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Board Minutes September 2018: Difference between revisions

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Board Minutes September 2018 (view source)

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* Minute-taker: Jasmine
* Minute-taker: Jasmine
* Food by: Jasmine
* Food by: Jasmine
* Board attendance:  
* Board attendance: Mark, Helen, Geoff, Mike S., Mike P., Nancy, Jeremy, Jasmine
* Staff attendance:  
* Staff attendance: Molly, Chris
* Regrets:  
* Regrets:  
* Absent:  
* Absent:  
* Guests:
* Guests: Cai


== Call to Order ==
== Call to Order ==
* Meeting called to order by _____ at _____pm.
* Meeting called to order by Mark at 6:43pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, September 10, 2018 6:30pm
* Date: October 1, 6:30pm
* Location: TBA
* Location: TBA
* Chair: Mark
* Chair: Geoff
* Minute-taker: Jasmine
* Minute-taker: Jasmine
* Food by: Jasmine (back-up: Jeremy)
* Food by: Nancy


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this September 10 agenda, the [[Board Minutes August 2018|August 2018]] minutes, and reports as presented below.
   |motion=To approve this September 10 agenda, the [[Board Minutes August 2018|August 2018]] minutes, and reports as presented below.
   |first=
   |first=Mike S.
   |second=
   |second=Geoff
   |yes=
   |yes=6
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=  
   |result=  
}}
}}


=== President's Report - Jeremy ===
=== President's Report - Jeremy ===
* [ Presidents Report August 2018]
* Started President's Report for the AGM
* Signed lease for the North shop
* Chris will be advertising for new board members through Bike Edmonton channels (newsletter, social media)
 
'''President's Report Discussion'''
'''President's Report Discussion'''
*  
*


=== H.R. Committee Report - Nancy ===
=== H.R. Committee Report - Nancy ===
* [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan]
* [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan]
* [ HR Committee Report August 2018]
* [https://docs.google.com/document/d/16jUWZR-kj2pOqyimLoBt920p1G5VxM4cqfF24Ln-1ow/edit?ts=5b6eef67 August HR Committee Report]
'''HR Report Discussion'''
* There are no updates from the August report.  A meeting will be set for later in September to discuss Administrative Committee Role.  Will look for an update from Chris and Geoff on the Volunteer Survey
* Reminder that this is Nancy's last year as HR VP.  If there's any interest in taking over this role, consider throwing name in hat.
'''HR Report Discussion''
*
*


=== Treasurer's Report - Ali ===
=== Treasurer's Report - Ali/Neil/Geoff ===
* [ Treasurer's Report August 2018]
* [ Treasurer's Report August 2018]
* [https://drive.google.com/open?id=0B13aeqM0VpVrNWRLUF9RQlJINXVGOG1PUHNZYWVBZnE3X21Z Budget Analysis]
* [https://drive.google.com/open?id=0B13aeqM0VpVrNWRLUF9RQlJINXVGOG1PUHNZYWVBZnE3X21Z Budget Analysis]
* [https://docs.google.com/spreadsheets/d/18t5739bl89LuHoJpCnTnafzsAxJOdhk9akfcbVJ21wQ/edit#gid=1289253326 Budget Analysis with July]
* At budget for end of July.  Could be because we didn't spend on renovations this year.  Better on bike sales, lower on donations.
* Large expenses going through in August, which could impact year-end negatively. 
'''Treasurer's Report Discussion'''
'''Treasurer's Report Discussion'''


=== Administrative Committee Report - Jonathan/Ali ===
=== Administrative Committee Report - Jonathan/Ali ===
* [https://docs.google.com/spreadsheets/u/1/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit?usp=gmail#gid=1732529024 Administrative Committee Workplam]
* [https://docs.google.com/spreadsheets/u/1/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit?usp=gmail#gid=1732529024 Administrative Committee Workplam]
* [ Administrative Committee August 2018 report]


=== Strategic Planning Committee Report ===
=== Strategic Planning Committee Report ===
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* [ July Meeting Notes]
* [ July Meeting Notes]
* [https://docs.google.com/spreadsheets/d/1FJhjwzm3MKe3lXdXpfoD50vXMZ1PWw35zIZHMBnzHFU/edit?pli=1#gid=289189497 Work Plan]
* [https://docs.google.com/spreadsheets/d/1FJhjwzm3MKe3lXdXpfoD50vXMZ1PWw35zIZHMBnzHFU/edit?pli=1#gid=289189497 Work Plan]
* Had sent Chris survey on non-revenue generating individuals.  Separate from other survey, and will be sent out through the newsletter, social media, etc.
* Blurb in intro of Google Form can be copied/pasted to newsletter as an intro.


== Current and Completed Business ==
== Current and Completed Business ==
=== Volunteer Survey update - Nancy (5 min) ===
* Talked with Chris and Geoff about getting survey out
* Survey should be sent out soon


=== End-of-term Evaluation - Jasmine (5 min)===
=== End-of-term Evaluation - Jasmine (5 min)===
* Keep an eye out for an end-of-term evaluation between now and August's meeting
* 7/7 who completed the survey indicated they would like to return
* Board members to complete the surveys by August 17
* Variety of responses about satisfaction, area of improvement
* Put together a summary report to outline everyone's personal reflection on their role on the board
* Likert scale might be more reasonable for questions on the evaluation (rather than Yes/No/Maybe)
* More open-ended responses could have allowed for a wider variety of responses, less groomed


