Board Minutes February 2019: Difference between revisions
→Adjournment
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* Minute-taker: Jasmine | * Minute-taker: Jasmine | ||
* Food by: Ali | * Food by: Ali | ||
* Board attendance: Ali, Dustin, Sarah, Helen, Jeremy, Mike P., Jasmine, Mark, Mike W. | * Board attendance: Ali, Dustin, Sarah, Helen, Jeremy, Mike P., Jasmine, Mark, Mike W., Nancy | ||
* Staff attendance: Chris | * Staff attendance: Chris, Molly | ||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: Mike S. | ||
* Guests: | * Guests: Cai | ||
== Call to Order == | == Call to Order == | ||
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* This calendar will serve as a tool to know what will be happening month-to-month in each year. | * This calendar will serve as a tool to know what will be happening month-to-month in each year. | ||
* When chairing a meeting, this is good to look at to know what to discuss at the meeting. | * When chairing a meeting, this is good to look at to know what to discuss at the meeting. | ||
* Board Leadership 2019 | |||
** Taking place Saturday, April 6, 8am-3:15pm | |||
** Cost: $99 + $2.97 fee (if registered before Feb 19) | |||
** Can reimburse some of board attendee's registration | |||
** [https://boardleadership.ca/events/board-leadership-edmonton-2019/ Registration Link] | |||
=== Deficit Reduction Plan === | === Deficit Reduction Plan === | ||
* [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan] | * [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan] | ||
* | * Selling toolboxes at the shop (that were initially bought for Jr. High programs). | ||
* | * Fundraiser for aspects of shop uptake is already drawing a good amount, in the first seven hours | ||
* Chris is putting together summary of revenue increase from the shop fee increases | |||
* Call for funds planned to be posted on social media strategically | |||
* LinkedIn could be good for corporate revenue fundraising (corporate sponsorship package) | |||
* Buying the rights to name things in the shop could also raise funds | |||
* Molly will add rows at the bottom of the spreadsheet for grant money | |||
** Word of caution: some grants come with associated spending so could be misleading | |||
* Document was initially created as a financial priority document; time should be spent on these areas we landed on. | |||
* Chris cleaned up the back-end for Bike Edmonton membership (including renewal reminders!!!) | |||
=== Board Challenges and Task List - Jeremy (10 min) === | === Board Challenges and Task List - Jeremy (10 min) === | ||
* [https://docs.google.com/spreadsheets/d/1KlIhkBLRAI-Xn9e8u6u-f57n3SKFJQbN0o4TipT4Zis/edit?ts=5c5b20bf#gid=0 Bike Edmonton Board Challenges] | * [https://docs.google.com/spreadsheets/d/1KlIhkBLRAI-Xn9e8u6u-f57n3SKFJQbN0o4TipT4Zis/edit?ts=5c5b20bf#gid=0 Bike Edmonton Board Challenges] | ||
* Could be a parking lot to keep track of challenges that the board experiences, and the timelines that we hope to apply to them | |||
* Wouldn't want this to apply pressure that would take away from tasks assigned in individual committees (based on workplans). | |||
* This could replace workplans, putting all committees' work on a high-level in one place (in Excel format) | |||
* Sarah has volunteered to set this up; we'll trial that | |||
=== Expense Claims - Ali (15 min) === | === Expense Claims - Ali (15 min) === | ||
*The expense claim process is updated to only be used for the following expenses – beginning February 13, 2019: | *The expense claim process is updated to only be used for the following expenses – beginning February 13, 2019: | ||
** Expenses that cannot be paid using the corporate Mastercard (including our bookkeeper fees) | ** Expenses that cannot be paid using the corporate Mastercard (including our bookkeeper fees) | ||
** | ** Honorias for volunteers | ||
** Input from staff | ** Input from staff | ||
* Expense claims that include expenses that do not follow the above criteria will not be reimbursed - unless the executive team decides otherwise. | * Expense claims that include expenses that do not follow the above criteria will not be reimbursed - unless the executive team decides otherwise. | ||
{{Motion | |||
|motion= The expense claim process is updated to only be used for the following expenses – beginning February 13, 2019: | |||
Expenses that cannot be paid using the corporate Mastercard (including our bookkeeper fees, Honorias for volunteers, Input from staff | |||
|first=Ali | |||
|second=Mark | |||
|yes=10 | |||
|no=0 | |||
|abstain=0 | |||
|result= | |||
}} | |||
== New Business == | == New Business == | ||
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=== Logic Model Introduction - Helen (20 min) === | === Logic Model Introduction - Helen (20 min) === | ||
* [https://docs.google.com/document/d/1-UHFk2QwuAgh3asBCTIp1USmpemjAjhye-WgtsNTFkg/edit?ts=5c59d2be Logic Model] | * [https://docs.google.com/document/d/1-UHFk2QwuAgh3asBCTIp1USmpemjAjhye-WgtsNTFkg/edit?ts=5c59d2be Logic Model] | ||
* Could all board members and staff could look through the logic model in the next week, please provide feedback to Helen? | |||
* A logic model is one way organizations can use to describe their program theory | |||
** Provides a systematic way to describe relationships and alignment between resources, activities, outputs, audiences, and outcomes | |||
** It outlines a pathway to a desired result or outcome | |||
* Benefits: | |||
** helps define why we do what we do | |||
** visually represents relationships in organization | |||
** clarify resources, goals, and gaps for funding | |||
* Can be organized by "If this, then that" | |||
** If this: what is within our realm of control (inputs, activities, outputs, reach) | |||
** Then That: outside of our control (immediate outcomes, intermediate outcomes, ultimate outcomes) | |||
=== Competitive Analysis - Cai (5 min) === | |||
* Has been conducting a sector review on other similar organizations to Bike Edmonton across Canada (focus on organizations that do bike programming) | |||
** This could be a good living document for our organization going in the future and valuable learning opportunity for Cai | |||
** Comparing the programs these cities offer to what programs we offer | |||
* Nearly complete the first draft, with the following preliminary recommendations: | |||
** Bike hosts - pairing up immigrants/newcomers with a more experienced rider | |||
** Stronger, more established bike programs | |||
* Big question about these programs is the financial success | |||
* Future step of this process would be to email the organizations to see how successful the programs have been | |||
** One indication of success could be how long the program has been running | |||
* Next step is to wrap up the report and presentation this week, and present that at the next meeting | |||
=== Schedule a time to meet with your committees - ALL BOARD (10 min) === | === Schedule a time to meet with your committees - ALL BOARD (10 min) === | ||
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=== In Camera: === | === In Camera: === | ||
{{Motion | {{Motion | ||
|motion= | |motion= To go in camera | ||
|first= | |first=Helen | ||
|second= | |second=Ali | ||
|yes= | |yes= | ||
|no= | |no= | ||
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{{Motion | {{Motion | ||
|motion= | |motion= To go out of camera | ||
|first= | |first= | ||
|second= | |second= | ||
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== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion= | |motion=To adjourn | ||
|first= | |first=Nancy | ||
|second= | |second= | ||
|yes= | |yes= | ||