Bike Edmonton

Board Minutes October 2019: Difference between revisions

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Board Minutes October 2019 (view source)

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


== Bike Edmonton Board Meeting Minutes for September 2019 ==
== Bike Edmonton Board Meeting Minutes for October 2019 ==


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


* Date: Monday, September 9, 2019
* Date: Monday, October 7, 2019
* Location: Education South 122
* Location: South Academic Building (SAB) 1-36
* Start Time: 6:30pm
* Start Time: 6:30pm


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== Attendance ==
== Attendance ==
* '''Meeting Chair:''' Jeremy
* '''Meeting Chair:''' Jeremy
* '''Timekeeper:''' Annya
* '''Timekeeper:'''  
* '''Minute-taker:'''  Jasmine
* '''Minute-taker:'''  Jasmine
* '''Food by:'''  Nancy
* '''Food by:'''  Jeremy
* '''Board attendance:''' Helen, Annya, Mark, Mike W., Mike S., Nancy, Jasmine, Jeremy, Sarah
* '''Board attendance:''' Nancy, Mark, Sarah, Mike S.,
* '''Staff attendance:''' Molly, Chris
* '''Staff attendance:''' Chris
* '''Regrets:''' Ali, Mike P.
* '''Regrets:''' Molly, Mike W., Helen
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:''' Talha, Chris Chan (Non-Profit Board Intern)


== Call to Order ==
== Call to Order ==
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== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: October 7, 2019
* Date: November 3, 2019 (AGM)
* Location: TBD
* Location: Ritchie Hall
* Chair: Helen
* MC: Mike S.
* Minute-taker: Jasmine
* Minute-Taker: Jeremy (or Sarah)
* Food by: Jeremy
 
 
* Date: December Retreat? (Determine logistics at AGM mini board meeting)
* Location:
* Chair:
* Minute-taker:
* Food by:


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this September 9 agenda, the [[Board Minutes August 2019|August 2019]] minutes, and reports as presented below.
   |motion=To approve this October 7 agenda, the [[Board Minutes September 2019|September 2019]] minutes, and reports as presented below.
   |first=Mike
   |first=Nancy
   |second=Nancy
   |second=Sarah
   |yes=8
   |yes=5
   |no=0
   |no=0
   |abstain=0
   |abstain=0
Line 47: Line 53:


'''President's Report Discussion'''
'''President's Report Discussion'''
*
* Verbal update in place of a physical report
* Helping new bookkeeper settle into role, connecting with outgoing bookkeeper
* Taking over some of the treasurer's role (i.e., approving expenses)
* Confirming AGM location - uncertain whether the hall is suitable for the AGM
* Require process to update the budget, but don't have another meeting between now and AGM
** Will need board members to review the budget once a draft one is created.


=== Internal Affairs Committee Report - Ali ===
=== Internal Affairs Committee Report - Ali ===
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====IA Report Discussion====
====IA Report Discussion====
* Need to pick some dates to make progress on the OH&S front.
* Not much to report on this front.
* Might need to dedicate a sub-committee for external volunteers to sit on
* Had planned a review of the grant process (which we've applied for, which we could apply for)
** Molly to check records to determine if others are still interested
* Could make any recommendations re: how to structure committees
** When there's a goal-based committee, run into constraints within the organization, that could strongly impact the work of the committee, compared to a subject-based committee


=== Treasurer's Report - Ali ===
=== Treasurer's Report - Ali ===
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*[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]
* [https://drive.google.com/drive/u/2/folders/1dyxRWlnVuZavLBvYlk6kH4cH0iaxKCer Bike Edmonton Programming Logic Model 2019]
* [https://drive.google.com/drive/u/2/folders/1dyxRWlnVuZavLBvYlk6kH4cH0iaxKCer Bike Edmonton Programming Logic Model 2019]
* [https://docs.google.com/document/d/1OygTSJj4gxLvNBm1hkd02pMxSmWBJqJBLSxUcQ6bSYM/edit?usp=drivesdk&urp=gmail_link Program Review Annual Report]
====Discussion====
====Discussion====
* Finished everything on the workplan
* Wondering if there's a way to operationalize the recommendations of the Program Review Committee (in the annual report).
* Aim to write a summary report on progress, with future steps (Helen)
** There's an evaluation tool that's been shared with staff, and will be piloted on one program to begin.
* Will bring sample evaluation forms to the next board meeting for board to see
* A lot of work went into this, and the hope is that it won't drift away


