Board Minutes October 2013

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These minutes were approved at the December 2013 board meeting.

EBC Board Meeting Minutes for October 2013

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

  • Location: BikeWorks North, 9305 111 avenue
  • Start Time: 6:30pm

Please RSVP to [[email protected]] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Sarah
  • Minute-taker: Justin
  • Food by: Neil
  • Board attendance: Bernadette, Caylie, Sarah, Neil, Justin, Meghan, Anna, Jason, Chris Corrigan (6:49)
  • Staff attendance: Coreen, Chris Chan
  • Regrets: Leila, Kristen
  • Absent: Paul
  • Guests: Steve Andersen

Call to Order

  • Meeting called to order by Sarah at 6:37 pm.

Welcome to New Board Members! (15 min)

  • Welcome and intros
  • Review of how board meetings are run: formal roles (Chair, secretary, etc), agenda topics, how to participate in discussion (speakers list, hand signals, etc), how to participate in decision-making (motion and voting procedure, etc), how to take on action items between meetings (tasks, committees, etc)

Approval of Agenda

  • Motion: To approve agenda. Motioned by Caylie. Seconded by Jason. Motion Carried.

Approval of Last Month's Minutes

  • Motion: To approve September 2013 minutes. Motioned by Meghan. Seconded by Bernadette. Motion Carried.

Logistics for Next Meeting

  • Date: Wednesday Nov 13, 2013
  • Location: U of A (room TBA by Justin)
  • Chair: Caylie
  • Minute-taker: Justin
  • Food by: Jason

Reports

President's Report (5 min)

President's October 2013 Report

  • Discussion notes:
    • No discussion needed.

Motion: To approve the October 2013 President's report as presented. Motioned by Caylie. Seconded by Bernadette. Motion Carried.

Treasurer's Report (10 min)

  • Treasurer's Report
  • Discussion notes:
    • Neil: more revenue, same costs as last year. Will send a complete report when the report is finished.
  • Action Items: Neil will complete the report and submit to the board.

Executive Director's Report (10 min)

Executive Director's Oct 2013 Report

  • Discussion notes:
    • Bernadette: Chris, could you clarify what your 18hrs for the ABBCC was for? That seems like a lot. Chris Chan: Let me get back to you on that. Anna: In funding we have SCiP placements who will procure sources of funding for us. Around funding/sponsorship, there is a lack of policy around what kind of funding and sponsorship we accept and pursue. If this is going to be a coordinator position, maybe the board should develop policy so there is direction around where to look for funding. What is the timeline? Chris Chan: This is dependent on me largely. We can direct the coordinator on what places to pursue funding. Bernadette, I will have to get back to you on the ABBCC hours. Possibly made a mistake. Sarah: Is there anything you would like to bring to our attention? Chris Chan: I don't know what we're doing on the 25th. Sarah: That is on the agenda. Chris Chan: The CIOG grant has been submitted.

Motion: To approve the October 2013 ED report as presented. Motioned by Anna. Seconded by Bernadette. Motion Carried.

BikeWorks Report (10 min)

