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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 2017|August 2017]] board meeting.''''' |
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| == EBC Board Meeting Minutes for July 2017 == | | == EBC Board Meeting Minutes for July 2017 == |
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| * Location: room ED 221. | | * Location: room ED 221. |
| * Start Time: 6:30pm | | * Call to order 6:40 |
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| Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you! | | Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you! |
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| == Attendance == | | == Attendance == |
| * Meeting Chair: Jeremy | | * Meeting Chair: Derek |
| * Minute-taker: Geoff | | * Minute-taker: Jeremy |
| * Food by: Adrian | | * Food by: Nancy |
| * Board attendance: Jasmine, Jeremy, Alexey, Michael, Geoff, Adrian, Nancy, Mike | | * Board attendance: Michael Pybus, Adrian, Derek, nancy, Michael Cenkner |
| * Staff attendance: Chris | | * Staff attendance: Chris |
| * Regrets: Derek, Dan | | * Regrets:Jonathon, Geoff, Jasmine, Alexey,Dan |
| * Absent: | | * Absent: |
| * Guests: | | * Guests: |
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| == Call to Order == | | == Call to Order == |
| * Meeting called to order by Jeremy at 6:35 pm. | | * Meeting called to order by Derek at 6:41 pm. |
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| == Logistics for Next Meeting == | | == Logistics for Next Meeting == |
| * Date: | | * Date: August 14th |
| * Location: Room 113, Education South | | * Location: Room 113, Education South |
| * Chair: | | * Chair: Michael Pybus |
| * Minute-taker: | | * Minute-taker:Derek |
| * Food by: | | * Food by:Jeremy |
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| == Approval of Agenda, Minutes, Reports (5 min) == | | == Approval of Agenda, Minutes, Reports (5 min) == |
| {{Motion | | {{Motion |
| |motion=To approve this June meeting agenda, and the May 2017 minutes [http://edmontonbikes.ca/w/Board_Minutes_May_2017 May Minutes], and committee reports as presented below. | | |motion=To approve this June meeting agenda, and the June 2017 minutes [http://edmontonbikes.ca/w/Board_Minutes_June_2017 June Minutes], and committee reports as presented below. |
| |first= Adrian | | |first=Nancy |
| |second= Michael | | |second= Adrian |
| |yes= all | | |yes=5 |
| |no= 0 | | |no= 0 |
| |abstain= 0 | | |abstain= 1 |
| |result= passed | | |result= passed |
| }} | | }} |
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| === President's Report - Jon === | | === President's Report - Jon no report |
| *[https://docs.google.com/document/d/1ii_DlkFwMVXX6DzO0GQxxgVdJQgHePsxo6F30Wav-Tc/edit?ts=591e17a3 President's Report May 2017] | | *[(add link)] |
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| === Treasurer's Report - Geoff ===
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| *[https://docs.google.com/document/d/1D3suA-giCSFfFvuSQW0gV7AAzE_4r-Rnizd1IjV5bDI/edit Expense Process May 2017]
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| | === Treasurer's Report - Geoff no report |
| | *[{add link)] |
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| === H.R. Committee Report - Nancy === | | === H.R. Committee Report - Nancy === |
| *[https://docs.google.com/a/edmontonbikes.ca/document/d/1q1fUgRBq75dyRuHSfFHu9876rDNfuXFziGdXbZeh20c/edit?usp=sharing H.R. Committee Report April 2017] | | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1PSE3wfFTP_8rCUT0I1ITcvD5Ic45u9hTXefihKUngo8/edit?usp=sharing/ HR Committee Report] |
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| | === Administrative Committee Report - no report |
| | *[(add link)] |
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| === Administrative Committee Report - === | | === Strategic Planning Committee Report - === |
| *[https://docs.google.com/document/d/11eAmW0alI2Sq0boCF3zPM1g_e7mw_3kuw_5fJkmkw7M/edit?ts=593dae41 Administrative Committee Report (May) (2017)] | | *[https://docs.google.com/document/d/1FY1VR3v2a5yGGZquPOlTifOrWiSq0p8HxlB0BwP2epI/edit Strategic Planning Committee Report June 2017] |
| | ** please review and add comments and line items to budget and costs |
| | Michael would be willing to draft a Q&A for the presentation |
| | Please create reports in Google docs before saving |
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| == Current & Completed Business == | | == Current & Completed Business == |
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| === Updates on Action Items From Previous Meeting (5 min)=== | | === Updates on Action Items From Previous Meeting (5 min)=== |
| * '''Everyone''' sign reports that you have reviewed each month. | | * '''Everyone''' sign reports that you have reviewed each month. |
| | ** everyone please log monthly hours. Chris Chan will create a specific volunteer hours logn and mail the link out to board members |
| * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. | | * '''Committee Chairpersons''' to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. |
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| '''Current'''
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| '''Completed'''
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| Updated insurance policy to remove YCR2 coverage
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| === Business Item 1 [Status Update from all Committees ] (Each Committee - 15 min)===
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| * Each committee to provide an oral update on status of projects in progress specifically
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| **Work completed
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| **Work remaining
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| **Resources required
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| **Percentage Completion anticipated by August 31 2017.
