Board Minutes May 2019: Difference between revisions

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* '''Minute-taker:'''  Jasmine
* '''Minute-taker:'''  Jasmine
* '''Food by:'''  Helen
* '''Food by:'''  Helen
* '''Board attendance:''' Mike W., Mike S., Sarah, Helen, Mike P.  
* '''Board attendance:''' Mike W., Mike S., Sarah, Helen, Mike P., Nancy
* '''Staff attendance:''' Molly
* '''Staff attendance:''' Molly, Chris
* '''Regrets:'''  Ali, Mark
* '''Regrets:'''  Ali, Mark
* '''Absent:'''  
* '''Absent:'''  
Line 34: Line 34:
{{Motion
{{Motion
   |motion=To approve this May 13 agenda, the [[Board Minutes April 2019|April 2019]] minutes, and reports as presented below.
   |motion=To approve this May 13 agenda, the [[Board Minutes April 2019|April 2019]] minutes, and reports as presented below.
   |first=
   |first=Helen
   |second=  
   |second=Mike W.
   |yes=  
   |yes=8
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
*[ President's Report]
*[https://docs.google.com/document/d/10llTltEvcVFdeStpKrU8vXbXwIExQq9aRYG2QnifteQ/edit?ts=5cd98b44 President's Report]


'''President's Report Discussion'''
'''President's Report Discussion'''
*Jeremy reviewed presidents report
* Potential partnership opportunity with Bike Swap
* Bike Swap Update (Molly)
** Will be receiving details on Bike Edmonton sales from the Bike Swap
** Received 7 fixed up bikes from people whose bikes didn't sell at the swap
** We brought several bikes that sold at the swap
** Consider membership sales at the Bike Swap for future years


=== Internal Affairs Committee Report - Ali ===
=== Internal Affairs Committee Report - Ali ===
* [https://drive.google.com/open?id=12QGObW4LYG4J7IM4iLru9XbFs_1D86FMnwYyXVkdiw8 Internal Affairs Workplan]
* [https://drive.google.com/open?id=12QGObW4LYG4J7IM4iLru9XbFs_1D86FMnwYyXVkdiw8 Internal Affairs Workplan]


'''IA Report Discussion'''
====IA Report Discussion====


=== Treasurer's Report - Ali ===
=== Treasurer's Report - Ali ===
* [https://drive.google.com/open?id=1nwgcATxa7WduRQt0jp8M6k3DL9Pxy_TK0hTgKy7_Mik Treasurer's Report]
* [https://drive.google.com/open?id=1nwgcATxa7WduRQt0jp8M6k3DL9Pxy_TK0hTgKy7_Mik Treasurer's Report]
'''Treasurer's Report Discussion'''
====Treasurer's Report Discussion====
*
* Summary of budgeted vs. actuals (by Chris Chan)
** Adhering close to what we had budgeted, and actuals show we're doing better than expected in some areas.


=== Program Review Committee Report ===
=== Program Review Committee Report ===
*[https://docs.google.com/document/d/1Oxr7coLfv-EYSV7mMVa6zim5ZJynurRFeybTsHaiviE/edit Program Review Committee Workplan]
*[https://docs.google.com/document/d/1Oxr7coLfv-EYSV7mMVa6zim5ZJynurRFeybTsHaiviE/edit Program Review Committee Workplan]
*not much to report, logic model completed by next meeting with a summary of principles.
* Not much to report, logic model completed by next meeting with a summary of principles.


=== Revenue Committee Report ===
=== Revenue Committee Report ===
*[https://docs.google.com/document/d/1iCgrtOLttyIT2WqfY9yYh-9JiFtTUaRrz9Cb0LMvO0M/edit?ts=5c3cbfc8 Revenue Committee Workplan]
*[https://docs.google.com/document/d/1iCgrtOLttyIT2WqfY9yYh-9JiFtTUaRrz9Cb0LMvO0M/edit?ts=5c3cbfc8 Revenue Committee Workplan]
'''Discussion'''
====Discussion====
*
* We met to assign tasks. Ali initially offered to take on supervision of grants but is now not able to. We need someone who can do this.
* We agreed to pilot a business certification program based on strong interest from Mike's employer. Next steps are to call for volunteers which I said I would do pending any changes the board wishes to make.
* Discussions with YESS occurred, we are going to try to apply for a grant to fund. Jeremy is lead.


