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Board Minutes July 2016: Difference between revisions

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Board Minutes July 2016 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the [[Board Minutes August 2016|August 2016]] board meeting.'''''
 
== EBC Board Meeting Minutes for July 11, 2016 ==
== EBC Board Meeting Minutes for July 11, 2016 ==


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== Attendance ==
== Attendance ==
* Meeting Chair: Jasmine
* Meeting Chair: Jasmine
* Minute-taker: Derek
* Minute-taker: Anna
* Food by: Adrian
* Food by: Adrian
* Board attendance:
* Board attendance: Anna, Adrian, Geoff, Jasmine, Karl, Nancy,
* Staff attendance:
* Staff attendance: Chris
* Regrets: Jonathan, Dan, Rachel, Derek
* Regrets: Jonathan, Dan, Rachel, Derek
* Absent:
* Absent:
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== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
* Edit required in June 2016 minutes. Did not note who moved, seconded or results of motion (carried/failed) on motion for approval of agenda, may minutes, reports. Must approve today.
* Edit required in June 2016 minutes. Did not note who moved, seconded or results of motion (carried/failed) on motion for approval of agenda, may minutes, reports. Must approve today.
* <span style="background: yellow;">Motion:</span> To approve this July agenda, [http://edmontonbikes.ca/w/Board_Minutes_May_2016 May 2016] and [http://edmontonbikes.ca/w/Board_Minutes_June_2016 June 2016] minutes, [http://edmontonbikes.ca/w/Board_Minutes_June_2016#Approval_of_Agenda.2C_Minutes.2C_Reports_.285_min.29 May reports] and June reports as presented below. Moved by Adrian. Seconded by Geoff. '''Motion Carried.'''
 
{{Motion
  |motion=To approve this July agenda, [http://edmontonbikes.ca/w/Board_Minutes_May_2016 May 2016] and [http://edmontonbikes.ca/w/Board_Minutes_June_2016 June 2016] minutes, [http://edmontonbikes.ca/w/Board_Minutes_June_2016#Approval_of_Agenda.2C_Minutes.2C_Reports_.285_min.29 May reports] and June reports as presented below.
  |first=Adrian
  |second=Geoff
  |yes=All
  |no=0
  |abstain=0
  |result=
}}


=== President's Report - Jon ===
=== President's Report - Jon ===
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* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFuR00xeGtCZS0tUmc/view?usp=sharing July 8 draft of agreement] for consideration
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFuR00xeGtCZS0tUmc/view?usp=sharing July 8 draft of agreement] for consideration
* Discussion notes:
* Discussion notes:
**
** Nancy: Jon has been very clear with Janine/YCR2 that the additional funds would be the responsibiltiy of YCR2 to raise, not EBC as a whole.
**
** Adrian: In favour but hard to understand how $50k discrepancy - how did this happen? Chris: My understanding - GW sent draft, Jon reviewed and made some changes, GW approved but did not necessarily notice the changes that Jon had made. Jon did not want EBC to be committed to $75k in the future so we have the opt out each 3 years.
** Geoff: Good deal. Only committed in 3 year chunks. Better deal than other deal on the table.
** Karl: Would like to get a sense from everyone - this represents an onus on EBC to go out and earn more money, not to use reserve funds. Geoff: Disagree slightly. YCR2 has quite a bit of funding in their account and very good at sourcing additional funding. The funding side is in good hands. Chris: YCR2 has $25k for the 1st 3 years set aside. In 3 years, if YCR2 hasnt raised the next $25k, EBC is under no obligation to continue in that space. This would be a difficult situation for YCR2 who would have to find other storage space but at least no financial obligations.
** Anna: The conversation has been very consistent and in general agreement that YCR2 would be solely responsible for raising each round of $25k. We should formalize this on paper so that future EBC boards and YCR2 coordinators are all clear that we (current board and coordinators) were under complete agreement that YCR2 would pay for this. Perhaps this is an MOU? Policy? So far we have only done formal written docs with GW, not internaly with YCR2.
** Karl: DOes EBC have an ongoing log of motions? Anna: No. Karl: Many orgs have an ongoing log of motions so that future boards know what they are committeed to. This could become part of YCR2's strategic planning, eg. in 2018 goal is to raise $25k. Nancy: Could be done moving forward... Add another doc or section to minutes to have a separate document for "motions." Geoff: Need to only sort motions for budget related issues so that they could be rolled into the budget drafting process. Chris: Wiki could have an added feature to tag motions. Could also use Asana to use note for future planning. Geoff: Could have a "notes" tab in our budgeting document to identify issues for future years.
 
