Board Minutes August 2015: Difference between revisions

Board Minutes August 2015 (view source)

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Anna Vesala

Bureaucrats, Administrators

1,225

edits

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 * [https://drive.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84SkdOSUpUdzJDZUk/view Draft 2015-6 Budget]
 * 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?
 * 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.
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-** 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?
+** 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?
+** Geoff: I think we should leave a line in budget for this position. As a shop volunteer, I experienced the benefits of the help around the shops that BB contributed to and could specifically do that help the overall shop. Neil: I put this in as 4 mo position (Apr-Aug). Is this in line with what board wants? Geoff: Seasonal.
+** Adrian: Current BB is a valuable member of EBC! BWS now has more stock, higher quality stock, and more organized. THere are intangible benefits to Keith's role which may not be available if we hired someone else for the same position.
+** Chris Ch: A lot of the things are tangible. We did not discuss hiring someone else to do all these other things. To convert the BB position into something else requires a thoughtful conversation. Are these the roles that we want someone to do?
+** CHris: Starting date of April? Coreen: Spring sale event has been a huge event in the past both in sales and community excitement. CHris: Based on data I do have, I would be comfortable keeping this in budget as is. Chris: Would like to start BB in Feb to get bikes ready for April. Coreen: If strictly as BB position, not necessary to retain over winter, could start in Feb. But BW could do with more staff hours though. Go to end of August for Sept back-to-school rush.
+** Neil: Another possiblity may be the provincial STEP grant for funding.
+*
+** Neil: Bookkeeper position. Currently in budget but assumption is it will be someone "in house." Someone external/professional would cost probably double. Finding someone who does this a lot for a few other NFP would be best option. Coreen: Would this work load increase if we go to a charity? Neil: Could be a number of months for CRA to review and approve application, so more likely for 2017. But yes, it would be more admin and paperwork!
+** Chris: What were quotes from other applicants and did they do AGCL reporting? Anna: Dont remember. I can look into it.
+** Chris Ch: We are not planning on new position to be accounting-related.
+** Jon: Double the current line in budget and add $1k.
+*
+* Jon: We can afford to run a deficit budget this year.  Neil: Needs to be a plan for how its not going to be a permanent deficit. Jon: Plan is that we have decided to move to become a charity. We dont know what that means in terms of additional revenue, but we will know what happens in the first year (likely 2017). Then we will be able to know how and by how much we can get out of deficit. Nancy: We need the capacity to be able to work toward charitable status. Cutting back on any staffing at this point that would help us move forward is not an option to me. Coreen: Who is going to be writing these additional grants when we are a charity, etc.
+** Chris Ch: With $300k budget, this is about a 3-4 month reserve. Neil: If all other revenue got cut off other than our casino, so net of our casino we are at $260k which is 4-5 months if no other revenue alone. Chris: Program Coordinator will go up to 40 in Oct (20 of that would come from YCR2 acct). Outreach will go to 30 hrs in Oct and begin benefits.
 * <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).
+* <span style="background: lime;">Action Items:</span> '''Anna''' will share HR folder of past bookkeeper  by (date). '''
 === Vacant Board Positions / Board Intentions (15 min) Nancy ===