Bike Edmonton

Board Minutes August 2015: Difference between revisions

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Board Minutes August 2015 (view source)

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* Food by: Adrian
* Food by: Adrian
* Board attendance: Nancy, Geoff, Adrian, Alex, Anna, Jon, Dan (by phone)
* Board attendance: Nancy, Geoff, Adrian, Alex, Anna, Jon, Dan (by phone)
* Staff attendance: Chris Ch  
* Staff attendance: Chris Ch, Coreen (715ish)
* Regrets: Rachel
* Regrets: Rachel
* Absent: Chris Co,  
* Absent: Chris Co,  
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* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view Draft 2015-6 Budget]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view Draft 2015-6 Budget]
* Discuss priorities for 2015-6
* Discuss priorities for 2015-6
* Anna: Previously, we had 4 tabs on the budget - Overhead costs, BWS budget, BWN budget, and Total. Could separate out two more tabs - YCR2 budget and Spoke budget? This would allow us to give YCR2 and Spoke their annual budget that is distinct and precise. If they can track their own revenue & expenses and confirm with our monthly financial reports, I think they will have better understanding of their financial capacities.
 
** Neil: I can tell them how much they have spent. I cant tell them how much they .....  YCR2 has their own partner funding that we dont know about so I dont know a lot about their info.
 
** JOn: one concern YCR2 has is that they cant control their expenses. Would like them to have their own account so they have signing authority to do this within their budget or their own account.
*** Neil: My issue is communication. If i'm not finding out now that they're spending $ when they spend it, if they have no need to contact me to spend it, how do I find out when the cheque gets cashed what has happened. Sometimes with the main EBC acct this happens and I dont know about them until they are cashed.
*** Chris CH: YCR2 has a volunteer bookkeeper that is willing to do their finances. If we give them the agency to do the finances and to submit a report... Neil: if they report to me by the 5th or 10th each month then I can integrate it. WIth the scale that they are operating they would do well as their own organization. It is important not to get their $ mixed up in our general account. This ties in to how EBC gets funded too. THe shops bring in $ and pay for themselves, Coreen's wage, Keith's wage, etc. If we bring in other orgs, how do they support our overhead costs? They bring in $ to support their programs but beyond the program what are they contributing to EBC's overhead (staffing, space, etc.) YOu could set it up as a management fee that YCR2 pays each month. What resources are they using, how much does this cost EBC, and a bit of overhead.
** Nancy: If they are managing their own finances, but arent subject to the same board oversight as the rest of the organization, they should be subject to the same rules. They are part of our organization. It seems like we're giving them the best part of it ($, freedom of decision making).
** Neil: THis is similar to what happened with ABBCC. They wanted the $ they brought in but they were part of EBC (being housed by EBC).
** Jon: If they manage their own budget, we could ask in return some sort of mamagement fee and a report with direction on where they are going.
** Geoff: When YCR2 presented to us last month, they seemed to be looking for integration with EBC. Jon: I"m only speaking about financial. Operationally would all continue to be integrated but that EBC would be compensated for the soft costs of keeping the org running. There is a lot of value in having a fully functioning board and org to help them go. But financially, they need ability to plan out how they are going to run their program, how to manage their funds, etc. Neil: They have other bank accounts with other organizations (eg. Rotary). Jon: Rotary funding was a condition because $ had to be held by charity so EBC could not do that.


   
   
