Board Minutes December 2019: Difference between revisions
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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 == | ||
| Line 26: | Line 26: | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: January | * Date: January 13, 2020 | ||
* Location: | * Location: | ||
* Chair: | * Chair: Mike S. | ||
* Minute-taker: | * Minute-taker: Jasmine | ||
* Food by: | * Food by: Jasmine | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{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 45: | Line 45: | ||
=== President's Report - Jeremy === | === President's Report - Jeremy === | ||
*[ President's Report] | *[ President's Report] | ||
* No President's report this week; items later in meeting will cover his thoughts. | |||
== Current and Completed Business == | == Current and Completed Business == | ||
=== 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 == | ||
| Line 56: | Line 57: | ||
{{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) === | ||
| Line 86: | Line 155: | ||
{{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= | ||
}} | }} | ||
| Line 97: | Line 166: | ||
{{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= | ||
}} | }} | ||
| Line 108: | Line 177: | ||
{{Motion | {{Motion | ||
|motion=To adjourn the board meeting. | |motion=To adjourn the board meeting. | ||
|first= | |first=Jeremy | ||
|second= | |second= | ||
|yes= | |yes= | ||
Latest revision as of 04:07, 10 December 2019
These minutes are approved.
Bike Edmonton Board Meeting Minutes for December 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, December 9, 2019
- Location: Iconoclast (12021 102 Ave)
- 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: Jeremy
- Timekeeper:
- Minute-taker: Jasmine
- Food by: Matt
- Board attendance: Talha, Jasmine, Jeremy, Annya, Matt, Rachel, Sarah
- Staff attendance: Chris, Molly
- Regrets:
- Absent:
- Guests: Kyle
Call to Order
- Meeting called to order by Jeremy at 6:46pm.
Logistics for Next Meeting
- Date: January 13, 2020
- Location:
- Chair: Mike S.
- Minute-taker: Jasmine
- Food by: Jasmine
Approval of Agenda, Minutes, Reports (5 min)
| To approve this December 9 agenda, the October 2019 minutes, and reports as presented below. | ||
| Moved: | Jasmine | |
| Seconded: | Talha | |
| Aye | No | Abstain |
|---|---|---|
| 7 | 0 | 0 |
| Carried | ||
President's Report - Jeremy
- [ President's Report]
- No President's report this week; items later in meeting will cover his thoughts.
Current and Completed Business
Awning Update - Sarah (5 min)
- Awning is done and up at BWN!!
- Payment is still outstanding; Jeremy will mail
New Business
Confirmation of the new Board Executive - Jeremy (10 min)
| 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 | ||
| Moved: | Sarah | |
| Seconded: | Rachel | |
| Aye | No | Abstain |
|---|---|---|
| 7 | 0 | 0 |
| Carried | ||
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)
- HR/Admin/Business Review Committee
- Bike Rack
- Policy review
- Bylaw review
- Job description review
- Google Drive organization
Additional priorities discussion - Jeremy (10 min)
- Review Bike Edmonton policies including template
- 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
- 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
- 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 - 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)
- Moving to Quickbooks, as recommended by bookkeeper
- Need to submit paperwork to get the accounts set up
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)
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)
- This will be a standing agenda item during board meetings to encourage some momentum in committees
In Camera:
| To go in camera | ||
| Moved: | Talha | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| 7 | 0 | 0 |
| Carried | ||
| To go out of camera | ||
| Moved: | Jasmine | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| 7 | 0 | 0 |
| Carried | ||
Adjournment
| To adjourn the board meeting. | ||
| Moved: | Jeremy | |
| Seconded: | ||
| Aye | No | Abstain |
|---|---|---|
| Expression error: Unexpected < operator. | ||