Board Minutes February 2018: Difference between revisions

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


* Date: Monday February 12, 2018
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Start Time: 6:30pm
* Start Time: 6:30pm
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== Attendance ==
== Attendance ==
* Meeting Chair: Helen
* Meeting Chair: Jeremy
* Minute-taker: Jasmine  
* Minute-taker: Jasmine  
* Food by: Mike S.
* Food by: Mike S.
* Board attendance:  
* Board attendance: Geoff, Ali, Jonathan, Mike P., Nancy, Mike S.
* Staff attendance:
* Staff attendance: Chris, Molly
* Regrets:  
* Regrets: Helen
* Absent:
* Absent:
* Guests:
* Guests: Michael Rivest, Will


== Call to Order ==
== Call to Order ==
* Meeting called to order by ________ at ________.
* Meeting called to order by Jeremy at 6:49pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday March 12, 2018 6:30
* Date: Monday March 12, 2018 6:30
* Location: U of A, Education South 1-13
* Location: U of A, Education South 1-13
* Chair:
* Chair: Helen
* Minute-taker:
* Minute-taker: Jasmine
* Food by:  
* Food by: Geoff
 
== Guest Speaker: High Level Line - Michael Rivest (30 min)==
 
* Presentation
** Through some current projects, noted route of streetcar and congestion issues on roads
** High level line involves using existing infrastructure on high level bridge and surrounding areas
** Interested in starting a conversation, getting ideas, and seeing where this can go; in the awareness-raising stages
** Currently a disconnected system along route of the high level streetcar
** Hope to make connections (Jasper Ave to Whyte Ave to connecting neighbourhoods), and create an experience for the public
** Track shacks could provide programming along the rails
*** Northernmost station (MacEwan University): could create a combined-use space so that LRT can share space with pedestrians and programming
*** Railtown:  currently a back-of-house to retail businesses, and fences by residences.  Potential for programming
*** Ezio Faraone Park:  connect with Legislature, cars go underground
*** High Level Bridge:  no separation of uses; mixing LRT, pedestrians, cyclists
*** Tunnel:  safety would be paramount.  Opportunity for art and sound installations.
*** Southernmost station (Whyte Ave by MKT)
*Discussion
** Minimal disruption to motorists, and goes along with city's hope to promote alternative modes of transportation
** High Level Line would work well in all seasons
** Streetcar would add ability for people to commute, and there's ample room
** Goal is to create not-for-profit - High Level Line - and keep it independent of a business
** Aim to host events to gather stakeholders for the project
** Could complete the project in phases


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this February 12 agenda, the [[Board Minutes January 2018|January 2018]] minutes, and reports as presented below.
   |motion=To approve this February 12 agenda, the [[Board Minutes January 2018|January 2018]] minutes, and reports as presented below.
   |first=
   |first=Geoff
   |second=
   |second=Jonathan
   |yes=
   |yes=8
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
* [https://docs.google.com/a/edmontonbikes.ca/document/d/1xdH_UJqn5tP5X_pc5I8qsAztzfeTtHb6L584d2ZDDS8 Presidents Report January 2018 ]
* [https://docs.google.com/document/d/1bOIZ3GtT5spxueR8KKx1RIGefgz5mFJriv2S5xmFxNY/edit?ts=5a73a57d Presidents Report February 2018 ]
*[https://docs.google.com/document/d/1uBFl-t4TMhaJGD1YA_-q7vSLppriLUxSe1EqZiX3XPw/edit?usp=sharing December 2017 Retreat Notes]
'''President's Report Discussion'''
 
*
=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
*H.R. Committee Report December 2017


*There is an HR committee meeting on January 4th- so a verbal report will be made at the board meeting with updates from that committee meeting.  There will be no written report for January.
*There is an HR committee meeting on January 24th- so a verbal report will be made at the board meeting with updates from that committee meeting.  There will be no written report for February.
'''HR Report Discussion'''
'''HR Report Discussion'''
* First couple shifts can be very stressful, and could contribute to the attrition.  How can we make the first few shifts fun and not stressful? Problem is more around retention, not recruitment.
*
* Next steps:  Karli will do some preliminary research into volunteer retention factors within Bike Edmonton; talk with staff
* Volunteer retention/training strategies are known; it's more about implementing them.  Examples are:  1:1 mentor when you start (with handbook), written documentation for bike mechanics, more regular volunteer socials, complete outline of day-to-day shop running
** Helen has volunteered to help create the day-to-day shop running (rental process, where things are, step-by-step procedures)
** Chris to put together to-do list of things to be done (top priorities). Due January 23, 2018
** Karli's project TBD based on the aforementioned list (start with a survey of Bike Edmonton members who indicated interest in volunteering)It would be valuable to also survey the active volunteers, e.g. what's working what could be improved and suggestions for further recruitment and retention.