== Current and Completed Business ==
== Current and Completed Business ==
Line 83: Line 91:




=== OHS To Do List - Jeremy (20 min) ===
=== OHS To Do List - Mike P./Jeremy (10 min) ===
*[https://docs.google.com/document/d/1rLVRRSJdrdb8QaInz27GGhRaOzmNXe6NbkLwq6gxpHw/edit?ts=5cd752bd BikeWorks OHS To Do List]
* [https://docs.google.com/document/d/1rLVRRSJdrdb8QaInz27GGhRaOzmNXe6NbkLwq6gxpHw/edit?ts=5cd752bd BikeWorks OHS To Do List]
* Met the team working on OHS
* Going forward, will drop in at shops in the next couple of months, do hazard assessments, determine if there are emergency response plans, determine which volunteers have first aid training
====Discussion====
* Aim to provide first aid training to staff and volunteers
* Recommendation to add safety as a standing agenda item


== New Business ==
== New Business ==
{{Motion
  |motion=To appoint Annya Hundal as a board member.
  |first= Jeremy
  |second= Helen
  |yes= 8
  |no= 0
  |abstain= 0
  |result=
}}


=== Rent cheques for North and South Shops - Jeremy/Molly (10 min) ===
=== Rent cheques for North and South Shops - Jeremy/Molly (10 min) ===
*
* Ensure we're not scrambling for cheques in busy season - pay rent until August 2019
 


=== EcoCity Grant Details - Molly (10 min) ===
=== EcoCity Grant Details - Molly (10 min) ===
* Overlap between some of the grant's goals with the board's plan to approach businesses on dedicated bike infrastructure and major cycling corridors
* Overlap between some of the grant's goals with the board's plan to approach businesses on dedicated bike infrastructure and major cycling corridors
 
* Portion of grant description includes something that isn't funded yet.  Making connections with businesses along bike infrastructure via a bike scavenger hunt.
** Encourage Bike-friendly Business Certification


=== Bike Month Party at Dirtbag Cafe - Helen (10 min) ===
=== Bike Month Party at Dirtbag Cafe - Helen (10 min) ===
*
* Details
 
** Every month, Dirtbag cafe raises money for a local organization
** Since June is bike month, they wanted Bike Edmonton to be the target organization
** They ask organizations for whom they're raising money to host an event at Dirtbag Cafe
** Possibility of providing bicycle-powered drinks (via Jan's bike-powered blender)
** Have a table, membership purchase options, buttons and merchandise
** Open to other activities at the event - raffle, urban bike tours, Music is a Weapon
* Date
** Suggestion of picking a Friday at end of the month - June 21st


=== Non-Profit Board Internship - Jasmine (10 min) ===
=== Non-Profit Board Internship - Jasmine (10 min) ===
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{{Motion  
{{Motion  
   |motion=To go in camera
   |motion=To go in camera
   |first=
   |first=Jeremy
   |second=  
   |second=Jasmine
   |yes=  
   |yes=  
   |no=
   |no=
Line 122: Line 152:
{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Helen
   |second=
   |second=
   |yes=
   |yes=
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{{Motion
{{Motion
   |motion=To adjourn the board meeting.
   |motion=To adjourn the board meeting.
   |first=
   |first= Jeremy
   |second=
   |second=
   |yes=
   |yes=

Latest revision as of 02:37, 14 May 2019

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

Bike Edmonton Board Meeting Minutes for May 2019

Board meetings are open to Bike Edmonton members and the public.

  • Date: Monday, May 13, 2019
  • Location: Education South 113
  • Start Time: 6:30pm

Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

  • Meeting Chair: Jeremy
  • Minute-taker: Jasmine
  • Food by: Helen
  • Board attendance: Mike W., Mike S., Sarah, Helen, Mike P., Nancy
  • Staff attendance: Molly, Chris
  • Regrets: Ali, Mark
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Jeremy at 6:33pm.

