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EBC Board of Directors – Meeting Minutes
Edmonton Bicycle Commuters' Society<br />
[[Board_of_Director's_Minutes|Board Meeting Minutes]]<br />
[[Board_Meeting_October_2009|Thursday, October 1, 2009]]


Date: Thursday, October 1st, 2009
==Attendance==
Time: 7:00 PM
Voting:
Place: BikeWorks
*CHRIS CHAN, President
*MICHAEL JANZ, Vice-President
*BILL SELLERS, Secretary
*NEIL CAREY, Treasurer
*ERICH WELZ, BikeWorks Director
*KEEGAN McEVOY, Communications Director
*LAUREN PRICE, Volunteer Director
*DEREK PLUIM, Office/Sponsorship and Fundraising Director
*KEITH HALLGREN, Membership/Registration Director
*JASON PONTO, Policy Director


Attendees:
Non-Voting:
CHRIS CHAN, President
*DAVID FELDMAN, Meeting Chair
MICHAEL JANZ, Vice-President
*JIM STORRIE, Project Coordinator
BILL SELLERS, Secretary
*ALEX HINDLE, Staff Mechanic
NEIL CAREY, Treasurer
*COREEN F, EBC Volunteer
ERICH WELZ, BikeWorks Director
KEEGAN McEVOY, Communications Director
LAUREN PRICE, Volunteer Director
DEREK PLUIM, Office/Sponsorship and Fundraising Director
KEITH HALLGREN, Membership/Registration Director
JASON PONTO, Policy Director
DAVID FELDMAN, Meeting Chair (non-voting)
JIM STORRIE, Project Coordinator (non-voting)
ALEX HINDLE, Staff Mechanic (non-voting)
COREEN F, EBC Volunteer (non-voting)


Absent:
Regrets:
SHARON BARKER, Community Events Director
*SHARON BARKER, Community Events Director


1. Approval of agenda
==Summary of Action Items==
Davidcalls meeting to order.
*'''Neil''' to provide a monthly financial report at each meeting.
*'''Erich''' will handle email inquiries directly related to BikeWorks.
*'''Lauren''' will handle email inquiries directly related to volunteering with the EBC.
*'''Keegan''' will handle all inquiries which do not fit into either of the above categories.
*'''Jim''' will provide a report in writing prior to future meetings.
*'''Michael''' determine a date and location to hold a board retreat.
*'''Alex''' will inform Bikeworks volunteers about issues surrounding children in Bikeworks.


Derekmoves to approve the agenda;Keeganseconds.
==Minutes==
 
<ol>
2. Introductions
===<li>Call to Order</li>===
David calls meeting to order at 7pm.
===<li>Approval of agenda</li>===
Derek/Keegan move to approve the agenda;
===<li>Introductions</li>===
(Information only: board members and attendees introduce themselves.)
(Information only: board members and attendees introduce themselves.)


3. Approval of last meeting's minutes
===<li>Approval of last meeting's minutes</li>===
As the minutes from the last board meeting were not available, board decides to postpone this until the next board meeting. Passed by consensus.
As the minutes from the last board meeting were not available, board decides to postpone this until the next board meeting. Passed by consensus.
===<li>Reports</li>===
<ol style="list-style-type: lower-alpha;">
====<li>'''Concerns regarding neighbours / children-in-shop policies'''</li>====
Alex raises concerns about a child in the neighbourhood who has been frequently wandering into the shop of late. The child has a developmental disability and is difficult to handle. He also suggests that this may be a liability problem, as the shop is full of potentially dangerous tools and objects.


4. Concerns regarding neighbours / children-in-shop policies
Chris suggests forwarding this issue to the policy committee, as we do not have standing policies about children in the shop.
Alexraises concerns about a child in the neighbourhood who has been frequently wandering into the shop of late. The child has a developmental disability and is difficult to handle. He also suggests that this may be a liability problem, as the shop is full of potentially dangerous tools and objects.
 
Chrissuggests forwarding this issue to the policy committee, as we do not have standing policies about children in the shop.
 
Billsuggests we keep contact information for this child's guardians on file.
 