=== Annual General Meeting Location - Jasmine (5 min)===
=== Annual General Meeting - Jasmine (20 min)===
* [https://docs.google.com/document/d/1jHGRgkIbnsnqo0CxiM7er0bwsSKo69FptLa2QeCUPvY/edit AGM Set-up Tasks]
* [https://docs.google.com/document/d/1jHGRgkIbnsnqo0CxiM7er0bwsSKo69FptLa2QeCUPvY/edit AGM Set-up Tasks]
* Booked DECL (Downtown Edmonton Community League) for Sunday, October 14.
* Update:  In process of reviewing the planning documents, and updating for upcoming year.
* Aim to have all deliverables for AGM finalized or delegated by next board meeting
* Reach out to Neil for financial statements
* To Do List:
** Draft budget by September's meeting
** Draft President's report by September 23
** Draft Treasurer's report by September 23
** Draft ED Annual report by September 23
** Jeremy pushing out application for board members
* Jasmine to go through document and identify areas where we need help
* Jasmine to go through document and identify areas where we need help
* Send out with October agenda for all board to review (Oct. 24)
== New Business ==
=== Approval of a business MasterCard for Bike Edmonton - Executive Committee Members (10 min) ===
*The executive committee discussed this in detail during our last meeting.
*Details of this are:
**1 card
**card limit $10,000
**limit per transaction is $500.00
**to be used for staff purchases
*Current Babac order is upwards of $5000.  The proposed $500 limit would not take all expenses Bike Edmonton staff have.
*Could get rid of transaction limit, maintain $10,000 total limit
*How does board feel about an Bike Edmonton credit card?  Makes sense.
*Getting cards with perks could then be funnelled back to the board.
*Risk: lost or misuse of the card
**Most credit cards have fraud protection
*Could have a the company name on the card and multiple staff use it
{{Motion
  |motion=To approve a business MasterCard with $10,000 limit (no transaction limit) for Bike Edmonton. Credit card shall be consistent with Bike Edmonton's financial management policy.
  |first=Jeremy
  |second=Mike S.
  |yes=7
  |no=0
  |abstain=0
  |result=
}}


=== Canada Bikes National Demonstration project - Molly (5 min) ===
*"Build it, they will come: Increase Cycling, Decrease Emissions". 
* We just received confirmation that we have the funding and will start this project shortly. The purpose of the project is to incentivize Edmontonians to choose to ride their bikes for trips they otherwise would have driven their car for.
* Project that Paths for People developed in conjunction with a national program to measure number of km cycled, instead of taking a car
* Many other cities have started this project, and we're a little behind.
* Want to get 250 participants on board, seeks help in pushing this out
* Good opportunity to expand borders, engage with other communities
* As participants bike more than they drive, there are incentives to reward them
* Data collection is unknown as of yet. Because it's an incentive program, research process is less rigorous.


== New Business ==
===Intern Project Proposal - Nancy (10 mins) ===
*I would like to propose that our intern takes on our OHS program development.  She will need a champion to work with her on the board.  Jasmine and I will remain as the contacts.
*[https://drive.google.com/drive/u/0/search?q=orientation OHS Plan]
*Project is a two-way conversation, so projects of interest to Cai will also bring forward her interests
*Other ideas: strategic planning committee, program evaluation
*Non-Profit Board Internship has 50-60 hours TOTAL (~20 hour project time)


=== BWN Renovations - Jeremy (5 min) ===
=== Bike Edmonton Launch Debrief - ALL BOARD (15 min) ===
* Not yet started; timelines on renovations uncertain
* Launch was the kick-off of fundraiser; Fundraising is entering a campaign mode, work in progress
* Is the door jam responsibility of BWN landlord?  Could use replacement.
* On Thursday night is Rock Jungle's cheap beer night; climbers come out in droves
* Electronic lock for BWN an option
* Areas of Success
* Rolling shutters could be effective but not a great street front.
** It was a lot of fun, engaging (making buttons), saw lots of donations
** Fun event to get together with fellow Bike Edmonton members
* Areas of Improvement
** Could have been some more people
** Wasn't huge in terms of fundraising, so far
* Could host an annual fundraiser
** A fundraiser may work better than a fall bike sale
** Fundraisers are a big risk due to upfront commitment/costs
** If we make something recurring, folks will get bored.  Better to have one-off, unique events.


=== Boyle Street EBC Community Membership - Jeremy (10 min) ===
=== BWN Renovations Schedule - Coreen (5 min) ===
* Jonathan met with Boyle Street Community, offered them a membership to their community members, some details of which include:
* Last two weeks in October works out best for renovators.
** Limited to BikeWorks North
* Chat with Molly to work Spoke around it.
** Up to 10 people selected by Boyle Street
* Will put out a call for volunteers to help out with various tasks.
** Shop fees would be $3/hour
** Members don't pay for shop hours and parts up front; we invoice Boyle Street those costs
* Approaching this as a pilot, and if successful, could approach other similar communities


=== Schedule a time to meet with your committees - ALL BOARD (10 min) ===
* This will be a standing agenda item during board meetings to encourage some momentum in committeess


=== In Camera: ===
=== In Camera: ===
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first=  
   |first= Geoff
   |second=
   |second=Nancy
   |yes=
   |yes=7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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{{Motion
{{Motion
   |motion=To go out of camera.
   |motion=To go out of camera.
   |first=  
   |first= Mark
   |second=
   |second= Jeremy
   |yes=
   |yes= 7
   |no=
   |no=0
   |abstain=
   |abstain=0
   |result=
   |result=
}}
}}
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== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at _____pm.
   |motion=To adjourn the meeting at 8:40pm.
   |first=
   |first=Geoff
   |second=  
   |second=Helen
   |yes=
   |yes=
   |no=
   |no=
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[[Category:minutes]]
[[Category:minutes]]
[[Category:2017-2018 Board minutes]]
[[Category:2017-2018 Board minutes]]
[[Category:2018-2019 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/4501...4581"