Board Minutes December 2013: Difference between revisions

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

* Absent: none

* Guests: Alexey, Matthew, Heather, Derek, Karly (left at 7)

* Meeting called to order by Meghan at 6:34 pm.

* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by Sarah, Seconded by Steve. '''Motion Carried.'''

* <span style="background: yellow;">Motion:</span> To approve [http://edmontonbikes.ca/w/Board_Minutes_October_2013 October 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

* <span style="background: yellow;">Motion:</span> To approve [http://edmontonbikes.ca/w/Board_Minutes_November_2013 November 2013] minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

** CHAN: Anna, would you be willing to update the Public calendar with room info and agenda links, please?

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

* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84N0RxWTd1LWswczg/edit?usp=drive_web September 2013 revised financials] - revised by Neil

* [https://docs.google.com/a/edmontonbikes.ca/document/d/1Yj13wEX2Vu9bDiCm-Tkj3WxC9SHHN_7H47on9aN3HsQ/edit?usp=sharing Treasurer's October 2013 Report]

* [Treasurer's November 2013 Report] - submitted by Neil

* [https://docs.google.com/a/edmontonbikes.ca/document/d/1CtCK1wPl3uGnaOgrZxABW0l0jNlPNyEpLfw2PW2CWbI/edit#heading=h.tfioge1ewak5 ED December 2013 Report] and associated [https://docs.google.com/a/edmontonbikes.ca/document/d/1_BPWyzyjvsbKFAACGjje95F12n0MezXCEE3Y0jF-_lo/edit email/intro] (covering Nov 18 - Dec 12, submitted after the Dec 5 deadline there [Dec 13] therefore will not be reviewed until Jan meeting)

* Discussion notes: Meg- please make your hours more specific. Chris- not clear what is being asked. Meg- what you logged didnt seem to be same as what was reported. Chris-they're pretty close. Log of hours is in Drive "ED Project Time Sheet". Doug- could you add a link in your report to hours log? Kristen-if report is capturing majority of hours i'm ok with it. Steve- agreed.

Coreen apologizes for not getting a report in this month. Pressure from the new shop has been taking the majority of her time. This is a time sensitive issue.  

*Steve: what do you need to get done? Coreen: finish painting by friday, pull up the carpet and scrape the glue this weekend. NAA is not in a rush to kick us out. But would like to keep Jan 1st deadline to stay on track with the budget.  

Leila: thanks Coreen and asks about budget. Coreen: budget depends on priorities. # from Chris is about $26,000. Chan: may go 30-50% over budget. Want to do it right the first time. Budget does not take into account Coreen's time. May need to consider hiring someone.

**Update: Sarah has spoken with Strategic Planning Committee about Charitable Status barriers and needs. Collaborative Google Doc to follow.

* Oct 2013: '''Kristen''' will draft a bylaw revision for the board election membership issue for 2014 AGM. (To keep on radar.)

* Nov 2013: '''Steve''' to coordinate some days to go to the shop to help with move-out tasks.  

* Discussion notes: History of Bikeology. Previous involvement from Rainbowbridge communications, MEC, and EBC. Michael K suggested creation of new organization to solidify ongoing festivals. ABA pays $10,000, EBC pays $5,000.00. Request for more funding to balance funders, or volunteers to support. VELO looking at various other sources of funding, but of course this takes time.  

Annual report from previous events has been given to Neil.  

If funding and volunteer hours stays the way that it currently is, the structure of VELOfest would change to accommodate current resources.  

Chris: advocacy is looking at "bike a friend to work day". Potentially more funding from corporate challenges, ALberta health, etc.  

Karly: New projects are always fun. Provisionally it's a yes.  

Caylie: what is 'more'

Karly: ONe year would be nice if additional $5000, or mechanics at all events, it's negotiable. there are a number of resources. there is a tie between both organizations.  

Caylie: specialized labour

Coreen: this past year, events ran a bit differently than in the past. How did sponsorship with restaurants work out? COuld EBC sponsor an event?  

Karly: as example: Approximately $300 / breakfast, Not necessarily a 'sponsorship'. Business sees no return on 'sponsorship'.  

Steve: the amount of money that EBC has been donating has not changed in the past at all.  

**

* Action Items: '''Name''' will... by (deadline)

Sarah proposes that all board members will read the 2013 Bikeology Annual Report and continue discussion over email. The board will get back to Karly after a decision is made at the next board meeting. Caylie seconds.

*Matt: Look at requirements for Charity for membership, members in good standing, and who can vote... Will look into this.

*Caylie: At AGM we must have a diligent check of memberships to ensure only current members are voting. Chan: Had infrastructure at 2013 AGM.  

* Action Items: '''Matt''' will look into CRA requirements for membership and voting.

**Chan: timeframe of prizes are estimates, will work it out with person who gets the prize. 100% markup on all saleable stuff (therefore profitable) but gets excitement for campaign. Caylie: bikes seemed to be valued less than actual value... Chan: Right, bikes were donated so they are still profitable and we were selling them 50% off last month anyway. Leila: Can you share the campaign breakdown of how profitable it will be? Chan: Resources going into this were learning how to set up indiegogo, sharing it with membership... most of this is what we do for our normal operations. Caylie: Does indiegogo pay out diff if we don't reach goal? Chan: yes, its in my report. Chan: goal of campaign to generate approx $3500 and garner excitement for new shop. Coreen: judging from donors so far, we are getting attention and revenue from new people. Kristen: board was surprised by the campaign, would have like to see it before it was announced on social media. Sarah: Campaign is having positive effect. What do relationships with donors look like? Chan: not sure what donor relationships mean so let's have a conversation. Doug: Surprise of campaign, but has so far had overall good effect. As new board member, amount of time spent organizing campaign is a concern when we are in a critical transition period with many tasks to be completed. Some sort of collaborative effort for board and staff for future campaigns. But dont want staff to go through many hurdles to get work done. Chan: First mentioned campaign in Oct then again in Nov. It is an extension of our retail operations, PR, marketing our new space, fundraising for new space. Risk is essentially nothing. We sell bike racks for $2k which doesnt need board attention so this campaign is along those lines... Coreen: Chris did bulk of the work done before the lease was signed so it was great to have this ready when the space was secured. Sarah: Nov ED report was not approved until today so we hadnt discussed indiegogo.

* CHAN: Letter of intent submitted for $50,000 2014 funding. The Board still has time to discuss and decide if they are still comfortable with this.

* Chan: Applied for funding to hire someone to run the spoke program.

* Meg: Book time after Chris hears back from CFF for further board discussion and decision on whether we will accept the funding.

**'''Chris''' will send board + Coreen the discussion points that were considered from 2010 board.

* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''