Bike Edmonton

Board Minutes September 2015

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

EBC Board Meeting Minutes for September 16, 2015

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

  • Location: Room 113, Education South, UofA
  • 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: Adrian
  • Minute-taker: Geoff
  • Food by: Dan
  • Board attendance: Jon, Dan, Alexey, Adrian, Alex, Nancy, Geoff, Anna, Chris
  • Staff attendance: Chris, Coreen
  • Regrets: Rachel
  • Absent: none
  • Guests: n0ne

Call to Order

  • Meeting called to order by Adrian at 6:40 pm.

Logistics for Next Meeting

Annual General Meeting

  • Date: Sunday October 4, 2015
  • Location: TBA
  • Chair: Jon
  • Minute-taker: Anna
  • Food by: TBA

Board Meeting

  • Date: TBD after general meeting
    • October 21 conflicts with the active transportation forum EBC is organising
  • Location: Room 113, Ed South, UofA
  • Chair:
  • Minute-taker:
  • Food by:

Approval of Agenda, Minutes, Reports (5 min)

  • Motion: To approve this September agenda, the August 2015 minutes, and reports as presented below. Moved by Jon . Seconded by Anna . Motion Carried.

President's Report - Jon

NOTES: 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.

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

Discussion:

Staffing costs up but sales up too.

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

Policy Committee Report - Dan

  • 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:

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.
  • 3) A start of a work plan for the Policy Committee for the remainder of 2015 and 2016 was developed. Some items include:
    • the initiation of a charter process better define the relationship between EBC, YCR2, and the Spoke.
    • 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.


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your 2015 board volunteer hours for the past month.
  • Everyone sign reports that you have reviewed each month.
  • Committee Chairpersons to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar.
  • May 2015: Geoff, Nancy will draw up an Executive Director performance plan by June 30 2015.
  • May 2015: Dan, Anna, Rachel will review existing TOR and draft new TOR and Policies to clarify responsibilities and accountabilities for committees and board members by September 30 2015.
  • Jul 2015: Jon, Nancy, Anna, Chris Chan will meet to get an orientation and see if Asana can be used for board tasks/to do list too.
  • Aug 2015: Nancy will update the Strategic Plan doc with completed things and in progress things by Sept meeting.
  • Aug 2015: Neil will update draft budget with changes that we discussed and send us update to pass at Sept meeting.
  • Sep 2015: Jon to book a meeting with Anna, Neil to make adjustments to budget as discussed

COMPLETED

  • Jul 2015: Anna will investigate north side venues within the AGM budget line. Will update by August meeting.
  • Aug 2015: Jon and Nancy will sign and return copy to landlord by Sept 1.
  • Aug 2015: Anna will share HR folder of past bookkeeper.
  • Aug 2015: Nancy, Anna will work on wording for bylaw amendment to board term max for exec positions only. Tabled to 2016 AGM.
  • 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.

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


  • Motion: To approve policy as ammended by comments. Moved by Dan, seconded by Jon . Motion Carried.


Budget (10 min) Anna

  • 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
  • separate budget tabs for the Spoke and YCR2 (probably for next year/new bookkeeper)
  • 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
  • Bikeworks south and north have their own tabs, why not Spoke and YCR2
  • put in room in budget for cost of living adjustments to wages

DISCUSSION

  • 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?
  • fiscal year starts Sep 1 (already started)
  • 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
  • AGM - work off budget that was approved at the last meeting
  • YCR2 - issue (assets) not new



AGM Plans (10 min) Anna

  • AGM reports should be out 21 days in advance (Sunday Sept 13) for circulation to members. This will require internal board approval prior to Sept 13, which is before out Sept 16 board meeting.
  • Annual Report check-in on drafts so far...
  • Discussion notes:

New Business

ED quarterly meetings w staff (5 min) Chris

  • From Aug 2015 report: "Individual quarterly meeting completed with Coreen. Goals set." Jon requested details.
  • Discussion notes:


Casino Dec 30−31 (5 min) Jonathan/Chris

  • Determine responsibility for organizing Casino
  • Dan expressed interest in being key volunteer
  • Discussion notes:
  • Action Items: name will ____ by (date).

Bookkeeper Job Posting (5 min) Jon

  • Action Items: name will ____ by (date).

Update on security (10 min)

  • Discussion notes:
  • Action Items: name will ____ by (date).


In Camera Session

  • Motion: To go in camera. Moved by , seconded by . Motion Failed/Carried.
  • Please list how long you believe your topic will take to discuss:
    • Name (___ min)
    • Name (___ min)
  • Motion: To close the in camera discussion. Moved by , seconded by . Motion Failed/Carried.

Adjournment

  • Motion: To adjourn the meeting at pm. Moved by , seconded by . Motion Failed/Carried.
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