BikeWorks Manager Oct 2013 Report

  • Discussion notes:
    • Coreen: Most of the report was on the building search. Don't know what we're doing on the 25th but lots of people are volunteering to be involved. Not sure what we're going to do with W&TO day. I would opt for suspending it. Less bikes are sold due to the weather. Chris Chan: You would prefer to suspend it instead of moving it to BWN? Coreen: I think there would be a lot more issues coming up if we have it there. The number of people who utilize it during the winter is extremely low. I am open to suggestions. Sarah: What about a special event once a month or two months? Coreen: I thought about that, or offering more classes. Meghan: What about reserving two stands? Agreement that space is not the issue in the Winter. Chris Corrigan: When is Videodrome space available? Coreen: They closed at end of Oct. not sure but would likely be just after that. The lease is $2650-2900/month, we could get our property taxes waived. Neil: Our class of non-profit only qualifies if the owner of the building is a non-profit. Coreen: So operating is 1000/month. Good visibility. We wouldn't likely have outdoor storage. There is space for bike parking outside. There are two parking spaces out back that could be used for recycling. Sarah: Chris' report says he wants to hold on to BWS until the end of Nov. Chris Chan: We haven't cleaned it out as much as we'd want. Neil: The board should vote on this because our budget says we're not paying rent after Oct 31. Coreen: Clearing is going slow. Caylie: Is there a way to strongly suggest to people to go down on certain days to help out. Sarah: It is definitely more motivating when there's a large group. Can we propose a day in the next few weeks to get people down there? Neil: What date are we closing? Chris Chan: We're planning to still sell bikes, no repairs. Neil: We'll need to empty the yard before it snows and freezes. That time is coming up quickly. Bernadette: What is the plan for all the frames and bikes in the yard? Coreen: We will store the ones worth storing. Tuned and easily-tuned bikes are worth storing. Steve: Will we need a bin when we clean out the yard? Coreen: Thinking of renting a Uhaul. Sarah: So we will keep the closing date end of October, exit date from the space the end of November. Caylie: Is there a way to get a timeline of what can be done in what order, so a cleaning party can know where we are at in moving out of the space. We could all commit to putting in 8 hours between now and the end of Novemeber to help out with the move process. Coreen: I could make up something like that. I've already been trying to communicate with volunteers priorities for cleaning and other activities. Sarah: I would be happy to go Sunday. Coreen: That day will be the last W&TO day. Neil: Can't cancel W&TO day at this short of notice. Coreen: We could also start early on Saturday. Other spaces we have looked at the Churchill space - affordable mortgage but condo fees are quite large. Space on 99st - quite good on most accounts. Is it far enough out that it will be a problem for volunteers and patrons? Industrial, lots of trucks. We would probably have to have all recycling and donations inside. It is notable because it's close and flexible and affordable. Will have to move quickly for the Videodrome space, the 99th street space will not likely go fast. Sarah: For location and safety, Videodrome will be the best, 99th st will be a backup. Anna: 99th st would be good for a purchase. Right next to Ritchie which is a great community. Discussion of the general merits of the 99th st location. Neil: I'm not sure that buying vs leasing is significant. A good location at a price we can afford is more important. Buying a place that stretches our budget is risky. We won't have much in the way of cash to fall back on. If we lease a place that is more than what we bring in every year, we have a substantial cushion to fall back on to build the business back up to a sustainable level. Videodrome space floorplan discussion. Sarah: What are our actions moving forward? Chris Chan: If couldn't get a metal storage, maybe we could have some other kind. I'm not in favour of 99th st space. too sparse, too far from major areas. The Videodrome space could work. Anna: Can we empower the staff to make an offer on the Videodrome space? Chris Chan: I would like to look through the listings with the new 800K mortgage price point to see what is out there. Bernadette: Neil is the $3600 cost higher than $2500 we budgeted for. Neil: That didn't include utilities and the $3600 does. It would be manageable. Caylie: I want a timeline for looking at a place and setting an offer. Chris Chan: Coreen and I can split the work. What do you think Coreen? Sarah: What about a date to make the offer by? Meghan: Can you make an offer by Friday? Coreen: Can we make an offer and still look at other spaces?

Motion: To suggest the staff put forward an offer on the Videodrome space by Friday, while looking into spaces to buy. Motioned by Anna. Seconded by Sarah. Motion Carried.

Motion: To approve the October 2013 BikeWorks report as presented. Motioned by Caylie. Seconded by Meghan. Motion Carried.

BWS Location Committee Report (10 min)

[Committee Report]

  • Chris Chan, Coreen, Caylie, Sarah, Anna to report on locations that have been explored this past month.
  • Discussion notes:
    • Discussed above

Staff Review Committee Report (5 min)

[Committee Report October 2013]

  • Leila, Sarah to report on Staff Review updates
  • Discussion notes:
    • Most did not get a chance to read it. Sarah: Leila and I met and went through some of the policy and what the previous HR committee undertook. We started taking minutes. We will be continuing policy development for HR policy. Currently looking to outside sources. The current staff review has not been completed, due to board turnover, and the speed at which the review happened. Will be trying to get enough policy in place to complete Coreen's year review by the end of December. We will have a meeting before the 10th of November. Recruiting new members for the standing HR Committee. Not in line to complete our smart goal for HR policy. Next steps are to have the meeting and meet monthly and establish Terms of Reference. Will meet with staff to complete reviews and make appropriate corrections. Anna volunteers to be a part of the committee. Any questions?

Motion: To have all reports submitted, at minimum, 48 hours before a board meeting. Motioned by Sarah. Seconded by Caylie. Motion Carried.

Motion: To approve the October 2013 Staff Review Committee report as presented. Motioned by Bernadette. Seconded by Justin. Motion Carried.

ABBCC Report (5 min)

[ABBCC Report October 2013]

  • Discussion notes:
    • Sarah: The conference was awesome, lots of support. Very balanced budget. Chris Corrigan attended, Chris Chan attended as a keynote. The conference will occur next year.

