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Board Minutes April 2016: Difference between revisions

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Board Minutes April 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes May 2016|May 2016]] board meeting.'''''


== EBC Board Meeting Minutes for Monday April 11, 2016 ==
== EBC Board Meeting Minutes for Monday April 11, 2016 ==
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* Board attendance: Derek, Jon, Adrian, Kathy, Rachel, Jasmine, Karl, Anna
* Board attendance: Derek, Jon, Adrian, Kathy, Rachel, Jasmine, Karl, Anna
* Staff attendance: Chris,  
* Staff attendance: Chris,  
* Regrets: Dan (is in Portland!), Geoff (is in a plane returning from NZ!)
* Regrets: Dan (is in Portland!), Geoff (is in a plane returning from NZ!),
* Absent:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order by Adrian at 6:43 pm.
* Meeting called to order by Adrian at 6:43 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
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== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* <span style="background: yellow;">Motion:</span> To approve this April agenda, the [http://edmontonbikes.ca/w/Board_Minutes_March_2016 March 2016 minutes], and reports as presented below. Moved by Derek. Seconded by Jon. '''Motion Carried.'''
* <span style="background: yellow;">Motion:</span> To approve this April agenda, the [http://edmontonbikes.ca/w/Board_Minutes_March_2016 March 2016 minutes], and only the Strategic Planning Committee report. Moved by Derek. Seconded by Jon. '''Motion Carried.'''
 
=== President's Report - Jon ===
*[President's Report (Month) (Year)]


=== Treasurer's Report - Geoff ===
=== Treasurer's Report - Geoff ===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1FSDjlt_80u4vGmfXeeJlyXwOFsDHTzItopBAdgWWRPs/edit?usp=docslist_api Treasurer's Report March 2016] - submitted April 11. We will hold off on reviewing this until everyone has read it.
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1FSDjlt_80u4vGmfXeeJlyXwOFsDHTzItopBAdgWWRPs/edit?usp=docslist_api Treasurer's Report March 2016] - submitted April 11.  
 
* We will hold off on reviewing this until everyone has read it.


=== Executive Director's Report - Chris Chan ===
=== Executive Director's Report - Chris Chan ===
*[https://docs.google.com/document/d/1lK1ddmbUa8fHNJCPCjKoIZ5wtGLsu_5OS9sTqzkFaJY/edit ED Report February 2016] - (not formally submitted - draft?)
*[https://docs.google.com/document/d/1lK1ddmbUa8fHNJCPCjKoIZ5wtGLsu_5OS9sTqzkFaJY/edit ED Report February 2016] - (not formally submitted - draft?)
*[https://docs.google.com/document/d/11qhYDhbOUWKKiNsbDHIle0TchtFc4d74nSCLp11u2F0/edit ED Report March 2016] - (not formally submitted - draft?)
*[https://docs.google.com/document/d/11qhYDhbOUWKKiNsbDHIle0TchtFc4d74nSCLp11u2F0/edit ED Report March 2016] - (not formally submitted - draft?)
 
* Reports incomplete at this time. To be completed asap and approved at May board meeting.
=== H.R. Committee Report - Nancy ===
*[H.R. Committee Report (Month) (Year)]
 
=== Policy Committee Report - Dan ===
*[Policy Committee Report (Month) (Year)]


=== Strategic Planning Committee Report - Derek ===
=== Strategic Planning Committee Report - Derek ===
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* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Dec 2015: '''Anna''' will book 30 min meeting before board meeting for Asana orientation by Exec.
* Sep 2015: '''Anna''' to post final financial policy to wiki.
* Sep 2015: '''Anna''' to post final financial policy to wiki.
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Feb 2016: '''Geoff''' to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
* Feb 2016: '''Anna''' will post Executive, Policy, and HR TOR to wiki
* Feb 2016: '''Anna''' will post Executive, Policy, and HR TOR to wiki
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* Oct 2015: '''Anna''' will post the board vacancy (Alexey/Nathan/Kathy) to website.
* Oct 2015: '''Anna''' will post the board vacancy (Alexey/Nathan/Kathy) to website.
* Mar 2016: '''Nancy''' will communicate the CSJ funding update with Chris asap.
* Mar 2016: '''Nancy''' will communicate the CSJ funding update with Chris asap.
Feb 2016: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques, (we think this is done?)
* Feb 2016: '''Geoff''' to check with Neil Carey or Guy regarding BWN rent cheques, (we think this is done?)
*
 