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* Discussion notes:
* Discussion notes:
**
** Anna: Previously, we had 4 tabs on the budget - Overhead costs, BWS budget, BWN budget, and Total. Could separate out two more tabs - YCR2 budget and Spoke budget? This would allow us to give YCR2 and Spoke their annual budget that is distinct and precise. If they can track their own revenue & expenses and confirm with our monthly financial reports, I think they will have better understanding of their financial capacities.
** Neil: I can tell them how much they have spent. I cant tell them how much they .....  YCR2 has their own partner funding that we dont know about so I dont know a lot about their info.
** Jon: one concern YCR2 has is that they cant control their expenses. Would like them to have their own account so they have signing authority to do this within their budget or their own account.
** Neil: My issue is communication. If i'm not finding out now that they're spending $ when they spend it, if they have no need to contact me to spend it, how do I find out when the cheque gets cashed what has happened. Sometimes with the main EBC acct this happens and I dont know about them until they are cashed.
** Chris CH: YCR2 has a volunteer bookkeeper that is willing to do their finances. If we give them the agency to do the finances and to submit a report... Neil: if they report to me by the 5th or 10th each month then I can integrate it. WIth the scale that they are operating they would do well as their own organization. It is important not to get their $ mixed up in our general account. This ties in to how EBC gets funded too. THe shops bring in $ and pay for themselves, Coreen's wage, Keith's wage, etc. If we bring in other orgs, how do they support our overhead costs? They bring in $ to support their programs but beyond the program what are they contributing to EBC's overhead (staffing, space, etc.) YOu could set it up as a management fee that YCR2 pays each month. What resources are they using, how much does this cost EBC, and a bit of overhead.
** Nancy: If they are managing their own finances, but arent subject to the same board oversight as the rest of the organization, they should be subject to the same rules. They are part of our organization. It seems like we're giving them the best part of it ($, freedom of decision making).
** Neil: THis is similar to what happened with ABBCC. They wanted the $ they brought in but they were part of EBC (being housed by EBC).
** Jon: If they manage their own budget, we could ask in return some sort of mamagement fee and a report with direction on where they are going.
** Geoff: When YCR2 presented to us last month, they seemed to be looking for integration with EBC. Jon: I"m only speaking about financial. Operationally would all continue to be integrated but that EBC would be compensated for the soft costs of keeping the org running. There is a lot of value in having a fully functioning board and org to help them go. But financially, they need ability to plan out how they are going to run their program, how to manage their funds, etc. Neil: They have other bank accounts with other organizations (eg. Rotary). Jon: Rotary funding was a condition because $ had to be held by charity so EBC could not do that.
** CHris CH: Instead of management fee, could we incorporate fees into their project for overhead? Neil: Yes, if they want to be more integrated and be seen more like a department of EBC (more like BW) which is a distinction in the software that I use to track costs and revenues. This would be easier to assign a department a budget.
** Anna: should we bring this option of integration to YCR2 to decide?
** Coreen: When we have a Program Coordinator for YCR2 and Spoke, this will bridge the communication much better to EBC.
 
 
** Bikeology donation? Adrian: I was on their board last year and didnt receive arts council grant for this year. Neil: BUdget should be what we expect to spend, so if we are not expecting to spend it we should leave it out. If it comes up, then we can make a decision at that time to alter the budget.
 
 
** Nancy: Is there opportunity for other organizations that we may want seed funding to support them? IF we put $1k in the budget, let other orgs know we have $ available, then we can allocate it to them as it comes up. Anna: I like the idea of $1k that we could give out as $250 to 4 initiatives/events or $1k to a big one. Chris Ch: How would this affect charitable status? Jon: We could not support other organizations if we were a charity. Anna: Could support other "events"? Chris: Should we just add this $ to the Events line?
 
 
** Geoff: BB position? Chris Ch: CUrrently not paying for itself. If we want it and need to boost it with other revenue, that is a decision to be made. Jon: Are there intangible benefits? Coreen: Yes! This position frees me up a lot, help to manage the shop, teach volunteer, teach classes/workshops, has been some of the most important support I have been getting! Everytime BB is doing something that is not building bikes, it is literally covering other things that BW needs to have done. Alex: Should consider calling it something else other than BB if this is not the full nature of the position. Chris Ch: Need to have a conversation about what staffing needs are. Jon: Current budget is $7k to BB position. What is revenue from BB? Chris: I only have data for first 2 months which was less than what we were getting in bike sales when you factor in wages and hours spent on building bikes. There are a lot of estimations so income didnt increase by emplying bike builder. Jon: Did bikes fetch higher price than they would have if volunteer have repaired? Chris: My estimation is that BB does add much more value to bikes. Jon: Can we express that in terms of how much we pay the BB?
 


* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To ___. Moved by  , seconded by    . '''Motion Failed/Carried.'''
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