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Board Minutes September 2015: Difference between revisions

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Board Minutes September 2015 (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 were approved at the [[Board Minutes October 2015|October 2015]] board meeting.'''''


== EBC Board Meeting Minutes for September 16, 2015 ==
== EBC Board Meeting Minutes for September 16, 2015 ==
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Board meetings are open to the EBC members and the public.
Board meetings are open to the EBC members and the public.


* Location: Room 113, Education South, UofA
* Location: Room 113, Education South, U of A
* Start Time: 6:30pm
* Start Time: 6:30pm


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* Regrets: Rachel
* Regrets: Rachel
* Absent: none
* Absent: none
* Guests: n0ne
* Guests: none


== Call to Order ==
== Call to Order ==
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* Date: TBD after general meeting
* Date: TBD after general meeting
** October 21 conflicts with the active transportation forum EBC is organising
** October 21 conflicts with the active transportation forum EBC is organising
* Location: Room 113, Ed South, UofA
* Location: Room 113, Ed South, U of A
* Chair:  
* Chair:  
* Minute-taker:  
* Minute-taker:  
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=== President's Report - Jon ===
=== President's Report - Jon ===
* [https://drive.google.com/a/edmontonbikes.ca/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?usp=sharing Letter From the President for Annual Report] - DRAFT
* [https://drive.google.com/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?resourcekey=0-geoU3rE8w9d_Gu68Je-hvw Letter From the President for Annual Report] - DRAFT
 
* Discussion:
NOTES:
**Got lots of responses on what to include in the letter and it is longer than desired.  
Got lots of responses on what to include in the letter and it is longer than desired.  
**Jon would like any feedback on additions, deletions, etc.
Jon would like any feedback on additions, deletions, etc.
**Update on hiring progress for program coordinator.
 
**75% of the way through application for charitable status. Next steps to sit with Chris and Neil and fine tune things.
Update on hiring progress for program coordinator.
 
75% of the way through application for charitable status. Next steps to sit with Chris and Neil and fine tune things.


=== Treasurer's Report ===
=== Treasurer's Report ===
*[https://docs.google.com/document/d/1jFzMG7O5G9KYHKTT67ce0RqEyswF0AaBELg64kXtVVI/edit Financial Report Aug 2015] - submitted by Neil Sept 15  
*[https://docs.google.com/document/d/1jFzMG7O5G9KYHKTT67ce0RqEyswF0AaBELg64kXtVVI/edit Financial Report Aug 2015] - submitted by Neil Sept 15  


Discussion:
*Discussion:
 
**Staffing costs up but sales up too.
Staffing costs up but sales up too.
**Question about grants - down from last year. Not much in grants other than YCR2 so far. YCR2 will be funding for most of one of our staff positions.
 
**Looking to see if Les is working / helping us get more grant revenue.
Question about grants - down from last year.  
Not much in grants other than UCR2 so far. UCR2 will be funding for most of one of our staff positions.
Looking to see if Les is working / helping us get more grant revenue.


=== Executive Director's Report - Chris Chan ===
=== Executive Director's Report - Chris Chan ===
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=== Policy Committee Report - Dan ===
=== Policy Committee Report - Dan ===
* August/September 2015
* August/September 2015
* 1) Dan followed up with Chris Chan on the final few comments regarding the financial management policy. The policy version for board approval can be found at:
* 1) Dan followed up with Chris Chan on the final few comments regarding the financial management policy. The policy version for board approval can be found [https://docs.google.com/a/edmontonbikes.ca/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit?usp=sharing here]
[https://docs.google.com/a/edmontonbikes.ca/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit?usp=sharing here]
* 2) Dan met with Anna regarding existing committee Terms of Reference (TORs) for existing (and inactive) committees on September 9th.  Dan is reaching out to the committee chairs through the rest of September to draft proper TORs for active EBC committees, with an emphasis on an active review and renewal process for those TORs.  The following TORs need to be revisited or created: advocacy (Jonathan?), policy (Dan), HR (Nancy), executive (Jonathan), strategic planning (Alexey).  Dan will make skeletons and meet with individual committee chairs.  
* 2) Dan met with Anna regarding existing committee Terms of Reference (TORs) for existing (and inactive) committees on September 9th.  Dan is reaching out to the committee chairs through the rest of September to draft proper TORs for active EBC committees, with an emphasis on an active review and renewal process for those TORs.  The following TORs need to be revisited or created: advocacy (Jonathan?), policy (Dan), HR (Nancy), executive (Jonathan), strategic planning (Alexey).  Dan will make skeletons and meet with individual committee chairs.  
* 3) A start of a work plan for the Policy Committee for the remainder of 2015 and 2016 was developed.  Some items include:
* 3) A start of a work plan for the Policy Committee for the remainder of 2015 and 2016 was developed.  Some items include:
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** creating a travel policy to ensure the safe and economical travel for EBC staff, board, and others on EBC-sponsored travel
** creating a travel policy to ensure the safe and economical travel for EBC staff, board, and others on EBC-sponsored travel
** amending the Spokesperson policy to reflect and encourage the delegation of spokesperson status to staff and key volunteers when appropriate.
** amending the Spokesperson policy to reflect and encourage the delegation of spokesperson status to staff and key volunteers when appropriate.


