Board Minutes October 2013: Difference between revisions
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* Minute-taker: Justin | * Minute-taker: Justin | ||
* Food by: Neil | * Food by: Neil | ||
* Board attendance: | * Board attendance: Bernadette, Caylie, Sarah, Neil, Justin, Meghan, Anna, Jason, Chris Corrigan (6:49) | ||
* Staff attendance: | * Staff attendance: Coreen, Chris Chan | ||
* Regrets: | * Regrets: Leila, Kristen | ||
* Absent: | * Absent: Paul | ||
* Guests: | * Guests: Steve Andersen | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 6:37 pm. | ||
== Welcome to New Board Members! (15 min)== | == Welcome to New Board Members! (15 min)== | ||
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== Approval of Agenda == | == Approval of Agenda == | ||
* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by Caylie. Seconded by Jason. '''Motion Carried.''' | ||
== Approval of Last Month's Minutes == | == Approval of Last Month's Minutes == | ||
* <span style="background: yellow;">Motion:</span> To approve | * <span style="background: yellow;">Motion:</span> To approve September 2013 minutes. Motioned by Meghan. Seconded by Bernadette. '''Motion Carried.''' | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Wednesday Nov | * Date: Wednesday Nov 13, 2013 | ||
* Location: U of A (room TBA by Justin) | * Location: U of A (room TBA by Justin) | ||
* Chair: | * Chair: Caylie | ||
* Minute-taker: | * Minute-taker: Justin | ||
* Food by: | * Food by: Jason | ||
== Reports == | == Reports == | ||
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[https://docs.google.com/a/edmontonbikes.ca/document/d/1euahPZq6RJy_5Nr-N-L64DbcBj8aru1d7eRPlJGS4ww/edit President's October 2013 Report] | [https://docs.google.com/a/edmontonbikes.ca/document/d/1euahPZq6RJy_5Nr-N-L64DbcBj8aru1d7eRPlJGS4ww/edit President's October 2013 Report] | ||
* Discussion notes: | * Discussion notes: | ||
** | **No discussion needed. | ||
<span style="background: yellow;">Motion:</span> To | <span style="background: yellow;">Motion:</span> To approve the October 2013 President's report as presented. Motioned by Caylie. Seconded by Bernadette. '''Motion Carried.''' | ||
=== Treasurer's Report (10 min)=== | === Treasurer's Report (10 min)=== | ||
* [[Treasurer's Report (Month) (Year)|Treasurer's Report]] | * [[Treasurer's Report (Month) (Year)|Treasurer's Report]] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Neil: more revenue, same costs as last year. Will send a complete report when the report is finished. | ||
* Action Items: '''Neil''' will complete the report and submit to the board. | |||
* Action Items: ''' | |||
=== Executive Director's Report (10 min)=== | === Executive Director's Report (10 min)=== | ||
[https://docs.google.com/document/d/1GHVI411ac68cpWRdevVd7xaqZFIQ3S7yMAY6Do7_T7g/edit?usp=sharing Executive Director's Oct 2013 Report] | [https://docs.google.com/document/d/1GHVI411ac68cpWRdevVd7xaqZFIQ3S7yMAY6Do7_T7g/edit?usp=sharing Executive Director's Oct 2013 Report] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Bernadette: Chris, could you clarify what your 18hrs for the ABBCC was for? That seems like a lot. Chris Chan: Let me get back to you on that. Anna: In funding we have SCiP placements who will procure sources of funding for us. Around funding/sponsorship, there is a lack of policy around what kind of funding and sponsorship we accept and pursue. If this is going to be a coordinator position, maybe the board should develop policy so there is direction around where to look for funding. What is the timeline? Chris Chan: This is dependent on me largely. We can direct the coordinator on what places to pursue funding. Bernadette, I will have to get back to you on the ABBCC hours. Possibly made a mistake. Sarah: Is there anything you would like to bring to our attention? Chris Chan: I don't know what we're doing on the 25th. Sarah: That is on the agenda. Chris Chan: The CIOG grant has been submitted. | ||
<span style="background: yellow;">Motion:</span> To | <span style="background: yellow;">Motion:</span> To approve the October 2013 ED report as presented. Motioned by Anna. Seconded by Bernadette. '''Motion Carried.''' | ||
=== BikeWorks Report (10 min)=== | === BikeWorks Report (10 min)=== | ||
[https://docs.google.com/a/edmontonbikes.ca/document/d/1Qdi6zsKCEC-tVHXSLCtAJodiGIirOxb53cOkckeyWt0/edit?usp=sharing BikeWorks Manager Oct 2013 Report] | [https://docs.google.com/a/edmontonbikes.ca/document/d/1Qdi6zsKCEC-tVHXSLCtAJodiGIirOxb53cOkckeyWt0/edit?usp=sharing BikeWorks Manager Oct 2013 Report] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Coreen: Most of the report was on the building search. Don't know what we're doing on the 25th but lots of people are volunteering to be involved. Not sure what we're going to do with W&TO day. I would opt for suspending it. Less bikes are sold due to the weather. Chris Chan: You would prefer to suspend it instead of moving it to BWN? Coreen: I think there would be a lot more issues coming up if we have it there. The number of people who utilize it during the winter is extremely low. I am open to suggestions. Sarah: What about a special event once a month or two months? Coreen: I thought about that, or offering more classes. Meghan: What about reserving two stands? Agreement that space is not the issue in the Winter. Chris Corrigan: When is Videodrome space available? Coreen: They closed at end of Oct. not sure but would likely be just after that. The lease is $2650-2900/month, we could get our property taxes waived. Neil: Our class of non-profit only qualifies if the owner of the building is a non-profit. Coreen: So operating is 1000/month. Good visibility. We wouldn't likely have outdoor storage. There is space for bike parking outside. There are two parking spaces out back that