Bike Edmonton

Board Minutes July 2013

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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 July 24, 2013

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

  • Location: BikeWorks South, 2nd floor meeting room
  • Start Time: 6:30pm

Please RSVP to board at edmontonbikes dot 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: Leila
  • Minute-taker: justin
  • Food by: Sarah
  • Board attendance: Anna, Leila, Sarah, Lee, justin, Neil, Bernadette, Chris Corrigan (late)
  • Staff attendance: Chris Chan, Coreen
  • Regrets: Paul
  • Absent:
  • Guests: Geoff S, Jason P, Kristin F, Paul B, Meghan T, Nathan E

Call to Order

  • Meeting called to order by Leila at 6:32pm.

Approval of Agenda

  • Motion: To approve agenda. Motioned by Leila. Seconded by Bernadette. Motion Carried.

Approval of Last Month's Minutes

  • Motion: To approve June 2013 minutes. Motioned by Lee. Seconded by Sarah. Motion Carried.

Logistics for Next Meeting

  • Date: Wednesday August 21, 2013 @ 6:30pm
  • Location: BikeWorks North
  • Chair: Bernadette
  • Minute-taker: justin
  • Food by: Leila


Reports

President's Report (15 min)

President's Report July 2013

  • 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.

Motion: To approve the July 2013 President's report as presented. Motioned by Neil. Seconded by Lee. Motion Carried.


Treasurer's Report (15 min)

  • Treasurer's Report July 2013
  • 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.

Motion: 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.


Executive Director's Report (15 min)

ED Report July 2013

  • 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.

Motion: To approve the July 2013 ED report as presented. Motioned by Neil. Seconded by Bernadette. Motion Carried.

BikeWorks Report (15 min)

BikeWorks Report July 2013

  • 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.
  • Motion: 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.

Motion: To approve the July 2013 BikeWorks report as presented. Motioned by Leila. Seconded by Sarah. Motion Carried.


Board Retreat Committee Report (7 min)

Committee Report

  • Lee, Sarah
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

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


Charitable Status Committee Report (5 min)

Committee Report

  • Sarah, Neil
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

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


Performance Evaluation Committee Report (2 min)

  • Update on process. From Adam's email: "Lee, Leila, and I met with Chris on Thursday [July 18] and discussed the results of the survey that was sent out. It was a good discussion, and Chris will be drafting some S.M.A.R.T. goals for the next 12 months. You will be receiving a report on the results of the survey and our meeting with Chris, hopefully by Monday or so. Chris's SMART goals may take a bit longer."
  • Details to be discussed in camera.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)

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


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)


Board Member Appointments (25 min)

  • Must fill 2 current vacancies today (Micah resigned May 8, Adam resigned July 24)
  • Overview of appointment process:
    • 2 minute introductions of board applicants (may present in person or meeting Chair may read application/intro if applicant is absent)
    • Current board members vote for up to 2 candidates by secret ballot
    • Votes tallied and announced.
    • Review other ways to get involved with EBC.
    • Review process for formal election at AGM. Anna will contact 2 new board members for a mini orientation in the next two weeks.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items:
    • Chris Chan to create e-mail and wiki accounts for 2 new board members.
    • Leila to add 2 new board members to board email list.
    • Anna will meet with new board members to do mini orientation next week or 1st week of August.


New Business

BikeWorks South Lease (10 min)

  • Review info about current lease
  • Review current possibilities for other locations (Chris)
  • Discussion on criteria for BWS location to guide Operational tasks
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Annual General Meeting planning (5 min)

  • Strike AGM ad-hoc committee.
    • Book a location near BWN. Location _______ being booked by _____.
    • Budget for AGM (venue costs, catering, printing, etc)
    • Door prize recruitment
    • New board member recruitment and organizing applications
  • Board members: mark your calendars for Nov 2-3 as the Board Orientation/Retreat.
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Creating Budget for 2013-2014 (10 min)

  • Current budget goes to end of August 2013. Initial discussions on next budget... (Neil)
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


Alberta Bicycle Commuters Conference (5 min)

  • Update on conference planning (Bernadette)
  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


New Business Item (__ min)

  • Discussion notes:
  • Motion: . Motioned by . Seconded by . Motion Failed/Carried.
  • Action Items: Name will... by (deadline)


In Camera Session (15 min)

  • Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.
  • One topic hosted by Leila (15 min)


Adjournment

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