Board Minutes November 2024: Difference between revisions
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* Meeting Chair: Keith | * Meeting Chair: Keith | ||
* Minute-taker: Adam | * Minute-taker: Adam | ||
* Board attendance: | * Board attendance: Keith, Adam, Heather, Sarah, Marcel, Colin, Derek, Matt | ||
* Staff attendance: | * Staff attendance: Coreen | ||
* Regrets: | * Regrets: none | ||
* Absent: | * Absent: none | ||
* Guests: | * Guests: none | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Keith at 1600 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: December 9th, 6:30pm | * Date: December 9th, 6:30pm | ||
* Location: | * Location: Downtown Shop | ||
* Chair: | * Chair: | ||
* Minute-taker: | * Minute-taker: | ||
| Line 30: | Line 30: | ||
{{Motion | {{Motion | ||
|motion=To approve this agenda, & the October 2024 minutes. | |motion=To approve this agenda, & the October 2024 minutes. | ||
|first= | |first= Adam | ||
|second= | |second= Sarah | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 45: | Line 45: | ||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
* | * Colin: overtime policy is still being worked on, almost finished, got feedback from staff this week. | ||
* Colin has gone through a two part exercise with staff, 1) understanding the division of responsibilities at the shop, not to be an exhaustive formulation / job description but to be a de facto accountability structure - that has been divvied - doesn't change much for the board as we will still use Colin as a point of contact. | |||
*Compared to the Molly, Chris and Coreen, the current shop managers have 30 fewer hours, but we are moving directionally back in that direction. So while an ED remains out of reach, Colin foresees us being able to get closer back to being a governance board. Hopefully less board member burnout. | |||
*At last meeting with staff, got agreement that the core ED roles: budget, annual report, AGM-- they are very interested in taking those things on going forward. | |||
*For example a staff member is now tagged as being responsible for tracking new parts inventory (exists already 95% per Coreen). | |||
*Sarah concerned some of this work could be deemed "out of scope" re union. Colin acknowledges that's not his main focus and we will have to keep this in mind. | |||
*The committee has taken the budget passed and decided to implement the staff cut by eliminating the bike builders aside from Jan. This was a committee decision that doesn't require board approval, unless anyone today wants to motion that we delay/re-examine that-- and Colin would like to do so. | |||
*Coreen feels that revenue reduction from that cut, now that they've looked at it more, will be $60k, putting us into a deficit situation. | |||
*September was +$6k actual over budgetted. October might be $2k. Sarah feels that represents sufficient $ to fund a deferral to December. | |||
*There was a lot of discussion, and an idea emerged to defer the lay-offs and hold Coreen tightly accountable to the cost-effectiveness of bike building going forward. Sarah: as a board, we would have to talk to our negotiator as to whether this would put our staff out of scope, and staff should also speak to their union reps about that. | |||
{{Motion | |||
|motion= To defer the decision to act on the HR committee's recommendation on the bike builder cuts until the December meeting. | |||
|first= Colin | |||
|second= Marcel | |||
|yes= Keith, Marcel, Colin, Derek, Adam, Matt. | |||
|no= Sarah, Heather | |||
|abstain= | |||
|result= Passed | |||
}} | |||
* <span style="background: lime;">Action Items:</span> '''Colin''' will email the bike builders about this decision by tomorrow. He will also convey to staff that we want to know monthly going forward the number of buildable and unbuildable bikes we have; number in progress with a bike builder or volunteer attached; green tags and yellow tags on hand for sale; month on month sales. Also: how many hours the bike builders spent building bikes vs other work, and number of bikes they built. | |||
=== Finance Committee Report === | === Finance Committee Report === | ||
* | *None | ||
=== Fundraising Committee Report === | === Fundraising Committee Report === | ||
* | *None | ||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 70: | Line 92: | ||
=== Board Retreat Planning (10 min)=== | === Board Retreat Planning (10 min)=== | ||
* Booked for Saturday November 16th, 9:30am to ~4pm, Civic Employees Fund Room 3 @ Stanley A. Milner library. Bring two u-locks! The room overlooks the Citadel Theatre. | * Booked for Saturday November 16th, 9:30am to ~4pm, Civic Employees Fund Room 3 @ Stanley A. Milner library. Bring two u-locks! The room overlooks the Citadel Theatre. | ||
* Agenda: | * Agenda: Adam will set up a google doc to collaborate on this. | ||
** | ** | ||
** | ** | ||
=== Update on Winter Bike grant=== | |||
* We are already approved to do a grant involving studded tires only. We have verbal oks for the other proposals-- they may get us paperwork next wk. So Sarah feels we should go ahead and get the winter tire program opened to applicants-- the rest maybe by the end of the week. Sarah will talk with Coreen about volunteering as the program coordinator going forward-- she is still planning to implement the parts of the program she had planned to implement. | |||
*Coreen: we have a few tires coming in tomorrow, but they've been slow to come in. | |||
== New Business == | == New Business == | ||
*None | |||
* | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
*None. | |||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 17:08 pm. | ||
|first= | |first= Keith | ||
|second= | |second= Adam | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||