Board Minutes July 2019: Difference between revisions

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Board Minutes July 2019 (view source)

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 * '''Minute-taker:'''  Jasmine
 * '''Food by:'''  Mike S.
-* '''Board attendance:'''
+* '''Board attendance:'''  Sarah, Nancy, Jasmine, Jeremy, Helen, Mike W.
-* '''Staff attendance:'''
+* '''Staff attendance:''' Molly, Chris
-* '''Regrets:'''
+* '''Regrets:''' Mike P., Ali
-* '''Absent:'''
+* '''Absent:''' Mike S., Mark, Annya
 * '''Guests:'''
 == Call to Order ==
-* Meeting called to order by _______ at _:__pm.
+* Meeting called to order by Sarah at 6:38pm.
 == Logistics for Next Meeting ==
 * Date: Monday, August 12, 2019
 * Location: Education South 113
-* Chair:
+* Chair: Helen (Annya - timekeeper)
 * Minute-taker:  Jasmine
-* Food by:
+* Food by:  Nancy
 == Approval of Agenda, Minutes, Reports (5 min) ==
 {{Motion
    |motion=To approve this July 8 agenda, the [[Board Minutes June 2019|June 2019]] minutes, and reports as presented below.
-   |first=
+   |first=Nancy
-   |second=
+   |second=Helen
-   |yes=
+   |yes=6
-   |no=
+   |no=0
-   |abstain=
+   |abstain=0
    |result=
 }}
@@ Line 46: / Line 46: @@
 '''President's Report Discussion'''
-*
+* Projects this past month
+** signage
+** paving North shop parking lot
 === Internal Affairs Committee Report - Ali ===
@@ Line 54: / Line 56: @@
 === Treasurer's Report - Ali ===
-* [https://drive.google.com/open?id=0B13aeqM0VpVrMFdaellUYWNNWEVuRkVqWjh1WFBfSDR6blZz Treasurer's Report]
+* [https://drive.google.com/file/d/0B13aeqM0VpVrMFdaellUYWNNWEVuRkVqWjh1WFBfSDR6blZz/view?resourcekey=0-tFfjN1OKhSAFwCm9tEyweA Treasurer's Report]
 ====Treasurer's Report Discussion====
-*
+* Revenue streams were strong, but expenses were also high
+* Need to find ways to cut expenses to meet financial goals for September
 === Program Review Committee Report ===
@@ Line 62: / Line 65: @@
 * [https://drive.google.com/drive/u/2/folders/1dyxRWlnVuZavLBvYlk6kH4cH0iaxKCer Bike Edmonton Programming Logic Model 2019]
 ====Discussion====
-*
+* Sarah has consolidated feedback on logic model.
+* Helen has refined principles for what programs should achieve
+* Putting together a pilot evaluation for the workshops
+* Logic Model Review
+** Presented a final version of the logic model
+** Open to feedback on organization of the logic model - things have been condensed from a previous version
+** Going forward, will be working on principles and evaluation
+** Could consider removing individual arrows and let correlation speak for itself.
 === Revenue Committee Report ===
@@ Line 68: / Line 78: @@
 ====Discussion====
-*
+* Moving forward on the bike-friendly certification program
 == Current and Completed Business ==
@@ Line 76: / Line 86: @@
 * This calendar will serve as a tool to know what will be happening month-to-month in each year.
 * When chairing a meeting, this is good to look at to know what to discuss at the meeting.
+* Tasks for June - succession planning and board recruitment
+** All current members should start thinking about who they might know to recruit
+** Action: Can recruit via the Bike Edmonton newsletter and link to apply - to go out in July/August newsletters
+** Action: Add link to apply for the board to the new website
+** Action: Put call-out in volunteer email to all membership
+* Tasks for July - start to work on next year's budget
+** Chris to reach out to bookkeeper to determine ability to complete work.
+** Jeremy to chat with Treasurer to know where numbers are at
 === Deficit Reduction Plan ===
 * [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan]
+* Hasn't been updated recently
+* Crowdfunding or social media donation appeals - launched crowdfunding in October
+** Chris to continue pushing that out
+** Important to push this out in summer months when people are using our services and generally feel positively about Bike Edmonton
+* Casino
+** Very successful, despite difficulty finding volunteers to be there
+** On the register for holding another casino 2 years from now (Hoping to have the casino one quarter of the year earlier)
+* Tune-ups
+** Fewer requests for tune-ups from community organizations, though commercial requests have not decreased
+* Alberta Transportation Grant Received
+** Expected to report fully on our programs
+* Canada Bikes
+** Paths for People applied for a grant, and after a reshuffle, passed the grant to Bike Edmonton.