Davidsuggests documenting her visits for liability reasons. Further, he suggests that these sorts of incidents are why BikeWorks should have an incident log, and suggests its creation.
 
Erichrequests that Alex inform the EBC BikeWorks mailing list about this issue.
 
5. New board discussion: skills, interests, etc.
Davidsuggests moving this discussion to the end of the meeting. Also asks if the board is interested in the possibility of a board retreat, to explore this topic in greater depth.
 
Michaelspeaks in favour of the retreat, and suggests postponing this discussion until that time.
 
Erichadvises that the board attempt to become more proactive and less reactive, through the development of better policy, citing the concerns raised in item four.
 
Erichmoves that planning begin for a board retreat.Michaelseconds.


Michaelwill send out invites and inquiries to determine a potential date for this event.
Bill suggests we keep contact information for this child's guardians on file.


Laurenasks if returning board members are happy with the status quo, and if not, where they would like to see changes.
David suggests documenting her visits for liability reasons. Further, he suggests that these sorts of incidents are why BikeWorks should have an incident log, and suggests its creation.


Chrisexplains that prior board did not prioritize the development of organizational policies.
Erich requests that Alex inform the EBC BikeWorks mailing list about this issue.
====<li>'''Discussion Item: New board skills, interests, etc.'''</li>====
David suggests moving this discussion to the end of the meeting. Also asks if the board is interested in the possibility of a board retreat, to explore this topic in greater depth.


Keegansuggests that the policy committee should be very active as soon as possible.
Michael speaks in favour of the retreat, and suggests postponing this discussion until that time.


Davidsuggests the possibility of board development workshops through the government organization he works with, though he explains that a full workshop would require about three months of preparation time, as the 'mentors' would need to properly examine the organization.
Erich advises that the board attempt to become more proactive and less reactive, through the development of better policy, citing the concerns raised in item four.
Erich/Michael: move that planning begin for a board retreat.


Michaelsuggests an in-house 'halfday' workshop might be prudent before locking in to that amount of prep-work.
Michael will send out invites and inquiries to determine a potential date for this event.


6. Report from Jim (I was not able to take minutes for this)
Lauren asks if returning board members are happy with the status quo, and if not, where they would like to see changes.
Davidrequests that in the future, Jim's reports be delivered in writing before the board meetings, not orally during them. Jim agrees and will do.


7. Old business
Chris explains that prior board did not prioritize the development of organizational policies.
a) Paid mechanics
Chrisexplains that Alex Hindle and Esjay LaFayette will be working through the winter. BikeWorks will run on reduced hours, and Alex and Esjay will use the extra time to focus on shop development, maintenance, and if possible the construction of bicycles for a spring bike-rental project.


Alexasks about signing authority for cheques–is the board currently able to sign paycheques?
Keegan suggests that the policy committee should be very active as soon as possible.


Chrisexplains that the minutes from the post-AGM board meeting need to be approved, and signatures need to be collected from the old board, before the new board will have signing authority for payroll.
Davidsuggests the possibility of board development workshops through the government organization he works with, though he explains that a full workshop would require about three months of preparation time, as the 'mentors' would need to properly examine the organization.


Davidsuggests contacting the bank in order to speed this along, for Alex and Esjay's convenience.Chrisagrees and will do so.
Michael suggests an in-house 'halfday' workshop might be prudent before locking in to that amount of prep-work.


b) Insurance
====<li>'''Report from Jim''' (I was not able to take minutes for this)</li>====
Chrisexplains that in order to update EBC's insurance paperwork, he requires the approved post-AGM board meeting minutes, and financial information from the last fiscal year.
David requests that in the future, Jim's reports be delivered in writing before the board meetings, not orally during them. Jim agrees and will do.
</ol>
===<li>Old business</li>===
<ol style="list-style-type: lower-alpha;">
====<li>Paid mechanics</li>====
Chris explains that Alex Hindle and Esjay LaFayette will be working through the winter. BikeWorks will run on reduced hours, and Alex and Esjay will use the extra time to focus on shop development, maintenance, and if possible the construction of bicycles for a spring bike-rental project.


c) Safe
Alex asks about signing authority for cheques–is the board currently able to sign paycheques?
Chrisexplains that the 'safe' in BikeWorks is actually meant for fireproof/waterproof storage of documents, and is not at all secure.