Motion: To approve the October 2013 ABBCC report as presented. Motioned by Meghan. Seconded by Caylie. Motion Carried.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone log your board volunteer hours for the past month.
  • Justin will book Nov - Feb rooms at U of A for board meetings.
  • Anna will send Meghan an email to offer board position (appointment). COMPLETED.
  • Leila, Sarah, Caylie to follow up with Chris on Staff Review for next steps
  • Sarah schedule meeting with Anna, Chris Corrigan, Caylie after AGM to review Charitable Status draft submission.
  • Unassigned will draft a bylaw revision for the board election membership issue for 2014 AGM.
  • Chris Chan and Coreen will draft a detailed plan for hiring bike builders and present to the board for approval.

Bookkeepper Job Posting (5 min)

  • Bookkeeper posting was finalized. Deadline for submissions is November 1st.
  • Need to determine the committee and process for reviewing applications and hiring. What is our timeline?
  • Discussion notes:
    • Sarah: Who will do hiring? Will Neil help us? Neil: I will be applying, can't offer support. The process is not a hiring in the same sense as staff.

BikeWorks South Location (15 min)

  • Review of the schedule for closing current location?
  • Review of plan for Oct 25 party
  • Review of next steps for South location...
  • Discussion notes:
    • Sarah: Would anyone like to speak to the party plan? Caylie: Past making sure there are beverages and music, I can't plan anything else. Sarah: Since there is a week, press release should go out. Chris Chan: If you don't have a media hook there's no point in having a press release, because no one will care. If we're just having a party, it's not going to get anything. Bernadette: Who is the party for? Staff and volunteers or the public? Chris Chan: For the public. If you make something ridiculous for a hook it will be exciting. We always want money. Discussion about auction.
    • Things to auction off for the party
      • Anna: bike shining/wash
      • Meghan: tune-up
      • Jason: riding skills + bike tour
      • Chris Chan: mechanics (x2)
      • Sarah: Bike date
      • Rent out tandem for week
      • Shop time
      • Bernadette: bike cleaning
      • Keith McIsaac and Robert Clinton volunteered to do acoustic music.
    • There is a suggestion to postpone it due to the lengthening of the shop stay. Coreen: Suggestion to keep the date as-is. General agreement. Sarah: Coreen and I will plan the rest of this together. Bernadette: Are we going to contact the general membership to solicit other donations of time? I will do that.

AGM Evaluation (10 min)

  • What went well? What could improve?
  • Recommendations for 2014 AGM?
  • Review Annual Report 2013 (TBC by Chris Chan)
  • Discussion notes:
    • Review of Annual Report tabled
    • The AGM went smoothly considering the amount of stuff we forgot. Attendance was down. This was likely due to it being held on the North side. AGM packages were useful.
    • Things to pack: extension cord, coffee/supplies, something to project onto, clipboards, multiple computers, qr codes, paper/pen all for sign in, plates/napkins.
    • Set-up could have gone more smoothly. Tasks were not delegated to specific people. We could have been more cohesive in our execution of work. Getting people through the door was difficult. Renewing memberships online slowed everything down. On paper might have been quicker.

Is it possible to set up a QR code for people to scan? It could just be better with more computers/actual computers, not ipads. Pens and paper would be the easiest way to scale up the operation. Look at a way to have the sign-in table outside the meeting space. Maybe we should have the AGM on the North side every 3rd year. Need a collated AGM package. We also need to work on the annual report earlier.

    • Send further recommendations to Anna by email
  • Action Items: Bernadette will followup with Kristen regarding the deposit on the space.

Board Retreat Committee and Agenda (10 min)

  • Rooms have been booked at the U of A. Determine exact time and food plan:
    • Saturday Nov 2: Kiva Room booked 9am to 6pm. Time for retreat = ?
    • Sunday Nov 3: Education South 262 booked 9am to 6pm. Time for retreat = ?
    • Food: potluck one day, catered next day? ($200 budget for entire retreat)
  • Anna: Who would like to organize the Board Retreat/Orientation?
  • Anna: The January 2013 Retreat/Orientation had various sessions presented by a group of 2-3 board members. Similar process? Similar topics? Anything else to add to agenda?
  • Discussion notes:
    • Food budget - have leftover money from the AGM. Sarah: What is the time frame? Anna: 12-430 Saturday, 9-430 Sunday. Neil: Is it intended as training for next year's board? In the past both boards are invited but content is less useful for outgoing board. Sarah: Suggest Saturday 10-5 training for new board members, and Sunday 10-5 invite previous board members to share experience. Meghan: I won't be there, so will miss the new board orientation material. Anna: There is value in having outgoing board members attend regardless is having input. Justin: Maybe we should just schedule things we want Neil specifically for on a certain day. Sarah: Build off of last year's retreat. Caylie: Want to focus on building relationships during the retreat. Anna: I have the agenda printed out from last retreat. If there is anything that people want to build on or add to that. Caylie: I would like to keep the time frame open in case we need more time for all the things we need to talk about.
  • Action Items: Caylie and Jason will join Sarah and Anna in planning and preparation for the retreat.

