Board Minutes January 2023: Difference between revisions

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Board Minutes January 2023 (view source)

Revision as of 19:45, 27 April 2023

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=== President's Report ===
=== President's Report ===
* [https://docs.google.com/document/d/1HaJ-z3Zpvf1tI2qXif9NHXsEPOkJEUJTsGsOqcUV8DM/edit?usp=share_link January President's Report]
* [https://docs.google.com/document/d/11bpIXNv95ST3yhlU-pMBB74QjG79AfgWNQeVy_2Dhhc/edit?usp=share_link January President's Report]


=== Treasurer's Report ===
=== Treasurer's Report ===
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=== Executive Director's Report ===
=== Executive Director's Report ===
* [https://docs.google.com/document/d/17FDOMqTW95Twxup6qhYYHs2ZsdfGNVYCpn7HIpDq2jA/edit January 2023 Executive Director's Report]
* [https://docs.google.com/document/d/1GfrZp3feu2SY5Bf4kLWwOdL_iIWuX8Q2oFwe-BEsBAU/edit?usp=share_link January 2023 Executive Director's Report]


Question: Why did people unsubscribe because of our support for the Bike Plan?  
Question: Why did people unsubscribe because of our support for the Bike Plan?  
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   |first= Marcel
   |first= Marcel
   |second= Andi
   |second= Andi
   |yes=
   |yes= All
   |no= 0
   |no=  
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}


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* Discussion notes:
* Discussion notes:
**We met with staff prior to board retreat, should we meet again as a follow up?
**We met with staff prior to board retreat, should we meet again as a follow up?
**
**A consideration is that we will be having lots of staff meetings, so maybe unnecessary
**Value in keeping staff informed, “closing the loop”
 
ACTION ITEM
**Kelly and Marcel to bring back feedback from staff during discussion around budget


=== Budget - Timeline and Path to Approval (15 min)===
=== Budget - Timeline and Path to Approval (15 min)===
*
*
* Discussion notes:
* Discussion notes:
** Draft budget expected by ____, Board to hold special meeting for budget on _____.
** Draft budget expected by end of January. Board to hold special meeting for budget on undecided date (see special general meeting planning below). .
 


== New Business ==
== New Business ==
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** volunteers to organize?
** volunteers to organize?
** Can this be online?
** Can this be online?
*
* Answers:
**It CAN be done online.
*
ACTION ITEM
**Kelly volunteered to figure out how to handle voting online
**Suggestion from Andi that show of hands may be best way
**Built-in polling method from online meeting provider may also work
**Membership status will have to be checked
**If online, members can be invited via email


=== Woman Owned Business on Google (10 min) ===
=== Woman Owned Business on Google (10 min) ===
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** if so, write document with justification in case someone checks
** if so, write document with justification in case someone checks
** ensure both shop listings consistent
** ensure both shop listings consistent
*
*
*Greg corrected: both shops are now listed as woman-owned
*
ACTION ITEM
*Kelly volunteered to write up justification


=== Potential Donor Agreement (15 min) ===
=== Potential Donor Agreement (15 min) ===
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** Optional Conditions:
** Optional Conditions:
***Donor will participate in a larger fundraising campaign, such as a matching campaign, or other fundraising campaign which leverages above donation amount to get more donations from other donors. Bike Edmonton to determine details of fundraising campaign, and include in donor agreement.
***Donor will participate in a larger fundraising campaign, such as a matching campaign, or other fundraising campaign which leverages above donation amount to get more donations from other donors. Bike Edmonton to determine details of fundraising campaign, and include in donor agreement.
*NOTE: Kelly introduced topic, passed Chair to Charlotte, and then recused herself for the rest of the discussion
Questions and concerns:
**Bike Edmonton has to decide what it wants to do, and then find funding, not vice versa.
**An audit, or at least a review, is beneficial. Bike Edmonton should feel as though we WANT to do that, not just that we’re doing it because we have funding 
**Funds being provided pending a favorable audit outcome; should those two processes be separated?
**Option: donation up to a certain amount to pay for audit, and then potentially more funds donated after audit?
This makes it clear that the audit is NOT biased to please donor 
**Clarification: If the audit is not clean, it may be because the controls in place aren't very good, as opposed to suggesting that fraud is happening.
**Does a “clean” audit need to be a caveat for the donation?  It is ultimately up to the donor as to how they interpret the conclusion of the audit and the viability of the organization.
**Additionally, optically, two donations potentially look better than one.
*
ACTION ITEMS
**Present the idea of two donations, one pre-audit and one post-audit, to the donor.
**Pending approval from donor, modify the donor agreement
Note: Kelly returns to discussion and retakes chair


=== Credit Cards ===
=== Credit Cards ===
* (15 min)
* (15 min)
* Discussion notes:
* Discussion notes:
** we are paying ___/yr for multiple rewards credit card accounts
** we are paying ~270/yr for multiple rewards credit card accounts
** propose single no-fee credit card account, with cards for Greg, Coreen, and Alex
** propose single no-fee credit card account, with cards for Greg, Coreen, and Alex
Questions and comments:
**We could potentially approach the bank and discuss terms of current rewards cards, see if we can negotiate a better deal
**Go down to only one rewards card. This could be complicated to have different credit cards for different people
**Could we go down to a single credit card, and then have a reimbursement structure?
**Multiple credit cards add clarity as to who’s spending what
ACTION ITEM:
Marcel to negotiate with bank, and then come back to the board with information


=== Consent agenda concept (10 min) ===
=== Consent agenda concept (10 min) ===
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** questions can be asked prior to approval without removing from consent agenda
** questions can be asked prior to approval without removing from consent agenda
** Propose starting at February board meeting
** Propose starting at February board meeting
{{Motion
  |motion=To trial the Consent Agenda at the upcoming February board meeting with the condition that items need to be submitted four (4) days before the meeting and board members will need to read the items before the meeting. Any item may be removed by any member of the board for any reason. Questions may be raised prior to approving the consent agenda.
  |first= Charlotte
  |second= Maxine
  |yes= All
  |no=
  |abstain=
  |result= Carried
}}


== Optional items pending time ==
== Optional items pending time ==
ITEM NOT DISCUSSED


=== Snow clearing standards for high traffic pathways (20 min) ===
=== Snow clearing standards for high traffic pathways (20 min) ===
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{{Motion
{{Motion
   |motion=To move <i>in camera with Greg Glatz as guest</i>.
   |motion=To move <i>in camera with Greg Glatz as guest</i>.
   |first=
   |first= Jason
   |second=
   |second= Charlotte
   |yes=
   |yes= All
   |no=
   |no=
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
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{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move out of camera]</i> discussion.
   |first=
   |first= Jason
   |second=
   |second= Andi
   |yes=
   |yes= All
  |no=
  |abstain=
  |result= Carried
}}
 
==ED Probationary Period==
{{Motion
  |motion= To end the probationary period of Greg Glatz
  |first= Maxine
  |second= Michelle
  |yes= All
   |no=
   |no=
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at 9:03pm.
   |first=
   |first= John
   |second=
   |second= Marcel
   |yes=
   |yes= All
   |no=
   |no=
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2022-2023 Board minutes]]
Kelly.granigan
196

edits

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