Board Minutes March 2023

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for March 2023

Board meetings are open to Bike Edmonton members and the public.

• Location: Google Meet
• Start Time: March 13, 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 Granigan
• Minute-taker: Jason Wang
• Board attendance: Alexandra Stout, Andi Eng, Ceileigh Cunningham, Charlotte Thomasson, Jason Wang, John Fuller, Kelly Granigan, Marcel Huculak, Matthew Hoyt, Maxine Mure, Michelle Bourdon
• Staff attendance: Greg Glatz
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7:04 PM

Logistics for Next Meeting

• Date: April 17, 2023, 7pm (April 10 is Easter Monday)
• Location: Google Meet
• Chair:
• Minute-taker:

Consent Agenda (5 min)

President's Report

• President's report

Treasurer's Report

• Treasurer's report

H.R. Committee Report

• did not meet, nothing to report

Reports to be reviewed, not in the consent agenda

Treasurer's Report – Continuation (5 min)

• Comparative Statement until end of January 2023 was not attached earlier and so reviewed with the entire board.
  • Note: part of the larger donation recorded in January 2023 includes the donation that will be used to pay for the audit fees upon the audit's completion.
• For clarification:
  • The $60,000 loan from the Federal government is due at the end of December 2023. If $40,000 is paid by then, the remaining $20,000 should be cancelled (i.e., written off or forgiven) by the government. Note: This deadline is within the next board term's cycle.
  • The deferred Casino revenue listed under non-current liabilities is an accounting practice to keep track of casino money received and accrued over 24 months. These casino funds are used to pay the rent for the shops. The casino funds have now been fully used up. As such, the deferred casino revenue could be reduced to $nil ($0) and be removed as a liability off of the balance sheet. Therefore, with the ~$73k of current assets, means that at the moment, if the $40k federal loan needed to be paid off, there would still be $33k in current assets.

Governance Committee Report (5 min)

• The Committee is proposing a motion that will be tabled after the Consent Agenda portion.

Executive Director's Report (5 min)

• Executive Director's report
• Greg (ED) is seeking feedback on the usefulness of these reports as they are incredibly time-intensive.
  • Board feedback is generally that the level detail is great, but can be reduced.
• Some highlights:
  • The newsletter is receiving around a 40% open rate, which is good. Many of our subscribers are listed as in the United States. Greg will discuss with Chris Chan.
  • Many community partners have asked for collaboration this summer at events, but need more volunteer or paid mechanics to properly staff these.
  • Chris Chan has completed an extensive guide and technical reference for CiviCRM. Thank you to Chris.
  • Budget will be presented to the membership.

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this March agenda, the February 2023 minutes, and reports as presented
Moved:	Ceileigh Cunningham
Seconded:	Michelle Bourdon

Aye	No	Abstain
Passed Unanimously

MOTION

To give Governance Committee members the ability to update the following naming conventions in every listed policy on Bike Edmonton’s wiki: “EBC” and “BikeWorks” → Bike Edmonton, or other appropriate language “Project coordinator” → Executive Director or Executive Director's delegate
Moved:	Ceileigh Cunningham
Seconded:	Andi Eng

Aye	No	Abstain
Passed Unanimously

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

COMPLETED

• Notice of Special General Meeting provided in newsletter on February 28. Need to send out specifics of how to attend and the budget to review in advance still.
• ECVO (Edmonton Chamber of Voluntary Organizations) membership has lapsed. Executive committee voted to renew membership at a cost of $125, on Greg's credit card, under Greg's name

Special General Meeting (10 min)

