Board Minutes January 2019: Difference between revisions
→Adjournment
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* 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: Helen | * Regrets: Helen, Nancy | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * 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= | ||
}} | }} | ||
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* | * | ||
=== Internal Affairs Committee Report - | === Internal Affairs Committee Report - Ali === | ||
* | * [https://drive.google.com/open?id=12QGObW4LYG4J7IM4iLru9XbFs_1D86FMnwYyXVkdiw8 Internal Affairs Workplan] | ||
'''IA 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] | * [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 | ||
=== Program Review Committee Report === | === Program Review Committee Report === | ||
*[https://docs.google.com/document/d/1Oxr7coLfv-EYSV7mMVa6zim5ZJynurRFeybTsHaiviE/edit Program Review Committee Workplan] | *[https://docs.google.com/document/d/1Oxr7coLfv-EYSV7mMVa6zim5ZJynurRFeybTsHaiviE/edit Program Review Committee Workplan] | ||
=== 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 == | ||
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=== 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) === | ||
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== New Business == | == New Business == | ||
=== Board Response to Volunteer Needs - ALL BOARD (10 min) === | |||
* Bike Edmonton Volunteer Status: | |||
** Most Bike Edmonton volunteers are spending their time during public hours in the bike shops (and even this type in lacking in numbers) | |||
** Little active recruitment of volunteers; simply post volunteer orientations | |||
** No well-developed volunteer structure or training program. Jonathan was working on a mentorship program in the shops | |||
** Outside of the bike shop, there aren't defined needs/roles, and there's little time to orient these volunteers | |||
** The shop volunteer environment might be improved with shop hosts (the non-mechanic shop volunteers). | |||
** 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 | |||
=== Engaging with Edmonton's new Bikeshare - Dustin (10 min) === | |||
* Report going to Council with different options for BikeShare within Edmonton | |||
* Going to recommend the option that any company can come forward, apply, and run the bikeshare in Edmonton. | |||
* How can we leverage this opportunity to promote Bike Edmonton? | |||
* Upcoming meeting with Lime BikeShare | |||
**Lime will want support of Bike Edmonton | |||
**We support BikeShare because it will increase use of and support for bike lanes | |||
**Opportunities for revenue-generating partnerships | |||
* Links to the revenue generation committee; could certify company as "bike-friendly" | |||
** Could create a partnership where they support our services and they certify their company | |||
* Since we support bike share, they could make some donations | |||
=== 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) === | ||
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{{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= | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To go out of camera. | |motion=To go out of camera. | ||
|first= | |first=Ali | ||
|second= | |second=Jeremy | ||
|yes= | |yes= | ||
|no= | |no= | ||
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== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 9:12pm. | ||
|first= | |first=Dustin | ||
|second= | |second=Ali | ||
|yes= | |yes= | ||
|no= | |no= | ||