Board Minutes February 2021: Difference between revisions
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* '''Minute-taker:''' Matt | * '''Minute-taker:''' Matt | ||
* '''Food by:''' n/a | * '''Food by:''' n/a | ||
* '''Board attendance:''' | * '''Board attendance:''' Ken A., Andi E., Rachel K., Roy C., Sarah R., Matt H., Keith H. | ||
* '''Staff attendance:''' | * '''Staff attendance:''' Chris C., Molly T., Coreen S. | ||
* '''Regrets:''' Annya | * '''Regrets:''' Annya H., Jarett S. | ||
* '''Absent:''' | * '''Absent:''' | ||
* '''Guests:''' | * '''Guests:''' | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 7:11pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
| Line 38: | Line 38: | ||
{{Motion | {{Motion | ||
|motion=To approve this February 16 agenda. | |motion=To approve this February 16 agenda. | ||
|first= | |first= Roy | ||
|second= | |second= Andi | ||
|yes= | |yes= All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
== Approval of Last Meeting's Minutes == | == Approval of Last Meeting's Minutes == | ||
{{Motion | {{Motion | ||
|motion=To approve the [[Board Minutes January 2021|January 2021]] minutes. | |motion=To approve the [[Board Minutes January 2021|January 2021]] and the [[Board Minutes February 02 2021|February 2, 2021]] minutes. | ||
|first= | |first= Roy | ||
|second= | |second= Matt | ||
|yes= | |yes= All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
== Reports == | == Reports == | ||
=== President's Report - Sarah (2 mins) === | === President's Report - Sarah (2 mins) === | ||
* [ President's Report] | * [https://drive.google.com/file/d/1xt9VVgolataJKTfyaGTm42v-BRKH_WAf/view?usp=sharing President's Report] | ||
=== Treasurer's Report - Roy (2 mins) === | === Treasurer's Report - Roy (2 mins) === | ||
* | * No report provided | ||
=== Executive Committee Report - Sarah (1 min) === | === Executive Committee Report - Sarah (1 min) === | ||
* | * No report submitted | ||
* Sarah gave a verbal update and referenced the contents of the President’s Report | |||
=== HR Committee Report - Sarah (1 min) === | === HR Committee Report - Sarah (1 min) === | ||
* | * Committee hasn't met since its last meeting | ||
* Staff performance evaluations are still underway | |||
=== Governance Committee Report === | === Governance Committee Report === | ||
* Hasn't met yet | * Hasn't met yet | ||
* First meeting to likely occur in the first week of March | |||
* Roy to draft Terms of Reference | |||
* Separation of Shop Operational Policy from Organization Policy | |||
* Roy to discuss with Chris prior to the first meeting | |||
=== Approval of Reports === | === Approval of Reports === | ||
{{Motion | {{Motion | ||
|motion=To approve the President's, Treasurer's, Executive Committee, and HR Committee reports as presented above. | |motion=To approve the President's, Treasurer's, Executive Committee, and HR Committee reports as presented above. | ||
|first= | |first= Matt | ||
|second= | |second= Ken | ||
|yes= | |yes= All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 89: | Line 95: | ||
* Only five Board members have completed their Board Intro. I do not want to put this off any longer, so I will post the completed intros and just include names for the members who have not completed their intros. | * Only five Board members have completed their Board Intro. I do not want to put this off any longer, so I will post the completed intros and just include names for the members who have not completed their intros. | ||
===== Action Items ===== | ===== Action Items ===== | ||
* | * Sarah to work on posting completed bios to the website | ||
=== New Secretary === | === New Secretary === | ||
| Line 100: | Line 106: | ||
* Keith's update via [https://drive.google.com/file/d/1p85TGNn38ypyQQTE8EDpIh5_OBxBjNxk/view?usp=sharing email] | * Keith's update via [https://drive.google.com/file/d/1p85TGNn38ypyQQTE8EDpIh5_OBxBjNxk/view?usp=sharing email] | ||
