Board Minutes October 2019: Difference between revisions
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: November 3, 2019 (AGM) | ||
* Location: | * Location: Ritchie Hall | ||
* MC: Mike S. | |||
* Minute-Taker: Jeremy (or Sarah) | |||
* Date: December Retreat? (Determine logistics at AGM mini board meeting) | |||
* Location: | |||
* Chair: | * Chair: | ||
* Minute-taker: | * Minute-taker: | ||
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{{Motion | {{Motion | ||
|motion=To approve this October 7 agenda, the [[Board Minutes September 2019|September 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= | |first=Nancy | ||
|second= | |second=Sarah | ||
|yes= | |yes=5 | ||
|no= | |no=0 | ||
|abstain= | |abstain=0 | ||
|result= | |result= | ||
}} | }} | ||
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'''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==== | ||
* | * Not much to report on this front. | ||
* Had planned a review of the grant process (which we've applied for, which we could apply for) | |||
* 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==== | ||
* | * Wondering if there's a way to operationalize the recommendations of the Program Review Committee (in the annual report). | ||
** There's an evaluation tool that's been shared with staff, and will be piloted on one program to begin. | |||
* 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==== | ||
* | * 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. | ||
* Two volunteers are excited to help with the certification program | |||
** Should be a priority to make contact with them again to keep them engaged - Mark will do this. | |||
* Next steps would be to get volunteers to get an program coordinator and an operations coordinator | |||
** The way we operationalize this is up to us (sub-committee with some board members, independent volunteers) | |||
* Did we compare this program to other cities' similar programs? | |||
** 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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* | * | ||
=== Signage at BikeWorks North - Sarah ( | === Signage at BikeWorks North - Sarah (10 min) === | ||
* | * Signage for the awning has been printed, but may be too cold to put up | ||
** Determining whether the awning can come down for the installation process | |||
** Should have signage soon! | |||
== 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) === | ||
* | * In the FY 2020 tab, the budgets per month are based on actuals from the last fiscal year | ||
** Where Actuals are blank, the values would be based on the budgeted numbers for that month (based on the previous year's actuals) | |||
* In the Previous Year and Adjustments Tab | |||
** 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 | |||
** 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) === | === 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) === | ||
* | * Complete it if you haven't! | ||
=== Non-Profit Board Intern Introduction - Sarah (10 min) === | === Non-Profit Board Intern Introduction - Sarah (10 min) === | ||
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* Chris is a 6th year student in Bio major, history minor | * Chris is a 6th year student in Bio major, history minor | ||
=== New Board Members - Jeremy (10) === | === 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 Meeting Location - Jeremy (10 min)=== | ||
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{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in 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 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= | |first= Jeremy | ||
|second= | |second= | ||
|yes= | |yes= | ||