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Board Minutes September 2015: Difference between revisions
→AGM Plans (10 min) Anna
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'''''These minutes | '''''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, | * 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: | * 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, | * 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 | * [https://drive.google.com/file/d/0B11PfbtGMFFueW1EYW5jdlRpSms/view?resourcekey=0-geoU3rE8w9d_Gu68Je-hvw Letter From the President for Annual Report] - DRAFT | ||
* Discussion: | * Discussion: | ||
**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. | ||
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*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 | **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. | **Looking to see if Les is working / helping us get more grant revenue. | ||
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* [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 | * <span style="background: yellow;">Motion:</span> To approve policy as amended by comments. Moved by Dan, seconded by Jon. '''Motion Carried.''' | ||
* <span style="background: | * <span style="background: lime;">Action:</span> '''Anna''' to post final policy to wiki. | ||
=== Budget (10 min) Anna === | === Budget (10 min) Anna === | ||
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** our donations to other donations would be a max of $1000 vs previous $5000 | ** our donations to other donations would be a max of $1000 vs previous $5000 | ||
** put in room in budget for cost of living adjustments to wages | ** put in room in budget for cost of living adjustments to wages | ||
** | ** BikeWorks south and north have their own tabs, why not Spoke and YCR2? | ||
*** currently confusing for program coordinators to know what they have available. | *** currently confusing for program coordinators to know what they have available. | ||
*** implementation by the new bookkeeper makes sense, but Neil knows best what is going on now | *** implementation by the new bookkeeper makes sense, but Neil knows best what is going on now | ||
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*** 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? | *** 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 | *** 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. | ||
*** approving right budget for EBC, but not approving budget for YCR2 - they have assets, expected grant revenue | *** approving right budget for EBC, but not approving budget for YCR2 - they have assets, expected grant revenue | ||
*** 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 | *** 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 | ||
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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 | ** [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] | ||
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*Anna | *Anna | ||
** 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 | ** 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 - | ** 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 | *Jon | ||
** 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 | ** 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. | ||
** | ** challenges - need a treasurer, bookkeeper, financials in order, banking arrangements a challenge | ||
*Geoff | *Geoff | ||
** challenges - too many commitments, not enough time, what can commit to, getting to know the organization | ** challenges - too many commitments, not enough time, what can commit to, getting to know the organization | ||
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* Chris Chan | * Chris Chan | ||
** 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 | ** 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 | ** challenges - managing additional staff and additional responsibilities along with the day to day issues | ||
* Coreen | * 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 | ** 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 | ||
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* Discussion notes: | * Discussion notes: | ||
** Goals were not 'to do' level, but higher level / larger projects; | ** 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- | ** 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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** Need to fill a number of key positions (6) full applications | ** Need to fill a number of key positions (6) full applications | ||
** Need another (15) volunteers | ** Need another (15) volunteers | ||
** Have casino advisors booked, at | ** Have casino advisors booked, at Baccarat | ||
** suggestion: get signup sheet at AGM, try to book them all then - make an AGM agenda item | ** 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 | ** Hours are 10am to 3am, split into 3 shifts | ||
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* 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 | * 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? | ||
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* Discussion notes: | * Discussion notes: | ||
** Break in at BWS. We only lost a bike, pieces of which came back to us, going through insurance | ** Break in at BWS. We only lost a bike, pieces of which came back to us, going through insurance | ||
** Ordered camera for | ** Ordered camera for BikeWorks south | ||
** | ** BikeWorks north, someone cut power to the newly installed camera - fixed yesterday and routed cables through steel tubes | ||
** try to get on camera and turn over to police | ** 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? | ** can we communicate that if they need to fix a bike come over when we are open and we'll help you? | ||
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** put brightly colored u-locks on bikes in the window | ** put brightly colored u-locks on bikes in the window | ||
** any thoughts on reflective film on window? Showing bikes in window has attracted customers | ** any thoughts on reflective film on window? Showing bikes in window has attracted customers | ||
*** | *** 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. | ||
*** roller shutters? Got a quote on that and it was into 5 digits - negotiation with landlord? | *** roller shutters? Got a quote on that and it was into 5 digits - negotiation with landlord? | ||
=== AB Bike Commuters Conference - Nancy === | === AB Bike Commuters Conference - Nancy === | ||
* Professional development budget - is there a practise of covering any expenses? | * Professional development budget - is there a practise of covering any expenses? | ||
* Chris: | * 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 | * 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. | * 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. | ||