Board Minutes June 2011

These minutes are not yet approved.

EBC Board Meeting Agenda for June 23, 2011

• Time: 6:30pm
• Location: ENTS (#201 10575 114th Street)
• Food by: James

Call to order

• In attendance:
• Regrets:

Approval of agenda

• Motion to approve by . Seconded by .

Approval of minutes

• Motion to approve April 2011 minutes by . Seconded by .
• Motion to approve May 2011 minutes by . Seconded by .

Action items from last meeting

Carried Forward

• ACTION: All committees to write up their own Terms Of Reference (1-2 pg)
  • MAR UPDATE: Outreach, Inclusion, Adcocacy, Info Mgmt are up. To be done: Education, BikeWorks. Chris to put ones we have on the wiki.
  • APR UPDATE: Chris updated wiki. Missing are: Outreach, Inclusion, Advocacy, Education & Safety. BikeWorks and Volunteer are somewhat incomplete. CHRIS to e-mail everyone to resend if available.
  • MAY UPDATE: Chris will ask board members to resubmit directly to Chris.
  • JUNE UPDATE:
• ACTION: ANNA to put EBC priorities into online doc
  • APR UPDATE: Not done yet.
  • MAY UPDATE: Partially sent to Chris.
  • JUNE UPDATE:

New items

• ACTION: ANNA to have a timeline of completion for charitable status by June 3.
• ACTION: CHRIS, DAVID, ANNA to list what we need for the strategic plan.
• ACTION: Anna to update VELO MOU with exact number of hours per week of EBC staff hours that can be for Bikeology.
  • JUNE UPDATE:
• ACTION: 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

• Date: Wed/Wed/Thurs, July 20/27/28, 2011, 6:30pm
• Location: BikeWorks

Food For Next Meeting

• Not James.

Reports

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

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

Staff reports

• Where are they?

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

= AGM Date & Committee

• September 18, 2011
• Board position descriptions
  • Nominations

Work involved includes any of the following:

1. Book venue
2. Publicizing the AGM

• • Creating posters
  • Putting posters up

1. Recruiting new board members
2. 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

1. Door prizes:

• • Seek door prizes from donors and sponsors
  • Handle door-prize ticket distribution

1. Membership registration at the door
2. Secret ballot voting
3. Set-up the hall (move tables and chairs)
4. Tear down: put away tables and chairs, sweep up
5. Annual report
6. 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

1. Taking minutes
2. Developing the agenda

• • Last year's:

1. 1. Welcome
   2. Organization Overview
   3. Introduction of Board Members
   4. Description of Board Positions
   5. President's Report (presentation of Annual Report)
   6. Treasurer's Report (presentation of audited financial statements)
   7. Recognition (thanks to partners, and awards to volunteers and community members!)
   8. Elections
   9. Door Prizes