== Current & Completed Business ==
== Current & Completed Business ==
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* Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited.
* Jul 2015: '''Jon''' will connect with Janine and the bank to get clarity on accounts. '''Chris Ch''' will follow up with where YCR2 cheques are begin deposited.
* May 2015: '''Jon, Neil''' will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed.
* May 2015: '''Jon, Neil''' will conduct a complete EBC Budget Review by September 30. The review should be conducted after EBC Charitable Status and BWN lease issues have been addressed.
=== discussion on ED report format / content ===
Jon - 8 pages is plenty, happy to have opportunities to make comments, ask questions, and get answers and because it is in google docs everyone gets the opportunity to see the notes
Anna - significant comments in some months, this month had more descriptive things / less point form. Handy to have items 'for board attention' helps for meetings


=== Financial Management Policy (10 min) Dan ===
=== Financial Management Policy (10 min) Dan ===
* [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - updated draft submitted by Dan
* [https://docs.google.com/document/d/1iDhgDNQo-jDkoTsTVpNL_KXCtS8vt9O4zfIPRlU4HzE/edit Financial Management Policy] - updated draft submitted by Dan


 
* <span style="background: yellow;">Motion:</span> To approve policy as amended by comments. Moved by Dan, seconded by Jon. '''Motion Carried.'''
* <span style="background: yellow;">Motion:</span> To approve policy as ammended by comments. Moved by Dan, seconded by Jon   . '''Motion Carried.'''
* <span style="background: lime;">Action:</span> '''Anna''' to post final policy to wiki.
 


=== Budget (10 min) Anna ===
=== Budget (10 min) Anna ===
* Review updated [https://docs.google.com/spreadsheets/d/1dXEDcWDAGtb1tt3iaTUP0bW3d_Tv0cNy9ItoVl6oVhQ/edit#gid=2029837467 draft 2015-6 Budget]
* Review updated [https://docs.google.com/spreadsheets/d/1dXEDcWDAGtb1tt3iaTUP0bW3d_Tv0cNy9ItoVl6oVhQ/edit#gid=2029837467 draft 2015-6 Budget]
 
* Discussion:
* increase budget for bookkeeping position
** fiscal year starts Sep 1 (already started)
* Bike builder position to go from April to August
** increase budget for bookkeeping position
* our donations to other donations would be a max of $1000 vs previous $5000
** Bike builder position to go from April to August
 
** our donations to other donations would be a max of $1000 vs previous $5000
* separate budget tabs for the Spoke and YCR2 (probably for next year/new bookkeeper)
** put in room in budget for cost of living adjustments to wages
* currently confusing for program coordinators to know what they have available
** BikeWorks south and north have their own tabs, why not Spoke and YCR2?
* implementation by the new bookkeeper makes sense, but Neil knows best what is going on now
*** currently confusing for program coordinators to know what they have available.
* YCR2 should be straightforward - have own bank account - Should attribute revenue/grant separately
*** implementation by the new bookkeeper makes sense, but Neil knows best what is going on now
Spoke doesn't have revenues. Show show revenues and expenses on financial statements. YCR2 has a lot of adapted bicycles - how should these be treated on balance sheet? Belong to rotary club because they funded? Or was this a donation so should they be on EBC balance sheet? Should have a sub-set of financials for YCR2 - will have a line item for almost every item
*** YCR2 should be straightforward - have own bank account - Should attribute revenue/grant separately
* Bikeworks south and north have their own tabs, why not Spoke and YCR2
*** Spoke doesn't have revenues. Show show revenues and expenses on financial statements.  
* put in room in budget for cost of living adjustments to wages
*** YCR2 has a lot of adapted bicycles - how should these be treated on balance sheet? Belong to rotary club because they funded? Or was this a donation so should they be on EBC balance sheet? Should have a sub-set of financials for YCR2 - will have a line item for almost every item
 
