Board Minutes July 2013: Difference between revisions
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Leila | ||
* Minute-taker: | * Minute-taker: justin | ||
* Food by: Sarah | * Food by: Sarah | ||
* Board attendance: | * Board attendance: Anna, Leila, Sarah, Lee, justin, Neil, Bernadette, Chris Corrigan (late) | ||
* Staff attendance: Chris Chan, Coreen | * Staff attendance: Chris Chan, Coreen | ||
* Regrets: | * Regrets: Paul | ||
* Absent: | * Absent: | ||
* Guests: Geoff S, Jason P, Kristin F, Paul B, Meghan T, Nathan E | * Guests: Geoff S, Jason P, Kristin F, Paul B, Meghan T, Nathan E | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Leila at 6:32pm. | ||
== Approval of Agenda == | == Approval of Agenda == | ||
* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by Leila. Seconded by Bernadette. '''Motion Carried.''' | ||
== Approval of Last Month's Minutes == | == Approval of Last Month's Minutes == | ||
* <span style="background: yellow;">Motion:</span> To approve June 2013 minutes. Motioned by . Seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To approve June 2013 minutes. Motioned by Lee. Seconded by Sarah. '''Motion Carried.''' | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Wednesday August 21, 2013 @ 6:30pm | * Date: Wednesday August 21, 2013 @ 6:30pm | ||
* Location: BikeWorks North | * Location: BikeWorks North | ||
* Chair: | * Chair: Bernadette | ||
* Minute-taker: | * Minute-taker: justin | ||
* Food by: | * Food by: Leila | ||
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[https://docs.google.com/a/edmontonbikes.ca/document/d/1C6nlX_ontBwa3-E2abVR-gUo2y38lyYeYTME2T08PSU/edit President's Report July 2013] | [https://docs.google.com/a/edmontonbikes.ca/document/d/1C6nlX_ontBwa3-E2abVR-gUo2y38lyYeYTME2T08PSU/edit President's Report July 2013] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Chris Chan: The report was only shared with the board, not the public, so our guests haven't read it. Anna: There is a printed copy that the nominees have, which can be passed around. Neil: Regarding holding ourselves accountable, we do the best we can. We are struggling to run an organization of this size. The things that have occurred so far haven't been egregious. Pointing out when we have failed to be diligent is a good strategy. Anna: Part of holding ourselves accountable could be holding onto SMART goals throughout the year. Leila: It sounds like we will talk about the rest of this throughout the agenda, or in future meetings. | ||
<span style="background: yellow;">Motion:</span> To | <span style="background: yellow;">Motion:</span> To approve the July 2013 President's report as presented. Motioned by Neil. Seconded by Lee. '''Motion Carried.''' | ||
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* [https://docs.google.com/a/edmontonbikes.ca/file/d/0B9peHrsdhVbseVNLQXdlU3Y4TGM/edit Treasurer's Report July 2013] | * [https://docs.google.com/a/edmontonbikes.ca/file/d/0B9peHrsdhVbseVNLQXdlU3Y4TGM/edit Treasurer's Report July 2013] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Neil: What Paul sent wasn't particularly legible. He sent me the files and everything seems to be in order. We are about $10,000 ahead right now, which puts us in a good place for the uncertainties with the BWS location. I will try to put out something more legible soon so you have something to look at. Paul and I need to get together next month to make a budget. Chris Chan: What are the bank accounts looking like? Neil: more than $30,000 in RBC account plus $40,000 in GICs. Don't know what we have for outstanding cheques. TD had $7,000 at the end of the last statement. $70,000 in GICs. Bern: How is BWN looking financially? Neil: I will look into that. Anna: Paul shared numbers at the retreat and BWN was looking good. Neil: BWN is ahead of budget. 5-10% ahead in most items. Leila: Anything else to discuss? Chris: BWN did well in bike sales. Kristin: In the budget is 'other depts' BWS? Neil: Yes. Anna: Have we thought more about hiring a bookkeeper? Neil: We can add a budget line-item. Anna: Chris could you put a call out in the next newsletter? Chris Chan: Yes, I also have connections I might be able to use. | ||
* Action Items: '''Chris Chan''' will put a call out for a bookkeeper in the next newsletter. | |||
* Action Items: ''' | |||
<span style="background: yellow;">Motion:</span> To return | <span style="background: yellow;">Motion:</span> To return the June 2013 Treasurer's report as presented and request a current income statement and balance sheet. Motioned by Neil. Seconded by Leila. '''Motion Carried.''' | ||
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[https://docs.google.com/a/edmontonbikes.ca/document/d/17G2kxUuYhc0Pkbe9oR-AExTbJ8ehe6fZdthEyx0DPk4/edit#heading=h.tfioge1ewak5 ED Report July 2013] | [https://docs.google.com/a/edmontonbikes.ca/document/d/17G2kxUuYhc0Pkbe9oR-AExTbJ8ehe6fZdthEyx0DPk4/edit#heading=h.tfioge1ewak5 ED Report July 2013] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Chris Chan: Didn't track hours this month, got distracted. I will start again. If that was helpful. (General agreement that it was helpful and should continue) We need a new media contact. Mostly just takes over for me if I'm not here. Coreen: I can offer back-up for that as well. Chris Chan: Your cell phone number will go up on the website. Coreen: I don't know. Anna: I can do this, but I will be away for the month of August. Chris Chan: You can delegate. Chris Corrigan: I am well informed but this won't mesh well with my day job. Chris Chan: I'll be away until Aug 1st so this is why I bring it up. Coreen's report will have something about BWS losing it's lease. Minerva storage doesn't want to lose us from the area, there is a 1400 sqft space in their building. Uncle Myles' t-shirt company is also empty. There may be things close by. If we're looking for the end of Sept or Oct then we have a month until we need to be calling and