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| * Discussion notes:
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| ==== Admin committee ====
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| Jonathon and Alexey meeting with staff this week, discussing continuity while Jonathon on holidays
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| ==== Finance committee ====
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| monthly checklist done, EFTs going, NOT done - managing payroll -> bookkeeper, need to start working on next year's budget soon
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| ==== HR committee ====
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| OH&S arrange, steps in order, hazard assessments done; next coalating data and next steps, planned for August
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| Board eval - completed for AGM
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| Volunteer retention / appreciation - not started
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| Orientation manual - stalled
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| Adrian was considering working on working on hazard mitigation when shops were closed, but concerned staff would feel like they had to come in
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| Chris thinks - if input is sought from staff ahead of time, it wouldn't be a problem to have work done while the shops are closed
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| ==== Education ====
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| Michael - Students didn't get involved at that level, don't have any extra committee work, interested in working in another area
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| Charitable status? Jonathon thinks the first thing to do is review and revise the objects of the society - perhaps pursue educational objects, and have these ready for the next board retreat. Michael will take the lead on drafting objects
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| ==== Strategic Planning Committee ====
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| Jonathon - Had a meeting, but nothing concrete has been done since then
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| == New Business == | | == New Business == |
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| === New Business Item 1: Financial situation in detail (Geoff 30 min)=== | | === New Business Item 1: [Board Succession Planning] (Nancy 30 min)=== |
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| Notes: | | Notes: |
| https://docs.google.com/document/d/1vpAutRe_Ho40wG4STgnsuwlmVGcSVDJbRPsEFeKWw2M/edit#
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| Comparison
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| https://docs.google.com/spreadsheets/d/1658Qvi3gZFW31zsuAabdRRQfOgASdxzeCbDFOIndchE/edit#gid=1154369721
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| Michael: should we have a bike building blitz while the shops are closed
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| we are providing a service at cost, but we aren't reaching out to who is using the shop to contribute,
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| Chris: thinks this is a discussion that should be taken with Coreen
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| Geoff should set something up for discussions on how to increase revenues, with board members that want to contribute and appropriate staff
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| Chris: Is bike building position making sense financially? More than breaking even, and we would count breaking even.
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| Getting more bikes out there, and generating more revenue than if this was just done by volunteers, PLUS getting more volunteer training.
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| This is the same model as last year.
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| Feedback from bike building volunteers is that they are learning a lot, feel that the are making valuable contributions, and building community. This invests in our volunteers.
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| === New Business Item 2: Board Member Summer Vacations (All 15 min)===
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| * With key board members away at various times during the summer, let's make sure none of the board responsibilities are in jeopardy of being overlooked or unnecessarily delayed:
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| ** Issuing Cheques
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| ** Issuing EFT files
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| ** Depositing cash from BWS and BWN safes
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| ** Picking up, opening and distributing to the responsible party Canada Post mail,
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| ** Administrative committee support
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| Jon: July and August, back for a few days at end of July
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| Jon will still do deposits
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| Jon to show Geoff how to issue EFT
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| Picking up mail, every 2 weeks -> Chris will do this
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| Chris->Aug 19-27
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| Alexey will lead administrative committee while Jonathon is away
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| Geoff: June 23-July 21
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| double check on rent cheques before departure
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| Check books to Nancy before departure
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| Derek only other signing officer July 6-21st (need to confirm Derek is around)
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| Nancy: away 1st week of August
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| === New Business Item 3: Staff and Finance To Dos (transition of YCR2 dated June 1st (Geoff 30 min)===
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| * Discussion notes:
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| What changes do we need to make to bank accounts, and staff hours/pay
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| Goodwill still working on the final agreement, reset transition date to July 1st
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| Molly's time
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| Molly reduced hours to 44, reconciling April hours, in June will be 10 hours/week
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| discussions of YCR2 covering some of the bank time owed to Molly
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| Bank Account
| | Discussion on board succession planning. |
| YCR2 has a dormant account, with no funds in it. The will reactivate the account. For the moment, keep using accounts as before.
| | -review of board job descriptions, Pres, VP, Secretary and Treasurer. Opportunity to ask questions of roles. |
| They may keep the YCR2 account open, and leave sufficient funds there to cover off Molly's for some period of time.
