Bike Edmonton

Board Minutes January 2014

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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 January 22, 2014

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

  • Location: Romm 262 Education South, University of Alberta main campus
  • 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: Caylie
  • Minute-taker: Anna
  • Food by: Justin
  • Board attendance: Anna, Caylie, Kristen, Matthew, Sarah, Chris Co, Meghan, Bernadette, Steve, Justin (Resignation)
  • Staff attendance: Coreen, Chris
  • Regrets: Douglas, Leila
  • Absent: None
  • Guests: None

Call to Order

  • Meeting called to order by Caylie at 6:36pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

  • Motion: To approve December 2013 minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

Board Development Workshop

  • Friday January 31 @ 7pm - 10pm @ room 262 Ed South
  • Saturday February 1 @ 9am - 4pm @ room 262 = potluck or catering? need to decide budget.
  • confirm attendance:
  • regrets: Leila

February Board meeting:

  • Date: Wed Feb 19
  • Location: room 262, Education South, U of A
  • Chair:
  • Minute-taker:
  • Food by:
  • Anna has invited Phil (Spoke Coordinator) to present an update on the spoke program

Reports

President's Report (5 min)

President's Report January 2014

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the January 2014 President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (5 min)

Motion: To return/approve the (month)(year) Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (5 min)

Motion: To return/approve the December 2013 (Nov 18-Dec 12) ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (10 min)

BikeWorks Manager December 2013 report submitted January 6th 2014

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the December 2013 BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Strategic Planning Committee Report (2 mins)

Motion: To return/approve the January 5, 2014 Strategic Planning Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

H.R. Committee Report (__ min)

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

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Advocacy Committee Report (__ min)

[Advocacy Committee Report (Month) (Year)]

  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the (month)(year) _____ Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Policy Committee Report (10 min)

  • Please review the draft Policy Development and Implementation for discussion
  • Suggested amendment to EBC Bylaws, Election of the Board of Directors section (b):
    • Current wording: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members in good standing, which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member in good standing who is present at the meeting, or who has indicated in writing his/her willingness to serve."
    • Proposed wording: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM."
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Motion: To return/approve the Policy Development & Implementation policy as presented. Motioned by Kristen. Seconded by . Motion Failed/Carried.

Motion: To approve the following changes to 2013 EBC Bylaw 'Election of the Board of Directors' (b) to read: "The Chair of the Nominations Committee shall present the names of the all nominees, who are members, which have been submitted to the committee for consideration at the AGM." This shall be presented to EBC members at the 2014 AGM for approval. Motioned by Kristen. Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2014 board volunteer hours for the past month.
  • Oct 2013: Anna to make record of what to do for next AGM.
  • Nov 2013: Chris Corrigan to change email name back to "Chris Corrigan" (not "EBC Board Mail").
  • Nov 2013: Executive Committee (Leila, Sarah, Anna, Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union.
  • Nov 2013: Chris Chan, Sarah, Coreen to submit proposals to the board for staff/board development for the Winter Cycling Congress.
  • Nov 2013: Coreen, Justin, Matt to review the board's S.W.O.T. analysis in the Notes from Retreat file and provide additional points/comments.
  • Dec 2013: Board to review Chris' comments on the S.W.O.T. anaylsis.
  • Dec 2013: Sarah will create a google doc for charitable status barriers & needs (strategic planning collaboration).
  • Dec 2013: Board will read the read the 2013 Bikeology Annual Report and discuss funding in January.
  • Dec 213: Matt will look into CRA requirements for membership and voting and send to Kristen for further review.
  • Dec 2013: Chris Chan will call CFF to see what their timeline for decision is and email board with response.

COMPLETED:

  • Dec 2013: Anna, Matt mini board orientation before Jan meeting. COMPLETED.
  • Dec 2013: Chris Chan will send board + Coreen the CFF email discussion points that were considered from 2010 board. COMPLETED.

BikeWorks South Reno Budget (15 min)

  • Floor plan image
  • Proposed new renovation budget
    • Chris Chan: I warned in the last Board meeting that I was estimating the budget might be about 50% over. With a clearer picture of the needs and numbers now, the budget I am requesting is $16,200, about 60% beyond the original $10k.
    • Click on fields showing an orange tab to view further comments, including the explanation of the priority system.
    • Most prices are conservatively high.
    • All priority 1 items are critical to simply maintain operations at status quo, or else are very high priority items which would be cost-prohibitive to delay.
    • Priority 2 items are very high priority. They replace existing aspects of our operations, though not strictly critical for operations. Not achieving them imposes significant and direct, non-recoverable costs
    • Priority 3 items are high priority. Missing them will have moderate impacts on our business. They represent an improvement over our existing operations, but the new location gives us an opportunity to improve.
    • Priority 4 items: Low-priority, not tied to the timeline of renovation.
    • Most large items (including priority 4) are included in our CFEP grant application. If awarded in full, this 50/50 matching grant would provide nearly $15000 in funding. Any approved expenses made since December 15 would be eligible.
    • Additionally, this budget assumes no grant funding, and no more IndieGogo funding.
    • To summarize the priorities in one sentence: the only items I’d be interested in actually delaying on this budget are priority 4 items.
  • Chris Chan: I spent a lot of time refining the physical plan for the new space. I think it’s worth the investment, as it’s unlikely that we’d be able to spend too much time planning our physical facility: the main risk in over-planning is by planning for uncertain aspects of the future (e.g. building capacity for something that we might want to do, but that we’re not sure we actually will); right now, the plan essentially only includes capacity for what we can justify based on current actual needs:
    • at least 10 work stations,
    • storage for at least as many bikes and at least as many parts as the old shop,
    • keep the main floor area flexible (in case we do come up with new ideas), so we want to limit the number of fixed items (e.g. shelves) in the main floor area,
    • easy entry for larger vehicles (i.e. a double door), which can only be accommodated through the rear,
    • open hearing/sightlines to all areas (except the washroom, of course), especially entryways, for security & safety
    • a kitchenette
    • at least 2 volunteer computers and 1 staff computer
    • a wash sink
    • durable, attractive, easy to maintain floor
  • Chris Chan: I could list more, but they’re all essentially an improved version of the status quo that boils down to: “a professional, functional, inviting space for all demographics that will help us to get more people on bikes through teaching, repairs, and sales, while creating an environment that will allow us to not only sustain our operations, but grow within the space”.
  • Discussion notes:
  • * Motion: To approve the $16,200 BikeWorks South renovation budget as presented. Motioned by . Seconded by. . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

Bikeology (5 min)

  • EBC approved a $5k donation to Bikeology in June as part of our 2013-2014 budget.
  • They are requesting additional resources, monetary or labour, over and above the $5k already allocated.
  • Extra funding from board?
  • Resources (volunteers, equip, facilities, etc) from ED?
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Civil Forfeitures Fund (10 min)

Winter Cycling Congress budget (5 min)

  • Chris Chan, Sarah, Coreen attending congress Feb 12-14 in Winnipeg. Budget to be discussed.
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Casino April 5-6 (5 min)

  • Bernadette updating info on casino volunteers so far.
  • Discussion notes:
  • Action Items: Name will... by (deadline)

Business Item 2 (__ min)

  • Discussion notes:
  • Action Items: Name will... by (deadline)

New Business

CSL Non-profit Board Internship (3 min)

Board Visibility (5 min)

  • Arising from ED's report and from Sarah during November strategic planning committee meeting
  • Should we have a similar profile for volunteers?
  • Discussion notes:
  • Action Items: Name will... by (deadline)

In Camera Session (__ min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • 10 min topic

Adjournment

  • Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.
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