Alex)
- A community bike shop in Hinton recently closed and they've offered to donate bikes and parts. We probably don't want most of it.
Board Recruitment (8 min-- suggested by Adam)
- Discussion notes: -- Tabled to next mtg.
In Camera Session
| To move in camera. | ||
| Moved: | Adam | |
| Seconded: | Colin | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
- Please list how long you believe your topic will take to discuss:
- Name (___ min)
- Name (___ min)
| To move out of camera] discussion. | ||
| Moved: | ||
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||
Adjournment
| To adjourn the meeting at __pm. | ||
| Moved: | ||
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||