Bike Edmonton

Board Minutes December 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 December 16, 2015

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

  • Location: Room 113, Education South, University of Alberta
  • 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:
  • Minute-taker: Anna
  • Food by:
  • Board attendance:
  • Staff attendance:
  • Regrets: Nancy
  • Absent:
  • Guests: Eric

Call to Order

  • Meeting called to order by at pm.

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this December agenda, the October 2015 and November 2015 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

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

Treasurer's Report - Geoff

  • [Financial Report (Month) (Year)]

Executive Director's Report - Chris Chan

H.R. Committee Report - Nancy

  • [H.R. Committee Report (Month) (Year)]

Policy Committee Report - Dan

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

Strategic Planning Committee Report

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

Guest Speaker: Save Edmonton's Downtown Footbridge (10 min) Eric

  • Background:
    • savethefootbridge.com and facebook.com/savetheyegdtfootbridge/
    • In Nov, Eric reached out to EBC. SEDF wrote a report summarizing the concerns about the Southeast LRT route.
    • Chris wrote: "I've reviewed this report in detail. We still have to formulate our own position. We'd certainly favour saving the footbridge if possible but LRT route options are beyond our core expertise."
    • SDF: "We are still urging the City to alter the river crossing portion of the Valley Line, and also to explore options such as Bus Rapid Transit. We have gotten the support of five community leagues (Riverdale, Rossdale, Boyle Street, Grovenor, and Belgravia.) It would be with the hope EBC would support either a review of the Valley Line, or an alternative route."
  • Discussion:

Logistics for Next Meeting

  • Date: Wed January 20, 2016
  • Location: TBC
  • Chair:
  • Minute-taker:
  • Food by:


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.
  • 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.
  • 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.
  • Sep 2015: Anna to post final financial policy to wiki.
  • Oct 2015: Anna will post the board vacancy (Alexey/Rachel) to website.
  • Nov 2015: Jon, Geoff will update Servus bank account signing authorities (remove Neil, add Geoff & Gemma).

COMPLETED

  • Oct 2015: Jon will follow up with bookkeeper candidates and offer the contract.
  • Oct 2015: Anna will follow up with Chris to complete final edits to Annual Report and post publicly.

Code of Conduct Policy (2 min) Anna

  • Signatures for remaining board and staff needed

Strategic Plan for 2016 (20 min) Jon

  • Review of board retreat outcomes
  • Review of committee goals and timelines
    • HR:
    • Policy:
    • Strategic:
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


New Business

GST number (10 min) Jon

  • Jon: "Our approach to GST exempt status was based on the understanding that NPOs like EBC were GST exempt as long as sales were less than $250,000 annually. Some research on the CRA website suggests otherwise. Specifically, only Charities and Public Institutions may use the $250,000 annual sales test. According to CRA, EBC would be classified as a Public Service Body (not a Public Institution) non-profit organization. The annual sales limit to qualify for GST exemption is $50,000 for a Public Service Body.
    • "A Public Service Body means a charity, a non-profit organization, a municipality, a school authority, a hospital authority, a public college, or a university."
    • "A Non-profit organization (NPO) means a person (other than an individual, an estate, a trust, a charity, a public institution, a municipality, or a government) that meets the following conditions:
      • it is organized and operated solely for non-profit purposes;
      • it does not distribute or make available any of its income for the personal benefit of any proprietor, member, or shareholder, unless the proprietor, member, or shareholder is a club, a society, or an association that has, as its primary purpose and function, the promotion of amateur athletics in Canada."
  • Board previously discussed this in Sept 2013.
  • Neil: "Basically the question of whether we're over $50k or not depends on whether our memberships are taxable or not. I'm coming down on the side of not taxable, but maybe we should call CRA to clarify. Club memberships are taxable where the main purpose of the club is to provide recreational, dining, or sporting facilities to its members, or if the value of membership discounts exceed 30% of the cost of the membership. My interpretation is that BikeWorks probably qualifies as a sporting or recreational facility (though that might be stretching that point), but is only one of many reasons for purchasing a membership, and isn't the main purpose of the 'club.' Also, because it's provided to the general public, not 'to members' it shouldn't meet this criteria. Because discounts aren't exactly limited, I imagine some people derive more than 30% benefit from them, but would guess on average not."
  • Need to contact tax lawyer with charity background to discuss EBC's status.
  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

New Business Item 2 (__ min)

  • Discussion notes:


In Camera Session (15 min)

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Jon (15 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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