These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for October 2023
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet
- Start Time: October 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 Granigan
- Minute-taker: Stephen Paskaluk
- Board attendance: Andi, Ceileigh, Charlotte, John, Kelly, Marcel, Matt, Maxine, Stephen
- Staff attendance: Greg Glatz
- Regrets: Alexandra, Michelle
- Absent:
- Guests: Nazz Baksh
Call to Order
- Meeting called to order at 7:04 PM
Logistics for Next Meeting
- Date: November 13, 2023, 7pm
- Location: Google Meets
- Chair:
- Minute-taker:
Discussion of agenda (5 min)
Consent Agenda (5 min)
President's Report
Treasurer's Report
H.R. Committee Report
South Shop location update
Governance Committee Report
Reports to be reviewed, not in the consent agenda
Executive Director's Report (10 min)
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this October agenda, the September 2023 minutes, and reports as presented
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| Moved:
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John
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| Seconded:
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Marcel
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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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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
Audit (10 mins)
- Draft Report received
- Auditor has shared results and made recommendations
- Finance committee is going to request the Auditor to attend the next meeting to clarify some points (with John and Robin in attendance). Some points are unclear.
Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)
- Outdoor event proposed for October 22, 2023
- Emily Murphy Park for food and fire (use Earth's General credit for food)
- Include board in invite list
AGM Planning
- When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
- Pick timing based on financials timing
- Review unlikely to be done
- Schedule for Saturday Nov 18, 2-5pm
- Schedule retreat for Nov 26
- Format - online
- Tasks
- Chat moderator: Charlotte
- Notify membership of date and location: Greg
- make a meeting in the event calendar with link to Google Meet: Kelly
- attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)
- tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis
- Running election: Andi
- Presentations by ED, President, Treasurer
- Annual Report Preparation
- Pieces by president, ED
- Financials and budget
- Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg
Budget and South Shop Location (20 min)
New Business
In Camera Session
MOTION
| To move into in camera session
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| Moved:
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Stephen
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| Seconded:
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Andi
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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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Andi
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| Seconded:
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Charlotte
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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 amend Dr. Greg Glatz's contract to a full-time, permanent position under the terms discussed In Camera
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| Moved:
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Andi
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| Seconded:
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John
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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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Adjurned at 8:53