Board Minutes March 2018: Difference between revisions

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


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
Line 34: Line 34:
{{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=
}}
}}
Line 45: Line 45:
* [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 55: 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 63: Line 63:


=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
*
* [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 ''' - ===
Line 72: Line 76:
*  Terms of reference check-in ([http://edmontonbikes.ca/w/Committees Terms of Reference Wiki Page])
*  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.


=== 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#
*
* Locations under consideration
** Original location: looking to rent the whole building, so this is on the back burner for now.
** Option:  106 Ave and 106 St
** Option:  Commerce Place with concrete everything
*** Considering negative rent where they pay us a certain amount to offset the costs of operation
* 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.
* Strongly consider the financial risk of a new location.
** Costs are known at each location, although revenues are less certain.
** Lack of cash reserves means less cushion if revenue is low.
** 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=
   |first= Nancy
   |second=  
   |second=  
   |yes=
   |yes=

Latest revision as of 02:53, 13 March 2018

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 meetings are open to the EBC members and the public.

  • Date: Monday March 12, 2018
  • Location: Room 113 Education South Education South, University of Alberta
  • Start Time: 6:30pm

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!

Attendance

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

Call to Order

  • Meeting called to order by Jeremy at 6:37pm.

Logistics for Next Meeting

  • Date: Monday April 9, 2018 6:30pm
  • Location: U of A, Education South 1-13
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this March 12 agenda, the February 2018 minutes, and reports as presented below.
Moved: Geoff
Seconded: Nancy
Aye No Abstain
7 0 0
Carried

President's Report - Jeremy

  • [Presidents Report February 2018 ]

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

HR Report Discussion

Treasurer's Report - Geoff/Ali

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

  • [ Administrative Committee Report]

Strategic Planning Committee Report

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 -

BWN Shop Update - Mike S. (15 min)

https://docs.google.com/document/d/1hJ78RjXO14PISJDLel8t_gaBoEN6kBdZpi99ZPQl3V0/edit#

  • Locations under consideration
    • Original location: looking to rent the whole building, so this is on the back burner for now.
    • Option: 106 Ave and 106 St
    • Option: Commerce Place with concrete everything
      • Considering negative rent where they pay us a certain amount to offset the costs of operation
  • 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.
  • Strongly consider the financial risk of a new location.
    • Costs are known at each location, although revenues are less certain.
    • Lack of cash reserves means less cushion if revenue is low.
    • 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)

  • 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)

  • 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
To go in Camera
Moved: Nancy
Seconded: Ali
Aye No Abstain
7 0 0
Carried

In Camera:

  • Discussion notes:
MOTION
To go out of Camera
Moved: Jonathan
Seconded: Geoff
Aye No Abstain
7 0 0
Carried

Adjournment

MOTION
To adjourn the meeting at 8:52pm
Moved: Nancy
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
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