Bike Edmonton

Board Minutes January 2019: Difference between revisions

Page Discussion

Board Minutes January 2019 (view source)

Revision as of 04:13, 15 January 2019

676 bytes removed ,  15 January 2019
→‎Adjournment
(Created page with "'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' == Bike Edmonton Board Meeting Minutes for January 201...")
 
 
(35 intermediate revisions by the same user not shown)
Line 15: Line 15:
* Minute-taker: Jasmine
* Minute-taker: Jasmine
* Food by: Mike S.
* Food by: Mike S.
* Board attendance:  
* Board attendance: Mike S., Jeremy, Ali, Sarah, Mike W., Mike P., Dustin, Jasmine, Mark
* Staff attendance:
* Staff attendance: Chris, Molly
* Regrets:  
* Regrets: Helen, Nancy
* Absent:  
* Absent:  
* Guests:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order by ______ at ______pm.
* Meeting called to order by Jeremy at 6:38pm.
 


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:
* Date: Monday, February 11, 2019
* Location:  
* Location: Ed 113
* Chair:
* Chair: Dustin
* Minute-taker:
* Minute-taker: Jasmine
* Food by:
* Food by: Ali


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this January 14 agenda, the [[Board Minutes November 2018|November 2018]] minutes, and reports as presented below.
   |motion=To approve this January 14 agenda, the [[Board Minutes November 2018|November 2018]] minutes, and reports as presented below.
   |first=
   |first=Mark
   |second=
   |second=Ali
   |yes=
   |yes=9
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=  
   |result=  
}}
}}


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
*
*[https://docs.google.com/document/d/1QBlayF1rF84eVN_JgdeMd-gE0lHcYnfkFbUnDg6wR3A/edit?ts=5c380491 President's Report]


'''President's Report Discussion'''
'''President's Report Discussion'''
*
*


=== H.R. Committee Report - Nancy ===
=== Internal Affairs Committee Report - Ali ===
*
* [https://drive.google.com/open?id=12QGObW4LYG4J7IM4iLru9XbFs_1D86FMnwYyXVkdiw8 Internal Affairs Workplan]


'''HR Report Discussion'''
'''IA Report Discussion'''
*
* Volunteer survey was sent out tonight
* Newsletter help would be in form of monthly article from board
* Some content can be on website blog, and newsletter links to that
* Content can be submitted by any Bike Edmonton volunteers
* First aid training in the shops


=== Treasurer's Report - Ali/Neil/Geoff ===
=== Treasurer's Report - Ali/Neil/Geoff ===
*
* [https://docs.google.com/document/d/1y4PXV4gJjshdI1Ej-Za03nDlIjZRBJp777QmltybsGI/edit December 2018 Treasurer's Report]
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
*
* Casino funds are dwindling
** Usually, the casino account is completed used before the next casino (May 2019)
* Company MasterCard is up and running
** Process TBD at next Exec meeting


=== Administrative Committee Report - Jonathan/Ali ===
=== Program Review Committee Report ===
*  
*[https://docs.google.com/document/d/1Oxr7coLfv-EYSV7mMVa6zim5ZJynurRFeybTsHaiviE/edit Program Review Committee Workplan]


=== Strategic Planning Committee Report ===
=== Revenue Committee Report ===
*
*[https://docs.google.com/document/d/1iCgrtOLttyIT2WqfY9yYh-9JiFtTUaRrz9Cb0LMvO0M/edit?ts=5c3cbfc8 Revenue Committee Workplan]
'''Discussion'''
* Committee has fashioned itself to be a blend of administrative and governance


== Current and Completed Business ==
== Current and Completed Business ==
Line 75: Line 83:
=== 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]
* Change needed: adding an actual $ column
* Aim to update on a monthly basis


=== Strategic Planning Goals - Jeremy (15 min) ===
=== Strategic Planning Goals - Jeremy (15 min) ===
* [https://drive.google.com/open?id=1us52nx41V3Y6OxqBctX_kwInb7gh6BOY Strategic Planning Folder 2017-18]
* [https://drive.google.com/open?id=1us52nx41V3Y6OxqBctX_kwInb7gh6BOY Strategic Planning Folder 2017-18]
** Last year, we had a facilitator help the board work through a strategic planning session.
** This meeting produced a number of strategic planning leveraging options; want to revisit these goals to update them for this year
** See link above for more details about each strategic planning goal.
** When checking back on progress on each goal we've not made much progress; at upcoming retreat, address which pieces we can tackle this year
* Strategic Planning Retreat Dates:  weekend of November 30-December 2
** November 30 6:30-9:00pm, December 2 9:30am-1:30pm
** December 1 & 2, 9:30am-12:30pm
*** Preferred time for the board.
** Location: TBA (Mike S. looking into spaces downtown)
** Agenda will come out prior to meeting.  Think of any strategic projects you'd like to embark upon


=== Annual Report - (20 min)===
== New Business ==
* NOTE:  Please read the [https://drive.google.com/open?id=13Jqzk2TMxutDMMvMy7d08LsrOaS03PHe Bike Edmonton Annual Report 2018] prior to the board meeting
* Ali to confirm with Chris that the Treasurer's Report is accurate
 
=== New Board Member Introductions - Nancy (20 min)===
* Will be sending out a training plan to new board members.
* Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
** One take-away is the capacity of the board (governance vs. administrative)
* Board members' interactions with staff and volunteers
** Either you represent the board as a whole or you don't represent the board
** Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
* Everyone now should be set-up with Bike Edmonton email addresses
* Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
* Training
** Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
** Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
* There's a board evaluation process in the works.  Keep an eye out for surveys at the beginning, in the middle, and end of your term on the board to ensure you're getting something out of your position.
* Looking for mentors for new board members.  This will help new members get up to speed.  Email Nancy if you're an existing member who wants to mentor.
 
