Board Minutes November 2018: Difference between revisions

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* Date: Monday, November 12, 2018
* Date: Monday, November 12, 2018
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Location: 9702 111 Ave NW
* Start Time: 6:30pm
* Start Time: 6:30pm


Line 15: Line 15:
* Minute-taker: Jasmine
* Minute-taker: Jasmine
* Food by: Ali
* Food by: Ali
* Board attendance:  
* Board attendance: Ali, Mark, Jasmine, Nancy, Mike S., Helen, Jeremy, Mike W., Dustin, Sarah
* Staff attendance:  
* Staff attendance: Chris
* Regrets:  
* Regrets:  
* Absent:  
* Absent:  
* Guests:
* Guests: Anthony


== Call to Order ==
== Call to Order ==
* Meeting called to order by ___ at _____pm.
* Meeting called to order by Helen at 6:38pm.
 
== General Intros ==
* Helen - been with board for a year, and longtime volunteer at BWS
* Anthony - not a board member, interested in organization. Avid cyclist, works in traffic ops.
* Jeremy - volunteering with Bike Edmonton for a couple years, one year as President.
* Dustin - new addition to the board. Volunteer at EBC events.
* Mike S. - commercial property for a living
* Chris C. - Executive Director for Bike Edmonton since 2012, involved in org since 2003
* Nancy - going into 5th year on board, recreational cyclist
* Mike W. - new to the board, manages parking services at NAIT.
* Jasmine - 4th year on the board, commuter cyclist
* Sarah - new to the board, year-round commuter, user of Community Bike Shops
* Mark - board member for a half year, interested in building a more urban Edmonton
* Ali - treasurer for the board.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:
* Date:
* Location:  
* Location:  
* Chair: Helen
* Chair:
* Minute-taker: Jasmine
* Minute-taker:
* Food by: Ali
* Food by:


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this November 12 agenda, the [[Board Minutes October 2018|October 2018]] minutes, and reports as presented below.
   |motion=To approve this November 12 agenda, the [[Board Minutes October 2018|October 2018]] minutes, and reports as presented below.
   |first=
   |first=Nancy
   |second=
   |second=Jasmine
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=  
   |result=  
}}
}}
=== Bike Edmonton Yearly Calendar ===
* [https://docs.google.com/spreadsheets/d/1nzq5YF0qtlHs39iObQZH9x1gcW9iwJolwGgm-2b22xU/edit#gid=0 Bike Edmonton Year-at-a-Glance]


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
* [https://drive.google.com/file/d/0B13aeqM0VpVrZlJQeGJWT1ZBRGVZLWtsMnpFWEdxV0M1UWNB/view?usp=sharing President's Report October 2018]
*


'''President's Report Discussion'''
'''President's Report Discussion'''
Line 52: Line 63:


=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
* [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan]
*
* Update
** Some discussion around succession plan of HR Committee (without knowing who's taking on role of VP)
** Outstanding projects
***OH&S Project (being spearheaded by Mike P.)
***Board Evaluation (ongoing; revisions being undertaken).  Some more personal reflection questions could be done more closely to the fall strategic planning session.
**Hope to develop a planning calendar to show aspects of board development and key timelines all in one place


'''HR Report Discussion'''
'''HR Report Discussion'''
Line 64: Line 69:


=== Treasurer's Report - Ali/Neil/Geoff ===
=== Treasurer's Report - Ali/Neil/Geoff ===
* Updates
*
** All has been submitted for the company credit card; process could take 5-6 weeks
** Email sent re: outstanding items in CAFT
 
 
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''
*


=== Administrative Committee Report - Jonathan/Ali ===
=== Administrative Committee Report - Jonathan/Ali ===
* [https://docs.google.com/spreadsheets/u/1/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit?usp=gmail#gid=1732529024 Administrative Committee Workplan]
*  


=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
*
== Current and Completed Business ==
=== Bike Edmonton Yearly Calendar - Nancy (5 min) ===
* [https://docs.google.com/spreadsheets/d/1nzq5YF0qtlHs39iObQZH9x1gcW9iwJolwGgm-2b22xU/edit#gid=0 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.