* What is our final position? | * What is our final position? | ||
* Touch the Water is not currently a campaign issue | |||
** Chances of any recovered funds moving to bike infrastructure are minimal | |||
** Keith points out that if it does come up we will show ourselves to care about cost and value engineering | |||
** If this were a bicycle infrastructure project specifically then it would be in our interest to issue a statement | |||
* How will we disseminate our position to the public/our membership? | * How will we disseminate our position to the public/our membership? | ||
** General opinion voiced was that we let sleeping dogs lie | |||
{{Motion | {{Motion | ||
|motion= | |motion= That the Bike Edmonton Board take no action on Touch the Water at this time. | ||
|first= | |first= Roy | ||
|second= | |second= Ken | ||
|yes= | |yes= 6 | ||
|no= | |no= 1 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
==== Action Items ==== | ==== Action Items ==== | ||
* | * None | ||
== New Business == | == New Business == | ||
=== Engaging our Membership - Sarah (10 mins) === | === Engaging our Membership - Sarah (10 mins) === | ||
* Can we engage our membership separately from our advocacy? | * Can we engage our membership separately from our advocacy? | ||
| Line 122: | Line 133: | ||
* Post Board member profiles one at a time as a weekly or monthly highlight? | * Post Board member profiles one at a time as a weekly or monthly highlight? | ||
* Can we update our Facebook page? (Andi has extensive social media comms experience so she might have some suggestions). Can we create a new Facebook page and link them? | * Can we update our Facebook page? (Andi has extensive social media comms experience so she might have some suggestions). Can we create a new Facebook page and link them? | ||
- '''Meeting Discussion''' - | |||
:* Chris stated clearly that we do indeed need to reach out apart from advocacy. In fact, we need to have that relationship with them before we should ever reach out to them for advocacy | |||
:* Molly will connect with Andi to discuss spring outreach for fundraising and community work | |||
:* Facebook will not let us change our name since we have more than 5,000 likes. It is possible to merge duplicate pages but it can only move in one direction. We will lose all our followers from our current page. The calculation so far is that losing followers and content has not been worth the move | |||
:* Searching Bike Edmonton in Google of Facebook brings us to the correct page | |||
:* Roy suggested a quarterly or semi-annual newsletter | |||
:* We will stick with the current Facebook page | |||
:* Social media mining is a discussion still to happen | |||
<blockquote> | |||
Sidebar: | |||
<p>Christopher Chan | |||
<p style="color: #A9A9A9">8:42 PM | |||
<p>''That will get TONNES of engagement'' | |||
<p>''THAT would be worth the resources.'' | |||
<p>''Animals get a lot of engagement.'' | |||
<p>Keith Heslinga | |||
<p style="color: #A9A9A9">8:43 PM | |||
<p>''I can borrow a cat'' | |||
<p>Coreen — South Shop Manager | |||
<p style="color: #A9A9A9">8:43 PM | |||
<p>''OMG Andi! YES!'' | |||
<p>Christopher Chan | |||
<p style="color: #A9A9A9">8:43 PM | |||
<p>''Okay social media campaign: share pets & bikes'' | |||
<p>Roy Coulthard | |||
<p style="color: #A9A9A9">8:43 PM | |||
<p>''I could recruit internet-famous insta-cat Gary (from Canmore). maybe...'' | |||
<p>Rachel Keglowitsch | |||
<p style="color: #A9A9A9">8:43 PM | |||
<p>''I'm hoping to get a trailer for my dog and a basket on the front of my bike for my cat :)'' | |||
<p>Roy Coulthard | |||
<p style="color: #A9A9A9">8:44 PM | |||
<p>''^^'' | |||
<p>''I support this!'' | |||
<p>Andi Eng | |||
<p style="color: #A9A9A9">8:44 PM | |||
<p>''Gary is great, but there are so many local adventure cats.'' | |||
