Board Minutes 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
11	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

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
• North shop renovations and bike donations should help this
• 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
• 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-12:30am
  • Location: NAIT

Annual Report - (20 min)

• NOTE: Please read the Bike Edmonton Annual Report 2018 prior to the board meeting

Bike Edmonton Executive Elections - Geoff (30 min)

• NOTE: Please read the following job descriptions prior to the meeting.
  • President
  • Vice President Human Resources
  • Treasurer
  • Secretary

MOTION

To approve the 2018 Bike Edmonton Annual Report
Moved:
Seconded:

Aye	No	Abstain

Bike Edmonton PCard - Ali (15 min)

• Purchases over $XXX need preapproval from an executive board member.
• The amount will be decided during the board meeting.

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:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at ____pm.
Moved:
Seconded:

Aye	No	Abstain