Bike Edmonton - User contributions [en]

2023 AGM

2023-11-18T17:08:17Z

Kelly.granigan: /* Approval of Minutes from 2020 Annual General Meeting */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2022 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
* [https://drive.google.com/file/d/1BnidZK53Is8acKxpMdr5URcmX6uFnrlQ/view?usp=sharing 2023 Bike Edmonton Annual Report]
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing 2021-2022 Financial Audit Final Report]

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Alexandra Stout, Stephen Paskaluk, as the 2023-2024 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-18T16:56:45Z

Kelly.granigan: /* Board Elections Kelly, Andi, Ceileigh */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
* [https://drive.google.com/file/d/1BnidZK53Is8acKxpMdr5URcmX6uFnrlQ/view?usp=sharing 2023 Bike Edmonton Annual Report]
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing 2021-2022 Financial Audit Final Report]

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Alexandra Stout, Stephen Paskaluk, as the 2023-2024 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-18T16:54:15Z

Kelly.granigan: /* Reports */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
* [https://drive.google.com/file/d/1BnidZK53Is8acKxpMdr5URcmX6uFnrlQ/view?usp=sharing 2023 Bike Edmonton Annual Report]
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing 2021-2022 Financial Audit Final Report]

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-18T16:33:20Z

Kelly.granigan: /* Reports */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
* Annual Report Link Goes Here
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing 2021-2022 Financial Audit Final Report]

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-18T16:25:14Z

Kelly.granigan:

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-16T20:16:03Z

Kelly.granigan: /* Board Elections */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections Kelly, Andi, Ceileigh ==
=== Overview of Election Process ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 3 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee
**Keith Heslinga

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-16T20:15:23Z

Kelly.granigan: /* Overview of Election Process - Andi/Michelle/Maxine */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections ==
=== Overview of Election Process ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 3 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominees:
**Nazz Baksh
**Sarah Bisbee
**Keith Heslinga

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-15T18:26:17Z

Kelly.granigan: /* Bike Edmonton Annual General Meeting Minutes for 2023 */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm
* RSVP for meeting link: [https://docs.google.com/forms/d/e/1FAIpQLSePMvLioD2WGV6IF0KkgXSmNXUKZFU-HU2hzDgeuRkWpLAfhQ/viewform?usp=sf_link RSVP form]

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections ==
=== Overview of Election Process - Andi/Michelle/Maxine ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-15T18:25:13Z

Kelly.granigan: /* Overview of Election Process - Andi/Michelle/Maxine */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections ==
=== Overview of Election Process - Andi/Michelle/Maxine ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will call for nominations from the floor 3 times.

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-15T18:24:26Z

Kelly.granigan: /* Budget Update - Marcel Huculak */

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===
* With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
* It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
* Both staff and board have been working on the budget

==== Questions from the Floor: ====

== Board Elections ==
=== Overview of Election Process - Andi/Michelle/Maxine ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will now call for nominations from the floor 3 times.

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

2023 AGM

2023-11-15T18:20:42Z

Kelly.granigan: Created page with "'''''These minutes are not yet approved. They must be approved at the 2024 AGM.''''' == Bike Edmonton Annual General Meeting Minutes for 2023 == * Location: Google Meets * Date: Saturday, November 18, 2023, 2pm == Attendance == * Meeting Chair: Kelly Granigan * Minute-taker: Stephen Paskaluk * Attendance: == Call to Order == * Kelly Called to order at 2: pm *Land acknowledgment *Direct members to https://bikeedmonton.ca/agm for documents *Establish quorum *Confi..."

'''''These minutes are not yet approved. They must be approved at the [[2024 AGM]].'''''

== Bike Edmonton Annual General Meeting Minutes for 2023 ==

* Location: Google Meets
* Date: Saturday, November 18, 2023, 2pm

== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker: Stephen Paskaluk
* Attendance:

== Call to Order ==
* Kelly Called to order at 2: pm
*Land acknowledgment
*Direct members to https://bikeedmonton.ca/agm for documents
*Establish quorum
*Confirm member attendance (sign in)
*Explain “Members In Good Standing” voting for motions
*A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

== Approval of Agenda ==
{{Motion
|motion=To approve the agenda.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Approval of Minutes from 2020 Annual General Meeting ==
{{Motion
|motion=To approve the [[2022 AGM|minutes from the 2022 Annual General Meeting]]
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Reports ==
Annual Report Link Goes Here

=== President's Report - Kelly Granigan ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Executive Director's Report - Dr. Greg Glatz ===
* See report in above annual report document

==== Questions from the Floor: ====

=== Treasurer's Report - Marcel Huculak ===
* See report in above annual report document

==== Questions from the Floor: ====

{{Motion
|motion=To approve the reports as presented.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== New Business ==
=== Budget Update - Marcel Huculak ===

==== Questions from the Floor: ====

== Board Elections ==
=== Overview of Election Process - Andi/Michelle/Maxine ===
*We have 4 board members continuing in their second year of their two year terms: they do not need to stand for election.

