Bike Edmonton

Board Minutes February 2018: Difference between revisions

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Board Minutes February 2018 (view source)

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Board meetings are open to the EBC members and the public.
Board meetings are open to the EBC members and the public.


* Date: Monday February 12, 2018
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Start Time: 6:30pm
* Start Time: 6:30pm
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== Attendance ==
== Attendance ==
* Meeting Chair: Helen
* Meeting Chair: Jeremy
* Minute-taker: Jasmine  
* Minute-taker: Jasmine  
* Food by: Mike S.
* Food by: Mike S.
* Board attendance:  
* Board attendance: Geoff, Ali, Jonathan, Mike P., Nancy, Mike S.
* Staff attendance:
* Staff attendance: Chris, Molly
* Regrets:  
* Regrets: Helen
* Absent:
* Absent:
* Guests:
* Guests: Michael Rivest, Will


== Call to Order ==
== Call to Order ==
* Meeting called to order by ________ at ________.
* Meeting called to order by Jeremy at 6:49pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday March 12, 2018 6:30
* Date: Monday March 12, 2018 6:30
* Location: U of A, Education South 1-13
* Location: U of A, Education South 1-13
* Chair:
* Chair: Helen
* Minute-taker:
* Minute-taker: Jasmine
* Food by:  
* Food by: Geoff
 
== Guest Speaker: High Level Line - Michael Rivest (30 min)==
 
* Presentation
** Through some current projects, noted route of streetcar and congestion issues on roads
** High level line involves using existing infrastructure on high level bridge and surrounding areas
** Interested in starting a conversation, getting ideas, and seeing where this can go; in the awareness-raising stages
** Currently a disconnected system along route of the high level streetcar
** Hope to make connections (Jasper Ave to Whyte Ave to connecting neighbourhoods), and create an experience for the public
** Track shacks could provide programming along the rails
*** Northernmost station (MacEwan University): could create a combined-use space so that LRT can share space with pedestrians and programming
*** Railtown:  currently a back-of-house to retail businesses, and fences by residences.  Potential for programming
*** Ezio Faraone Park:  connect with Legislature, cars go underground
*** High Level Bridge:  no separation of uses; mixing LRT, pedestrians, cyclists
*** Tunnel:  safety would be paramount.  Opportunity for art and sound installations.
*** Southernmost station (Whyte Ave by MKT)
*Discussion
** Minimal disruption to motorists, and goes along with city's hope to promote alternative modes of transportation
** High Level Line would work well in all seasons
** Streetcar would add ability for people to commute, and there's ample room
** Goal is to create not-for-profit - High Level Line - and keep it independent of a business
** Aim to host events to gather stakeholders for the project
** Could complete the project in phases


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this February 12 agenda, the [[Board Minutes January 2018|January 2018]] minutes, and reports as presented below.
   |motion=To approve this February 12 agenda, the [[Board Minutes January 2018|January 2018]] minutes, and reports as presented below.
   |first=
   |first=Geoff
   |second=
   |second=Jonathan
   |yes=
   |yes=8
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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=== Treasurer's Report - Geoff/Ali ===
=== Treasurer's Report - Geoff/Ali ===
* Treasurer's Report
* [https://docs.google.com/document/d/1J0J8BxV7Gp_qMV8NiRVxxvcC0h2HJ_SzPB59nHa1nNk/edit Treasurer's Report]
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
*
*
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=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
*  
Accomplishments since last meeting
----
* Created individual documents for each project, added some structure to them
* Made a copy of the “work plan template” for the Strategic Planning Committee
* A fair bit of work was done on leases/location which Mike will report on separately (as a discussion item)
 
[https://drive.google.com/open?id=1AusgZdaeqJrpYrMpKrEWkouhSUuNIgbn 2017/18 SPC documents]
 
== Current and Completed Business ==


=== New Business: Michael Rivest (30 min)===
*Discussion


=== '''Committee reporting and document templates ''' - ===
=== '''Committee reporting and document templates ''' - ===
*  What is the status of the terms of reference, and workplans
*  Committee workplans should be complete by this meeting.  Status?
** Workplans to be shared with the board by the March board meeting
*  What's the status of each committee's terms of reference?


* Discussion notes:
* Discussion notes:
** Workplan Template
**  
*** All committees' workplans due at February's board meeting
*** Workplan
** Terms of Reference
*** Template located on the Wiki
*** Add your committees' Terms of Reference if it doesn't exist
** Monthly Reporting
*** Use the workplans as monthly reports; notes and progress function at the far right to indicate progress


*[https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template ]
*[https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template ]
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*[http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page ]
*[http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page ]


=== New Business: Board Evaluation ===
=== BWN Shop Update - Mike S. (15 min) ===
* We will propose an initial board evaluation tool for the February meeting.
https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#
* Good news:  still a few places in central locations available
* Bad news: market is such that we won't get a deal (and would end up paying 20% more than we're currently paying)
* Plan is to make an offer subject to board approval, but will need to have some strategic discussions
* Risk of losing clients in moving to a new place, in addition to moving costs and increased rent costs
* Opportunities include high population in new area, and many commuters go through the area
* Ideal to make a decision in the next 1-2 months
* Given current budgetary constraints, should strongly consider whether this is the right time to make a costly move, or create a rigorous plan for increasing BWN revenue
* Will set up a meeting with BWS landlord to talk about renewing lease for that location
* Following April staff meeting, will have a shop-based plan for increasing revenue
* Board to look at increasing revenue through other means, such as sponsorship
 
=== Volunteer Survey - Karli (15 min) ===
* [https://docs.google.com/presentation/d/1Ph3QqJakFRgtaOTXS60nuRoHgreB-icf01OQiFnCjkE/edit#slide=id.p Volunteering Data]
* [https://docs.google.com/presentation/d/1Ph3QqJakFRgtaOTXS60nuRoHgreB-icf01OQiFnCjkE/edit?usp=sharing Volunteer Survey]
* Update
** Based on a couple sources of volunteer surveys, created more professional survey
** Presented on demographics who are more likely to volunteer, motivations and barriers to volunteering
** Walked board through updated volunteering survey through both streams (of volunteering and not volunteering)
* Discussion
** Purpose of the survey is to gather perspectives of EBC members to see what motivators or barriers
** Survey questions should gather results that would be actionable; how would the results of the first several pages be actionable?  Motivators can help to target and retain volunteers, and work to reduce barriers
** Survey is not only designed to find volunteers.  We're looking to gather information on the motivators and barriers to volunteering to get more volunteers in the door.
** Some people may just have no interest in volunteering.  Possibility of screening those people out (given no time, confidence, and life constraints).
** Demographic questions should go to end.  Ask more involved questions at the beginning.
** Consider what final report will look like
** Try to get respondents to tell stories at the outset to get them engaged in the survey
** Given impending end of Karli's internship, she'll meet with Geoff and Jon to work on the survey
 
=== Board Evaluation - Jasmine (10 min) ===
* We will propose an initial board evaluation tool at this meeting.


=== '''Board Strategic Planning Session - Jeremy''' (10 min)===
=== '''Board Strategic Planning Session - Jeremy''' (10 min)===
* Updates?
* Chatted with Peter and confirmed the dates they had booked (evening of Fri, April 6, and morning of Sat, April 7)
* Jeremy to send out invite to all board and staff
 
=== '''Organization Name Change''' (10 min)===
* There should be a launch date for unveiling of our name change
* August 8 is the anniversary of our organization; target that date for the launch


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=
   |motion=
   |first=  
   |first= Geoff
   |second=  
   |second=  
   |yes=
   |yes=
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