* Board to direct staff to create and post "Please Donate" in the shop
=== Deficit Reduction Plan ===
** Ali has already created some posters; to be sent to staff
* [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan]
* Discussed bike shops and locations.  Will do a quick survey during transactions
* Aim to have a balanced budget for this year
* Membership recruitment; if we're doing tiered memberships, we need to be better at managing that
* Engaged staff to participate in process to verifying numbers in budget, fundraising, changes in renovations
* Mark to follow-up with Chris about the survey
* Found significant number of potential revenues streams
* Staff identified that we would need measures to help improve organizational profits
* Assumptions in the projected budget are modest; hope is to at least meet them
* This will be a standing item on agenda so we can check-in on status throughout the year; we'll add a column each month with status


== Current and Completed Business ==
=== Strategic Planning Goals - Jeremy (15 min) ===
* [https://drive.google.com/open?id=1us52nx41V3Y6OxqBctX_kwInb7gh6BOY Strategic Planning Folder 2017-18]
** Last year, we had a facilitator help the board work through a strategic planning session.
** This meeting produced a number of strategic planning leveraging options; want to revisit these goals to update them for this year
** See link above for more details about each strategic planning goal.
** When checking back on progress on each goal we've not made much progress; at upcoming retreat, address which pieces we can tackle this year
* Strategic Planning Retreat Dates:  weekend of November 30-December 2
** November 30 6:30-9:00pm, December 2 9:30am-1:30pm
** December 1 & 2, 9:30am-12:30pm
*** Preferred time for the board.
** Location: TBA (Mike S. looking into spaces downtown)
** Agenda will come out prior to meeting.  Think of any strategic projects you'd like to embark upon
 
=== Annual Report - (20 min)===
* NOTE:  Please read the [https://drive.google.com/open?id=13Jqzk2TMxutDMMvMy7d08LsrOaS03PHe Bike Edmonton Annual Report 2018] prior to the board meeting
* Ali to confirm with Chris that the Treasurer's Report is accurate


=== End-of-term Evaluation - Jasmine (5 min) [TABLED UNTIL NEXT MEETING]===
=== New Board Member Introductions - Nancy (20 min)===
* Job descriptions have been developed and are used for:  individual board members, executive positions, and committee chairpersons
* Will be sending out a training plan to new board members.
* The board uses committees and/or working groups to divide board work fairly, or delegates appropriately to staff
* Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
* Committees have a Terms of Reference statement which defines their roles and responsibilities
** One take-away is the capacity of the board (governance vs. administrative)
* Board members follow through on plans and commitments
* Board members' interactions with staff and volunteers
* The board composition reflects our community diversity
** Either you represent the board as a whole or you don't represent the board
* Recruitment of effective board member nominees is a year round activity
** Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
* The board evaluates its work annually in relationship to the goals and plans they have made
* Everyone now should be set-up with Bike Edmonton email addresses
* The board communicates clearly and regularly with appropriate staff, volunteers, funders, and the wider community
* Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
* The board has a written plan that is used to monitor and evaluate the organization's direction
* Training
* All board members are encouraged to participate in discussions
** Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
* The board makes sure adequate resources are available to undertake the work of the organization
** Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
* The board is operating effectively by:
* There's a board evaluation process in the works.  Keep an eye out for surveys at the beginning, in the middle, and end of your term on the board to ensure you're getting something out of your position.
** Following a plan
* Looking for mentors for new board members. This will help new members get up to speed. Email Nancy if you're an existing member who wants to mentor.
** Staying on topic (for the most part) during board meetings
** Using the skills and resources available
** Regular meetings and updates
** Time constraints and commitments of individual board members
* Areas which could be made more effective are:
** Better updates from all committees prepared for board meetings.
** Enhancing the resources and skills available to complete the broader goals not just the priorities.
** Accountability for action plans
** More regularly referring back to strategic plan and mandate. More clearly differentiating between short term and long term goals.


=== Annual General Meeting - Jasmine (20 min)===
=== Bike Edmonton Executive Elections - Geoff (30 min)===
* [https://docs.google.com/document/d/1jHGRgkIbnsnqo0CxiM7er0bwsSKo69FptLa2QeCUPvY/edit AGM Set-up Tasks]
* NOTE:  Please read the following job descriptions prior to the  meeting.
* Jasmine to go through document and identify areas where we need help
* Three people are running again for their current positions:  Jeremy (President), Ali (Treasurer), Jasmine (Secretary).  Nancy is the outgoing Vice President.
* Send out with October agenda for all board to review (Oct. 24)
* Anthony would like to join the board. See motion below for results on his appointment.
* New board members don't become members until December 1, but can put themselves forward to one of the executive positions.
** [https://docs.google.com/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit President]
*** Jeremy Shepherd is President by acclamation
** [https://docs.google.com/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit Vice President Human Resources]
*** Mike Sacha is Vice President by acclamation
** [https://docs.google.com/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Treasurer]
*** Ali Charkeih is Treasurer by acclamation
** [https://docs.google.com/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary]
*** Jasmine Farahbakhsh is Secretary by acclamation


== New Business ==
{{Motion
  |motion=To appoint Anthony to the Bike Edmonton Board.
  |first= Jeremy
  |second= Ali
  |yes= 7
  |no= 0
  |abstain=0
  |result=
}}


