Board Minutes October 2018

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

Bike Edmonton Board Meeting Minutes for October 2018

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

• Date: Monday, October 1, 2018
• Location: Room 113 Education South Education South, University of Alberta
• 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: Ali
• Minute-taker: Jasmine
• Food by: Nancy
• Board attendance: Nancy, Helen, Ali, Mike S., Jasmine
• Staff attendance: Coreen, Molly
• Regrets: Mike P., Mark H., Geoff
• Absent:
• Guests: Cai

Call to Order

• Meeting called to order by Ali at 6:42pm.

Logistics for Next Meeting

• Date: November 12, 6:30pm
• Location: Education South 113
• Chair: Helen
• Minute-taker: Jasmine
• Food by: Ali

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October 1 agenda, the September 2018 minutes, and reports as presented below.
Moved:	Jasmine
Seconded:	Helen

Aye	No	Abstain
6	0	0
Carried

President's Report - Jeremy

• President's Report October 2018

President's Report Discussion

H.R. Committee Report - Nancy

• HR Workplan
• Update
  • Some discussion around succession plan of HR Committee (without knowing who's taking on role of VP)
  • Outstanding projects
    • OH&S Project (being spearheaded by Mike P.)
    • Board Evaluation (ongoing; revisions being undertaken). Some more personal reflection questions could be done more closely to the fall strategic planning session.
  • Hope to develop a planning calendar to show aspects of board development and key timelines all in one place

HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

• Updates
  • All has been submitted for the company credit card; process could take 5-6 weeks
  • Email sent re: outstanding items in CAFT

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

• Administrative Committee Workplan

Strategic Planning Committee Report

• Board to direct staff to create and post "Please Donate" in the shop
  • Ali has already created some posters; to be sent to staff
• Discussed bike shops and locations. Will do a quick survey during transactions
• Membership recruitment; if we're doing tiered memberships, we need to be better at managing that
• Mark to follow-up with Chris about the survey

Current and Completed Business

End-of-term Evaluation - Jasmine (5 min) [TABLED UNTIL NEXT MEETING]

• Job descriptions have been developed and are used for: individual board members, executive positions, and committee chairpersons
• The board uses committees and/or working groups to divide board work fairly, or delegates appropriately to staff
• Committees have a Terms of Reference statement which defines their roles and responsibilities
• Board members follow through on plans and commitments
• The board composition reflects our community diversity
• Recruitment of effective board member nominees is a year round activity
• The board evaluates its work annually in relationship to the goals and plans they have made
• The board communicates clearly and regularly with appropriate staff, volunteers, funders, and the wider community
• The board has a written plan that is used to monitor and evaluate the organization's direction
• All board members are encouraged to participate in discussions
• The board makes sure adequate resources are available to undertake the work of the organization
• The board is operating effectively by:
  • Following a plan
  • Staying on topic (for the most part) during board meetings
  • Using the skills and resources available
  • Regular meetings and updates
  • Time constraints and commitments of individual board members
• Areas which could be made more effective are:
  • Better updates from all committees prepared for board meetings.
  • Enhancing the resources and skills available to complete the broader goals not just the priorities.
  • Accountability for action plans
  • More regularly referring back to strategic plan and mandate. More clearly differentiating between short term and long term goals.

Annual General Meeting - Jasmine (20 min)

• AGM Set-up Tasks
• Jasmine to go through document and identify areas where we need help
• Send out with October agenda for all board to review (Oct. 24)

New Business

Budget - Ali & Geoff (45 min)

• Proposed 2019 Budget
• Revenue from racks is lower than expense; need to check accounts receivable, which should balance things out. Should reflect budget to show that we don't anticipate losing money on the bike racks.
• Membership sales are projected to go up, given rebranding.
• Personal donations were significantly less than we expected.
• Rentals were minimal last year; can adjust the budget to 0%.
• Shop fees revenue projected to increase
• Advertising and promotions; reduced this year since rebranding has been done
• Publication costs increased for rebranding costs
• Employee and volunteer appreciation shouldn't have such a big reduction. Appreciation of volunteers is crucial for running of the organization.
• With the assumptions, we would be running a deficit budget (without taking into account the benefits to BWN)
• Increase to event fees line from folk fest payment
• Don't want to budget for a deficit because our cash position is quite a bit less than last year.
• Discussion
  • We budgeted quite a bit for art and merchandise and didn't sell that much. Last year's budget numbers had a less clear origin.
  • Are these numbers taking into account the BWN renovations? Yes, they are; some of the revenue will go up given the renovations. Increase new parts revenue and ability to stock more bikes.
  • Are Babac receipts being split out; separating tools and other parts.
  • Payments associated with Casinos need to stay
  • Grant we've received; so much needs to buying incentives for the program, some for membership of Canada bikes, some for commuter challenge software.

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 committeess

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 meeting at ____pm.
Moved:
Seconded:

Aye	No	Abstain