*** YCR2 - issue (assets) not new
DISCUSSION
*** separate tabs for BWN/S apply only to income statements, YCR2 probably need for balance sheet as well
* separate tabs for BWN/S apply only to income statements, YCR2 probably need for balance sheet as well
*** try to change now, or start tracking this in the upcoming year?
 
*** might have to do it this year depending on what is asked for for charitable status application. But we can do this backwards and amend financial statements to do this. Have all the records. This would be Jon's recommendation. Rather split it out for 2015/16 fiscal year - not redo budget, just change what we do on financial statements/tracking for the upcoming year.
* try to change now, or start tracking this in the upcoming year?
*** approving right budget for EBC, but not approving budget for YCR2 - they have assets, expected grant revenue
* fiscal year starts Sep 1 (already started)
*** not going to have changes for our AGM - suggest leave budget as presented. Big discussion to be had about how programs fit in with EBC
* might have to do it this year depending on what is asked for for charitable status application. But we can do this backwards and ammend financial statements to do this. Have all the records. This would be Jon's recommendation. Rather split it out for 2015/16 fiscal year - not redo budget, just change what we do on financial statements/tracking for the upcoming year.
*** tabs don't get presented at AGM anyway
* approving right budget for EBC, but not approving budget for YCR2 - they have assets, expected grant revenue
*** using tabs as an internal tool - spoke and YCR2 see what is going on
* not going to have changes for our AGM - suggest leave budget as presented. Big discussion to be had about how programs fit in with EBC
*** we (Chris/staff) were already planning to develop budgets for the programs  
* tabs don't get presented at AGM anyway
** AGM - work off budget that was approved at the last meeting
* using tabs as an internal tool - spoke and YCR2 see what is going on
* AGM - work off budget that was approved at the last meeting
* YCR2 - issue (assets) not new
* were already planning to develop budgets for the programs  
 
 


=== AGM Plans (10 min) Anna ===
=== AGM Plans (10 min) Anna ===
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** President's Report (all governance overview) (Jon and board)
** President's Report (all governance overview) (Jon and board)
** ED's Report (all operations overview) (Chris and staff)
** ED's Report (all operations overview) (Chris and staff)
** [https://drive.google.com/a/edmontonbikes.ca/file/d/0B1O8LS7JPb84QVo1bVZ1WmQwQTA/view Financial Report] (Neil)
** [https://drive.google.com/file/d/0B1O8LS7JPb84QVo1bVZ1WmQwQTA/view?resourcekey=0-pY1VHjptfst03twC7D9OJw Financial Report] (Neil)
** [https://docs.google.com/spreadsheets/d/1dXEDcWDAGtb1tt3iaTUP0bW3d_Tv0cNy9ItoVl6oVhQ/edit#gid=2029837467 Proposed 2015-6 Budget]
** [https://docs.google.com/spreadsheets/d/1dXEDcWDAGtb1tt3iaTUP0bW3d_Tv0cNy9ItoVl6oVhQ/edit#gid=2029837467 Proposed 2015-6 Budget]
** See example of past Annual Reports: [http://edmontonbikes.ca/w/Annual_Reports http://edmontonbikes.ca/w/Annual_Reports]
** See example of past Annual Reports: [http://edmontonbikes.ca/w/Annual_Reports http://edmontonbikes.ca/w/Annual_Reports]
* Discussion notes:
* Discussion notes:
** Norwood booked 1pm-3pm - rental starts at noon. Need board members on site to set up, etc.
** Norwood booked 1pm-3pm - rental starts at noon. Need board members on site to set up, etc.
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** Anna suggests these reports be sent to board for approval by Sep 23rd
** Anna suggests these reports be sent to board for approval by Sep 23rd


* <span style="background: lime;">Action Items:</span> '''Anna''' will share AGM task list. '''Everyone''' to sign up!