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| WHen moving to Goodwill, Janine and others will have to requesition cheques. | |
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| As of July 1st, we shouldn't be claiming assets or liabilities on our financial statements.
| | [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit?usp=sharing/edit Presidents Job Description] |
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| Goodwill keen on getting training for staff, so they can fix their own bikes or get training to be able to improve
| | [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit?usp=sharing/edit Vice President Job Description] |
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| Goodwill: Get guidance from us on how to set up a shop, get some training for their staff
| | [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit?usp=sharing/edit Secretary Job Description] |
| EBC gets access to the impact center - we can schedule our events there (big bike sale, function, etc.)
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| No financial arrangements between EBC and Goodwill - YCR2 becoming a program of Goodwill.
| | [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit?usp=sharing/edit Treasure Job Description] |
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| Jonathon will ask Janine what they are looking for financially on July 1st.
| | Discussion of new board member recruitment, resources available and inventory of needs |
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| === New Business Item 5: Internal communication with volunteers around events (Michael 5 min)===
| | [https://docs.google.com/a/edmontonbikes.ca/document/d/1NExgvNSKUwuMTsNPShtNEQFH3yyrEkQw7WDPwWOeiWw/edit?usp=sharing/edit Director Job Description] |
| * Discussion notes: | | ** Executive board members need to provide an update on their term and their intentions. |
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| Volunteer appreciation event at BWN
| | ===New Business Item 2: [Board Evaluation Activities] (Nancy/Jasmine xx min)=== |
| Michael thought the invitation didn't go out to BWS volunteers (through google group), and think this is the second time
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| Chris reviewed - Molly sent it to BWS mailing list
| | *discussion of evaluation activities in development |
| | *participation in self assessment tool |
| | * add to August agenda |
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| === Bike Works North - renovations, potential budget issues (Chris 15 min)=== | | ===New Business Item 3: [OHS Update] (Adrian 10 min)=== |
| * Discussion notes: | | * |
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| Received a large donation of fixtures, hardware, etc. from MEC (as they've moved) - almost everything we'd need to do a major renovation of bikeworks north. We are now storing a lot of materials, and we'd like to set them up soon.
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| Looking at early September to do the work, maybe some of it before then.
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| Perhaps pay an honorarium so we can have a fixed timeframe for doing the work.
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| May need to consider a budget envelope around $5000 for the work.
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| Q: What is our ROI? more bike repair stands space for, better display space
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| Very different experience BWN vs S - distinct entrance, retail type entrance
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| Have a more welcoming space/entrance
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| More enjoyable space to be at
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| Make tools/parts more accessible
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| Solve some OH&S issues
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| Store over 90 bicycles in a 10/34' stretch
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| better display / merchandising - get better prices, less strinkage
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| === In Camera: (Geoff 15 min)=== | | === In Camera: (Geoff 15 min)=== |
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| {{Motion | | {{Motion |
| |motion=To go in Camera | | |motion=To go in Camera |
| |first= Jonathon | | |first= |
| |second= Jasmine | | |second= |
| |yes= all | | |yes= |
| |no= 0 | | |no= |
| |abstain= 0 | | |abstain= |
| |result= passed | | |result= |
| }} | | }} |
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| == Adjournment == | | == Adjournment == |
| {{Motion | | {{Motion |
| |motion=To adjourn the meeting at 8:30 pm. | | |motion=To adjourn the meeting at 7:55 pm. |
| |first= Jonathon | | |first= Nancy |
| |second= Nancy | | |second=Michael Cenkner |
| |yes= all | | |yes= 6 |
| |no=0 | | |no=0 |
| |abstain=0 | | |abstain=0 |
| |result=passed | | |result= |
| }} | | }} |
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| [[Category:minutes]] | | [[Category:minutes]] |
| [[Category:2016-2017 Board minutes]] | | [[Category:2016-2017 Board minutes]] |