Board Minutes February 2011

Action Items from Last Meeting

Carried Forward

• ACTION: Anna will send ABA contact info to Steph. Steph will contact ABA.
  • ACTION: Anna to contact ABA
• ACTION: All board committee chairs to look over the policy manual with an eye for their committee. Send to Alex by Dec 22. Alex to have complete manual for approval at January Board meeting (Jan 19, 2011).
  • ACTION: Approve & adopt policy manual.
• ACTION: Mission needs to be formally written up. Sub-committee to do this by Dec 15: Steph, Alex C, Chris.
  • ACTION: mission statement to be written by Alex C, Chris, Steph by Feb 5.
  • ACTION: Anna to email Alex C as a reminder.
• ACTION: Derek to send MEC a report to update on rental program grant.
• ACTION: Anna to write a more detailed webpage about ghost bikes. Get Michael's press release to update if necessary.
  • ACTION: Anna to update.
• ACTION: Neil to reformat the timesheet to reflect the stuff in David's timesheet template for Dec 15.
  • ACTION: Neil to send updated timesheet to employees
• ACTION: All committees to write up their own Terms Of Reference (1-2 pg) before next Board Meeting, Dec 15
  • ACTION: need Info mgmt, volunteer, education/safety
  • ACTION: Committee TORs to be in by Feb 10
• ACTION: Alex to follow up with Keith regarding minors and insurance for rental program.
  • ACTION: Alex to call Hardeep to clarify.
• ACTION: Alex to talk to Anna regarding documenting EBC's history.
• ACTION: Alex and Anna to decide on specifics of membership length/expiry and present scheme to board
  • ACTION: Anna and Alex to decide the new membership sales by February meeting
• ACTION: Alex to research the costs of various lock options.
  • ACTION: ALEX H: price quotes and rationale for decision to be proposed to Board. How will it be implemented (contract, how to copy keys, penalty for unauthorized copying, how often to change code/lock, etc)
• ACTION: Alex to send out sticker quotes for discussion

New action items

• ACTION: EBC priorities started, will hone down to 3-4 in first week of February
• ACTION: Alex make sheets: supplies at off-site events need to be tracked (mechanic stuff off-site, raffle prizes, rental program bikes, etc)
• ACTION: ALEX H: maitre d’ volunteer position to keep track of time and supplies of patrons more closely. Clipboard (or small white board) with patron name, time in, time out, parts used, etc.
• ACTION: ALEX H to communicate to volunteers: volunteers must tell Alex about any suspicious patron activity (eg. saying they paid for supplies but not going to the cash register) so that Alex can take action with the specific patron
• ACTION: ALEX H: include in BW Guide that volunteers can feel empowered to confront patrons (after meeting with all other volunteers on staff at the time to discuss it)
• ACTION: ALEX H: BW Orientation to go over how to deal with suspected theft by patrons and other volunteers.
• ACTION: NEIL: email asking to renew with existing conditions. If they reject, board will decide how to move forward.
• ACTION: ANNA/ALEX: determine rates for services (off-site events, etc).
• ACTION: Stollery funding requires a charity to apply for the $25,000. Alex to follow through on grant.
• ACTION: ALEX: bill the EBC stickers to the MEC grant for rental program
• ACTION: ALEX H: timesheets must be more specific! eg. Inventory, Rental Program, General Admin, Spoke, committee time, reports, volunteer communication, external communication, BikeWorks upkeep, volunteer training, BikeWorks filling in for volunteers
• ACTION: ANNA to identify needs and write up job descriptions and send to board to review.
• ACTION: ANNA to apply for STEP, CSJ, etc.

EBC Board Meeting Agenda for February 28, 2010

• Time: 6:30pm
• Location: 9707 - 110 STREET, SUITE 102
• Food by: James

Reports

President

• Applied for YES grant
  • In discussions with JP High, EFCL for education project
  • Talked to potential trainers as well
  • Drafted MEC grant
• Set up several computers for shop
  • Installed "Welcome to BikeWorks" computer
• Made some bike art and posters
• Talking with someone from Saskatoon about setting up community bike workshop
• Created and populated EBC Metrics spreadsheet
• Staff meetings to set priorities
• Emerald Award application

New Business

Bike Building Tuesdays

• CHRIS: Analysis indicates it's not worth it. We need to either stop paying Alex to be there, or stop buying pizza. Or both. Or else cancel it altogether.