Board Minutes August 2015: Difference between revisions

* Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited.

* Jul 2015: '''Anna''' will investigate north side venues within the AGM budget line. Will update by August meeting.

'''COMPLETED'''

* <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 ===

** "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?

== New Business ==

** 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: '''Bike Builder position''' (BB)? 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.  

** 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 separate acct). Outreach will go to 30 hrs in Oct and begin benefits.

=== Vacant Board Positions / Board Intentions (15 min) Nancy ===

*** ''g. No board member who has served four years or more consecutively shall be eligible for re-election.''

* Discussion notes:

=== Charitable Application (5 min) Jon ===

=== ABBCC (5 min) Adrian ===

== <i>In Camera</i> Session ==