=== Treasurer's Report - Geoff/Ali ===
=== Treasurer's Report - Geoff/Ali ===
* Treasurer's Report
* [https://docs.google.com/document/d/1J0J8BxV7Gp_qMV8NiRVxxvcC0h2HJ_SzPB59nHa1nNk/edit Treasurer's Report]
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
* Met with Neil and looked at revenues at the end of 2017 compared to the previous year
*
* Take rent payments from casino revenue
* Responsibility of who carries out payroll was discussed, and Neil was decided upon.
* Plan on conducting an audit with 2 non-board, non-staff individuals in 2018


=== Administrative Committee Report - Jonathan/Ali ===
=== Administrative Committee Report - Jonathan/Ali ===
*[https://docs.google.com/spreadsheets/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit#gid=1732529024]
*[https://docs.google.com/spreadsheets/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit#gid=1732529024 Administrative Committee Report]


=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
* Appointing members to lead different areas
Accomplishments since last meeting
* BW North location is the priority shorter-term project
* Created individual documents for each project, added some structure to them
----
* Made a copy of the “work plan template” for the Strategic Planning Committee
* A fair bit of work was done on leases/location which Mike will report on separately (as a discussion item)


=== '''Business Item 1: Transfer of YCR2 funds to Goodwill Industries ''' - ===
[https://drive.google.com/open?id=1AusgZdaeqJrpYrMpKrEWkouhSUuNIgbn 2017/18 SPC documents]


* Discussion notes:
== Current and Completed Business ==
** Asset transfer agreement has been signed, and all funds have been reconciled.
** Transfer all but $1; do this to keep YCR2 account open to facilitate fund transfer.  No service fees associated with this account.


{{Motion
  |motion= To issue a cheque to Goodwill Industries in the amount of $41,365.38 representing funds owned by the YCR2 program to conclude the transfer of the YCR2 program from EBC to Goodwill Industries as per Asset Transfer Agreement dated Oct 1 2017.
  |first= Jonathan
  |second= Geoff
  |yes= 6
  |no= 0
  |abstain= 0
  |result=
}}


=== '''New Business: Committee Expectations, reporting and document templates ''' - ===
=== '''Committee reporting and document templates ''' - ===
*  Terms of reference, workplan templates, monthly reporting discussion
*  Committee workplans should be complete by this meeting.  Status?
** Workplans to be shared with the board by the March board meeting
*  What's the status of each committee's terms of reference?


* Discussion notes:
* Discussion notes:
** Workplan Template
**  
*** All committees' workplans due at February's board meeting
*** Workplan
** Terms of Reference
*** Template located on the Wiki
*** Add your committees' Terms of Reference if it doesn't exist
** Monthly Reporting
*** Use the workplans as monthly reports; notes and progress function at the far right to indicate progress


*[https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template ]
*[https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template ]
Line 106: Line 106:
*[http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page ]
*[http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page ]


=== New Business: Board Evaluation ===
=== BWN Shop Update - Mike S. (15 min) ===
* We will propose an initial board evaluation tool for the February meeting.
https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#
 
* Good news: still a few places in central locations available
=== New Business: BWN Shop Update (Geoff) ===
* Bad news:  market is such that we won't get a deal (and would end up paying 20% more than we're currently paying)
* Mike Sasha to lead strategic planning component of this
* Plan is to make an offer subject to board approval, but will need to have some strategic discussions
* Need to decide what to do prior to August (renew lease or consider moving)
* Risk of losing clients in moving to a new place, in addition to moving costs and increased rent costs
* Replacement of BWN; one option being considered is close to MacEwan.
* Opportunities include high population in new area, and many commuters go through the area
** Fronts onto 105 Street, with little foot traffic or car traffic. Would there be enough foot traffic at this location? 
* Ideal to make a decision in the next 1-2 months
* Potential to create informal subcommittee in considering finances of various options
* Given current budgetary constraints, should strongly consider whether this is the right time to make a costly move, or create a rigorous plan for increasing BWN revenue
* Strike a working group to investigate new spaces
* Will set up a meeting with BWS landlord to talk about renewing lease for that location
* Would like to see rationale/business case behind any decision
* Following April staff meeting, will have a shop-based plan for increasing revenue
* Mike Sasha to put in conditional offers on different spots
* Board to look at increasing revenue through other means, such as sponsorship
 