{{Motion
  |motion=To rescind the motion passed in EBC June 2016 minutes regarding the agreement with Goodwill Industries.
  |first=Geoff
  |second=Anna
  |yes=All
  |no=0
  |abstain=0
  |result=
}}
 


* <span style="background: yellow;">Motion:</span> To rescind the motion passed in EBC June 2016 minutes and in favour of a motion that EBC sign with Goodwill Industries of Alberta to occupy space at their warehouse located at 168 ST and 114 Ave Edmonton a binding agreement that is materially the same as the agreement in principle distributed to the Board on July 8, 2016. Moved by   , seconded by    . '''Motion Failed/Carried.'''
{{Motion
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
  |motion=To approve the July 8 2016 agreement with Goodwill Industries of Alberta to occupy space at their warehouse located at 168 ST and 114 Ave Edmonton.
  |first=Nancy
  |second=Adrian
  |yes=All
   |no=0
  |abstain=0
  |result=
}}


=== Business Item 2 (___min) ===
* <span style="background: lime;">Action Items:</span> '''Chris''' will put note in Asana for 2018. '''Geoff''' will add notes into 2017 budget doc for 2018 $25k info for lease. '''Jon''' to draft a written document with YCR2 Leadership Team to specify agreement terms, notably that YCR2 will fund raise the full $75,000 on behalf of EBC.
*
* Discussion notes:
**
**


== New Business ==
== New Business ==


=== YCR2 Banking Acccess (10 min) Geoff ===
=== YCR2 Banking Acccess (10 min) Geoff ===
* Currently all YCR2 cheques go through Geoff. This is slow and they are not sure which ones go through and which are still in transit.
* Allow Heather Burrows on the Lead Team for YCR2 to have online banking view-only access and to act as a signing authority on the Edmonton Bicycle Commuters Society YCR2 account together with any one of EBC existing signing officers (Jon, Nancy, Geoff, Anna)
* Allow Heather Burrows on the Lead Team for YCR2 to have online banking view-only access and to act as a signing authority on the Edmonton Bicycle Commuters Society YCR2 account together with any one of EBC existing signing officers (Jon, Nancy, Geoff, Anna)
* Discussion notes:
**
**


*<span style="background: yellow;">Motion:</span> To add Heather Burrows as a signing authority for Edmonton Bicycle Commuters Society "You Can Ride Two" bank account at Servus Credit Union effective immediately. Moved by   , seconded by    . '''Motion Failed/Carried.'''
{{Motion
*<span style="background: yellow;">Motion:</span> To add Heather Burrows as view-only access to the Edmonton Bicycle Commuters Society online banking accounts at Servus Credit Union effective immediately. Moved by   , seconded by    . '''Motion Failed/Carried.'''
  |motion=To add Heather Burrows as a signing authority for Edmonton Bicycle Commuters Society "You Can Ride Two" bank account ending 0540 at Servus Credit Union effective immediately.
  |first=Geoff
   |second=Karl
  |yes=All
  |no=0
  |abstain=0
  |result=
}}
 
{{Motion
  |motion=To add Heather Burrows as view-only access to the Edmonton Bicycle Commuters Society online banking accounts at Servus Credit Union effective immediately.
  |first=Geiff
  |second=Adrian
  |yes=All
   |no=0
  |abstain=0
  |result=
}}