+** We'll try to meet the goals for that grant, through our current programming and services
+* EcoTrust
+** Leveraged Canada Bikes grant to apply for EcoTrust grant
+** A scavenger hunt will be held to support the goal of Explore Edmonton
+** Could consider partnering with Edmonton Tourism for the scavenger hunt
+* Courses
+** Doing very well this year
+* Corporate sponsorship
+** Working with Edmonton business to provide support to YESS to sponsor bike building in youth
+** Contributions for Bike Edmonton's programs that might involve an addition to the program name (i.e., the Spoke - sponsored by ____).  Could be good for income for the programs, but less good for optics. If we want money, we might need to go outside of our comfort zone.  Sponsorship year-after-year is unlikely for Bike Edmonton, due to the fact that we're not charitable. Should revisit this topic, specifically in the context of the corporate sponsorship (talk with Mark).
 === Master Board Task List - Sarah (15 min) ===
 * [https://docs.google.com/spreadsheets/d/1KlIhkBLRAI-Xn9e8u6u-f57n3SKFJQbN0o4TipT4Zis/edit#gid=719049454 Link to Master List]
+* Parking lot to be revisited
+* Interest in assignment of roles for board meetings - timekeeper, vibewatcher
 === Debrief Bike Month Party at Dirtbag Cafe - Helen/All (10 min) ===
-*
+* Still waiting to hear from Dirtbag Cafe on money raised for Bike Edmonton
+* Tune-up station was a huge success - from public and business
+* Weather was not in our favour for a patio party - cold and rainy
+* In other scenarios, could have done some fundraising
+* Could also have Dirtbag parties later in the season
 === North shop financial performance post-renos - Chris ===
 * [https://docs.google.com/document/d/1rxtC7vLcnI4CBAC8EC6WAs0XKZN0M2QFoAVbu1zM3Ak/edit North shop post-renovation performance comparison]
+* Summary
+** Renos were done in November; stats show period just after renos for year of renos and year prior
+** North shop is doing 30% better this year compared to last
+** South shop was down this year compared to last, though bike sales made up a significant chunk of revenues last year
+* Discussion
+** Original thought of not having bike sale this year was because just as many bikes were going out the door; if bike sales had such a big impact on sales last year, did we make a mistake on not having the sale this year. - Didn't have bikes to sell at the time of year for the bike sale because they were already being sold from the shop, and stock was low.
+** Chris to tease out bike sales for this year to make a comparison on bike sales
+** Could consider doing a call-out to volunteers; need to get experienced bike builders for the bike-building nights to bolster fleet of bikes to sell
+** Most bikes that are built by volunteers also take significant staff time, and experienced bike builders are rare.
+** What's our strategic plan to increase bike sales?
+** Chris to prepare cost return report on hiring a bike builder, when prepping new budget
+** Follow-up with Mike S. on pulling up commercial listings, as options for North shop
 == New Business ==
@@ Line 96: / Line 152: @@
 === Signage at BikeWorks North - Sarah (15 min) ===
 * [https://drive.google.com/drive/u/2/folders/1EXAS_MZKL-dq8ITyNkW1FpYr3f0Eg5tq North Shop Signage 2019]
+* Presenting mock-ups for BWN signage
+* Connected with employee of Pioneer Press (printing company); suggested to get it printed on a single decal
+* Could try to match with black background, or have white background to pop a bit more
+* Colours are flexible - Sarah can make more adjustments, as needed
+* Complement the awning with an A-frame or sandwich board to draw attention to the shop
+* Cost of Pioneer Press is a fraction of initial quote
+* Three types of visual promo for BWN are front signage (dibond), side awning, and sandwich boards
+** Preference would be for side awning and a sandwich board
 === Schedule a time to meet with your committees - ALL BOARD (10 min) ===
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 {{Motion
    |motion=To go in camera
-   |first=
+   |first=Jasmine
-   |second=
+   |second=Nancy
-   |yes=
+   |yes=7
-   |no=
+   |no=0
-   |abstain=
+   |abstain=0
    |result=
 }}
@@ Line 115: / Line 179: @@
 {{Motion
    |motion=To go out of camera
-   |first=
+   |first= Helen
-   |second=
+   |second= Mike W.
-   |yes=
+   |yes= 7
-   |no=
+   |no= 0
-   |abstain=
+   |abstain= 0
    |result=
 }}
@@ Line 126: / Line 190: @@
 {{Motion
    |motion=To adjourn the board meeting.
-   |first=
+   |first=Helen
    |second=
    |yes=