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


=== Round table on Board ===
=== Round table on Board Involvement ===
Most excited
*Most excited about... / most challenged by...
 
*Adrian
Adrian
** excited we have a lease on BWN and we don't have to concern ourselves for next three years
* excited we have a lease on BWN and we don't have to concern ourselves for next three years
** challenged - managing own time, and participating enough in board business
* challenged - managing own time, and participating enough in board business
*Dan
 
** excited to see how charitable status changes things much / changes books/finances
Dan
** challenged - getting process better for policy development - feedback, doing things in google docs
* excited to see how charitable status changes things much / changes books/finances
*Alexey
* challenged - getting process better for policy development - feedback, doing things in google docs
** exciting - how charitable status came into place / moving it forward
 
** challenging - finding time in summer to keep up on ongoing business
Alexy
*Anna
* exciting - how charitable status came into place / moving it forward
** exciting - see how the fairly different changes in last years budget have been implemented - hard to see impacts just within a year, but particularly with staff joining team - injection of new ideas, perspectives
* challenging - finding time in summer to keep up on ongoing business
** challenging - squeaky wheel of the bunch - things discussed before, sounding like the grandmother "you don't know what's good for you" -  seeing people drop out and remaining people saying they are time crunched
 
*Jon
Anna
** exciting - what this (charitable status app) has already delivered - excitement from YCR2 people and how we can work together - connection; Nathan taking on the spoke. See these programs are going to carry on into the future and get stronger. Stability for BWN and serving community. Excited about the board - great year but tough year - a real set of accomplishments under belt. For a board almost entirely new that is worthy of celebration, and 8 board members wanting to continue on into the next year.
* exciting - see how the fairly different changes in last years budget have been implemented - hard to see impacts just within a year, but particularly with staff joining team - injection of new ideas, perspectives
** challenges - need a treasurer, bookkeeper, financials in order, banking arrangements a challenge
* challenging - squeeky wheel of the buncch - things discussed before, sounding like the grandmother "you don't know what's good for you" -  seeing people drop out and remaining people saying they are time crunched
*Geoff
 
** challenges - too many commitments, not enough time, what can commit to, getting to know the organization
Jon
** excited - dropped other board, more time,  
* exciting - what this (charitable status app) has already delivered - excitement from YCR2 people and how we can work together - connection; Nathan taking on the spoke. See these programms are going to carry on into the future and get stronger. Stability for BWN and serving community. Excited about the board - great year but tough year - a real set of accomplishments under belt. For a board almost entirely new that is worthy of celebrartion, and 8 board members wanting to continue on into the next year.
* Chris Chan
* challengents - need a treasurer, bookkeeper, financials in order, banking arrangements a challenge
** exciting - new staff and changes it has meant, lots of progress, better connections with YCR2, progress on things we wanted to work on, work on longer term bigger picture projects not just day to day issues
 
** challenges - managing additional staff and additional responsibilities along with the day to day issues
Geoff
* Coreen
* challenges - too many commitments, not enough time, what can commit to, getting to know the organization
** great feedback on volunteers - better base of people at a high skill level than every before. Seeing shops being crushing busy and how much our services are needed and utilized, being able to focus a bit more with new staff
* excited - dropped other board, more time,  
** challenges - thieves! how do we spread the wealth of the organization in the community (earn a bike), and get more from the people than can afford it. Workload and busyness - some times 6 volunteers that know what they are doing is not enough
 
* Nancy
Chris
** exciting - how do we develop our group as a board - how do we as individuals get personal and professional growth in addition to all the great work we do for the organization
- exciting - new staff and changes it has meant, lots of progress, better connections with YCR2, progress on things we wanted to work on, work on longer term bigger picture projects not just day to day issues
** challenging - time commitments - how do we get a good strong board - more active process
- challenges - managing additiona staff and additional responsibilities along with the day to da issues
 
Coreen
- great feedback on volunteers - better base of people at a high skill level than every before. Seeing shops being crushing busy and how much our services are needed and utilized, being able to focus a bit more with new staff
- challenges - thieves! how do we spread the wealth of the organization in the community (earn a bike), and get more from the people than can afford it. Workload and busyness - some times 6 volunteers that know what they are doing is not enough
 
