Board Minutes September 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 September 2023

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

• Location: Google Meet
• Start Time: Sept 11, 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: Alexandra Stout
• Board attendance:Marcel, Charlotte, Stephen, John, Matt, Ceileigh
• Staff attendance: Greg
• Regrets:
• Absent:
• Guests: Nazz Baksh

Call to Order

• Meeting called to order at 7:04 PM

Logistics for Next Meeting

• Date: October 10, 2023, 7pm (to be moved from October 9th because of Thanksgiving)
• Location: Google Meets
• Chair:
• Minute-taker:

Discussion of agenda (5 min)

Decision to move In Person Strategy Meeting discussion to next meeting because of packed agenda

Consent Agenda (5 min)

President's Report

• President's Report

Treasurer's Report

• comparative statement
• Statement of financial position
• Treasurer's Report

H.R. Committee Report

• HR Committee Report

South Shop Ad-hoc Working Group

• Army and Navy Bldg was suggested, currently for sale
• A couple of spaces available 99-101 St 81-79 Ave, Marcel is going to keep checking down to 68th Ave
• Worthwhile looking at Dirk’s space
• Checking with Bonnie Doon, City, UofA
• Consider working with a Property Broker?
• City has recommended two spaces
  • Further west than ideal
  • Potentially good as storage spaces
• Bonnie Doon was ideally looking for a summer project, need to reassess potential
• Might be able to build some synergy with UofA Bike Library

Reports to be reviewed, not in the consent agenda

Executive Director's Report (10 min)

[need to link report]

Comments:

• Alexandra suggests more signage at bike rack rental events (Folk Fest, Snow Valley, etc.)

• Thank-you from Kelly to Greg for excellent work representing Bike Ed in the community

Governance Committee Report

• Governance Report

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this September agenda, the July 2023 minutes, the August 2023 minutes and reports as presented
Moved:	Stephen
Seconded:	Charlotte

Aye	No	Abstain
9	0	0
Carried

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

Casino (5 minutes)

• Completed. Thanks to Greg and Marcel for organizing, and everyone who volunteered. $73-75K expected in November. Rent to come out of Casino account starting in December.

Comments:

• Funds cover less than a year of rent

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.

Comments and questions:

• Kelly suggests initiating a review of past year's finances to present report at AGM.

• Marcel asks if we would use the same auditor or if it's an internal review.

• Alexandra asks what the difference between an audit and review is.

• John explains that a review is a form of assurance that double-checks the work of the book-keeper, and may dig into accounts and the balance sheet. An audit is more intensive, and involves reviews of internal controls.

• Marcel notes that, additionally, it provides confidence to the members.

MOTION

To prepare review financial statements of past year by same account who just prepared the audit, for presentation at upcoming AGM, at a maximum cost of $6000.00
Moved:	Marcel
Seconded:	Matt

Aye	No	Abstain
9	0	0
Carried

In Person Strategy Meeting (10 min)

MOVED TO NEXT MEETING

• The parts of the strategy process were:
  • A: Awareness - common definitions to ensure we're speaking the same language, and awareness of what is going on around us
  • B: Baseline - What is the current state of Bike Edmonton
  • C: Compelling Vision - What would we like Bike Edmonton to be like in the future?
  • D: Deciding on priorities - Pick a few actions to prioritize and work on

• We completed parts A-C at last months meeting. Today we need to complete D - Deciding on priorities.

New Business

Executive Director Performance Review, Contract Renewal (10 min)

• Use Performance Agreement as basis for review
• Need to start process ASAP
• Andi is willing to be involved in performance review, as is Matt
• Finalize ad hoc subcommittee for review at board meeting

Comments:

• Alexandra also volunteers to join ad hoc committee. Alexandra, Matt, and Andi to organize themselves within two weeks.

Staff/Volunteer appreciation event

• Last one we had was in 2021
• Currently have a modest budget for it
• Might be liability issues for group rides
• Potential schedule the event and arrange a separate meeting place before riding over
• Maybe have event at the South Shop just before lease is up, or at a new shop before move-in
• Could do partial pot-luck, partial catered picnic site gathering
• Have store credit from Earth’s General that might be well suited
• volunteers to organize?

Comments:

• Stephen, Charlotte, and Ceileigh volunteer to organize. Preference for NOT a potluck, to properly show appreciation for staff and volunteers. Ceileigh asks why group ride is off the table; concern was injury and liability. Marcel suggests a casual, informal ride might be fine. Kelly suggests partnering with a club might solve the liability issue.

• Timeline goal for appreciation event is sometime in fall (October/November).

AGM Planning

• Would be ideal to have this years finances reviewed by an accountant (like an audit, but less costly, and doesn't take as long)
• Propose November timing to allow time for financial review, this is allowed by bylaws
• would be less transition time between new board/old board
• Volunteers to organize?

Comments:

• We need to give members 14 days notice, according to Bike Ed wiki currently.
• Kelly suggests not booking date until we know if review financial statements can be prepared. To be discussed in October. This month, begin prepping annual report.
• Marcel to contact accountants to get date when review financial statements can be ready.
• Kelly suggests online meeting for ease of meeting if weather is too cold.
• John suggests picking a date based on how much time we need to on-board new board members, regardless if review financial statements are prepared.
• According to bylaw, meeting to assign new board members to committees should be scheduled at AGM. Alexandra suggests pre-picking a date and suggesting it at the AGM to make sure it gets planned.
• Alexandra volunteers to assemble Gratitude Report, with assistance from Marcel, Robin, and Greg, for presentation at AGM as part of Annual Report.
• Kelly and Marcel writing other sections of the Annual Report.

Budget (15 min)

• Not clear which activities should be assigned in what way. How do we break apart and understand bike building, for example?
• Develop a narrative budget, break it out in categories.
• Major question is South Side shop; different locations will have different rents and will require different ways of operating.
• Robin, Marcel, and Greg working on an analysis document.
• Greg comments that this year's budget is easier to create than last year because there are less pandemic weirdness. This year has likely more standard data for more informed budget creation.
• Decision to have a draft budget presented at next Board meeting, October 10th.
• Kelly suggests making sure the staff has time to review the budget as well.

fundraising update (15 min)

• Charlotte suggesting fundraising push using graphics and group ride events. Shared fundraising planning document: link?
• Kelly suggests noting that our audit is done, so that people can donate in confidence.
• Greg has given full and enthusiastic support.
• Stephen suggests mentioning the audit with the graphics makes people actually second guess us in a roundabout way.
• Kelly suggests promoting selling memberships in October so that people are able to vote in the AGM: "come have your say'!

Extra Discussion (not planned)

• Marcel sent info about the Fancy Women Bike Ride in the group WhatsApp chat. There are 120 women registered so far - it's a big deal. Also, this is for the Edmonton ride but there are rides organised all around the world. Marcel encourages board members to attend. Details are also on the Bike Edmonton Facebook page.

Meeting ended at 8:25pm.

In Camera Session

No in-camera session held.

MOTION

To move into in camera session with Dr. Greg Glatz as guest
Moved:
Seconded:

Aye	No	Abstain

• no items

MOTION

To move out of in camera session
Moved:
Seconded:

Aye	No	Abstain