{{Motion
  |motion= Empower Mike Sasha Chris, Geoff, and Ali to enter into non-binding negotiations for a lease for BikeWorks North as soon as possible.  No final agreement can be signed without board approval.
  |first= Jonathan
  |second= Ali
  |yes= 6
  |no= 0
  |abstain= 0
  |result=
}}
 
=== '''Board Strategic Planning Session - Jeremy''' (25 min)===
* Retreat Planning (April)
** Dates are April 6 evening (3 hours) and April 7 morning (3 hours), with the option of a 3-hour follow-up
** Planning would be looking at what we do, why we do it, and long-term visioning
*** Part one would be affirmation of the mandate, and how internal systems are working to support that
*** Parts two and three are what direction we'd like to go in and how to achieve it
** Any action items from this planning would be set in motion in the following year; starting fall 2018
** Would be beneficial for our board's future
** Valuable for Bike Edmonton staff to attend
 
 
* Discussion notes:
** Notes below from December 2017 Board Meeting
 
Strategic Planning Session (March/April)


    What should the focus of the session be
=== Volunteer Survey - Karli (15 min) ===
    Dates?
* [https://docs.google.com/presentation/d/1Ph3QqJakFRgtaOTXS60nuRoHgreB-icf01OQiFnCjkE/edit#slide=id.p Volunteering Data]
    Agenda preparation/ad hoc committee
* [https://docs.google.com/presentation/d/1Ph3QqJakFRgtaOTXS60nuRoHgreB-icf01OQiFnCjkE/edit?usp=sharing Volunteer Survey]
* Update
** Based on a couple sources of volunteer surveys, created more professional survey
** Presented on demographics who are more likely to volunteer, motivations and barriers to volunteering
** Walked board through updated volunteering survey through both streams (of volunteering and not volunteering)
* Discussion
** Purpose of the survey is to gather perspectives of EBC members to see what motivators or barriers
** Survey questions should gather results that would be actionable; how would the results of the first several pages be actionable?  Motivators can help to target and retain volunteers, and work to reduce barriers
** Survey is not only designed to find volunteers.  We're looking to gather information on the motivators and barriers to volunteering to get more volunteers in the door.
** Some people may just have no interest in volunteering.  Possibility of screening those people out (given no time, confidence, and life constraints).
** Demographic questions should go to end.  Ask more involved questions at the beginning.
** Consider what final report will look like
** Try to get respondents to tell stories at the outset to get them engaged in the survey
** Given impending end of Karli's internship, she'll meet with Geoff and Jon to work on the survey


* Discussion notes
=== Board Evaluation - Jasmine (10 min) ===
* We will propose an initial board evaluation tool at this meeting.


=== '''Board Strategic Planning Session - Jeremy''' (10 min)===
* Chatted with Peter and confirmed the dates they had booked (evening of Fri, April 6, and morning of Sat, April 7)
* Jeremy to send out invite to all board and staff


* <span style="background: lime;">Action Items:</span> '''Jeremy''' will inquire into dates, and time commitments for strategic planning sessions.
=== '''Organization Name Change''' (10 min)===
* There should be a launch date for unveiling of our name change
* August 8 is the anniversary of our organization; target that date for the launch


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=
   |motion=
   |first=  
   |first= Geoff
   |second=  
   |second=  
   |yes=
   |yes=

Latest revision as of 17:42, 12 March 2018

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

EBC Board Meeting Minutes for February 2018

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

  • Date: Monday February 12, 2018
  • Location: Room 113 Education South Education South, University of Alberta
  • 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: Jeremy
  • Minute-taker: Jasmine
  • Food by: Mike S.
  • Board attendance: Geoff, Ali, Jonathan, Mike P., Nancy, Mike S.
  • Staff attendance: Chris, Molly
  • Regrets: Helen
  • Absent:
  • Guests: Michael Rivest, Will

Call to Order

  • Meeting called to order by Jeremy at 6:49pm.

