Board Minutes September 2020: Difference between revisions
Board Minutes September 2020 (view source)
Revision as of 02:51, 15 September 2020
, 15 September 2020→Adjournment
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* '''Minute-taker:''' Jasmine | * '''Minute-taker:''' Jasmine | ||
* '''Food by:''' Mike S. | * '''Food by:''' Mike S. | ||
* '''Board attendance:''' Rachel, Matt, Sarah | * '''Board attendance:''' Rachel, Matt, Sarah, Husam | ||
* '''Staff attendance:''' Chris C. | * '''Staff attendance:''' Chris C. | ||
* '''Regrets:''' | * '''Regrets:''' | ||
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=== Program Review Committee - Annya/Matt/Rachel/Sarah/Husam === | === Program Review Committee - Annya/Matt/Rachel/Sarah/Husam === | ||
* Will potentially have 2 new Non-Profit Board Interns for the coming year | * Will potentially have 2 new Non-Profit Board Interns for the coming year. Annya and Sarah will work together to supervise these interns. | ||
=== Exec Committee - Jeremy === | === Exec Committee - Jeremy === | ||
* | * Have been evaluating financial situation - this will go into budget discussion. | ||
* Has been working on board succession, and optimistic that we'll be able to fill vacancies. | |||
== Current and Completed Business == | == Current and Completed Business == | ||
=== Operational Updates - Chris/Molly (15 min) === | === Operational Updates - Chris/Molly (15 min) === | ||
* | * Shops are still operating with appointments filling up as they're opened. | ||
* South shop is quite full with bikes to sell as a bike builder catches up on time off. | |||
* Molly & Chris have been working on bike tour (Sept 19, 10:30am-1pm) of the history of Edmonton during Bike Edmonton's time in it. Tour will visit locations of past shops, other interesting infrastructure, and will end at new downtown shop with food truck sponsored by Sustainable Food Edmonton. | |||
* Updates made to website, work with bookkeeper to finalize year-end financials. Still waiting on July-August financials. | |||
=== Board Volunteer Hour Tracking - Annya (10 min) === | === Board Volunteer Hour Tracking - Annya (10 min) === | ||
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=== Financials - Chris C (10 min) === | === Financials - Chris C (10 min) === | ||
* | * Budget is set up to show budget vs. average from past 3 years | ||
* Revenues | |||
** Bike sales is projected to do better than anticipated, due to output of bike builders. Increased bike building hours by 28 hours/month, and aim to increase in winter to sell next summer. | |||
** Casino revenue has dropped to zero, and anticipate at least a 6-month delay in our slot. A lot of uncertainty on how the reopening of casinos is being handled. | |||
** Had been regularly receiving community grants, though might be impacted by City of Edmonton budget cuts; may not receive full amount. | |||
** Hoping to increase donations next year | |||
** Not expecting much from private grants | |||
** Rentals of tandem bike & bike racks are off the table, as this is typically tied to events. | |||
** Shop fees are going up due to appointment bookings, and full-service rather than DIY repairs | |||
** Used parts sales will go down due to lack of DIY bike repairs | |||
** Expecting to pay more for new parts because it's easier to sell new parts online | |||
** Received significant funds in wage subsidy this year, which has helped the financial situation. | |||
* Expenses | |||
** Hefty accounting costs this year, but hoping this will stabilize over time | |||
** Increase in payroll costs, in line with having additional staff | |||
** Rent is up with new downtown location | |||
* Scenarios at the right side of the budget can show how various scenarios/changes could impact the budget. | |||
* Budget needs to be reviewed and approved for presentation at the AGM (at the latest); approval will be September 21st over email. | |||
'''* Financials to be included as a standing agenda item for upcoming board meetings.''' | '''* Financials to be included as a standing agenda item for upcoming board meetings.''' | ||
=== 2020 AGM Planning and Committee - All (10 min) === | === 2020 AGM Planning and Committee - All (10 min) === | ||
* Adhoc Subcommittee members established: Matt, | * Adhoc Subcommittee members established: Matt, An.nya, Mike, Jeremy, Jasmine, Chris, Molly | ||
* [https://docs.google.com/document/d/189oSvFK_asEHlTUyFezPL6JUA3AKco4IW0cdvCRsmNk/edit AGM Task List] | |||
* Jasmine to send out both agendas (public and board) to Annnya and exec | |||
* Bylaw amendment - has been circulated to membership | |||
* All reports will be circulated to the board once they're submitted | |||
* So far, no members have requested to the live stream, which will save some technical hassle. | |||
* Will be presenting on paper instead of projecting onto a screen. | |||
* Volunteer awards will be done at a different time; non-essential elements are being removed from the AGM. | |||
* Deadline to "close" board nominations is last minute before ballots are printed. | |||
* Should provide hand sanitizer, disposable masks, COVID protections | |||
* Set up and take down should be less vigorous than past years because of lack of hospitality. | |||
* Board members are expected to meet onsite to set up at noon. | |||
=== Schedule a time to meet with your committees - ALL BOARD (10 min) === | === Schedule a time to meet with your committees - ALL BOARD (10 min) === | ||
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{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in camera | ||
|first= | |first= Matt | ||
|second= | |second= Sarah | ||
|yes= | |yes=6 | ||
|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= Sarah | ||
|second= | |second= Jasmine | ||
|yes= | |yes= 6 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To adjourn the meeting. | |motion=To adjourn the meeting. | ||
|first= | |first= Mike S. | ||
|second= | |second= | ||
|yes= | |yes= | ||