Bike Edmonton

Board Minutes March 2018: Difference between revisions

Page Discussion

Board Minutes March 2018 (view source)

Revision as of 02:53, 13 March 2018

3,430 bytes added ,  13 March 2018
→‎Adjournment
(Created page with "'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' == EBC Board Meeting Minutes for March 2018 == Board...")
 
 
(28 intermediate revisions by the same user not shown)
Line 12: Line 12:


== Attendance ==
== Attendance ==
* Meeting Chair: Helen
* Meeting Chair:  
* Minute-taker: Jasmine  
* Minute-taker: Jasmine  
* Food by: Geoff
* Food by: Geoff
* Board attendance:
* Board attendance:
* Staff attendance:
* Staff attendance:
* Regrets
* Regrets: Helen
* Absent:
* Absent:
* Guests:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order by Jeremy at ______pm.
* Meeting called to order by Jeremy at 6:37pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday April 9, 2018 6:30p.m.
* Date: Monday April 9, 2018 6:30pm
* Location: U of A, Education South 1-13
* Location: U of A, Education South 1-13
* Chair: Helen
* Chair:
* Minute-taker: Jasmine
* Minute-taker:  
* Food by: Geoff
* Food by:


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this March 12 agenda, the [[Board Minutes February 2018|February 2018]] minutes, and reports as presented below.
   |motion=To approve this March 12 agenda, the [[Board Minutes February 2018|February 2018]] minutes, and reports as presented below.
   |first=
   |first=Geoff
   |second=
   |second=Nancy
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
* [https://docs.google.com/document/d/1bOIZ3GtT5spxueR8KKx1RIGefgz5mFJriv2S5xmFxNY/edit?ts=5a73a57d Presidents Report February 2018 ]
* [Presidents Report February 2018 ]
'''President's Report Discussion'''
'''President's Report Discussion'''
*
* Strategic planning session coming up in less than a month (see update in business items below)
 
=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===


Line 54: Line 55:


=== Treasurer's Report - Geoff/Ali ===
=== Treasurer's Report - Geoff/Ali ===
* [ Treasurer's Report]
* [https://docs.google.com/document/d/1wzqAuaKFd5xAmCpqvilwAWz_kH8xhkJFEcvsho0hWFY/edit#heading=h.gjdgxs Treasurer's Report]
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
*
*
Line 62: Line 63:


=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
Accomplishments since last meeting
* [https://drive.google.com/drive/folders/1AusgZdaeqJrpYrMpKrEWkouhSUuNIgbn 2017-18 SPC Documents]
*  


== Current and Completed Business ==
== Current and Completed Business ==


=== '''EBC Big Bike Sale''' - ===
* Will need a bunch of volunteers (board welcome) - greeters, people to install accessories, processing transactions
* Taking place on Saturday April 28 (likely) in the morning, before the shop opens
* Helpful to have bikes sized for the sale


=== '''Committee reporting and document templates ''' - ===
=== '''Committee reporting and document templates ''' - ===
*  Workplan check-in
*  Workplan check-in ([https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template])
*  Terms of reference check-in
*  Terms of reference check-in ([http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page])
 
* Discussion notes:
* Discussion notes:
**  
** TOR shall be linked here for the next board meeting. Board members to review prior to the next meeting.
 
*[https://docs.google.com/spreadsheets/d/1ZKEYiPvYX1kIQzwFEZ3K8fzdtGjy4iahowyA_Pz7zAE/edit?usp=sharing Workplan Template ]
 
*[http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page ]


