Board Minutes September 2015: Difference between revisions

* <span style="background: yellow;">Motion:</span> To approve policy as ammended by comments. Moved by Dan, seconded by Jon. '''Motion Carried.'''

** increase budget for bookkeeping position

** Bike builder position to go from April to August

** our donations to other donations would be a max of $1000 vs previous $5000

** Bikeworks south and north have their own tabs, why not Spoke and YCR2?

*** 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

*** YCR2 should be straightforward - have own bank account - Should attribute revenue/grant separately

*** 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 - issue (assets) not new

*** 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 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.

*** 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

*** tabs don't get presented at AGM anyway

*** using tabs as an internal tool - spoke and YCR2 see what is going on

*** we (Chris/staff) were already planning to develop budgets for the programs  

=== Round table on Board Involvement ===

*Most excited about... / most challenged by...

*Adrian

** 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

*Dan

** excited to see how charitable status changes things much / changes books/finances

** 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

*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

** 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

*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 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.

** challengents - need a treasurer, bookkeeper, financials in order, banking arrangements a challenge

*Geoff

** challenges - too many commitments, not enough time, what can commit to, getting to know the organization

** excited - dropped other board, more time,  

* 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

** 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

=== Update on Security at Shops (10 min)===

** Break in at BWS. We only lost a bike, pieces of which came back to us, going through insurance

** can we communicate that if they need to fix a bike come over when we are open and we'll help you?

*** 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?

=== AB Bike Commuters Conference - Nancy ===

* Professional development budget - is there a practise of covering any expenses?

* Chris: No we haven't in past

* 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.