Logistics for Next Meeting

  • Date: Monday March 12, 2018 6:30
  • Location: U of A, Education South 1-13
  • Chair: Helen
  • Minute-taker: Jasmine
  • Food by: Geoff

Guest Speaker: High Level Line - Michael Rivest (30 min)

  • Presentation
    • Through some current projects, noted route of streetcar and congestion issues on roads
    • High level line involves using existing infrastructure on high level bridge and surrounding areas
    • Interested in starting a conversation, getting ideas, and seeing where this can go; in the awareness-raising stages
    • Currently a disconnected system along route of the high level streetcar
    • Hope to make connections (Jasper Ave to Whyte Ave to connecting neighbourhoods), and create an experience for the public
    • Track shacks could provide programming along the rails
      • Northernmost station (MacEwan University): could create a combined-use space so that LRT can share space with pedestrians and programming
      • Railtown: currently a back-of-house to retail businesses, and fences by residences. Potential for programming
      • Ezio Faraone Park: connect with Legislature, cars go underground
      • High Level Bridge: no separation of uses; mixing LRT, pedestrians, cyclists
      • Tunnel: safety would be paramount. Opportunity for art and sound installations.
      • Southernmost station (Whyte Ave by MKT)
  • Discussion
    • Minimal disruption to motorists, and goes along with city's hope to promote alternative modes of transportation
    • High Level Line would work well in all seasons
    • Streetcar would add ability for people to commute, and there's ample room
    • Goal is to create not-for-profit - High Level Line - and keep it independent of a business
    • Aim to host events to gather stakeholders for the project
    • Could complete the project in phases

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this February 12 agenda, the January 2018 minutes, and reports as presented below.
Moved: Geoff
Seconded: Jonathan
Aye No Abstain
8 0 0
Carried

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

  • There is an HR committee meeting on January 24th- so a verbal report will be made at the board meeting with updates from that committee meeting. There will be no written report for February.

HR Report Discussion

Treasurer's Report - Geoff/Ali

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

Strategic Planning Committee Report

Accomplishments since last meeting

  • Created individual documents for each project, added some structure to them
  • Made a copy of the “work plan template” for the Strategic Planning Committee
  • A fair bit of work was done on leases/location which Mike will report on separately (as a discussion item)

2017/18 SPC documents

Current and Completed Business

Committee reporting and document templates -

  • Committee workplans should be complete by this meeting. Status?
    • Workplans to be shared with the board by the March board meeting
  • What's the status of each committee's terms of reference?
  • Discussion notes:

BWN Shop Update - Mike S. (15 min)

https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#

  • Good news: still a few places in central locations available
  • Bad news: market is such that we won't get a deal (and would end up paying 20% more than we're currently paying)
  • Plan is to make an offer subject to board approval, but will need to have some strategic discussions
  • Risk of losing clients in moving to a new place, in addition to moving costs and increased rent costs
  • Opportunities include high population in new area, and many commuters go through the area
  • Ideal to make a decision in the next 1-2 months
  • Given current budgetary constraints, should strongly consider whether this is the right time to make a costly move, or create a rigorous plan for increasing BWN revenue
  • Will set up a meeting with BWS landlord to talk about renewing lease for that location
  • Following April staff meeting, will have a shop-based plan for increasing revenue
  • Board to look at increasing revenue through other means, such as sponsorship

Volunteer Survey - Karli (15 min)

  • Volunteering Data
  • Volunteer Survey
  • Update
    • Based on a couple sources of volunteer surveys, created more professional survey
    • Presented on demographics who are more likely to volunteer, motivations and barriers to volunteering
    • Walked board through updated volunteering survey through both streams (of volunteering and not volunteering)
  • Discussion
    • Purpose of the survey is to gather perspectives of EBC members to see what motivators or barriers
    • Survey questions should gather results that would be actionable; how would the results of the first several pages be actionable? Motivators can help to target and retain volunteers, and work to reduce barriers
    • Survey is not only designed to find volunteers. We're looking to gather information on the motivators and barriers to volunteering to get more volunteers in the door.
    • Some people may just have no interest in volunteering. Possibility of screening those people out (given no time, confidence, and life constraints).
    • Demographic questions should go to end. Ask more involved questions at the beginning.
    • Consider what final report will look like
    • Try to get respondents to tell stories at the outset to get them engaged in the survey
    • Given impending end of Karli's internship, she'll meet with Geoff and Jon to work on the survey

Board Evaluation - Jasmine (10 min)

  • We will propose an initial board evaluation tool at this meeting.

Board Strategic Planning Session - Jeremy (10 min)

  • Chatted with Peter and confirmed the dates they had booked (evening of Fri, April 6, and morning of Sat, April 7)
  • Jeremy to send out invite to all board and staff

Organization Name Change (10 min)

  • There should be a launch date for unveiling of our name change
  • August 8 is the anniversary of our organization; target that date for the launch

Adjournment

MOTION
Moved: Geoff
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
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