*<span style="background: lime;">Action Items:</span> '''Geoff''' will go with Heather to complete the sign on.
*<span style="background: lime;">Action Items:</span> '''Geoff''' will go with Heather to complete the sign on.
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** [http://www.culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/pdfs/Financial_Responsibilities09.pdf Financial Responsibilities of Not-For-Profit Boards - Full Workbook]
** [http://www.culture.alberta.ca/community/programs-and-services/board-development/resources/workbooks/pdfs/Financial_Responsibilities09.pdf Financial Responsibilities of Not-For-Profit Boards - Full Workbook]
** See all resources from [http://www.culture.alberta.ca/community/programs-and-services/board-development/resources/ Alberta Board Development Program]
** See all resources from [http://www.culture.alberta.ca/community/programs-and-services/board-development/resources/ Alberta Board Development Program]
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B0wWWHPTzO0vUF9GdjVZZXpIbWs/view?usp=sharing 2016 budget approved] at Oct 2015 AGM
* [https://drive.google.com/file/d/0B0wWWHPTzO0vUF9GdjVZZXpIbWs/view?resourcekey=0--C-XBqN3qHccacUqwCaXCg 2016 budget approved] at Oct 2015 AGM
** [https://drive.google.com/drive/folders/0B1O8LS7JPb84U1V1YVk2VWZ2OFU Detailed budget] for Board and staff
** [https://drive.google.com/drive/folders/0B1O8LS7JPb84U1V1YVk2VWZ2OFU Detailed budget] for Board and staff
* Need all board and staff's eyes and minds to determine next budget details, such as:
* Need all board and staff's eyes and minds to determine next budget details, such as:
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** Budget development - YCR2 and Spoke to have their own tabs in our overall budget?
** Budget development - YCR2 and Spoke to have their own tabs in our overall budget?
* Discussion notes:
* Discussion notes:
**
** Chris: If anyone thinks of budget items or projects that we didnt capture last year
**
** Geoff: Do we need to split budgets into BWN and BWS? Not sure the rationale for this anymore. Chris: For budgeting or for bookkeeping? Geoff: For bookkeeping - eg. is one expense 50% BWN and 50% BWS? Chris: If we have the info and its not too onerous to keep it separate, I'd prefer to keep it separate. Easier to see comparison for BWS - eg. Revenue at BWS is ___. This level of detail is helpful and beneficial. If it is onerous on bookkeeping to split the expenses, then we can review this. Adrian: I think there is some value to keep them separate because they are two diff demographics at each shop. Nancy: How do we evaluate each program if their costs and revenues are dispersed throughout the budget? Chris: We could have a separate tab for The Spoke and it would contribute info to BWN tab. Nancy: Would like to be able to evaluate programs individually. Could be a separate document but would like that info.
** Chris: Timeline for budget = July 27-Aug 4 Executive + Chris will draft a budget. Aug 8 board meeting with full board reviewing draft budget. August finalize budget. September will be compiling and writing Annual Report. AGM is Oct 2.


*<span style="background: lime;">Action Items:</span> '''All board''' send budget related comments or ideas via email to Executive and Chris by end of July.


=== Membership Committee update (10 min) Adrian ===
=== Membership Committee update (10 min) Adrian ===
*
* Met on May 24 with Adrian, Geoff, Jon, Chris. Purpose: How to increase membership since we have gone from 1700 to 1000.
* Automation of follow up to members to get more info.
* Get direct emails to lapsed members to renew.
* Other ideas: use referrals, posters, social media, shift competitions to sign up more members.
* Discussion notes:
* Discussion notes:
**
** Nancy: Online membership form is a bit long. Is there a min info needed that we could streamline the sign up? Chris: Made the change in May. Only some of the fields are "required" now.
**
** Karl: 1700 to 1000... over what time period? Chris: Every May and Nov, there is a drop off because those are the two times per year that memberships expire. Year-over-year, we are actually up about 13%.
**Jasmine: 1700 was from May 2015 to May 2016? Chris: No, it was a point in time. Many people renew but many dont. Many memberships sold are just part of purchase of a bike, not directly interested in the membership. Mix of membership: dont use shops but support EBC, people using the shops, volunteer memberships...
** Elliot: I signed up for Bike Maintenance 101 and I thought I became a member at that time but may not? Chris: Instructors are supposed to get new members to sign up but we have a few new instructors who are not remembering.
 
 
~ Health break 7:55-815 ~
 
=== Elliot's Research (5 min) Elliot ===
* Doing research through Cape Breton University on Bike Commuting in Edmonton.
* Would like to either: Poll EBC members on barriers to commuting, OR connect with a company that has a bike program.
* Discussion:
** Adrian: Oxford Properties has excellent bike facilities
** Chris: City of Edmonton as an employer. Many policies to encourage this but operationally.


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
{{Motion
  |motion=To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>.
  |first=Geoff
  |second=Nancy
  |yes=All
  |no=0
  |abstain=0
  |result=
}}
 
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
** Nancy (15 min)
** Nancy (15 min)
** Name (___ min)


* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
{{Motion
  |motion=To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion.
  |first=Geoff
  |second=Nancy
  |yes=All
  |no=0
  |abstain=0
  |result=
}}


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at   pm. Moved by , seconded by . '''Motion Failed/Carried.'''
{{Motion
  |motion=To adjourn the meeting at 9:00pm.
  |first=Adrian
  |second=Nancy
  |yes=All
  |no=0
  |abstain=0
  |result=
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2015-2016 Board minutes]]
[[Category:2015-2016 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/3426...7212"