Board Minutes May 2013: Difference between revisions

<span style="background: yellow;">Motion:</span> To return/approve the May 2013 Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

** Coreen -- volunteer food budget has been being spent, I've submitted some receipts.

=== Executive Director's Report (10 min)===

** Sarah -- is a third staff member in the long-term planning? There seems to be a lot of pressure on Chris and Coreen. Anna - a lot of cities go down the route of having separate advocacy/bike shop services. That's a huge discussion that might be warranted.  

** Coreen has been thinking about: if we had someone who was just fixing up bikes for sale, maybe working on the rental program, could that program pay for itself? That might be an opportunity to serve more people. Chris Ch-- I know lots of pro bike mechanics that we could hire quickly. How long into the season could that pay for itself? Leila -- in terms of building community/capacity, would support using EBC-connected people. Chris Ch -- could become a question of financial sustainability, a crack mechanic could build something faster than a caring, loving EBC volunteer. There's conflict there. Justin -- we should give this some longterm thought. Lee -- let's table it for the retreat. (Consensus on that.)

<span style="background: yellow;">Motion:</span> To return/approve the May 2013 ED report as presented. Motioned by Anna. Seconded by Justin. '''Motion Carried.'''

** Party was good. Volunteer burnout a concern (some ppl do a lot).

** Rental program has been very popular, but things need to be tweaked. Hourly rate will be eliminate, daily increased to $20. Also, rental customers are different, and they're expected full-time hours and better service. We could improve that just by improving our marketing material, because it's not doing us any favours, especially when ppl are from out of town and we're basically subsidizing them. Adam -- what if we only rented bikes, say, Saturdays between 10 and noon. Coreen -- maybe, that's how it is at Sustain SU. Anna -- I see that this is a good service, but with all our burnout, since this doesn't add any education/empowerment, does this serve our goals, when we've got so much burnout? It sounds like the labour cost for rental is excessive, and we don't account for that. I feel like we should maybe axe this, maybe we can get a store to take it over. (Other board members are very much open to this, to be assessed at the end of this summer. Coreen will need to decide if it's worth going forward.) Anna -- we need to value our volunteers.  Chris Ch - I think there are ways to address this issue, but we'll talk about that.

<span style="background: yellow;">Motion:</span> To return/approve the May 2013 BW report as presented. Motioned by Lee. Seconded by Sarah. '''Motion Carried.'''

* Discussion notes: Nothing to report. Chris Co is unclear what this job consists of. Went to a Molson's redevelopment consultation (everyone there aside from the developer said this is an inappropriate, car-oriented development), and there's a public consultation tomorrow. Chris Ch-- what's your assessment of the urgency, should EBC be rallying ppl to go to this public consultation tomorrow? Will it happen regardless? Will be EBC look good by joining in? Chris Co -- I think it will look great. Chris Ch -- as advocacy chair, you should be emailling me right away. If there's anything else on your radar in future, send those emails.  

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<span style="background: yellow;">Motion:</span> To return/approve the May 2013 Advocacy Committee report as presented (orally). Motioned by Anna. Seconded by Leila. '''Motion Carried.'''

** We've been working on finalizing a policy for staff performance reviews. Our goal would have been to have it approved today, but we need to add a few things. We also talked about the role of a staff liaison, what has worked for apirg, etc.

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<span style="background: yellow;">Motion:</span> To return/approve the May 2013 HR Policy Committee report as presented (orally). Motioned by Sarah. Seconded by Adam. '''Motion Carried.'''

* Discussion notes:

** Attendance ~20.

** We didn't get a lot of feedback afterwards -- 20 is pretty good turnout. Chris Ch -- I think ppl enjoyed the bike ride. The north shop seemed well-rep'd.  

** Coreen felt a lift in morale the week after the event. That's great.

** What about social committee-style things (picnic, art gallery)? Get volunteers learning each others' names. (Lots of agreement with this.) We can think of some volunteers that might like this.

* <span style="background: yellow;">Motion:</span> Anna will be reimbursed for the alcohol, despite being overbudget. Motioned by Leila. Seconded by Justin. '''Motion Carried.'''

<span style="background: yellow;">Motion:</span> To return/approve the May 2013 Vol App Event report as presented. Motioned by Adam. Seconded by Chris Co. '''Motion Carried.'''

** Suggestion: we plan this at the retreat in July. (When is Bern's conference going to be). Tabled for the next retreat.

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=== Retreat Committee for July to form (5 min)===

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* <span style="background: yellow;">Motion:</span> The committee will consist of at least Leila, Sarah, and Lee. Motioned by Leila. Seconded by Anna. '''Motion Carried.'''