Logistics for Next Meeting

  • Date: Monday, June 10, 2019
  • Location: Education South 113
  • Chair: Sarah
  • Minute-taker: Jasmine
  • Food by: Mike S.

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this May 13 agenda, the April 2019 minutes, and reports as presented below.
Moved: Helen
Seconded: Mike W.
Aye No Abstain
8 0 0
Carried

President's Report - Jeremy

President's Report Discussion

  • Potential partnership opportunity with Bike Swap
  • Bike Swap Update (Molly)
    • Will be receiving details on Bike Edmonton sales from the Bike Swap
    • Received 7 fixed up bikes from people whose bikes didn't sell at the swap
    • We brought several bikes that sold at the swap
    • Consider membership sales at the Bike Swap for future years

Internal Affairs Committee Report - Ali

IA Report Discussion

Treasurer's Report - Ali

Treasurer's Report Discussion

  • Summary of budgeted vs. actuals (by Chris Chan)
    • Adhering close to what we had budgeted, and actuals show we're doing better than expected in some areas.

Program Review Committee Report

Revenue Committee Report

Discussion

  • We met to assign tasks. Ali initially offered to take on supervision of grants but is now not able to. We need someone who can do this.
  • We agreed to pilot a business certification program based on strong interest from Mike's employer. Next steps are to call for volunteers which I said I would do pending any changes the board wishes to make.
  • Discussions with YESS occurred, we are going to try to apply for a grant to fund. Jeremy is lead.

Current and Completed Business

Bike Edmonton Yearly Calendar - Nancy (5 min)

  • Bike Edmonton Year-at-a-Glance
  • This calendar will serve as a tool to know what will be happening month-to-month in each year.
  • When chairing a meeting, this is good to look at to know what to discuss at the meeting.


Deficit Reduction Plan


Master Board Task List - Sarah (15 min)


OHS To Do List - Mike P./Jeremy (10 min)

  • BikeWorks OHS To Do List
  • Met the team working on OHS
  • Going forward, will drop in at shops in the next couple of months, do hazard assessments, determine if there are emergency response plans, determine which volunteers have first aid training

Discussion

  • Aim to provide first aid training to staff and volunteers
  • Recommendation to add safety as a standing agenda item

New Business

MOTION
To appoint Annya Hundal as a board member.
Moved: Jeremy
Seconded: Helen
Aye No Abstain
8 0 0
Carried

Rent cheques for North and South Shops - Jeremy/Molly (10 min)

  • Ensure we're not scrambling for cheques in busy season - pay rent until August 2019

EcoCity Grant Details - Molly (10 min)

  • Overlap between some of the grant's goals with the board's plan to approach businesses on dedicated bike infrastructure and major cycling corridors
  • Portion of grant description includes something that isn't funded yet. Making connections with businesses along bike infrastructure via a bike scavenger hunt.
    • Encourage Bike-friendly Business Certification

Bike Month Party at Dirtbag Cafe - Helen (10 min)

  • Details
    • Every month, Dirtbag cafe raises money for a local organization
    • Since June is bike month, they wanted Bike Edmonton to be the target organization
    • They ask organizations for whom they're raising money to host an event at Dirtbag Cafe
    • Possibility of providing bicycle-powered drinks (via Jan's bike-powered blender)
    • Have a table, membership purchase options, buttons and merchandise
    • Open to other activities at the event - raffle, urban bike tours, Music is a Weapon
  • Date
    • Suggestion of picking a Friday at end of the month - June 21st

Non-Profit Board Internship - Jasmine (10 min)

  • Do we want to apply for another intern?
  • Application deadline: May 13

Schedule a time to meet with your committees - ALL BOARD (10 min)

  • This will be a standing agenda item during board meetings to encourage some momentum in committees


In Camera:

MOTION
To go in camera
Moved: Jeremy
Seconded: Jasmine
Aye No Abstain
Expression error: Unexpected < operator.


MOTION
To go out of camera
Moved: Helen
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Adjournment

MOTION
To adjourn the board meeting.
Moved: Jeremy
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
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