Nancy
- exciting - how do we develop our group as a board - how do we as individuals get personal and professional growth in addition to all the great work we do for the organization
- challenging - time commitments - how do we get a good strong board - more active process
 
 


=== ED quarterly meetings w staff (5 min) Chris ===
=== ED quarterly meetings w staff (5 min) Chris ===
* From Aug 2015 report: "Individual quarterly meeting completed with Coreen. Goals set." Jon requested details.
* From Aug 2015 report: "Individual quarterly meeting completed with Coreen. Goals set." Jon requested details.
* Discussion notes:
* Discussion notes:
**
** Goals were not 'to do' level, but higher level / larger projects;
**
** BikeWorks - inventory (tracking,stocking,shrinkage) and labeling (bins, tools)
 
** Ext - recruitment of volunteers, non-BikeWorks goals, arranging for interns in new year; establish partnerships for fundraising, developing budgets for programs, ready-to-fund project proposals


=== Casino Dec 30−31 (5 min) Jonathan/Chris ===
=== Casino Dec 30−31 (5 min) Jonathan/Chris ===
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* Dan expressed interest in being key volunteer
* Dan expressed interest in being key volunteer
* Discussion notes:
* Discussion notes:
**
** what do we do for volunteers at these casinos?
**
** Need to fill a number of key positions (6) full applications
** Need another (15) volunteers
** Have casino advisors booked, at Baccarat
** suggestion: get signup sheet at AGM, try to book them all then - make an AGM agenda item
** Hours are 10am to 3am, split into 3 shifts


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''Anna''' will put on the AGM agenda.


=== Bookkeeper Job Posting (5 min) Jon ===
=== Bookkeeper Job Posting (5 min) Jon ===
* See description on EBC website: [http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/ http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/]
* See description on EBC website: [http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/ http://edmontonbikes.ca/job-opportunity-ebc-is-hiring-a-non-profit-bookkeeper/]
* Posting closes October 1, 2015
* Posting closes October 1, 2015
* Submissions will be recieved at board google group.  
* Submissions will be received at board google group.  
* Discussion notes:
* Discussion notes:
** Anna: Will HR Committee be taking lead to review applications, follow up with applicants, schedule interviews?
** Anna: Will HR Committee be taking lead to review applications, follow up with applicants, schedule interviews?
**
** Application going to board email address, Jon will share good applications with the executive


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Update on Security at Shops (10 min)===
 
=== Update on security (10 min)===
*
* Discussion notes:
* Discussion notes:
**
** Break in at BWS. We only lost a bike, pieces of which came back to us, going through insurance
**
** Ordered camera for BikeWorks south
 
** BikeWorks north, someone cut power to the newly installed camera - fixed yesterday and routed cables through steel tubes
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
** try to get on camera and turn over to police
 
** can we communicate that if they need to fix a bike come over when we are open and we'll help you?
 
** alarm DID go off when this happened
 
** put brightly colored u-locks on bikes in the window
== <i>In Camera</i> Session ==
** any thoughts on reflective film on window? Showing bikes in window has attracted customers
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion Failed/Carried.'''
*** 3M makes a clear film you can put on glass, and the glass breaks but it doesn't give way. This was looked into when we did renovations. BUT ... they might not do it twice.
* Please list how long you believe your topic will take to discuss:
*** roller shutters? Got a quote on that and it was into 5 digits - negotiation with landlord?
** Name (___ min)
** Name (___ min)
=== AB Bike Commuters Conference - Nancy ===
 
* Professional development budget - is there a practise of covering any expenses?
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion Failed/Carried.'''
* Chris: We don't have a policy
* Anna: We have used that line item for staff training, and board facilitation - this is an optional thing, not something we are requiring a staff member to go
* Jon: down the road, if our financial position returns to a surplus, we may want to have a conversation about what costs we might want to consider covering for networking purposes, etc.


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at   pm. Moved by , seconded by . '''Motion Failed/Carried.'''
* <span style="background: yellow;">Motion:</span> To adjourn the meeting at 9:10 pm. Moved by Jon, seconded by Dan. '''Motion Carried.'''


[[Category:minutes]]
[[Category:minutes]]
[[Category:2014-2015 Board minutes]]
[[Category:2014-2015 Board minutes]]
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