• Date: March 22, 7 PM
  • Details on how to attend: Fill out google form to RSVP. In form, people are asked to check their membership status, but Kelly will double check prior to meeting. Greg will post this by end of day March 8.
  • Online voting as per Chris Chan's suggested method for board vacancy. Show of hands for budget.
  • There are no current board nominations – please encourage people to apply
  • Need more board volunteers
  • Volunteer Duties:
    • monitor board@bikeedmonton.ca for tech help requests with google meets. Check membership status in advance from RSVP form responses.
    • someone to provide tech help if requested
    • monitor for board nominations, check membership status, and add to online voting slate
    • during nominations from the floor during the event, add any nominations from the floor to online voting slate
    • send out online voting link(s) during meeting
    • someone to take minutes
    • voting on budget by show of hands, no need to be secret. Person taking minutes can count votes, but may appreciate help
      • Andi will help with Election Runner
      • Jason and Ceileigh will coordinate on minutes and vote reporting/counting
      • Ceileigh will help with checking memberships

New Business

Bike Edmonton Building is for sale (15 min)

• Discussion:
  • don't panic, do make a back up plan
  • Looking for a board member to start casual search for storage space, commercial space, commercial realtor contact
  • no hurry, likely no need to actually do anything until October/November, when lease comes up
    • Charlotte will start casual search

First Aid Training for Staff (15 min)

• Discussion:
  • Training has lapsed for everyone
  • Likely need at least shop managers, executive director, and some key volunteers to have current first aid
    • Michelle has a contact and Alexandra/Greg were given a business card recently.
    • It costs roughly $145/person for certification.
    • It would be useful to train staff and regular volunteer – and important from Occupational Health and Safety and liability points of views.
    • This spending is within the capacity of our current financial and cash flow contexts.
    • We can implement the training in phases to reduce costs.
    • It may be good to include first aid training within job descriptions, which would hold us to paying for keeping their training up to date.
    • Paying for volunteers' training could be a small gesture of thanks for their time.

MOTION

To approve first aid training at a maximum cost of $1,550 for a maximum of ten (10) people, including Greg Glatz (ED), three managers, and six regular volunteers to be identified by the staff. Board members can opt to attend if they pay for themselves.
Moved:	Alexandra Stout
Seconded:	Maxime Myre

Aye	No	Abstain
Passed Unanimously.

Donor Thank Yous and Fulfilling Mural Obligations (15 min)

• Discussion:
  • We've received a number of donations after each newsletter (yay!)
  • Greg has been sending thank yous and offering to meet with each donor
  • Greg also suggested a donor thank you page on our website, and/or donors listed in the newsletter (with donor permission)
  • In addition, we have outstanding obligations RE: the mural at the north shop. We committed to corporate donors that we would put their name as a sponsor on our website. Also, no (or few?) names have actually been placed on the mural in the shop
  • Propose: Donor page on website, develop a policy at Governance committee for when a name goes up (website and mural both), consent from donor to post their name, what info to post (how much was donated? tiers? Anonymous donations?), when a name comes down (time limit? corporate scandal?)
  • does anyone have a Cricut device? Know someone with a Cricut? to post names on the mural, at least volunteers who want their names up, and corporate mural donors
    • Andi can source one and there is also one at the Stanley Milner library.
    • Kelly likes the website because it is visible and donations incentivize other donations
    • Governance Committee will return to the Board with a draft donor recognition policy for consideration in two (2) months

Vélo Canada Bikes Membership Renewal (10 min)

• Discussion:
  • Membership expires March 18
  • They host a check in with orgs like ours across Canada and I've attended this event. Great chance to share info and ideas and find out how things are going in other cities in Canada. They do decent representation work at the national level as well.
  • Costs $150/yr
    • This seems like a good networking and learning opportunity for Greg and BE.

MOTION

To approve Vélo Canada Bikes Membership Renewal at a cost of $150/yr
Moved:	Maxime Myre
Seconded:	Michelle Bourdon

Aye	No	Abstain
Passed unanimously

In Camera Session

• None

Adjournment

MOTION

To adjourn the meeting at pm.
Moved:	Charlotte Thomasson
Seconded:	Ceileigh Cunningham

Aye	No	Abstain
Passed unanimously