Board Minutes May 2016

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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

EBC Board Meeting Minutes for May 9, 2016

Board meetings are open to the EBC members and the public.

  • Location: room 113 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: Jon
  • Minute-taker: Karl
  • Food by: Adrian
  • Board attendance: Jon, Nancy, Geoff, Adrian, Rachel, Anna, Karl, Derek
  • Staff attendance: Chris (655)
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Jon at 6:39pm.

Logistics for Next Meeting

  • Date: June 13, 2016
  • Location: rm 113 Education South
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this May agenda, the April 2016 minutes, and reports as presented below. Moved by . Seconded by . Motion Failed/Carried.

President's Report - Jon

Treasurer's Report - Geoff

Executive Director's Report - Chris Chan

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

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2016 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • Jul 2015: Jon, Nancy, Anna, Geoff, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too
  • Dec 2015: Anna will book 30 min meeting before board meeting for Asana orientation by Exec.
  • Sep 2015: Anna to post final financial policy to wiki and (Feb 2016) all new TOR (Executive, Policy, HR) to wiki
  • Feb 2016: Geoff to get access online to Tangerine (ING) account where casino funds are cashed in the interim in order to view balance
  • Apr 2016: Jon, Geoff connect regarding the budget allocated for the Program Coordinator. Regardless if we have charitable status or not, we should know what our budgetary constraints are.
  • 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.
  • Apr 2016: Derek & SP Committee to share program eval criteria with ED/staff to begin testing.
  • Apr 2016: Karl to determine the specific 'ask' from the Alberta Bicycle Commuters.

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.
  • 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.


Financial Review (20 min) Geoff

  • Presentation of details associated with current EBC deficit
  • Discussion notes:
  • Action Items: name will ____ by (date).


New Business

Options for YCR2 Permanent Location: Jerry Forbes and Goodwill Industries (30 min) Jon

  • Review info in President's Report (above).
  • Discussion notes:
  • Motion: To authorize Jonathan or his designate to continue discussions with Goodwill Industries/Jerry Forbes Centre for the purpose of entering into a binding agreement/lease to store and service YCR2/EBC inventory. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


~ Break 7:55-8:05pm ~

Karl departed at 7:55 for ABBCC conference call.


Membership (20 min) Jon

  • Current membership status
    • May and Nov end dates
  • EBC membership general principles and values
  • Membership attrition
  • Reducing membership attrition (board discussion)
  • New membership opportunities (board discussion)
  • Discussion notes:
    • Geoff: Wonder what form of memberships these are - bought a bike or signed up for membership? Chris: This is possible. Currently 76% of our memberships are *not* from bike sales. Could analyze this further by looking over the data more closely.
    • Rachel: Are 2 year memberships less than buying 1 year membership two years in a row? Chris: Yes. Rachel: I had paid for 2 years but did not get auto renewal this year. Could other members being experiencing this glitch? Chris: Very few members have multi-year memberships. I will look into this.
    • Adrian: Part of this may be to educate our shop volunteers to "push" membership sales. When I'm in the shop and its busy, I am more likely to help the next patron than to delve into membership sales talk with a finished patron. Could easily push the membership. Many responses from patrons is positive to membership fee of $25 esp at BWS.
    • Nancy: Ditto to Adrian. Could we streamline info that we collect to get faster sign up? Chris: Mailing info is useful for demographics. Used to send newsletters and mail cards to members sometimes. Could make street address non-mandatory on form. Could highlight email and postal code on form as essential info. Derek: Could simplify from exact home address to postal code or even just quadrant of city. Chris: The more detailed the data, the more effective we can be with advocacy issues. Jon: If we just get postal code, allows for greater member privacy and is quite easy for volunteer to get from patron.
    • Geoff: Rather than volunteer having to do the spiel, could have a small promotional slip that describes the benefits of membership. Chris: Membership benefits are listed on member card and full details on webpage which is also listed on card.

Geoff: Could look at software to streamline memberships.

  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).


New Business Item 1 (__ min)

  • Discussion notes:
  • Motion: To ___. Moved by , seconded by . Motion Failed/Carried.
  • Action Items: name will ____ by (date).

In Camera Session

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Nancy (20 min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting at pm. Moved by , seconded by . Motion Failed/Carried.
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