=== Bike Edmonton Executive Elections - Geoff (30 min)===
* NOTE:  Please read the following job descriptions prior to the  meeting.
* Three people are running again for their current positions:  Jeremy (President), Ali (Treasurer), Jasmine (Secretary).  Nancy is the outgoing Vice President.
* Anthony would like to join the board. See motion below for results on his appointment.
* New board members don't become members until December 1, but can put themselves forward to one of the executive positions.
** [https://docs.google.com/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit President]
*** Jeremy Shepherd is President by acclamation
** [https://docs.google.com/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit Vice President Human Resources]
*** Mike Sacha is Vice President by acclamation
** [https://docs.google.com/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Treasurer]
*** Ali Charkeih is Treasurer by acclamation
** [https://docs.google.com/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary]
*** Jasmine Farahbakhsh is Secretary by acclamation


{{Motion
=== Board Response to Volunteer Needs - ALL BOARD (10 min) ===
  |motion=To appoint Anthony to the Bike Edmonton Board.
* Bike Edmonton Volunteer Status:
  |first= Jeremy
** Most Bike Edmonton volunteers are spending their time during public hours in the bike shops (and even this type in lacking in numbers)
  |second= Ali
** Little active recruitment of volunteers; simply post volunteer orientations
  |yes= 7
** No well-developed volunteer structure or training program. Jonathan was working on a mentorship program in the shops
  |no= 0
** Outside of the bike shop, there aren't defined needs/roles, and there's little time to orient these volunteers
  |abstain=0
** The shop volunteer environment might be improved with shop hosts (the non-mechanic shop volunteers).
  |result=
** Staff have ideas that they think will improve volunteer engagement and retention; time is not on their side
}}
* In draft revenue survey, idea came forward that it's tough to get the volunteers we need.
* Staff have mentioned that when they have to fill in for volunteers, it takes away from doing their own roles.
* Idea:  Could tap into a different type of volunteer than we have typically recruited (i.e., post-secondary students, community league)
* Idea:  Create a tasklist for particular volunteer positions (to guide volunteers, for future reference)
* Consider having a volunteer coordinator (who is a volunteer); Sarah has experience from her work with volunteer management programs
* Steps going forward:
# Find the document with volunteer engagement and retention challenges along with some "answers".
# Chris and Sarah meet to discuss how to proceed, and will loop in Internal Affairs Committee
* Create tasklists of things board could do, but don't have time to tackle


=== Bike Edmonton PCard - Ali (15 min)===
=== Engaging with Edmonton's new Bikeshare - Dustin (10 min) ===
* To avoid tedious process of getting multiple approvals for purchases.  Goal to minimize use of expense claims.
* Report going to Council with different options for BikeShare within Edmonton
* This year is the pilot year and only Chris will be using the card.  In the future, all staff would have a PCard.
* Going to recommend the option that any company can come forward, apply, and run the bikeshare in Edmonton.
* Recommendation of a $2000 approval threshold, above which they'd require executive approval.
* How can we leverage this opportunity to promote Bike Edmonton?
* Purchases over $XXX need pre-approval from an executive board member.
* Upcoming meeting with Lime BikeShare
* The amount will be decided during the board meeting.
**Lime will want support of Bike Edmonton
* How does that reduce the organization's risk?
**We support BikeShare because it will increase use of and support for bike lanes
** It appears that by putting money on a company card rather than a personal one would put the organization at higher risk.
**Opportunities for revenue-generating partnerships
** If the organization is displacing costs on an employee, that's not great practice.
* Links to the revenue generation committee; could certify company as "bike-friendly"
** There hasn't been an issue of misspending in the past, so having purchases under a certain amount be unlimited is reasonable.
** Could create a partnership where they support our services and they certify their company
* Separate out what the PCard solves, and the relevance of the spending policies. PCard takes onus off employees, and policies might reduce time spent on expense claim processing.
* Since we support bike share, they could make some donations
* If expenditures already fall under a line item in the budget, is the additional oversight necessary?
* With the new proposed system, ED feels that adding this additional pre-approval will add more hassle to staff.
* Question of why some of these concerns are coming up now.  There wasn't clarity on purpose on PCard, and the discussion will be moved to a conversation at the Admin committee.


== New Business ==
=== Board-Staff Communication and Collaboration - Jeremy (10 min) ===
* Q: What's the best way for the board to communicate with staff?
** Should it go through one person, each committee, any board member?
* A: Happy to receive emails from the board at any point, with the caveat that spring and summer response time may be slow.  Provide adequate notice. 
* Ability for committees to go directly to staff would increase efficiency.  Could have contact through committee chairs.
* Need for overview of priorities to know which requests would take higher priority.  Deadlines should have already been communicated before week-before requests.
* Board members need for communication back from staff when things are not prioritized.


=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
Line 155: Line 135:
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first= Helen
   |first=Ali
   |second= Jeremy
   |second=Mark
   |yes=7
   |yes=9
   |no=0
   |no=0
   |abstain=0
   |abstain=0
Line 167: Line 147:
   |motion=To go out of camera.
   |motion=To go out of camera.
   |first=Ali
   |first=Ali
   |second=Nancy
   |second=Jeremy
   |yes=7
   |yes=
   |no=0
   |no=
   |abstain=0
   |abstain=
   |result=
   |result=
}}
}}
Line 176: Line 156:
== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at 8:40pm.
   |motion=To adjourn the meeting at 9:12pm.
   |first=Jeremy
   |first=Dustin
   |second=Ali
   |second=Ali
   |yes=7
   |yes=
   |no=0
   |no=
   |abstain=0
   |abstain=
   |result=
   |result=
}}
}}
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/4636...4672"