Board Minutes May 2009

Bike Kitchen Board Meeting, May 11, 2009

Present: Josh Adler, Raphael Ajl, Jesse Basbaum, Kearstin Dirschinger, Catherine Hartzell

1. Review / Revise Bylaws
   1. BoD should be open to everyone
      1. How do we add people get added to the board?
      2. Curation of appointment
      3. BK Staff vote as members of the Board
      4. BoD votes internally, but more open nomination process
   2. Wider base to draw from for the future
      1. Voting process needs to be anonymous
      2. "Insider Network" problematic
   3. (JB) Here are the skills that we need, and you have to be able to fulfill the qualifications
      1. Nominated
      2. Voted on by staff
   4. (JB) is going to review and digest the bylaws
2. Elections / Appointments
   1. RA resigns from the board
   2. KD Nominates JB for Secretary
      1. All in favor
      2. Statement of information needs to be filed - (RA) will send file to JB
   3. Kearstin and Josh switches roles - KD becomes president, JA is now a Director
   4. Designate A group and B group
      1. A group - KD, JA, AL, CH
      2. B group - JB
   5. Have election - how many chairs - at the next meeting. If CH leaves, there will be 2 chairs to fill
   6. Announcement in May for open chairs @ Mechanic's meeting and Announcement on the interweb (RA)
   7. July - close nominations
3. Clarify role of BoD / discuss open meeting policy
   1. Involving membership?
   2. How do we clearly explain the role of the Bod, how to get on it, what we do
   3. Function: long range health of the organization, X this many seats, finance, administrative and legal requirements, validating program direction, evaluating direction of BK w/r/t the mission statement of the BK
   4. NEED: define qualifications needed for BoD
      1. Alternative perspective
      2. Getting more people from outside the organization to be on the BoD
      3. Connections / knowledge / resources
      4. Fundraising
      5. PR / relations
         1. Community partnerships / media relations
      6. Connection and familiarity with the shop
      7. Folks not politically vested in the programmatic agenda of the BK - evaluation of benefits?
         1. Collective does something that the BoD deems unhealthy to the life of the BK
         2. BoD regulates? BoD has veto power? Antagonistic? proactivity needed
         3. Facilitate at meetings, not a paternalistic relationship
      8. Any new programs that require the use of funds / employment
      9. Productive contributor to organizational development (concept) - distill
      10. New Community Relations Cluster Coordinator?
      11. Open Board meeting
          1. Important to open up the meeting to collective - announcement and transparent structure
          2. BoD has the ability to open up meeting for some discussion / comment - each point gets opened up for this (BoD section of handbook)
4. Review annual report
   1. Fiscal year 08 - End of November
   2. Ideas for increasing revenue?
      1. Increase classes
      2. Continue fund raising
      3. Investment - get a CD
         1. AL is going to invest - look up and make a proposal
   3. NB: Volunteer Cluster Coordinator - number crunching for membership numbers
      1. Retention / renewal rate of members
      2. Automatic renewal notices / Vertical Response should happen every month to expired members
   4. Merchandise
      1. Important - a good way to move product, track $ that comes in
      2. KD commits to respond to AL's points
   5. Monthly reports
      1. Lack - what is happening?
      2. It really is a necessity that we have a monthly statement
   6. New depositor
      1. (AL) Needs to be reassigned ASAP
      2. (JA) count out and safe drop at the end of the night
         1. Procedure needs to be made for this
5. Confirm new cluster coordinators
   1. Volunteer coordinator
      1. Greeter training / having greeters
      2. Formal nomination and appointment at the next mechanic's meeting
      3. (JA) emails description to Lauren
   2. Operations
      1. Signage
6. Review regular meeting schedule
   1. Currently (in Bylaws) first Tuesday of January, April, July and October at 9:30pm
   2. Amend bylaws:
      1. (JB)
      2. Create a schedule now, next time vote to amend
   3. Next meeting:
      1. September 14, 2009 @ 7:00 (Monday)
7. Adding people to bank account (AL)
   1. Operations Facilities Coordinator goes onto bank account
      1. Currently Ilana Goldbarg
   2. Orderer gets a card
      1. Currently Steven Pav
   3. JB gets a card
   4. Drops:
      1. CH, RA
   5. BK gets a credit card
      1. This is safer, cushion for the BK
      2. (AL) research credit card