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

1,417 bytes added ,  15 January 2019
→‎Adjournment
 
(31 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]


=== 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)===
=== Board Response to Volunteer Needs - ALL BOARD (10 min) ===
* Will be sending out a training plan to new board members.
* Bike Edmonton Volunteer Status:
* Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
** Most Bike Edmonton volunteers are spending their time during public hours in the bike shops (and even this type in lacking in numbers)
** One take-away is the capacity of the board (governance vs. administrative)
** Little active recruitment of volunteers; simply post volunteer orientations
* Board members' interactions with staff and volunteers
** No well-developed volunteer structure or training program. Jonathan was working on a mentorship program in the shops
** Either you represent the board as a whole or you don't represent the board
** Outside of the bike shop, there aren't defined needs/roles, and there's little time to orient these volunteers
** Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
** The shop volunteer environment might be improved with shop hosts (the non-mechanic shop volunteers).
* Everyone now should be set-up with Bike Edmonton email addresses
** Staff have ideas that they think will improve volunteer engagement and retention; time is not on their side
* Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
* In draft revenue survey, idea came forward that it's tough to get the volunteers we need.
* Training
* Staff have mentioned that when they have to fill in for volunteers, it takes away from doing their own roles.
** Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
* Idea:  Could tap into a different type of volunteer than we have typically recruited (i.e., post-secondary students, community league)
** Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
* Idea:  Create a tasklist for particular volunteer positions (to guide volunteers, for future reference)
* 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.
* Consider having a volunteer coordinator (who is a volunteer); Sarah has experience from her work with volunteer management programs
* 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.
* 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 121: Line 135:
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first=  
   |first=Ali
   |second=  
   |second=Mark
   |yes=
   |yes=9
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
Line 132: Line 146:
{{Motion
{{Motion
   |motion=To go out of camera.
   |motion=To go out of camera.
   |first=
   |first=Ali
   |second=
   |second=Jeremy
   |yes=
   |yes=
   |no=
   |no=
Line 142: Line 156:
== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at ____pm.
   |motion=To adjourn the meeting at 9:12pm.
   |first=
   |first=Dustin
   |second=
   |second=Ali
   |yes=
   |yes=
   |no=
   |no=
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/4640...4672"