=== BWN Shop Update - Mike S. (15 min) ===
=== BWN Shop Update - Mike S. (15 min) ===
https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#
https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#
* Good news:  still a few places in central locations available
* Locations under consideration
* Bad news:  market is such that we won't get a deal (and would end up paying 20% more than we're currently paying)
** Original location: looking to rent the whole building, so this is on the back burner for now.
* Plan is to make an offer subject to board approval, but will need to have some strategic discussions
** Option:  106 Ave and 106 St
* Risk of losing clients in moving to a new place, in addition to moving costs and increased rent costs
** Option:  Commerce Place with concrete everything
* Opportunities include high population in new area, and many commuters go through the area
*** Considering negative rent where they pay us a certain amount to offset the costs of operation
* Ideal to make a decision in the next 1-2 months
* If we do decide to stay at the BWN location, need to decide soon if we'd like to have renovations done.  The individual who would undertake the renovations is imminently moving to Canmore.
* Given current budgetary constraints, should strongly consider whether this is the right time to make a costly move, or create a rigorous plan for increasing BWN revenue
* Strongly consider the financial risk of a new location.
* Will set up a meeting with BWS landlord to talk about renewing lease for that location
** Costs are known at each location, although revenues are less certain.
* Following April staff meeting, will have a shop-based plan for increasing revenue
** Lack of cash reserves means less cushion if revenue is low.
* Board to look at increasing revenue through other means, such as sponsorship
** Under what conditions can we make a move?  Can those come to fruition soon?
* Options on the table are keep BWN open, move location of BWN (immediately after lease or after a period of time), or close BWN.
* General Thoughts on BWN Status:
** Consolidate the two BikeWorks locations
** Move to a downtown location would be close to downtown, the bike grid, MacEwan students.  Shut down North shop and look for ideal location without pressure of dovetailing with lease.
** From a financial perspective, not a good idea to move into a new space that will have costs and less certain revenue.  Might not afford new location.
** Should do the fiscally-responsible thing.  Coming up of BWN lease is a good time to reconsider our choice of location.
** Focus on revenue is the wrong focus; shift that to soliciting sponsorship. Garner sponsorship prior to getting new location.
*** Sponsorship opportunities that are currently on the table are for smaller amounts ~$5,000-$10,000
*** Consider asking EBC members for money (doing a fundraising campaign)
*** Crowdfunding campaign was done with BWS relocation.
** BWN does offer a lot to the community, despite lower revenues
** Can't say anything definitive.  Limited potential of BWN location, even after renovations.
** Business perspective - work on rebranding and relocation in conjunction, which could save money.
** Consider that not all the expenses of BWN will be eliminated if BWN is shut down (such as salary costs that are currently being split).
* How to move forward?
** Before the next meeting, put together the other options (locations) including the cost.
** Put together a spreadsheet with all options, assumptions for revenue/growth, costs of moving (led by Ali/Geoff/Mike S./Chris Chan)
** Create options for scenarios in the spreadsheet (if shop fees or parts costs were changed)
** Ask Neil for current YTD, and financial position of EBC


=== Volunteer Survey - Karli (15 min) ===
=== Volunteer Survey - Karli (15 min) ===
* Update
* The board provided input on the survey
* Next steps are passing this over to the board to be refined and distributed (as Karli's internship is nearly finished)
 
=== Volunteer Engagement Brainstorming - Nancy (15 min) ===
* HR Committee had a brainstorming session to flesh out areas to address root barriers and motivations for volunteering.
* By addressing all motivations and barriers, we can ensure our programming enhances the motivators and mitigates the barriers.
* All of these will go into a chart, and think of how this can be operationalized.
* These will be run by staff to help guide our volunteer recruitment and retention.


=== Board Evaluation - Jasmine (10 min) ===
=== Board Evaluation - Jasmine (10 min) ===
* Results Summary - Beginning-of-Term Assessment
* Results Summary - Beginning-of-Term Assessment
=== Strategic Planning Session - Jeremy (10 min) ===
* Dates: April 6, 7
* Times: 6:30-9:30pm; 9:00am-12:00pm
* Location:  Sunlife Building (back-up location: Kiva Room?)
* Attendees: Mike S., Jonathan, Geoff, Jeremy, Nancy, Molly, Mike P., Chris
** Regrets: Ali, Jasmine
=== In Camera: ===
* Discussion notes:
{{Motion
  |motion=To go in Camera
  |first= Nancy
  |second= Ali
  |yes=7
  |no= 0
  |abstain= 0
  |result=
}}
=== In Camera: ===
* Discussion notes:
{{Motion
  |motion=To go out of Camera
  |first= Jonathan
  |second= Geoff
  |yes= 7
  |no= 0
  |abstain= 0
  |result=
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=
   |motion=To adjourn the meeting at 8:52pm
   |first= Geoff
   |first= Nancy
   |second=  
   |second=  
   |yes=
   |yes=
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/4331...4365"