Board Minutes May 2016: Difference between revisions

Board Minutes May 2016 (view source)

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Anna Vesala

Bureaucrats, Administrators

1,225

edits

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 == Approval of Agenda, Minutes, Reports (5 min) ==
-* <span style="background: yellow;">Motion:</span> To approve this May agenda, the [http://edmontonbikes.ca/w/Board_Minutes_April_2016 April 2016 minutes], and reports as presented below. Moved by . Seconded by . '''Motion Failed/Carried.'''
+* <span style="background: yellow;">Motion:</span> To approve this May agenda, the [http://edmontonbikes.ca/w/Board_Minutes_April_2016 April 2016 minutes], and reports as presented below. Moved by Geoff, Karl. '''Motion Carried.'''
 === President's Report - Jon ===
-*[https://docs.google.com/document/d/1ZOPV-IlDMTOqHf6B7vsj79z-mnesXTbtCDwkDGd7dSM/edit?ts=572b9fe9 President's Report May 2016]
+*[https://docs.google.com/document/d/1ZOPV-IlDMTOqHf6B7vsj79z-mnesXTbtCDwkDGd7dSM/edit?ts=572b9fe9 President's Report May 2016] - submitted May 5
 === Treasurer's Report - Geoff ===
-*[https://docs.google.com/a/edmontonbikes.ca/document/d/1FSDjlt_80u4vGmfXeeJlyXwOFsDHTzItopBAdgWWRPs/edit?usp=docslist_api Financial Report March 2016] - submitted April 11 (not yet approved)
+*[https://docs.google.com/a/edmontonbikes.ca/document/d/1FSDjlt_80u4vGmfXeeJlyXwOFsDHTzItopBAdgWWRPs/edit?usp=docslist_api Financial Report March 2016] - submitted April 11
 *[https://docs.google.com/a/edmontonbikes.ca/document/d/1s3vHsHAr8b8K8KbtpAJOgnSzaQJB88ZfliL6Ngw2z-0/edit?usp=docslist_api Treasurer's Report May 2016] - submitted May 9 (not approved in this motion - deferred to June)
-=== Executive Director's Report - Chris Chan ===
+=== Executive Director's Report - Chris ===
 *[https://docs.google.com/document/d/1lK1ddmbUa8fHNJCPCjKoIZ5wtGLsu_5OS9sTqzkFaJY/edit ED Report February 2016] - (not formally submitted - draft?)
 *[https://docs.google.com/document/d/11qhYDhbOUWKKiNsbDHIle0TchtFc4d74nSCLp11u2F0/edit ED Report March 2016] - (not formally submitted - draft?)
 *[ED Report April 2016]
+* <span style="background: lime;">Action Items:</span> '''Chris''' committed to complete these reports by Friday May 13.
-=== H.R. Committee Report - Nancy ===
-*[H.R. Committee Report (Month) (Year)]
-=== Policy Committee Report - Dan ===
-*[Policy Committee Report (Month) (Year)]
 === Strategic Planning Committee Report - Derek ===
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 '''COMPLETED'''
 * April 2016: '''Anna''' to email the staff regarding the best date for the Board meet and greet event. The event will likely be 4:30PM or later.
+** Meet and greet = moved location at last minute. Good attendance, about half of board in attendance. Molly and Keith in attendance.
 * April 2016: '''Jon, Nancy, Geoff, Anna''' (Exec Committee) to meet before May mtg to make plan for best and worst case scenario of charitable status application to report at AGM.
 * Apr 2016: '''Jon, Geoff''' to reconcile the budget to reflect this 15,000 grant as well as the money we recently received from the Kinsmen Club.
 === Financial Review (20 min) Geoff ===
 * Presentation of details associated with current EBC deficit
+* See Treasurer's Report for May (above)
+* As of Feb, we are $30k worse than our budget (deficit)
+* Where is this big gap?
+** Spent $15k on website but it didn’t show up in the budget
+**Didn’t claim casino revenue in December
+**We incurred casino expenses in December
+**Bike sales to end of February are under budget
+**Utility adjustments in December
+**More sales in the bike shops
+**Expenses up too. Up $4k on both sides
+*Received grants incl. $17.5 CoE grant received in May
+*We need more revenue to get us back to our budgeted position
 * Discussion notes:
-**
+**Jonathan: Molly to write grants once we have identified who we can apply with. [http://charityvillage.com Charityvillage.com] – list of all corporate foundations
-**
+**Chris 3 questions
+***1. Q: What’s our timeline for getting March/April financial reports from bookkeeper? A: soon
-* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
+***2. Q: Can they be presented as actual, budgeted and YTD? A: that is done but reflects original budget. Nancy: is there a contractual obligations to write reports? A: Before next month’s end
+***3. Q: Neil Carey (predecessor) uploaded the Simply backups to Google Drive. Can this be done? A: Geoff will request
+* <span style="background: lime;">Action Items:</span> '''Geoff''' will ask bookkeeper to be more prompt in statement preparation.
+* <span style="background: lime;">Action Items:</span> '''Geoff''' will look into putting Simply back ups into Google Drive.
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 === Alberta Transportation Bikeway Design Guidelines - draft (2 min) Nancy ===
-*
