Executive Committee

Executive Committee 2022-2023

• Chair: Kelly Granigan
• Members:
  • Andi Eng
  • Marcel Hucalak
  • Jason Wang
  • Matt Hoyt
  • Kelly Granigan
  • Greg Glatz (ex-officio, non-voting)

Topics of focus

• Update Executive Officer signing authorities with Bike Edmonton’s financial institutions
• Set Board Meeting agendas
• Oversee Board-level matters
• Provide policy governance oversight
• Deal with emergency matters
• Plan and facilitate Executive Officer transitions

General Purpose

The Executive Committee shall be a Standing Committee that meets at the request of the President or the Board to provide policy governance oversight between Board meetings, subject to Bike Edmonton’s Bylaws and Policies.

Key Duties and Responsibilities

Level of Authority

1. The Executive Committee shall be granted all the powers of the Board between meetings of the Board, unless otherwise specified by the Board 2. The Executive Committee shall deal with any matter, unless the Board has specifically entrusted the matter to another Committee of the Board 3. Specifics:

• Is the committee's work public-facing? No
• What authority does the committee have to make decisions involving cash, limits, and thresholds? Full authority
• What powers does the committee have regarding privacy and security? Committee shall have limited access, as deemed necessary by the Board or the HR Committee, to staff files, which will be kept confidential
• Does the committee have access to member information? Only as deemed necessary by the Board
• Can the committee enter into contracts (verbal included) on behalf of Bike Edmonton? Yes
• What kind? Any contracts; must be signed by two signing authorities
• Board approval required? Yes

Reporting Relationship

• Who will submit reports? The Chair or the Vice-Chair
• How often will reports be made? Reports will be produced as needed (e.g. when new business comes up, proposals are made, decisions are reached, etc.)
• When will they be submitted? Reports will be submitted to the Board a minimum of 48 hours prior to an upcoming Board meeting

Composition and Appointments

Membership

1. The Executive Committee must be a minimum of four (4) members to a maximum of seven (7) members, which can include: 1.1 The President (Chair) 1.2 The Vice-President (Vice-Chair) 1.3 The Secretary 1.4 The Treasurer 1.5 The Chair of the Governance Committee (if that committee exists) 1.6 One (1) member “at large” (Board or general member) appointed or elected by the Board of Directors; must not be the Chair of the Governance Committee 2. Quorum of the committee will be three (3) committee members and must include either the Chair or the Vice-Chair

Terms of Office: Appointment, Reappointment, Term, and Termination of Membership

1. The Board will appoint the President as Chair and the Vice-President as the Vice-Chair 2. The Vice-Chair will act on behalf of the Chair in the latter’s absence 3. The Board will appoint other board members to a one-year term 4. An Executive Committee member continues to hold office after their term until the committee member is re-appointed or a successor is appointed 5. The Board may make temporary appointments to the committee to fill vacancies in committee membership until a formal request for committee membership and a selection process has been initiated and successfully concluded 6. Appointment of Executive Committee members will normally occur by the Board’s second meeting following the AGM

Meetings

• How frequently will the committee meet, at minimum? Once prior to each Board meeting
• What meeting process will be used (e.g. Robert's Rules, Rusty's Rules)? Rusty’s Rules
• What decision-making style will be used (e.g. Majority (51%) vote, 75% majority vote, consensus, etc.)? Majority vote

Resources

Resources

Financial

• How much money, and over what time period, will the committee need to complete its goals? None

People

• A minimum of four (4) and a maximum of seven (7) Board members; not open to the general membership
• How many hours of volunteer time? A minimum of four (4) hours per meeting
• What kind of paid staff time is needed? On request
• Are paid staff required for meetings? On request

Specific Annual Objectives

2022-2023

• Complete update of signing authorities and ensure all Board information is updated (e.g. CRA, Service Alberta, bookkeeper, AGLC, etc.)
• Set Board Meeting agendas as required
• Complete transition of 2023-2024 Executive Officers

Review and Evaluation Process

Annual review of the committee to be completed by committee members, non-committee Board members, and staff

Approval Date and Review Date

• Approved by the Board on December 12, 2022
• To be reviewed annually