Board Minutes September 2013

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

EBC Board Meeting Minutes for September 2013

Board meetings are open to the EBC members and the public.

• Location: BikeWorks South, 2nd floor meeting space, 10047-80 avenue (enter via alley)
• Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Leila
• Minute-taker: Justin
• Food by:
• Board attendance:
• Staff attendance:
• Regrets: Kristin
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Approval of Agenda

• Motion: To approve agenda. Motioned by . Seconded by . Motion Failed/Carried.

Approval of Last Month's Minutes

• Motion: To approve (month)(year) minutes. Motioned by . Seconded by . Motion Failed/Carried.

Logistics for Next Meeting

• Discuss Oct through Dec meeting dates to accommodate fall schedules/availabilities.
  • October 16?
  • November 20?
  • December 11? 18?
  • January 15?
• Discuss location for winter months.

• Date: Wed Oct 16?
• Location: BWN?
• Chair:
• Minute-taker:
• Food by:

• Board Retreat with new and outgoing board members = Fri-Sun Nov 1-3, 2013

Reports

President's Report (5 min)

President's Report September 2013

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 President's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Treasurer's Report (20 min)

• Treasurer's Report August 2013
• Review Proposed Budget 2013-2014 to be presented at AGM

A preliminary financial report is attached. I believe there's still a couple of things missing, potentially around $2k in expenses:

1. - I believe there should be an expense for purchasing bike racks. Right now I've only seen a deposit, not the final purchase cost, but I've seen revenue for both.
2. - Tara has said she has some expenses that I haven't seen yet.
3. - There's about $400 in revenue for the ABBCC conference ($200 fees, $200 donation), but no expenses yet.

Regardless of that, we're at the conclusion of a phenomenal financial year, where we've blown our expectations out of the water. The North shop has met its revenue targets for the year, and the south shop has been busier than I thought was possible. We're in an excellent position to deal with the uncertainty of leaving a space that has been a fantastic base over the past 10? 15? years. We currently have approximately $125,000 in unrestricted cash to cover our costs going forward, in addition to our casino money.

I'd also like to discuss bringing a motion to the General meeting authorizing the board to take on a mortgage. As per our bylaws, borrowing authorization must be approved by the membership, and having it in hand provides us with the ability to consider properties for sale in addition to leases. With our current cash balance, we can likely purchase properties up to $500k (with a 20% down payment) without much difficulty, and the monthly payments would be in line with what we're currently discussing for leases, depending on interest rate, somewhere around $2,500-$2,800.

If we receive membership approval on October 6, we will not have to reconvene if we go in that direction.

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 Treasurer's report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Executive Director's Report (10 min)

Executive Director's Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 ED report as presented. Motioned by . Seconded by . Motion Failed/Carried.

BikeWorks Report (10 min)

BikeWorks Report September 2013

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 BikeWorks report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Staff Review Committee Report (5 min)

ED Review from July 2013

• The Staff Review from July has yet to be completed
• Leila is only remaining person on the Committee. Who else is interested in sitting on this committee?
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 Staff Review Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Charitable Status Committee Report (5 min)

• Update from committee on where this is at... What needs to be done? Can we submit before AGM? Before Dec 1?
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 Charitable Status Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Alberta Bicycle Commuter Conference Committee Report (5 min)

ABBCC Committee Report

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Motion: To return/approve the Sept 2013 Conference Committee report as presented. Motioned by . Seconded by . Motion Failed/Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your board volunteer hours for the past month.

BikeWorks South New Location (25 min)

Real Estate folder

• Location ad-hoc committee to be struck?
  • Terms of Reference to determine level of decision-making authority, budget, reporting, etc.
• Review of select locations:
  • 10425 79 avenue
• Decision points to decide as a board (or committee):
  • Budget: Neil initially suggested $2,500-$2,800/mo
  • Timeline:
    • Nov 1?
    • Storage over winter; look for space; open in spring?
  • Type:
    • Lease office/retail space (solo or as partner)(parameters for partnership?)
    • Lease industrial space
    • Rent house and convert to shop
    • Lease space in decommissioned school?

• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Budget 2013-2014 (10 min)

• Review proposed budget which will be presented at AGM
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Staff Group Benefits Plan

• Neil via email: "One of the steps in putting together a group benefits plan is determining eligibility (required length of employment and hours worked per week). I would suggest something along the lines of:
  • All employees employed full time (30 hours per week or more) on contracts lasting 6 months or longer will be eligible for benefits immediately upon hire.
  • It's been my experience that everywhere I've worked always has a "wait three months" provision in their policy, and then waives it in contracts, which seems silly.
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Election 2013 Campaign

• Update on plans?
• CycleEdmonton.ca
• Idea from Board Mid-Year Retreat to ask members to organize Ward Bike Rides and invite the candidates running in their ward to attend. Ride the neighbourhoods to educate on types of bike infrastructure (bike lane vs MUT vs sharrow) and identify strengths and weaknesses of active transportation in the ward.
  • could announce this opportunity at AGM?
• The Local Good has been receiving and publishing candidate surveys: thelocalgood.ca/election-2013/
• Mack Male does a weekly roundup of info about election news (candidates, events, media, etc): blog.mastermaq.ca/tag/election-2013/
• Edmonton Election Tumblr: edmontonelection.tumblr.com
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

New Business

VP until end of 2013 term (10 min)

• Interim VP position needs to be filled for the term. 2013-2014 Executive will be voted at the Oct Board meeting or Board Retreat...
• [VP Job Description]
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

Interim board member for vacant position (10 min)

• Anna: Since Lee has resigned as of Sept 10, should we appoint the candidate who tied with Jason as interim board member?
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

AGM committee (10 min)

• Bernadette to confirm logistics
• Anna: need to strike an ad-hoc committee to organize the details of the AGM
  • eg. Duties from 2011 AGM; Duties from 2010+2012 AGM
  • food?
  • set up and tear down
  • welcome table with member packages (printed agenda, minutes of 2012 AGM for review, financials, proposed budget, slip for voting on motions, ballot for voting on board candidates, etc.)
  • volunteer awards - organizing nominations, writing speech, presenting awards
  • door prizes
• President's Report to be prepared and presented
• Treasurer's Report to be prepared and presented
• Discussion notes:
• Motion: . Motioned by . Seconded by . Motion Failed/Carried.
• Action Items: Name will... by (deadline)

In Camera Session (__ min)

• Motion: To go in camera. Motioned by . Seconded by . Motion Failed/Carried.

Adjournment

• Motion: To adjourn the meeting. Motioned by . Seconded by . Motion Failed/Carried.