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Board Minutes August 2015: Difference between revisions

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Board Minutes August 2015 (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 September 2015|September 2015]] board meeting.'''''


== EBC Board Meeting Minutes for August 19, 2015 ==
== EBC Board Meeting Minutes for August 19, 2015 ==
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=== Updates on Action Items From Previous Meeting (5 min)===
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2015 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2015 board volunteer hours] for the past month.
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdHV6SEhxdHAzLWthUFZmN2VfVTJhZEE&usp=drive_web#gid=0 2015 board volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each month.
* '''Everyone''' sign reports that you have reviewed each month.
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=== BWN Lease (10 min) Adrian ===
=== BWN Lease (10 min) Adrian ===
* formally document email vote
* [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc Draft lease] for Sept 1 to Aug 31, 2018 (3 year term)
* [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc Draft lease] for Sept 1 to Aug 31, 2018 (3 year term)
** see [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc previous lease] for reference
** see [https://drive.google.com/drive/folders/0ByPA_mxTBvz1R04tX29SOUd4WWc previous lease] for reference
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* Adrian received request from Coreen to play garbage bin in alley. Jon: Must tell landlord of our intentions to do this before moving forward.
* Adrian received request from Coreen to play garbage bin in alley. Jon: Must tell landlord of our intentions to do this before moving forward.
* Adrian: Chris Ch would like a trailer for our metal disposal. Also need approval from landlord.
* Adrian: Chris Ch would like a trailer for our metal disposal. Also need approval from landlord.
* Discussion notes:
* Discussion notes:
** Jon: base rent remains unchanged from previous lease. Variable rent has changed (incr by $168/mo). This incl property tax, snow removal, etc. Neil: This is due to property taxes, which almost doubled this year. Jon: Read in earlier lease convos that BW could apply for property tax exemption. Neil: This may change if we become a charity. There are 2 categories for exemptions: building would have to be owned by a NFP. So we would not likely succeed in getting a property tax exemption.
** Jon: base rent remains unchanged from previous lease. Variable rent has changed (incr by $168/mo). This incl property tax, snow removal, etc. Neil: This is due to property taxes, which almost doubled this year. Jon: Read in earlier lease convos that BW could apply for property tax exemption. Neil: This may change if we become a charity. There are 2 categories for exemptions: building would have to be owned by a NFP. So we would not likely succeed in getting a property tax exemption.
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* Discussion notes:
* Discussion notes:
** Dan: will update this for Sept meeting for board approval.
** Dan: will update this for Sept meeting for board approval.
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== AGM Organizing (10 min) Anna ===
=== AGM Organizing (10 min) Anna ===
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** "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program."
** "Nancy: Clarifying - what type of board capacity are you recommending? Nathan: board member who has spoke as portfolio. Marianne: Having a name assigned shows board commitment for the program."
* Should we have a Director assigned to each [http://edmontonbikes.ca/services/ Program]? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?
* Should we have a Director assigned to each [http://edmontonbikes.ca/services/ Program]? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?


== New Business ==
== New Business ==
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=== Budget 2015-6 (30 min) Neil ===
=== Budget 2015-6 (30 min) Neil ===
* Review of [https://docs.google.com/spreadsheets/d/1e7gsDAsmRSH56GLFDv4ONQn8U4G3xvuwi20nXUmhSDQ/edit Budget 2014-5]
* Review of [https://docs.google.com/spreadsheets/d/1e7gsDAsmRSH56GLFDv4ONQn8U4G3xvuwi20nXUmhSDQ/edit Budget 2014-5]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view Draft 2015-6 Budget]
* [https://drive.google.com/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view?resourcekey=0-vuXtEdwPu9Kay6-dDxQ5bw Draft 2015-6 Budget]
* Discuss priorities for 2015-6
* Discuss priorities for 2015-6
* CUrrently forecasting about $15k this year. First loss in last 3 years. There is space for our org to move but what is our plan for plugging this hole?
* Currently forecasting about $15k this year. First loss in last 3 years. There is space for our org to move but what is our plan for plugging this hole?
* Neil: I have put together what I consider to be a 'stay the course' budget. Estimating each shop grows 6%. Employ similar staff to this year (FT ED, 35 BW, 30 Prog Coord, 20 Outreach, 20 BB.
* Neil: I have put together what I consider to be a 'stay the course' budget. Estimating each shop grows 6%. Employ similar staff to this year (FT ED, 35 BW, 30 Prog Coord, 20 Outreach, 20 BB.
* YCR2 has huge grant funding. Dont see them needing support from EBC budget. I used the same budget as last year ($2k) for them.
* YCR2 has huge grant funding. Dont see them needing support from EBC budget. I used the same budget as last year ($2k) for them.
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** Jon: We provide a service for people who cannot bring their bike anywhere else. Thats why we have the rates we do and if we can get donations from people who can afford it, great. But strata of members based on $ is not our goal.
** Jon: We provide a service for people who cannot bring their bike anywhere else. Thats why we have the rates we do and if we can get donations from people who can afford it, great. But strata of members based on $ is not our goal.
** Coreen: Our higher end bikes have increased in cost, and the patrons who buy those bikes still see that they're getting a great deal. Leveraging the high end stuff is really important to our bottom line, because it gets the funding from those who can afford it.
** Coreen: Our higher end bikes have increased in cost, and the patrons who buy those bikes still see that they're getting a great deal. Leveraging the high end stuff is really important to our bottom line, because it gets the funding from those who can afford it.


* <span style="background: lime;">Action Items:</span> '''Anna''' will share HR folder of past bookkeeper. '''Neil''' will make changes that we discussed and send us update to pass at Sept meeting.
* <span style="background: lime;">Action Items:</span> '''Anna''' will share HR folder of past bookkeeper. '''Neil''' will make changes that we discussed and send us update to pass at Sept meeting.
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