could be used for recycling. Sarah: Chris' report says he wants to hold on to BWS until the end of Nov. Chris Chan: We haven't cleaned it out as much as we'd want. Neil: The board should vote on this because our budget says we're not paying rent after Oct 31. Coreen: Clearing is going slow. Caylie: Is there a way to strongly suggest to people to go down on certain days to help out. Sarah: It is definitely more motivating when there's a large group. Can we propose a day in the next few weeks to get people down there? Neil: What date are we closing? Chris Chan: We're planning to still sell bikes, no repairs. Neil: We'll need to empty the yard before it snows and freezes. That time is coming up quickly. Bernadette: What is the plan for all the frames and bikes in the yard? Coreen: We will store the ones worth storing. Tuned and easily-tuned bikes are worth storing. Steve: Will we need a bin when we clean out the yard? Coreen: Thinking of renting a Uhaul. Sarah: So we will keep the closing date end of October, exit date from the space the end of November. Caylie: Is there a way to get a timeline of what can be done in what order, so a cleaning party can know where we are at in moving out of the space. We could all commit to putting in 8 hours between now and the end of Novemeber to help out with the move process. Coreen: I could make up something like that. I've already been trying to communicate with volunteers priorities for cleaning and other activities. Sarah: I would be happy to go Sunday. Coreen: That day will be the last W&TO day. Neil: Can't cancel W&TO day at this short of notice. Coreen: We could also start early on Saturday. Other spaces we have looked at the Churchill space - affordable mortgage but condo fees are quite large. Space on 99st - quite good on most accounts. Is it far enough out that it will be a problem for volunteers and patrons? Industrial, lots of trucks. We would probably have to have all recycling and donations inside. It is notable because it's close and flexible and affordable. Will have to move quickly for the Videodrome space, the 99th street space will not likely go fast. Sarah: For location and safety, Videodrome will be the best, 99th st will be a backup. Anna: 99th st would be good for a purchase. Right next to Ritchie which is a great community. Discussion of the general merits of the 99th st location. Neil: I'm not sure that buying vs leasing is significant. A good location at a price we can afford is more important. Buying a place that stretches our budget is risky. We won't have much in the way of cash to fall back on. If we lease a place that is more than what we bring in every year, we have a substantial cushion to fall back on to build the business back up to a sustainable level. Videodrome space floorplan discussion. Sarah: What are our actions moving forward? Chris Chan: If couldn't get a metal storage, maybe we could have some other kind. I'm not in favour of 99th st space. too sparse, too far from major areas. The Videodrome space could work. Anna: Can we empower the staff to make an offer on the Videodrome space? Chris Chan: I would like to look through the listings with the new 800K mortgage price point to see what is out there. Bernadette: Neil is the $3600 cost higher than $2500 we budgeted for. Neil: That didn't include utilities and the $3600 does. It would be manageable. Caylie: I want a timeline for looking at a place and setting an offer. Chris Chan: Coreen and I can split the work. What do you think Coreen? Sarah: What about a date to make the offer by? Meghan: Can you make an offer by Friday? Coreen: Can we make an offer and still look at other spaces? | ||
<span style="background: yellow;">Motion:</span> To | <span style="background: yellow;">Motion:</span> To To suggest the staff put forward an offer on the Video drome space by friday, while looking into spaces to buy. Motioned by Anna. Seconded by Sarah. '''Motion Carried.''' | ||
<span style="background: yellow;">Motion:</span> To approve the October 2013 BikeWorks report as presented. Motioned by Caylie. Seconded by Meghan. '''Motion Carried.''' | |||
=== BWS Location Committee Report (10 min)=== | === BWS Location Committee Report (10 min)=== | ||
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* Chris Chan, Coreen, Caylie, Sarah, Anna to report on locations that have been explored this past month. | * Chris Chan, Coreen, Caylie, Sarah, Anna to report on locations that have been explored this past month. | ||
* Discussion notes: | * Discussion notes: | ||
** | **Discussed above | ||
=== Staff Review Committee Report (5 min)=== | === Staff Review Committee Report (5 min)=== | ||
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* Leila, Sarah to report on Staff Review updates | * Leila, Sarah to report on Staff Review updates | ||
* Discussion notes: | * Discussion notes: | ||
** Recruiting new members for the standing HR Committee | **Did not get a chance to read it. Sarah: leila and I met and went through some of the policy and what the previous hr committee undertook. started taking minues. continuing policy development for hr policy. looking to oustide sources. current staff review has not been completed, due to board turnover, speed at which the review happened. trying to get enough policy in place to complete coreen's year reivewe by the end of december. will have a meeting before the 10th of nov. Recruiting new members for the standing HR Committee. Not in line to complete our smart goal for HR policy. Next steps are to have the meeting and meet monthly and establish TOR. meet with staff to complete reivews and make appropriate corrections. Anna volunteers to be a part of the committee. Any questions? | ||
* Action Items: '''Name''' will... by (deadline) | * Action Items: '''Name''' will... by (deadline) | ||