securing places. Anna did the community garden tour. Neil and Anna are helping with website updates. Bike rack rentals is going well. Bike racks will be all used during tour of Alberta. Bike rack sales - only sold 3 so far, not making any money yet. Promo if you can. Cycle Edmonton hasn't been updated yet. Will be doing something in Aug with Downtown Business Association. Nothing to do with election. Not as many lunch and learns. If you have workplaces that want them, we offer them for free. All I did was sent out the newsletter for membership. A lot of June/July has been events. Otherwise, just caught up on emails. Still behind, but catching up. Leila: Should we add the possibility of hiring administrative staff to consider for the budget for next year too? Neil: Will look at the new budget. If we can't count on the BWS revenue that might be difficult. Bernadette: What is the 'Error recovery' note in your report? Chris Chan: A bicycle didn't meet someone's expectations of being ready to ride. Anna: Is this something that the mechanic certification would help with? Chris Chan: This was something I started last year, but ran out of time. Anna: Has it been easy/hard to get volunterers for offsite stuff? Chris Chan: Easier. Coreen has done well. Asking to get paid has helped. | ||
<span style="background: yellow;">Motion:</span> To | <span style="background: yellow;">Motion:</span> To approve the July 2013 ED report as presented. Motioned by Neil. Seconded by Bernadette. '''Motion Carried.''' | ||
=== BikeWorks Report (15 min)=== | === BikeWorks Report (15 min)=== | ||
[https://docs.google.com/a/edmontonbikes.ca/document/d/1xLuiIzlhfYD0LKQiw7LlZgpfc6jn1SbQVa7oK5ENY-c/edit BikeWorks Report July 2013] | [https://docs.google.com/a/edmontonbikes.ca/document/d/1xLuiIzlhfYD0LKQiw7LlZgpfc6jn1SbQVa7oK5ENY-c/edit BikeWorks Report July 2013] | ||
* Discussion notes: | * Discussion notes: | ||
** | **Coreen: Potential to lose the space for BWS is the biggest item. Talked to NCA board member. They're looking to do renos because of water main break and because they want to offer more programming. 75% sure that they will be doing renos on entire building, and not renewing our lease. If renos fall through, there would be an opportunity to renew. They are sensitive to our timelines (not wanting to move during busy season, or winter). We should prepare for a Fall moveout. They will keep us updated as things develop. I'm looking at taking a week off the first week of September. Will let you know when that's confirmed. There has been well publicized drama with our ex-neighbours at BWN. Hopefully the end of our smell problems. Fence has been cut and hole is opened again as of tonight. Coverage plan is in motion. Brett is helping to bottomline a lot of the things up there. Issues with cleanliness and cleaning at both shops has improved. Leila: what changed? Coreen: People being accountable/responsible. Realizing one person was doing it all. Not as many bike sales as last few months. Been talking about paving stones and major maintenance at BWS. On hold while we wait to find out the fate of BWS. Quite a few Intro classes. Still quite popular. Already registering for Sept. Getting more advanced classes for Aug. Orientations have been going quite well. Smoothing out, getting more retention. Made some notes about W&TO day. Another volunteer day would be good. Midnight ride was well attended. Doing a fair amount of work with the adapted bike program. Doing most of our work and fittings on bike building nights. Getting more bikes out than we ever expected. It's been a great learning experience, volunteers find it rewarding. They take up a lot of space. Got rid of a lot last night, should have seen the mezzanine before that. Rental program has been popular. If we had more bikes we could rent them. Initially after raising prices there were some complaints, but haven't heard anything recently. Last part of the report is W&TO day, something that has gone on around it. Nothing is new. Have issues with volunteer turnover for that day, because it's quite stressful to have people yelling at you, who feel entitled to use the shop. Might want to strike a committee to try and address the issues. Think of more ways to deal with those who are rubbed the wrong way by the program, and then come back the next day like nothing's wrong. Neil: I'm understanding some of the issues we're facing. Do you have any thoughts? W&TO day is a stop-gap. Aside from calling the cops about the guy calling "discrimination' out at you down the alley, what can we do? Sarah: What's wrong with that? Chris Chan: Just thought of this: We don't tolerate behaviour like that, we could ban them, one step before that is to take their photo and have a wall of shame. as a deterrent. Maybe it should be zero tolerance to that kind of abuse, but maybe that's a bit extreme as a first step. Coreen: I usually try to be as nice as possible. but I would like to say, just don't come back if it gets that bad, which has been only once or twice. If we got to that level we'd be doing it every women's day. Sarah: I don't know how you feel about this, you suggested it in your report, how would you feel about striking a committee to think up ideas for how to deal with this Coreen: I'd like that. | ||
<span style="background: yellow;">Motion:</span> To | * <span style="background: yellow;">Motion:</span> Strike an ad hoc Women and Trans* Only Day Committee to address issues arising on that day. Motioned by Sarah. Seconded by Leila. '''Motion Carried.''' | ||
* Action Items: | |||
**'''Chris Chan''' will print up stickers to put on pamphlets for rental program to reflect price changes. | |||
**'''Coreen''' will call a meeting of the ad hoc Women and Trans* Only day committee on August 1st at 6pm. | |||
<span style="background: yellow;">Motion:</span> To approve the July 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Sarah. '''Motion Carried.''' | |||