Chrisrequests a $500 budget for the purchase of a secure safe.Derekseconds.
Chris explains that the minutes from the post-AGM board meeting need to be approved, and signatures need to be collected from the old board, before the new board will have signing authority for payroll.


Board votes: all in favour.
David suggests contacting the bank in order to speed this along, for Alex and Esjay's convenience.Chris agrees and will do so.
====<li>Insurance</li>====
Chris explains that in order to update EBC's insurance paperwork, he requires the approved post-AGM board meeting minutes, and financial information from the last fiscal year.
====<li>Safe</li>====
Chris explains that the 'safe' in BikeWorks is actually meant for fireproof/waterproof storage of documents, and is not at all secure.


Davidrequests that financial reports be brought to each board meeting from now on.Neilagrees and will do.
Chris/Derek move to allocate a $500 budget for the purchase of a secure safe.


Alexrequests that the board consider issuing a budget to BikeWorks staff as well, for maintenance, the purchase of cleaning goods, replacement of broken furniture and fixtures, etc.
Carried.


Erichrequests a $400 monthly budget for Alex and Esjay, to be used for these purposes.
David requests that financial reports be brought to each board meeting from now on. Neil agrees and will do.
====<li>Employee Expenses</li>====
Alex requests that the board consider issuing a budget to BikeWorks staff as well, for maintenance, the purchase of cleaning goods, replacement of broken furniture and fixtures, etc.


Davidsuggests granting signing authority to Neil as an alternative to issuing a budget.
Erich requests a $400 monthly budget for Alex and Esjay, to be used for these purposes.


Erichdisagrees, suggesting this would create too much process.
David suggests granting signing authority to Neil as an alternative to issuing a budget.


Keeganexpresses concern about potential overspending and moves for the creation of a $250 monthly budget.Michaelseconds.
Erich disagrees, suggesting this would create too much process.


Board votes: all in favour.
Keegan expresses concern about potential overspending.


8. New business
Keegan/Michael move for the creation of a $250 monthly budget.
a) In-camera item


b) Committee discussion: who will chair which?
Carried.
Davidadvises finding opinionated posters on the EBC mailing list and asking them to join committees, explaining that the purpose of the committees is to delegate as much work as possibleawayfrom the board.
</ol>
===<li>New business</li>===
<ol style="list-style-type: lower-alpha;">
====<li>In-camera item</li>====


Chrisexplains that we have four mailing lists:ebc-board@edmontonbikes.ca(just board members and chair);ebc-bikeworks@edmontonbikes.ca(mechanics); ebc-core@edmontonbikes.ca (board members, chair, employees, committee members, and other interested parties), andebc-members@edmontonbikes.ca(all members).
====<li>Committee discussion: who will chair which?</li>====
David advises finding opinionated posters on the EBC mailing list and asking them to join committees, explaining that the purpose of the committees is to delegate as much work as possible away from the board.


Jimadvises recruiting as many female members as reasonably possible to the BikeWorks and policy committees, as inclusivity/non-sexism has become a frequently mentioned issue.
Chris explains that we have four mailing lists:ebc-board@edmontonbikes.ca(just board members and chair); ebc-bikeworks@edmontonbikes.ca(mechanics); ebc-core@edmontonbikes.ca (board members, chair, employees, committee members, and other interested parties), andebc-members@edmontonbikes.ca(all members).


Michaelsuggests that responsibility for nominating spokespeople (to present at public events, hearings, etc.) become the purview of the advocacy committee.
Jim advises recruiting as many female members as reasonably possible to the BikeWorks and policy committees, as inclusivity/non-sexism has become a frequently mentioned issue.


Jimrequests permission to post contact information for board members in his office (behind the lounge). Granted by all present.
Michael suggests that responsibility for nominating spokespeople (to present at public events, hearings, etc.) become the purview of the advocacy committee.


