Board Minutes July 2023: Difference between revisions
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(Created page with "'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' == Bike Edmonton Board Meeting Minutes for July 2023 == Board meetings are open to Bike Edmonton members and the public. * Location: Google Meet * Start Time: July 10, 2023 7pm Please RSVP to [mailto:[email protected] [email protected]] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank...") |
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== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Kelly | ||
* Minute-taker: | * Minute-taker: Stephen | ||
* Board attendance: | * Board attendance: John, Michelle, Andi, Marcel, Ceileigh, Matt, Charlotte | ||
* Staff attendance: | * Staff attendance: Greg, Coreen, Alex, Vaughan | ||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: | ||
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== Call to Order == | == Call to Order == | ||
* Meeting called to order at 7: PM | * Meeting called to order at 7:04 PM | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
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=== President's Report === | === President's Report === | ||
* | *[https://docs.google.com/document/d/1jduNsvMIHqxXug2xYAHsqsQtxtku8FJk9KopCYdLLeM/edit?usp=sharing president report] | ||
=== Board Evaluation Survey === | === Board Evaluation Survey === | ||
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=== Executive Director's Report (10 min) === | === Executive Director's Report (10 min) === | ||
* | * [https://docs.google.com/document/d/1c__0Bz_S1kSvo1eKG9QTF_0mRpUPN4Q5nEjxM-0Pxnw/edit?usp=drive_link Executive Director's Report] | ||
=== Treasurer's Report === | |||
* [https://docs.google.com/document/d/1jUOjYHpokc1vnNz9Js_wCzwftsPpfeyyyLGOdCKiiXs/edit?usp=sharing Treasurer's Report] | |||
* [https://drive.google.com/file/d/16mOeOhZHLdoA-zv9bCc4zK-iOcrFc0ju/view?usp=sharing Statement of Financial Position] | |||
* [https://drive.google.com/file/d/1ZF1D9Z7u5H3c4LLZISbywx9s-PGBZRIs/view?usp=sharing Comparative Statement] | |||
* [https://drive.google.com/file/d/1WcoLUQqz3Npae21hV3PS9bh-wo_akM8C/view?usp=sharing Cost Revenue Summary] | |||
* [https://drive.google.com/file/d/1V2uR1D8WJR3ZWQkKLX3cMx_IEQd_Kfsw/view?usp=sharing Budget Thoughts] | |||
=== H.R. Committee Report === | |||
*[https://docs.google.com/document/d/1Sm3_r1grC6p6dkNLB6rBcL7t_YzTop6FYO28d3_6ciI/edit?usp=sharing HR Committee Report] | |||
=== Governance Committee Report === | |||
* Completed Social Meeting Policy review/update | |||
* Completed BikeWorks/EBC naming updates to Bike Edmonton | |||
* Beginning stages of working with HR committee to implement policies, starting with e-transfer policy | |||
* Beginning work on document naming conventions for documents (eg. working/published documents) | |||
=== South Shop Ad-hoc Working Group === | === South Shop Ad-hoc Working Group === | ||
* | * [https://docs.google.com/document/d/1frLijaCcINpNIH3-W1qUSs0yHf7PAW-VI2BfobFiK0k/edit?usp=drivesdk south shop working group july report] | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this July agenda, the June 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_June_2023 minutes], and reports as presented | |motion=To approve this July agenda, the June 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_June_2023 minutes], and reports as presented | ||
|first= | |first=Matt | ||
|second= | |second=Michelle | ||
|yes= | |yes= | ||
|no= | |no= | ||
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|result= | |result= | ||
}} | }} | ||
== New Business == | |||
=== South Shop Lease Renewal (20 min) === | |||
* [https://docs.google.com/document/d/19PHIGmuQn7HlBgL_CEzYjoozE-nY4Mt8XCcJW1JOrLA/edit?usp=drivesdk Chris Chan's analysis on closing South Shop] | |||
* see also south shop committee report above | |||
* note: decision today is about lease renewal only. Moving vs closing decision will be made at later date, and there are subsidized opportunities to move the shop to. | |||
* Maintaining two commercial spaces is a significant burden for a non-profit | |||
* There's significant value in the history and establishment in the current location | |||
* Propose $3500/month, 3 months fixturing, 3 months operating only, 6 months full rent | |||
== Current & Completed Business == | == Current & Completed Business == | ||
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=== Board and Committee Evaluations discussion (20 min) === | === Board and Committee Evaluations discussion (20 min) === | ||
* to discuss results and action items only, board to review results in advance | * to discuss results and action items only, board to review results in advance | ||
* Action items discussed at Executive Committee: consider in person meetings, staff appreciation event/other forms of appreciation | |||
=== Audit (10 mins) === | === Audit (10 mins) === | ||
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=== In Person Strategy Meeting (15 min) === | === In Person Strategy Meeting (15 min) === | ||
* Victoria Park Site 2, August 14 | * Victoria Park Site 2, August 14 | ||
* site booked 4-8pm (time slot available), what time would we like to meet? | * site booked 4-8pm (time slot available), what time would we like to meet? Meet at 5:30pm | ||
* potluck - food requirements? | * potluck - food requirements? no avocado | ||
* 4 step strategy process [https://drive.google.com/file/d/15Y68ChefvcapyKGSmkduuL8vPlMuOR1t/view?usp=sharing explainer video] and [https://drive.google.com/file/d/15ZGwAEcc9g-JDgsm5bd-QwQ8MY13VNfI/view?usp=drive_link guiding questions] (written for a food bank, we will rewrite for Bike Edmonton) | * 4 step strategy process [https://drive.google.com/file/d/15Y68ChefvcapyKGSmkduuL8vPlMuOR1t/view?usp=sharing explainer video] and [https://drive.google.com/file/d/15ZGwAEcc9g-JDgsm5bd-QwQ8MY13VNfI/view?usp=drive_link guiding questions] (written for a food bank, we will rewrite for Bike Edmonton) | ||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
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}} | }} | ||
* | * no items | ||
{{Motion | {{Motion | ||