=== Board Member Resignation (1 min)===
=== Board Member Resignation (1 min)===
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=== BWN rent payments (5 min)===
=== BWN rent payments (5 min)===
* Geoff calculates that we've overpaid $170.03 for the past six months ($1020.18)
* Geoff calculates that we've overpaid $170.03 for the past six months ($1020.18)
* Discussion notes: We have not actually over paid. We are now at a zero balance and are good.
* Discussion notes:  
** We have not actually over paid. We are now at a zero balance and are good.


== New Business ==
== New Business ==
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** What day would work best for the staff and board? Wednesday or on the weekend? Anna suggested meeting before the Spoke bike ride, which is at 6:00PM. This is on April 20th.  
** What day would work best for the staff and board? Wednesday or on the weekend? Anna suggested meeting before the Spoke bike ride, which is at 6:00PM. This is on April 20th.  
** Doesn't require a great deal of effort, it is a meet and greet for the new staff to meet the board. It may be best to contact the staff following the meeting to determine what is the best time for them and we will work around it. Chris requested 2 or 3 options to account for the varied schedules. April 20th, May 4th, are both options.
** Doesn't require a great deal of effort, it is a meet and greet for the new staff to meet the board. It may be best to contact the staff following the meeting to determine what is the best time for them and we will work around it. Chris requested 2 or 3 options to account for the varied schedules. April 20th, May 4th, are both options.
'''Action Item:''' Anna to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later.
 
* <span style="background: lime;">Action Items:</span> '''Anna''' to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later.


=== YCR2 and Spoke Reporting Structure (15 min)===
=== YCR2 and Spoke Reporting Structure (15 min)===
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** This was an agenda item added by Anna. We should keep the question of the reporting structure clear so by the time we arrive at the AGM in October we will be able to better present on the performance of our program(s).
** This was an agenda item added by Anna. We should keep the question of the reporting structure clear so by the time we arrive at the AGM in October we will be able to better present on the performance of our program(s).
** Our budget is currently set up as Bikeworks North, Bikeworks South, and Overhead. The staff at the Spoke were asking for clarity on what is this budget amount. We can be more specific about defining what the budget and scope of the budgets are for each program. Geoff has been having conversations with the program coordinator.
** Our budget is currently set up as Bikeworks North, Bikeworks South, and Overhead. The staff at the Spoke were asking for clarity on what is this budget amount. We can be more specific about defining what the budget and scope of the budgets are for each program. Geoff has been having conversations with the program coordinator.
** There is a participant survey for YCR2. The Spoke may or may not have a participant survey? Qualitative data (ex. how many people started vs. finished the program?).
** Documentation would prevent our staff from each having to learn the lessons "the hard way." A regular narrative of how the program is going would be beneficial for knowledge retention.


'''Action Item''': Jon, connect with Geoff regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
* <span style="background: lime;">Action Items:</span> '''Jon, Geoff''' connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
 
There is a participant survey for YCR2. The Spoke may or may not have a participant survey? Qualitative data (ex. how many people started vs. finished the program?).
 
Documentation would prevent our staff from each having to learn the lessons "the hard way." A regular narrative of how the program is going would be beneficial for knowledge retention.


=== AGM date (5 min)===
=== AGM date (5 min)===
* Our financial year end is August 30. Typically hold AGM in end of Sept or early Oct.
* Our financial year end is August 30. Typically hold AGM in end of Sept or early Oct.
* Sunday Oct 2
* Discussion notes:
* Discussion notes:
** The Alberta Bicycle Commuters conference is the weekend of September 17th and 18th.
** The Alberta Bicycle Commuters conference is the weekend of September 17th and 18th.
** We should aim for October to allow for information from the Alberta conference and it allows more time to prepare for our annual report.
** We should aim for October to allow for information from the Alberta conference and it allows more time to prepare for our annual report.
* Decided on Sunday Oct 2