Chrismoves to insert an agenda issue regarding responses to inquiries on the mailing list.Michaelseconds.
Jim requests permission to post contact information for board members in his office (behind the lounge). Granted by all present.


c) Mailing list responsibilities
Chris/Michael move to insert an agenda issue regarding responses to inquiries on the mailing list.
Chrisexplains that recently we have had issues with multiple organization members responding to the same inquiries to the mailing list–and conversely, inquiries going without response.


Erichwill take on inquiries directly related to BikeWorks.
====<li>Mailing list responsibilities</li>====
Chris explains that recently we have had issues with multiple organization members responding to the same inquiries to the mailing list–and conversely, inquiries going without response.


Laurenwill take on inquiries directly related to volunteering with the EBC.
*Erich will take on inquiries directly related to BikeWorks.
*Lauren will take on inquiries directly related to volunteering with the EBC.
*Keegan will take on all inquiries which do not fit into either of the above categories.


Keeganwill take on all inquiries which do not fit into either of the above categories.
Lauren suggests it would be helpful to have a set of 'canned responses' to the most common inquiries.


Laurensuggests it would be helpful to have a set of 'canned responses' to the most common inquiries.
Chris explains that some of these already exist on the ebcboard@gmail.com account. Erich will copy them over.


Chrisexplains that some of these already exist on the ebcboard@gmail.com account. Erich will copy them over.
====<li>Sustainability Week</li>====
Michael explains that this event is taking place on the University of Alberta campus from October 19 to 23, and is a useful outreach opportunity.


d) Sustainability Week
Chris recommends that we take a repair stand and bicycle as an interesting prop, to enhance our presence there.
Michaelexplains that this event is taking place on the University of Alberta campus from October 19 to 23, and is a useful outreach opportunity.


Chrisrecommends that we take a repair stand and bicycle as an interesting prop, to enhance our presence there.
Jim has been in contact with the event organizers and will handle the details.


Jimhas been in contact with the event organizers and will handle the details.
====<li>Heritage Festival</li>====
Chris explains the situation regarding the past Heritage Festival this summer: Enmax, one of the sponsors for the event, had arranged for their name to be on the bicycle parking. The old board was not favourable to this arrangement and pulled out of the event, then offered to rent EBC racks to the Heritage Festival at a deliberately exorbitant fee ($2000). Heritage Festival declined and purchased their own racks. Chris attended independently and was able to still take in a large amount of donations for the EBC; he explains that the Heritage Festival is typically very lucrative for the EBC, as well as something offering great exposure. Heritage Festival's operators are currently hostile to us and uninterested in our participation thanks to this year's events.


e) Heritage Festival
Chris suggests we make normalizing relations with the Heritage Festival a priority
Chrisexplains the situation regarding the past Heritage Festival this summer: Enmax, one of the sponsors for the event, had arranged for their name to be on the bicycle parking. The old board was not favourable to this arrangement and pulled out of the event, then offered to rent EBC racks to the Heritage Festival at a deliberately exorbitant fee ($2000). Heritage Festival declined and purchased their own racks. Chris attended independently and was able to still take in a large amount of donations for the EBC; he explains that the Heritage Festival is typically very lucrative for the EBC, as well as something offering great exposure. Heritage Festival's operators are currently hostile to us and uninterested in our participation thanks to this year's events.


Chrissuggests we make normalizing relations with the Heritage Festival a priority, and moves that he be given permission to send as many conciliatory letters as necessary to do so.
Chris/Keegan move that he be given permission to send as many conciliatory letters as necessary to do so.
</ol>
===<li>Closing</li>===
David will not be present for the next board meeting.


Keeganseconds.
Keegan volunteers to chair the next meeting. Chris approves.


9. Closing
Michael requests that Jim apply for the University of Alberta's ESL intern grant. Jim agrees and will do; Michael will forward related information to the board mailing list.
Davidwill not be present for the next board meeting.


Keeganvolunteers to chair the next meeting. Chris approves.
Chris/Michael move to adjourn.
</ol>


Michaelrequests that Jim apply for the University of Alberta's ESL intern grant. Jim agrees and will do; Michael will forward related information to the board mailing list.


Chrismoves to adjourn.Michaelseconds.
[[Category:minutes]]
[[Category:2009-2010 Board minutes]]
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