<p>''There are three or four in Inglewood alone.'' | |||
<p>Christopher Chan | |||
<p style="color: #A9A9A9">8:44PM | |||
<p>''Poor Keith has been waiting with his hand up for so long'' | |||
<p>Roy Coulthard | |||
<p style="color: #A9A9A9">8:45 PM | |||
<p>''I move that the Board deputize Keith to "punch up" all the Board bios on the website'' | |||
<p>Christopher Chan | |||
<p style="color: #A9A9A9">8:46 PM | |||
<p>''The preferred route is: board writes content for our website blog. Then we can share through the appropriate channels: social media, newsletter, etc., depending on the content and timing.''</p> | |||
</blockquote> | |||
==== Action Items ==== | ==== Action Items ==== | ||
* | * Animal videos? | ||
=== Volunteer Retention - Ken (10 min) === | === Volunteer Retention - Ken (10 min) === | ||
* Ken's [https://drive.google.com/file/d/1z6vE1VpuEzoowclA_QJ-iBfsu0z6BGOB/view?usp=sharing PowerPoint] on volunteer retention | * Ken's [https://drive.google.com/file/d/1z6vE1VpuEzoowclA_QJ-iBfsu0z6BGOB/view?usp=sharing PowerPoint] on volunteer retention | ||
* [https://drive.google.com/file/d/19nwqjLAreNO1GRqMlqHs7f4oSeQsbuqw/view?usp=sharing Research paper] on volunteer engagement and retention | * [https://drive.google.com/file/d/19nwqjLAreNO1GRqMlqHs7f4oSeQsbuqw/view?usp=sharing Research paper] on volunteer engagement and retention | ||
Ken's discussion was well received | |||
<br> | |||
Alex and Coreen will be involved with the committee work moving forward | |||
=== Election Advocacy - Sarah (5 min) === | === Election Advocacy - Sarah (5 min) === | ||
| Line 138: | Line 200: | ||
* Should we have a Advocacy Committee? | * Should we have a Advocacy Committee? | ||
: '''Discussion''' | |||
Tabled for specifics | |||
==== Action Items ==== | ==== Action Items ==== | ||
* None | |||
=== NPBI Update - Keith (10 mins) === | |||
* Shelah and Carmen have been working with Keith on a Table of Contents for all of the policies | |||
** Current | |||
** Archived (5 years or older) | |||
** In development (drafts) | |||
* Looking into Board manuals as guides | |||
* | * Communications policies | ||
** internal and external | |||
* The interns need direction from the Governance Committee as to what the next steps are for the interns | |||
==== Action Items ==== | ==== Action Items ==== | ||
* Governance Committee to invite the interns to the upcoming committee meeting and provide them with direction | |||
=== Staff/Operations Update - Chris (10 min) === | === Staff/Operations Update - Chris (10 min) === | ||
* | '''Molly:''' | ||
: We're doing stuff. We don't have word back on grants yet. We don't know what money we will have coming in, which will dictate what our outreach will be. Planning fundraising activities and applying for grants is where we're at | |||
'''Chris:''' | |||
:* Applied for grants and Canada Summer Jobs grant money. The CSJ grant is 2 x $14,000 | |||
:* Safe passing law at Council tomorrow | |||
:* Recently switched our payroll provider. Now I have access to this portion of the financials | |||
:* Ramping up planning for upcoming spring demand | |||
'''Coreen:''' | |||
:* Still selling steadily | |||
:* Repairs are slowing down, more parts consultation than anything else downtown | |||
:* Received some hydraulic brake repair training | |||
:* Parts shortages are a current challenge | |||
== In Camera == | == In Camera == | ||
{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in camera | ||
|first= | |first= Rachel | ||
|second= | |second= Keith | ||
|yes= | |yes= All | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 186: | Line 259: | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting. | |motion=To adjourn the meeting. | ||
| Line 198: | Line 270: | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020- | [[Category:2020-2021 Board minutes]] | ||