Board Development Workshop (5 min)

  • The Alberta Government's Board Development Program is a unique service that provides assistance to not-for-profit boards in the area of governance through workshops, consultations, and resource materials. culture.alberta.ca/bdp/
  • Anna: To book the workshop, they require: "Guarantee that 75% of your board members are available and have committed to the above date" (i.e. 9 members of EBC). Workshops are ten hours and are scheduled for Friday evening (7 – 10 pm) and all day Saturday (9 am – 4 pm). Are we able to commit to Fri Jan 10 and Sat Jan 11? Or Fri Jan 17 and Sat Jan 18?
  • Discussion notes:
    • Difficulty confirming. Change to Jan 31/Feb 1st as tentative date.

New Business

EBC-board-elect email group (5 min)

  • Anna (via email): I personally feel that the new board members should just be added to the "ebc-board" group now and also be able to join our in camera discussions at the meetings. The separate, temporary "ebc-board-elect" group is often forgotten in replies when we send around emails and I think there is a need for transparency in all board matters from the very beginning, not just starting in December when the new board members officially take their positions. I currently have all new board members (Caylie, Jason, Kristen, Meghan, Steve, Douglas) on the "ebc-board" group so if we decide that this is not desired, please let me know asap so I can change the group settings.
  • Check in with new board members if they are receiving group emails and can access Google Drive docs.
  • Chris: I agree, as long as the board and board-elect are aware of the potential (fairly minor) legal implications. Board-elect aren't legally on the board, and therefore don't have quite the same expectations/requirements re: confidentiality, liability, or, accordingly, D&O coverage until they become actual board members. This doesn't mean that they have carte blanche without personal legal ramifications, either, though, so it's not a huge concern or risk to the organization. The benefits (actually making the board transition period meaningful and useful) likely outweigh any risks (especially since once they become full board members, they have access to in camera minutes anyway).
    • We should record in camera minutes.
  • Discussion notes:
    • Continue with them accessing regular ebc-board list.

BikeWorks Manager contract (10 min)

  • Current contract expired Sept 2013. Need to offer a contract for 2013-2014 a.s.a.p.
  • Include sick pay similar to ED's contract?
  • Chris: Oops. I missed this. Let's discuss in camera.
  • Discussion notes:
    • Tabled for in camera.

Member/Community Survey (5 min)

  • Anna (via email): I'd like to put together a survey for community input on EBC's 2014 direction to help inform our discussions at our Board Retreat in Nov. This could be sent in the Oct newsletter. I've drafted a few questions... please edit/comment as you see fit. Unless anyone has objections, I'll send a final survey to Chris for the next Member Newsletter.
  • Chris: Before we send this out, I think we should probably have a clear written idea stating what we actually want to find out and why, and what we plan to do with the information we receive. Without that, we're just making up interesting questions, when what we really want should be information that will help us make specific decisions. We may not necessarily know yet what those specific choices are going to be, but if we start off with a sample set of decisions that we currently have or suspect we will likely face, I think we can focus our survey questions a bit better. Especially wasteful is getting a bunch of feedback and not knowing what to do with it, or simply ignoring it.
    • e.g. If all respondents unanimously say they want a downtown location, will we forego a southside location even if the search committee thinks it's the best choice?
    • How many respondents do we need to consider the results meaningful?
    • etc.
    • We can't necessarily answer these questions absolutely and completely now, but they should be considerations in determining what questions the survey includes. If we know that a particular question will never give us useful (or even interesting) answers, then we should change it or drop it.
  • Discussion notes:
    • Tabled for next meeting.

Annual Report (5 min)

Orphan Policies (5 min)

In Camera Session (15 min)

  • Motion: To go in camera. Motioned by Sarah. Seconded by Bernadette. Motion Carried.
  • Please list how long you believe your topic will take to discuss:
    • Sarah will present one topic (10 min)
    • BikeWorks Manager 2013-2014 contract (10 min)

Adjournment

  • Motion: To adjourn the meeting. Motioned by Neil. Seconded by Meghan. Motion Carried.