=== Revenue Committee Report ===
=== Revenue Committee Report ===
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====Discussion====
====Discussion====
* Moving forward on the bike-friendly certification program
* Purpose of raising more revenue isn't an end unto itself.  It's to help make the organization more sustainable and bring benefit to the organization.
* There are 2 volunteers who are interested in the volunteer positions
* Two volunteers are excited to help with the certification program
* Won't be able to start this until the fall.  Need some direction for the fall.
** Should be a priority to make contact with them again to keep them engaged - Mark will do this.
* Request to produce a document of what we've agreed to so far, and next steps.
* Next steps would be to get volunteers to get an program coordinator and an operations coordinator
** Next step is to get a volunteer coordinator in charge to spearhead the certification process, and to respond to the 2 interested volunteers
** The way we operationalize this is up to us (sub-committee with some board members, independent volunteers)
** Another option is to get an interested volunteer onboarded by Mark, rather than spending time on transition documents
* Did we compare this program to other cities' similar programs?
** Mike S. to take over where Mark left off, to facilitate volunteer onboarding.
** We based it off of previous NPBI's report; didn't reach out directly
** Could be useful for volunteers to reach out to other organizations' similar programs to determine which pitfalls to avoid.
** Hope is to give volunteers autonomy in running the program to maintain their enthusiasm, and launch the program soon.  Avoid micromanaging.


== Current and Completed Business ==
== Current and Completed Business ==
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=== Deficit Reduction Plan ===
=== Deficit Reduction Plan ===
* [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan]
* [https://docs.google.com/spreadsheets/d/12HUXlHrkYMVjw3nY5F6e37rdqiZsPkG3qAlk4F0T5uM/edit#gid=0 Deficit Reduction Plan]
* Updates:
 
** Adding a tipping option for credit/debit has increased tips significantly
** Overall, the north shop did better this year than previous years, big factor being Klondike Cycle donation
** With the courses we offer, we break even
** We could reinitiate a crowdfunding campaign, with another goal in mind
* Discussion
** Tough to keep up deficit reduction efforts, given daily demands from the shop
** In spite of time crunches, did well at highlighting the deficit reduction efforts and raising funds


=== Master Board Task List - Sarah (15 min) ===
=== Master Board Task List - Sarah (15 min) ===
* [https://docs.google.com/spreadsheets/d/1KlIhkBLRAI-Xn9e8u6u-f57n3SKFJQbN0o4TipT4Zis/edit#gid=719049454 Link to Master List]
* [https://docs.google.com/spreadsheets/d/1KlIhkBLRAI-Xn9e8u6u-f57n3SKFJQbN0o4TipT4Zis/edit#gid=719049454 Link to Master List]
* Parking lot to be revisited
*  
* Discussion
** Each committee could revisit the goals for the year to capture a stop, start, and continue for their tasks, to make recommendations for next year.
** At last year's retreat, committees had their specific focus, aligning with their committee goals. Even still, our goals were too broad, so next year could focus on one goal for each committee.
** Board Member Intentions - will be captured in the year-end survey
** Money coming in from fundraising party at the Dirtbag Café
 
=== Signage at BikeWorks North - Sarah (15 min) ===
* Little feedback from board members on the last email survey
* Determining best wording for the signage and colour combination
* Getting an awning and possibly sandwich boards
{{Motion
  |motion=To approve the awning logo with blue and light blue colour palette.
  |first=Mark
  |second=Helen
  |yes=6
  |no=1
  |abstain=1
  |result=
}}


*Sandwich Boards
=== Signage at BikeWorks North - Sarah (10 min) ===
** Same supplier as awning costs an extra $25.
* Signage for the awning has been printed, but may be too cold to put up
** Thought to go with supplier that Sarah has already built relationship with
** Determining whether the awning can come down for the installation process
** Colours and design of the sandwich board for the north shop don't align well with south shop
** Should have signage soon!
** Should see both designs side by side and vote on it.
** Should decisions on designs be operational or board-driven?
** Putting the sandwich board on the back burner for now