=== Bike Edmonton PCard - Ali (15 min)===
* To avoid tedious process of getting multiple approvals for purchases.  Goal to minimize use of expense claims.
* This year is the pilot year and only Chris will be using the card.  In the future, all staff would have a PCard.
* Recommendation of a $2000 approval threshold, above which they'd require executive approval.
* Purchases over $XXX need pre-approval from an executive board member.
* The amount will be decided during the board meeting.
* How does that reduce the organization's risk?
** It appears that by putting money on a company card rather than a personal one would put the organization at higher risk.
** If the organization is displacing costs on an employee, that's not great practice.
** There hasn't been an issue of misspending in the past, so having purchases under a certain amount be unlimited is reasonable.
* Separate out what the PCard solves, and the relevance of the spending policies. PCard takes onus off employees, and policies might reduce time spent on expense claim processing.
* If expenditures already fall under a line item in the budget, is the additional oversight necessary?
* With the new proposed system, ED feels that adding this additional pre-approval will add more hassle to staff.
* Question of why some of these concerns are coming up now.  There wasn't clarity on purpose on PCard, and the discussion will be moved to a conversation at the Admin committee.


=== Budget - Ali & Geoff (45 min) ===
== New Business ==
* [https://drive.google.com/open?id=0B20DB6hvS6q-UmFVaXFaM0N1MEhJNS02SE0ybDJOaThydWdF Proposed 2019 Budget]
* Revenue from racks is lower than expense; need to check accounts receivable, which should balance things out.  Should reflect budget to show that we don't anticipate losing money on the bike racks.
* Membership sales are projected to go up, given rebranding.
* Personal donations were significantly less than we expected.
* Rentals were minimal last year; can adjust the budget to 0%.
* Shop fees revenue projected to increase
* Advertising and promotions; reduced this year since rebranding has been done
* Publication costs increased for rebranding costs
* Employee and volunteer appreciation shouldn't have such a big reduction. Appreciation of volunteers is crucial for running of the organization.
* With the assumptions, we would be running a deficit budget (without taking into account the benefits to BWN)
* Increase to event fees line from folk fest payment
* Don't want to budget for a deficit because our cash position is quite a bit less than last year.
* Discussion
** We budgeted quite a bit for art and merchandise and didn't sell that much.  Last year's budget numbers had a less clear origin.
** Are these numbers taking into account the BWN renovations?  Yes, they are; some of the revenue will go up given the renovations.  Increase new parts revenue and ability to stock more bikes.
** Are Babac receipts being split out; separating tools and other parts.
** Payments associated with Casinos need to stay
** Grant we've received; so much needs to buying incentives for the program, some for membership of Canada bikes, some for commuter challenge software.


=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
=== 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 committeess
* This will be a standing agenda item during board meetings to encourage some momentum in committees


=== In Camera: ===
=== In Camera: ===
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first=  
   |first= Helen
   |second=
   |second= Jeremy
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
Line 153: Line 185:
{{Motion
{{Motion
   |motion=To go out of camera.
   |motion=To go out of camera.
   |first=
   |first=Ali
   |second=
   |second=Nancy
   |yes=  
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
Line 163: Line 195:
== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at ____pm.
   |motion=To adjourn the meeting at 8:40pm.
   |first=
   |first=Jeremy
   |second=
   |second=Ali
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}

Latest revision as of 03:40, 13 November 2018

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

Bike Edmonton Board Meeting Minutes for November 2018

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

  • Date: Monday, November 12, 2018
  • Location: 9702 111 Ave NW
  • 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: Helen
  • Minute-taker: Jasmine
  • Food by: Ali
  • Board attendance: Ali, Mark, Jasmine, Nancy, Mike S., Helen, Jeremy, Mike W., Dustin, Sarah
  • Staff attendance: Chris
  • Regrets:
  • Absent:
  • Guests: Anthony

Call to Order

  • Meeting called to order by Helen at 6:38pm.

General Intros

  • Helen - been with board for a year, and longtime volunteer at BWS
  • Anthony - not a board member, interested in organization. Avid cyclist, works in traffic ops.
  • Jeremy - volunteering with Bike Edmonton for a couple years, one year as President.
  • Dustin - new addition to the board. Volunteer at EBC events.
  • Mike S. - commercial property for a living
  • Chris C. - Executive Director for Bike Edmonton since 2012, involved in org since 2003
  • Nancy - going into 5th year on board, recreational cyclist
  • Mike W. - new to the board, manages parking services at NAIT.
  • Jasmine - 4th year on the board, commuter cyclist
  • Sarah - new to the board, year-round commuter, user of Community Bike Shops
  • Mark - board member for a half year, interested in building a more urban Edmonton
  • Ali - treasurer for the board.

