These minutes are approved.
Bike Edmonton Board Meeting Minutes for December 2019
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, December 9, 2019
- Location: Iconoclast (12021 102 Ave)
- Start Time: 6:30pm
Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!
Attendance
- Meeting Chair: Jeremy
- Timekeeper:
- Minute-taker: Jasmine
- Food by: Matt
- Board attendance: Talha, Jasmine, Jeremy, Annya, Matt, Rachel, Sarah
- Staff attendance: Chris, Molly
- Regrets:
- Absent:
- Guests: Kyle
Call to Order
- Meeting called to order by Jeremy at 6:46pm.
Logistics for Next Meeting
- Date: January 13, 2020
- Location:
- Chair: Mike S.
- Minute-taker: Jasmine
- Food by: Jasmine
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this December 9 agenda, the October 2019 minutes, and reports as presented below.
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| Moved:
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Jasmine
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| Seconded:
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Talha
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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President's Report - Jeremy
- [ President's Report]
- No President's report this week; items later in meeting will cover his thoughts.
Current and Completed Business
Awning Update - Sarah (5 min)
- Awning is done and up at BWN!!
- Payment is still outstanding; Jeremy will mail
New Business
Confirmation of the new Board Executive - Jeremy (10 min)
MOTION
| To appoint Jeremy Shepherd as President, Mike Sacha as Vice-President, Talha Zafar as Treasurer and Jasmine Farahbakhsh as Secretary of the Bike Edmonton board for 2019-20
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| Moved:
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Sarah
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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Ongoing and new priorities for the Board - Jeremy (15 min)
- Reviewed the seven strategic areas developed in the board planning session
- Reviewed the existing goals from all committees, determined which to continue and which to leave
- Emerged with two committees:
- HR/Admin/Business Review Committee
- OH&S
- Financial Processes Review
- Outreach / Marketing
- Program review
- Volunteer recruitment, engagement, retention
- Marketing strategy
- Bike-friendly business certification
- (Charitable Status - formed at a later time)
- Bike Rack
- Policy review
- Bylaw review
- Job description review
- Google Drive organization
Additional priorities discussion - Jeremy (10 min)
- Review Bike Edmonton policies including template
- Board Blog
- Aim to have regular board contributions to this area to keep our members and the public in-the-know on what's happening
- First post could be welcome to the new board and alert about vacancies. Eventually could features profiles of members.
- Rachel to take first steps in creating questions for board members to answer.
- Annya willing to do the first article
- Support for Bike Edmonton 40th anniversary; and Spoke 10th Anniversary
- Molly to present a more solid plan at January meeting
- Possibility of a bike scavenger hunt tied to the 40th anniversary
- Spoke anniversary could involve the individual who started the Spoke. Could celebrate, fundraise, involve alumni.
- Slack accounts for the Board Slack and G Suite
- Optional way for committees to stay in touch
- Tech support for Bike Edmonton accounts - Sarah has the power to help with this
North Shop Lease negotiations - Jeremy (20 min)
- North Shop lease expires in February 2020 (we went for a shorter term to explore other options)
- Ideas re: Renewing Lease
- If we were to renew, should be for 1 or 2 years
- Proposal is to renew the north shop lease - approx. $13/sq. foot
- Lease rates are down, so there could be room to negotiate our rates down.
- There has been a lot of investment into the North Shop - indoor renovations (portable), awning, fence to the scrap yard
- Would the move be supported by membership?
- Ideas re: Moving
- Current location is working well, though if we did want to move, the indoor renovations are portable, and there were minimal outdoor upgrades.
- Ideal for it to be near bike infrastructure
- If we are to consider a new place, we would need to decide soon, given upcoming end to the lease
- A more central north shop could have a greater volunteer pool, possibly more parking, proximity to public transit.
- Kickstarter could be enacted, as it was for the south shop move
- The current area has some safety concerns (perceived and actual), so that could be a benefit to a move
- High vacancy rate, so would make it a better time to move
- General consensus: We'll seriously look for an alternative north shop, but would extend for a year if nothing comes through.
- Matt will check in with realtor
Payroll/ Bookkeeper Update - Jeremy (10 min)
- Moving to Quickbooks, as recommended by bookkeeper
- Need to submit paperwork to get the accounts set up
Exec-staff meeting update - Jeremy (10 min)
- Staff have offered to meet with President, Vice President, and former Vice President to discuss how the staff and board can facilitate better communications.
- If board has ideas of how the board and staff can work more synergistically, email Jeremy.
- Jeremy to schedule meeting with staff.
Board Volunteer Hour Tracking - Jasmine (10 min)
Board Meeting Location - All (10 min)
- ECHA Boardroom
- Has a computer and projector
- No cost to booking
- SUB Classroom
- Same size as the retreat space
- No cost to booking
- Has technology
- Stanley Milner Library
- Scheduled to open in February
- Uncertain about fees
- Strathcona Community League
- $110/month to rent that space (on the first Monday of the month)
- Could exchange some Bike Edmonton services to get a discount on the space
- Have a projector and screen
- Old Strathcona Library/MEC
- Have meeting spaces that we can rent free until 9PM
- Concern about bike safety at the library
Schedule a time to meet with your committees - ALL BOARD (10 min)
- This will be a standing agenda item during board meetings to encourage some momentum in committees
In Camera:
MOTION
| To go in camera
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| Moved:
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Talha
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| Seconded:
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Matt
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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MOTION
| To go out of camera
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| Moved:
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Jasmine
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| Seconded:
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Sarah
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| Aye
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No
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Abstain
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| 7
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0
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0
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| Carried
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Adjournment
MOTION
| To adjourn the board meeting.
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| Moved:
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Jeremy
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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