These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for July 2023
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet
- Start Time: July 10, 2023 7pm
Please RSVP to board@bikeedmonton.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: Kelly
- Minute-taker: Stephen
- Board attendance: John, Michelle, Andi, Marcel, Ceileigh, Matt, Charlotte
- Staff attendance: Greg, Coreen, Alex, Vaughan
- Regrets:
- Absent:
- Guests:
Call to Order
- Meeting called to order at 7:04 PM
Logistics for Next Meeting
- Date: August 14, 2023, TBD: Picnic site booked 4-8pm
- Location: Victoria Park Site 2 (booked and paid for, has firepit, cover, tables)
- Chair: Kelly Granigan
- Minute-taker:
Discussion of agenda (5 min)
Consent Agenda (5 min)
President's Report
Board Evaluation Survey
Reports to be reviewed, not in the consent agenda
Executive Director's Report (10 min)
Treasurer's Report
H.R. Committee Report
Governance Committee Report
- Completed Social Meeting Policy review/update
- Completed BikeWorks/EBC naming updates to Bike Edmonton
- Beginning stages of working with HR committee to implement policies, starting with e-transfer policy
- Beginning work on document naming conventions for documents (eg. working/published documents)
South Shop Ad-hoc Working Group
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this July agenda, the June 2023 minutes, and reports as presented
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| Moved:
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Matt
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| Seconded:
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Michelle
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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New Business
South Shop Lease Renewal (20 min)
- Chris Chan's analysis on closing South Shop
- see also south shop committee report above
- note: decision today is about lease renewal only. Moving vs closing decision will be made at later date, and there are subsidized opportunities to move the shop to.
- Maintaining two commercial spaces is a significant burden for a non-profit
- There's significant value in the history and establishment in the current location
- Propose $3500/month, 3 months fixturing, 3 months operating only, 6 months full rent
Current & Completed Business
Updates on Action Items From Previous Meeting, Reminders (5 min)
- Everyone log your volunteer hours for the past month.
- Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
- Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
- Reminder of our Code of Conduct
- Reminder of conflict of interest policy
Board and Committee Evaluations discussion (20 min)
- to discuss results and action items only, board to review results in advance
- Action items discussed at Executive Committee: consider in person meetings, staff appreciation event/other forms of appreciation
Audit (10 mins)
In Person Strategy Meeting (15 min)
- Victoria Park Site 2, August 14
- site booked 4-8pm (time slot available), what time would we like to meet? Meet at 5:30pm
- potluck - food requirements? no avocado
- 4 step strategy process explainer video and guiding questions (written for a food bank, we will rewrite for Bike Edmonton)
In Camera Session
MOTION
| To move into in camera session with Dr. Greg Glatz as guest
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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MOTION
| To move out of in camera session
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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