Logistics for Next Meeting

  • Date:
  • Location:
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

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

President's Report - Jeremy

President's Report Discussion

H.R. Committee Report - Nancy

HR Report Discussion

Treasurer's Report - Ali/Neil/Geoff

Treasurer's Report Discussion

Administrative Committee Report - Jonathan/Ali

Strategic Planning Committee Report

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

  • Deficit Reduction Plan
  • Aim to have a balanced budget for this year
  • Engaged staff to participate in process to verifying numbers in budget, fundraising, changes in renovations
  • Found significant number of potential revenues streams
  • Staff identified that we would need measures to help improve organizational profits
  • Assumptions in the projected budget are modest; hope is to at least meet them
  • This will be a standing item on agenda so we can check-in on status throughout the year; we'll add a column each month with status

Strategic Planning Goals - Jeremy (15 min)

  • Strategic Planning Folder 2017-18
    • Last year, we had a facilitator help the board work through a strategic planning session.
    • This meeting produced a number of strategic planning leveraging options; want to revisit these goals to update them for this year
    • See link above for more details about each strategic planning goal.
    • When checking back on progress on each goal we've not made much progress; at upcoming retreat, address which pieces we can tackle this year
  • Strategic Planning Retreat Dates: weekend of November 30-December 2
    • November 30 6:30-9:00pm, December 2 9:30am-1:30pm
    • December 1 & 2, 9:30am-12:30pm
      • Preferred time for the board.
    • Location: TBA (Mike S. looking into spaces downtown)
    • Agenda will come out prior to meeting. Think of any strategic projects you'd like to embark upon

Annual Report - (20 min)

New Board Member Introductions - Nancy (20 min)

  • Will be sending out a training plan to new board members.
  • Between now and the retreat, read through the Annual General Report to get a sense of what we do in a nutshell
    • One take-away is the capacity of the board (governance vs. administrative)
  • Board members' interactions with staff and volunteers
    • Either you represent the board as a whole or you don't represent the board
    • Board is there to set policy and direction; shouldn't be directing daily operations from position of a board member.
  • Everyone now should be set-up with Bike Edmonton email addresses
  • Bike Edmonton has a spokesperson policy; only the President and Executive Director can speak on behalf of the organization.
  • Training
    • Board Leadership Conference takes place in March/April each year; consider attending this if you're interested in attending.
    • Considering bringing folks into board meetings to present on relevant topics (Paths for People, CoE Bike Street Team, Anti-Oppression).
  • There's a board evaluation process in the works. Keep an eye out for surveys at the beginning, in the middle, and end of your term on the board to ensure you're getting something out of your position.
  • Looking for mentors for new board members. This will help new members get up to speed. Email Nancy if you're an existing member who wants to mentor.

Bike Edmonton Executive Elections - Geoff (30 min)

  • NOTE: Please read the following job descriptions prior to the meeting.
  • Three people are running again for their current positions: Jeremy (President), Ali (Treasurer), Jasmine (Secretary). Nancy is the outgoing Vice President.
  • Anthony would like to join the board. See motion below for results on his appointment.
  • New board members don't become members until December 1, but can put themselves forward to one of the executive positions.
MOTION
To appoint Anthony to the Bike Edmonton Board.
Moved: Jeremy
Seconded: Ali
Aye No Abstain
7 0 0
Carried

Bike Edmonton PCard - Ali (15 min)

  • To avoid tedious process of getting multiple approvals for purchases. Goal to minimize use of expense claims.
  • This year is the pilot year and only Chris will be using the card. In the future, all staff would have a PCard.
  • Recommendation of a $2000 approval threshold, above which they'd require executive approval.
  • Purchases over $XXX need pre-approval from an executive board member.
  • The amount will be decided during the board meeting.
  • How does that reduce the organization's risk?
    • It appears that by putting money on a company card rather than a personal one would put the organization at higher risk.
    • If the organization is displacing costs on an employee, that's not great practice.
    • There hasn't been an issue of misspending in the past, so having purchases under a certain amount be unlimited is reasonable.
  • Separate out what the PCard solves, and the relevance of the spending policies. PCard takes onus off employees, and policies might reduce time spent on expense claim processing.
  • If expenditures already fall under a line item in the budget, is the additional oversight necessary?
  • With the new proposed system, ED feels that adding this additional pre-approval will add more hassle to staff.
  • Question of why some of these concerns are coming up now. There wasn't clarity on purpose on PCard, and the discussion will be moved to a conversation at the Admin committee.

New Business

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: Helen
Seconded: Jeremy
Aye No Abstain
7 0 0
Carried


MOTION
To go out of camera.
Moved: Ali
Seconded: Nancy
Aye No Abstain
7 0 0
Carried

Adjournment

MOTION
To adjourn the meeting at 8:40pm.
Moved: Jeremy
Seconded: Ali
Aye No Abstain
7 0 0
Carried
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