=== Financial statements, Jon (__ min)===
=== Financial Report discussion (20 min) Jon ===
*
* Jon: In reviewing the Feb financials, we seem to be digging ourselves deeper into our budget than we intended. There is one item that is responsible for the significant shortfall: website for YCR2.
* Discussion notes:
* Discussion notes:
** We seem to be digging ourselves deeper into our budget than we intended. There is one item that is responsible for the significant shortfall, the website for YCR2. If it was not budgeted it was an oversight, we had a grant ($15,000) so if we forgot to budget, that is our fault. The grant was marked as deferred revenue. "Deferred grant revenue" in the budget.  
** Chris: If it was not budgeted it was an oversight. We had a grant ($15,000) so if we forgot to include that in the budget, that is our fault. The grant was marked as deferred grant revenue.
'''** Action Item: Jon,''' reconcile the budget with Geoff to reflect this 15,000 grant as well as the money we recently received from the Kinsmen Club.
** Chris (via email follow up): I misread our financials on my phone last night. I read the YTD line as a monthly amount. The ~$8000 website cost for Feb was a partial payment for the YCR2 online registration system development. YTD ~$15900 is the $15k for YCR2 plus some other costs. Without the $15k, we're still overbudget on website; I suspect some of that excess is also coming out of YCR2 costs. (The remainder is due to the low CAD-USD exchange rate, as well as development of our new website.)
 
* <span style="background: lime;">Action Items:</span> '''Jon, Geoff''' to reconcile the budget to reflect this 15,000 grant as well as the money we recently received from the Kinsmen Club.
 
=== Strategic Planning discussion (20 min) Jon ===
* With our CRA application pending and AGM coming up, we need a plan A and B to present to members about how to address our current deficit.
* If we are approved for charitable status, what are the tangible grants that we will be applying for and in what order or priority? Will these grants address all or some of the deficit?
* If we are not approved for charitable status, what are our proposed methods of reducing costs and increasing revenue?
* Discussion:
** Karl: Strategic Planning committee is doing an analysis of current EBC programs and services. Jon: Programs are already essentially paying for themselves or revenue-generating. Need to look at our overhead costs.
** Anna: Strategic Committee does not have the data to implement the program/service analysis. The criteria have been set by the board and now should be implemented or tested by the staff. Perhaps they can begin to use the criteria in their monthly reporting and give us feedback whether the criteria are adequate in capturing the benefits and costs of the programs. Exec Committee could take on the task of researching and developing a financial plan for the AGM.
 
* <span style="background: lime;">Action Items:</span> '''Derek & SP Committee''' to share program eval criteria with ED/staff to begin testing.
* <span style="background: lime;">Action Items:</span> '''Jon, Nancy, Geoff, Anna''' (Exec Committee) to meet before May mtg to make plan for best and worst case scenario of charitable status application to report at AGM.
 
=== Alberta Bicycle Commuters Conference (10 min) Karl===
* The 2016 conference will be Sept 16-18 in Canmore.
* Registration likely higher than 2015 ($80). Maybe closer to $100.
* Last year we donated $500 and funded $500 for registrations (received one free registration).
* Discussion notes:
** Should EBC send a delegate to the conference? Karl feels we should send a cross-section of our staff and board members to engage with the provincial organization. Maybe there is some way to put some prize behind it to get people down there? Are there any advocacy based grants that we could apply for to help get travel compensated. It would nice if we could sponsor a few volunteers to go to the conference and possibly recruit new board members.
 
* <span style="background: lime;">Action Items:</span> '''Karl''' to determine the specific 'ask' from the Alberta Bicycle Commuters.
 
8:05 - 8:15 Break
 
'''Derek''' departed at 8:10pm.
 
=== BWN Incident (10 min) Chris ===
* See March ED report section of BW.
* This is for info to board, no action required at this time.


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Rachel, seconded by Jon. '''Motion Failed/Carried.'''
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
** Name (___ min)
** Nancy (20 min)
** Name (___ min)


* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by Jon, seconded by Jasmine. '''Motion Carried.'''


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at   pm. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at 8:47pm. Moved by Nancy. '''Motion Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2015-2016 Board minutes]]
[[Category:2015-2016 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/3312...4123"