+* Bike Calgary put together recommendations for the Bikeway Design Guidelines. They asked EBC to sign on as supporters. Nancy asked for the final copy for circulation and will share once she receives it.
-*
 === Exec Director verbal update (10 min) Chris ===
-*
+* Submitted cheque to Geoff for Kinsman grant to finish off website stuff
-*
+** Geoff: How much more funding is required for YCR2 inventory management system? Chris: This is the $15k we needed to complete the project.
+* Have hired a BW assistant manager. Funded by Canada Summer jobs grant: Brendan accepted. We applied for 16 weeks, got 9 weeks. Goal is for him to do at least one special project
 === Options for YCR2 Location: Jerry Forbes Centre and Goodwill Industries (30 min) Jon ===
 * Review info in President's Report (above).
-* Discussion notes:
+* JFC
-**
+**Space for multiple community groups
-**
+**Pay them $25k-27/p.a. for lease
+**24/7 access
+**Building community engagement space. Allows to stage events
+**‘Modernised’ building
+**Rotary grant available, some $60k available. Janine has confirmed the Rotary money can be put towards the program
+**Could commit to a two year lease
+**Problem at present: logistics is difficult
+**Current Tenant has an option to stay
+*GW
+**North American organisation that provides employment to adults with disabilities
+**In order to fund the programs, they ‘recycle stuff’
+**Majority of income comes from sales. $20m revenues p.a.
+**Closely associated with the Rotary Club in Spruce Grove. They found out about YCR2 through Rotary
+**They see value in partnering with EBC
+**Get requests for bicycle donations
+**They want to do bicycle refurb at 114 St 168 Ave Central Hub
+**Everything they collect through donation centres collected and refurbed
+**Space can be used for a variety of purposes
+**Moveable workstations
+**Can repair and refurbish bikes at the centre
+**3500 sq ft is our ask
+**Their Asks: 0.25 EFT to help out
+**In the event that there are grants, double up in applying for grants
+**Financial obligations: ongoing as per the above
+**Jonathan wants to reach consensus with the board. Binding agreement wouldn’t get approved until the board approves
+**Tamara from Goodwill outlined next steps: EBC to forward any areas to be addressed and respond to. Stipulations as per Tamara’s letter
+* Discussion notes about GW option:
+**Derek: Location and access by bike? Jonathan: Gerry Forbes is easier than Goodwill centre. Rachel: It’s an OK place to drive to
+**Goodwill Centre will have a ‘pound store’
+**Nancy: Consider this: 10 years rent (250k in today’s $$) versus 10 years at 0.25 EFT. Geoff: About half of the financial commitment
+**Adryan: Good fit. Cost factor significant
+**Jonathan: commercial imperative behind GF’s offer. Goodwill can see cost efficiencies
+**Anna: 0.25 FTE is an ambiguous ask for us. Would prefer to commit to dollar figure. Wants to see their Financial situation, perhaps detailed financial audit. Jonathan: agrees this should be stated in dollar terms. Need measurable metrics for the commitment we are making.
+**Jonathan: Allow the agreement to be reviewed on an annual basis. Our needs will change over time
+**Adrian: does it have to be a paid 0.25 position? Jonathan: They are big on partnerships. Chris: He thought the offer on the table is that we would be contributing to a 0.25 position for Goodwill staff
+**Jonathan: What are the benefits beyond YCR2? Room for more inventory, including room for vertical space. Would be an opportunity to do work on bikes as well
+**Anna: could use CFEP infrastructure grants to build it up as a site
-* <span style="background: yellow;">Motion:</span> To authorize Jonathan or his designate to continue discussions with Goodwill Industries for the purpose of entering into a binding agreement/lease to store and service YCR2/EBC inventory. Moved by   , seconded by    . '''Motion Failed/Carried.'''
+* <span style="background: yellow;">Motion:</span> To authorize Jonathan or his designate to continue discussions with Goodwill Industries for the purpose of entering into a binding agreement/lease to store and service YCR2/EBC inventory. Moved by Anna, Derek. '''Motion Carried.'''
 * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
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 ~ Break 7:55-8:05pm ~
 Karl departed at 7:55 for ABBCC conference call.
+Anna took on the minute-taking role for remainder of meeting.
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 * Reducing membership attrition (board discussion)
 * New membership opportunities (board discussion)
 * Discussion notes:
 ** '''Membership status/number'''
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 ** Geoff can sort through some data on the membership to get more details.
-* <span style="background: yellow;">Motion:</span> To ___. Moved by   , seconded by    . '''Motion Failed/Carried.'''
 * <span style="background: lime;">Action Items:</span> '''Jon, Geoff, Derek, Adrian, Chris''' will meet as ad-hoc subcommittee about membership in May.