Bike Edmonton

Board Minutes August 2015

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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for August 19, 2015

Board meetings are open to the EBC members and the public.

  • Location: rm 213 Education South building, U of A
  • Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Nancy
  • Minute-taker: Anna
  • Food by: Adrian
  • Board attendance: Nancy, Geoff, Adrian, Alex, Anna, Jon, Dan (by phone)
  • Staff attendance: Chris Ch
  • Regrets: Rachel
  • Absent: Chris Co,
  • Guests: Neil

Call to Order

  • Meeting called to order by Nancy at 6:43 pm.

Logistics for Next Meeting

  • Date: Wed Sept 16, 2015
  • Location: Room 13 Ed S
  • Chair: Adrian
  • Minute-taker: Anna
  • Food by: Dan

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this August agenda, the July 2015 minutes, and reports as presented below. Moved by JOn. Seconded by Anna. Motion Carried.

President's Report - Jon

  • [President's Report (Month) (Year)]

Treasurer's Report - Neil

Executive Director's Report - Chris Chan

H.R. Committee Report - Nancy

  • Neil has given notice, so we will be looking for a new bookkeeper. New program coordinator position has been posted. Les will take on additional volunteer coordination duties.

Policy Committee Report - Dan

  • [Policy Committee Report (Month) (Year)]

Strategic Planning Committee Report - Alexey

  • [Strategic Planning Committee Report (Month) (Year)]

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 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 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.
  • May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
  • May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
  • May 2015: Jon, Neil will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed.
  • Jul 2015: Jon, Nancy, Anna, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too.
  • 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

  • Jul 2015: Anna will send form to staff and Chris Co to sign.
    • doc linked in June minutes and in google drive
  • Jul 2015: Anna will contact Neil to ask for $500 and any remaining ABBCC funds to ABBCC asap.
  • Jul 2015: Anna will update Neil with new budget info.
  • Jul 2015: Anna will add to Aug agenda. Must appoint someone (board or chris)
  • Apr 2015: Anna will create new website application for 2015 board. Board will share with contacts and review applications prior to board meetings; applicants will be invited to meetings to be guest or interview.
  • Jun 2015: Jon to meet with Michael (urban planning intern) to discuss 95 ave bike lane data analysis.
  • Jul 2015: Nancy will email board members to call for a casino coordinator/lead.
  • Jul 2015: Adrian will email/call landlord to get electronic copy of draft lease and circulate for email vote before Aug board meeting (asap).
  • Jul 2015: Anna will complete AHRC reply with Matt B by July 29

Strategic Plan Updates (5 min)

  • Action Items: Nancy will update this doc with current completed things and in progress things by Sept meeting.

BWN Lease (10 min) Adrian

  • formally document email vote
  • Draft lease for Sept 1 to Aug 31, 2018 (3 year term)
  • Adrian did a walk-around with landlord. Spoke about signage and where it could go. Black awning is a good location that is approved by landlord. Jon: electronic sign might need different approval than just awning signage.
  • 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.
  • 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.
  • Motion: To approve the terms of the lease as shown. Moved by Adrian, seconded by Jon. Motion Carried.
  • Action Items: Jon and Nancy will sign and return copy to landlord by Sept 1.

Financial Mgmt Policy (10 min) Dan, Jon

  • Financial Management Policy - draft submitted by Dan May 2015
  • Discussion notes:
    • Dan: will update this for Sept meeting for board approval.
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


AGM Organizing (10 min) Anna

  • Sunday October 4, 2015 @ _____
  • Location?
  • AGM reports should be out 21 days in advance (Sunday Sept 13) for circulation to members. This will require internal board approval prior to Sept 13, which is before out Sept 16 board meeting.
    • Annual Report:
    • Proposed 2015-6 Budget
  • Discussion:
    • Jon: I can have the Prez report done for Sept board meeting for approval.
    • Neil: My reports are technically due 15th so I can probably be done for 16th meeting for board approval.
    • Jon: I think the thing that members look for are the trends. What are the trends in our revenue, spending, etc.
    • Neil: Volunteers who spend a lot of time at shop do like to see where all the money coming in is going.
    • Chris Ch: Do grant agents ever look at Annual Report for reporting purposes? Neil: Most companies only report 3 lines. Our monthly financial docs are available.
    • Chris Ch: I've started on AR so I can get it done for Sept board meeting. Nancy: If board has feedback on draft then we could incorporate in.

Director Assignments (5 min) Anna TABLED to OCTOBER

  • Suggested by Nathan/Spoke at June meeting. Tabled in July.
    • "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 Program? BikeWorks South, BikeWorks North, YCR2, Spoke, WTGNB, Rentals, etc?
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

New Business

Budget 2015-6 (30 min) Neil

  • Review of Budget 2014-5
  • Draft 2015-6 Budget
  • 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.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Vacant Board Positions / Board Intentions (15 min) Nancy

  • We have several vacant board positions so recruitment of new board members should get started soon.
  • It would also be good to know where everyone currently stands on their existing positions and know what everyone's intentions are to continue.
  • Board term length - currently at 4 years max. Thoughts around this?
    • Relevant bylaws:
      • 6. Election of the Board of Directors
      • e. Following their election, Board-members elect will assume their position on December 1.
      • f. The elected members of the board shall normally hold office for two years, or until their successors have been elected. Should the board not be defined after the first ballot, a runoff election will be held.
      • g. No board member who has served four years or more consecutively shall be eligible for re-election.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

Charitable Application (5 min) Jon

ABBCC (5 min) Adrian

In Camera Session

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Anna (35 min) - Budget FY2016 decisions
    • Name (___ min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting at pm. Moved by , seconded by . Motion Failed/Carried.
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