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Board Minutes June 2011: Difference between revisions
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= EBC Board Meeting Agenda for June 23, 2011 = | = EBC Board Meeting Agenda for June 23, 2011 = | ||
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** APR UPDATE: Not done yet. | ** APR UPDATE: Not done yet. | ||
** MAY UPDATE: Partially sent to Chris. | ** MAY UPDATE: Partially sent to Chris. | ||
** JUNE UPDATE: | ** JUNE UPDATE: | ||
=== New items === | |||
* <span style="background: lightgrey;">ACTION:</span> ANNA to have a timeline of completion for charitable status by June 3. | |||
* <span style="background: lightgrey;">ACTION:</span> CHRIS, DAVID, ANNA to list what we need for the strategic plan. | |||
* <span style="background: lightgrey;">ACTION:</span> Anna to update VELO MOU with exact number of hours per week of EBC staff hours that can be for Bikeology. | |||
** JUNE UPDATE: | |||
* <span style="background: lightgrey;">ACTION:</span> Anna to contact NAA ASAP. Prefer a 2 year lease. Anna to negotiate – must bring the offer to the board for approval. | |||
** JUNE UPDATE: | |||
== Next Meeting Date == | == Next Meeting Date == | ||
Date: , July , 2011, 6:30pm | Date: Wed/Wed/Thurs, July 20/27/28, 2011, 6:30pm | ||
Location: | Location: BikeWorks | ||
== Food For Next Meeting == | == Food For Next Meeting == | ||
* | * Not James. | ||
== Reports == | == Reports == | ||
=== President === | === President === | ||
* Lights workshops | |||
* Got Wheels at Credo Cafe was a success. Lots of bicycles, good video: http://www.youtube.com/watch?v=6lfla8rWG30 | |||
* Interview with Alberta Primetime about Bike to the Symphony | |||
** Symphony ride a success: over 60 cyclists, lots of photos this time | |||
** redbike forgot they were involved? | |||
** Da Capo was wonderful, as usual. But a lot of people didn't realize Da Capo was serving free espresso. We need to clarify that next time so that we can publicize ahead of the event. | |||
** Ideas for next time: partnering with a sponsor to reduce ticket prices | |||
** Still have trailer & bike racks at my house. Don't have a bike to bring them back. | |||
* Interview with VUE Weekly. EBC comes off as having a bit of a contradictory position on things in the article, but in general positive to get the exposure. | |||
* Took on AiR contract writing on the 10th. Sent out to artists on the 18th. Not signed yet--waiting to hear back from arists. | |||
* CBC Alberta@Noon interview on bicycle infrastructure | |||
* Attended TPW meeting on Active Transportation. Funding target of 5% rescinded: instead, dept. is instructed to ask for $10 million per year for Active Trans. | |||
* Emerald Awards on the 15th. Lots of support around the room for EBC; Agrium won. | |||
* Staff training on CANBIKE | |||
* Received $4000 MEC grant to accompany $5000 YES grant | |||
* CBC Radio One interview on biking in the rain | |||
* Bike mechanics at various events | |||
* Led Midnight ride | |||
* Led Pride Ride | |||
* TPRAC wrap-up | |||
* BikeWorks clean-up | |||
* Working on PBX for EBC | |||
* Completed online membership registration/renewal for EBC | |||
=== Executive Director === | === Executive Director === | ||
| Line 54: | Line 79: | ||
=== Treasurer === | === Treasurer === | ||
* May also did well, again with Bikeworks pulling in $10k. The additional $10k from the City is also pulling up our performance. We also received a rebate from WCB for not having any claims the past year. The new parts gap widened again, though admittedly we were stocking up for summer. | |||
* The missing grant revenue ($3375) is the remainder of the MEC grant. Not sure what's happening with that, as Derek is taking the lead on that one. | |||
* Not sure what else to say. The additional income we've been bringing in will allow us to offset the additional spending we've authorised (AiR and two summer staff), so that's alleviated some of my concerns. | |||
[[File:EBC Financial Report - May 2011.xls]] | |||
== New Business == | == New Business == | ||
=== Staff reports === | |||
* Where are they? | |||
=== Utilities reconciliation === | |||
* | |||
=== Bike Month === | |||
* MOU | |||
* Invite VELO rep to give report | |||
=== Bikeology lossage === | |||
* Report on problem, and solutions. | |||
=== Metrics === | |||
* We have done 0 events and reached 0 people since January. | |||
* We have recruited 0 volunteers since March. | |||
* We have built and sold 0 bikes since March, but have spent hundreds on food. | |||
* We have rented 0 bikes. | |||
=== Membership === | |||
* EBC membership is declining. | |||
** 657 at the end of April. | |||
** 585 at the end of May. | |||
** 621 to date. | |||
* Online membership: has an e-mail been sent instructing volunteers on form usage? | |||
* Member benefits: is there a write-up? Have we figured out our sponsorship/discount partners to include? | |||
* Member renewal notices: are they being sent out? 100 members == $2000. | |||
* Member sign-up http://edmontonbikes.ca/membersignup/shop/index.html | |||
* Member look-up http://edmontonbikes.ca/membersignup/shop/lookup.html | |||
=== Contract Renewal Committee == | |||
=== AGM Date & Committee == | |||
* September 18, 2011 | |||
* Board position descriptions | |||
** Nominations | |||
Work involved includes any of the following: | |||
# Book venue | |||
# Publicizing the AGM | |||
** Creating posters | |||
** Putting posters up | |||
# Recruiting new board members | |||
# Awards committee: | |||
** Seek nominations for awards. The Dale Allsopp Award is awarded to people for bringing something special to the organisation (innovation, volunteering, energy). The Jack Grainge Award is given to celebrate a life-time commitment to cycling in the broader community. | |||
** Select award recipients | |||
** Apply for award gift certificates from MEC | |||
** Pick up award gift certificates from MEC | |||
# Door prizes: | |||
** Seek door prizes from donors and sponsors | |||
** Handle door-prize ticket distribution | |||
# Membership registration at the door | |||
# Secret ballot voting | |||
# Set-up the hall (move tables and chairs) | |||
# Tear down: put away tables and chairs, sweep up | |||
# Annual report | |||
# Food | |||
** Menu selection | |||
** Food preparation the day before? | |||
** Food transportation to the hall? | |||
** Food preparation the day-of | |||
** Food serving the day-of | |||
** Clean-up | |||
# Taking minutes | |||
# Developing the agenda | |||
** Last year's: | |||
## Welcome | |||
## Organization Overview | |||
## Introduction of Board Members | |||
## Description of Board Positions | |||
## President's Report (presentation of Annual Report) | |||
## Treasurer's Report (presentation of audited financial statements) | |||
## Recognition (thanks to partners, and awards to volunteers and community members!) | |||
## Elections | |||
## Door Prizes | |||
=== Spoke space === | === Spoke space === | ||
=== Strategic plan === | |||
== In Camera == | == In Camera == | ||