== New Business ==
== New Business ==


=== AGM To Do List - Jasmine (15 min) ===
=== AGM To Do List - Jasmine (15 min) ===
* [https://docs.google.com/document/d/1JWzZoVCSTnoQKkfaSL2yS1QJwMTZB-yCApFcIjEVvYA/edit Board and Staff To Do List]
* Reviewed and updated staff and board task list
* Reviewed and updated staff and board task list
** Made updates based on available staff and timelines
** Will send out this to-do list to entire board
* Need to figure out whether to use a screen or screen stand-in
* Need to figure out whether to use a screen or screen stand-in
* AGM Location
** Uncertain  about the quality of the hall - are there other alternatives?
** We've already changed the date and location once, and the venue is okay
** Finding and promoting another location would be a headache
** An easier option would be to rent equipment to make the space more suitable
* Budget
** Will need to vote on this over email; even if you're okay with the budget, you still need to chime in
** Aim to get budget out to the board by October 14.  Deadline for approval of budget is October 25


=== Draft Budget Review - Chris (30 min) ===
=== Draft Budget Review - Chris (30 min) ===
* First tab of budget document is based on the second year - Previous year and adjustments
* In the FY 2020 tab, the budgets per month are based on actuals from the last fiscal year
* Estimates in second tab from May-August
** Where Actuals are blank, the values would be based on the budgeted numbers for that month (based on the previous year's actuals)
* There's an adjustments column, where you can project a % increase for the next financial year, and see what the budgetary impacts would be
* In the Previous Year and Adjustments Tab
* Some assumptions in the beige columns (AV onwards) can be set on (1) or off (0) to see the budgetary implications
** We can adjust the budgeted values based on the "Adjustments" columns; if we're anticipating things to be better or worse for different budget items
* Board should review the budget and provide feedback before next board meeting
**  To account for other factors (Yes/No), see the "Options" section
* Refer to last year's budget to see what format this one should be formatted in
* Need to factor in new bookkeeper's pay
* Need to add the property tax exemption to the budget as well (add to Options)
* If you want to play around with the options or adjustments, make a copy of the spreadsheet to work on it
* Discussion on Options
** Increase bike builder wage
*** Currently builds bikes, trains volunteers, cleans the shop, teaches classes
*** Given the property tax exemption, can increase wage to pay a living wage
*** Look into whether adding benefits would be an option
** Add a second bike builder
*** Risks could be lack of space for storage and lack of bike sales once bikes are built up (but low risk because bikes can be sold later if not immediately)
*** Generally, bike builders pay for themselves through the improved bike sales
** Contingency
*** Extra funding for unanticipated costs
** If there's the launch of the bike-friendly certification, may be some associated start-up costs
* Jeremy, Mike S., and Chris to meet to talk details of the budget
** Molly and Coreen to be consulted on projections for next year
 
=== North Shop Lease Renewal - Jeremy/Mike S. (30 min) ===
* We're required to give 6 months' notice if we want to leave
* Should we renew, if so how long, should we push for better rates?
** Aim for 3 years' lease, for current rate or better
* What has changed since the last time we were looking to find a new location?
** Internally, things have changed; now the North Shop's revenue stream is doing better
** The property tax exemption might allow us to go for a more central location; more affordable


=== Year-end Board Survey - Jasmine (5 min) ===
=== Year-end Board Survey - Jasmine (5 min) ===
* Survey to be sent out this month!
* Complete it if you haven't!
 
=== Non-Profit Board Intern Introduction - Sarah (10 min) ===
* Chris Chan will be interning with the Bike Edmonton Board under the Non-Profit Board Internship
* NPBI timeline - Chris will attend meetings, and his project should be no more than 20 hours
** Project can be determined no later than January - don't need to rush into a project
* Chris is a 6th year student in Bio major, history minor
 
=== New Board Members - Jeremy (10 min) ===
*
 
{{Motion
  |motion=To appoint Talha Zafar as a Bike Edmonton board member.
  |first=Jeremy
  |second=Mark
  |yes=5
  |no=0
  |abstain=0
  |result=
}}
 
=== Board Meeting Location - Jeremy (10 min)===
 
=== Board Retreat - Jeremy (10 min) ===


=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
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{{Motion  
{{Motion  
   |motion=To go in camera
   |motion=To go in camera
   |first=Mark
   |first=Jasmine
   |second=Helen
   |second=Mike S.
   |yes=
   |yes=5
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Jasmine
   |second=  
   |second= Mike S.
   |yes=  
   |yes=5
   |no=  
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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{{Motion
{{Motion
   |motion=To adjourn the board meeting.
   |motion=To adjourn the board meeting.
   |first=Helen
   |first= Jeremy
   |second=
   |second=
   |yes=
   |yes=
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