*We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 3 people need to be nominated.

*We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

*Board meetings occur monthly, with additional committee meetings, typically also monthly.

*We will now call for nominations from the floor 3 times.

*Nominations and Candidate Introductions (1 min each)
*Vote by secret ballot (only “Members In Good Standing” may vote)
*Tally Votes (by software)
*Announce new board

{{Motion
|motion= To recognize Marcel Hucalak, Ceileigh Cunningham, Alexandra Stout, Stephen Paskaluk, as the 2022-23 Bike Edmonton Board of Directors.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==

{{Motion
|motion= To adjourn the 2023 Bike Edmonton Annual General Meeting.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}
* Meeting adjourned by Kelly at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2023-2024 Board minutes]]

General Meetings

2023-11-15T18:06:40Z

Kelly.granigan:

* [[2023 AGM]]
* [[2023 SGM for 2022-2023 budget]]
* [[2022 AGM]]
* [[2021 AGM]]
* [[2020 AGM]]
* [[2019 AGM]]
* [[2018 AGM]]
* [[2017 AGM]]
* [[2016 AGM]]
* [[2015 AGM]]
* [[2014 AGM]]
* [[2013 AGM]]
* [[2012 AGM]]
* [[2011 AGM]]
* [[2010 AGM]]
* [[2009 AGM]]
* [[2008 AGM]]
* [[2007 AGM]]
* [[2006 AGM]]
* [[2005 AGM]]
* [[2004 AGM]]
* [[2003 AGM]]
* [[2002 AGM]]
* [[2001 AGM]]
* [[2000 AGM]]
* [[1999 AGM]]
* [[1998 AGM]]
* [[1997 AGM]]
* [[1996 AGM]]
* [[1995 AGM]]
* [[1994 AGM]]
* [[1993 AGM]]
* [[1992 AGM]]
* [[1991 AGM]]
* [[1990 AGM]]
* [[1989 AGM]]
* [[1988 AGM]]
* [[1987 AGM]]
* [[1986 AGM]]
* [[1985 AGM]]
* [[1984 AGM]]
* [[1983 AGM]]
* [[1982 AGM]]
* [[1981 AGM]]
* [[1980 AGM]]

[[Category:minutes]]

Board Minutes November 2023

2023-11-15T17:39:45Z

Kelly.granigan: /* New Business */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
**(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
* $200 Earth General Store GC is in Marcel’s name and is available for use for the event.
* Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.
** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:39:27Z

Kelly.granigan: /* AGM Planning */

Board Minutes November 2023

2023-11-15T17:38:42Z

Kelly.granigan: /* Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min) */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
**(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
* $200 Earth General Store GC is in Marcel’s name and is available for use for the event.
* Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:38:06Z

Kelly.granigan: /* 2021-2022 Financial Year Audit - Final Report */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
**(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:37:22Z

Kelly.granigan: /* Executive Director's Report (10 min) */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
**(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:36:53Z

Kelly.granigan: /* Executive Director's Report (10 min) */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:36:37Z

Kelly.granigan: /* Bike Edmonton Board Meeting Minutes for November 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 November 2023 ==

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

* Location: Google Meet
* Start Time: November 14, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:36:20Z

Kelly.granigan: /* Attendance */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 13, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:
* Meeting Chair: Kelly
* Minute Taker: Andi

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:35:55Z

Kelly.granigan: /* Attendance */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 13, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
* Regrets: Alexandra, Charlotte, Stephen, John
* Absent:

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T17:35:24Z

Kelly.granigan:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 13, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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 ==
Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
Regrets: Alexandra, Charlotte, Stephen, John
Absent:

== Call to Order ==
* Meeting called to order at 7:06pm

== Logistics for Next Meeting ==
* Date: November 26, board retreat. Details TBD.
* Location:
* Chair: Alexandra
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report
*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
(Marcel) Yes. That is a good idea.
*Question (Coreen): When is our next Casino?
**Reply (Kelly): April 2025, at Rogers Place Casino.

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
* Question (Coreen): Is this accessible to staff?
**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first= Marcel
|second= Ceileigh
|yes=
|no=
|abstain=
|result= passed
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Staff have organized it, it will be happening this Friday
$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
Board participation is not requested, but as board members are volunteers as well, they are all invited.

=== 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?)
***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
** 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
***There are 8 open seats and two nominations have been received.
***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
***Comment (Greg): Would you like me to put out the call for board nominations on socials?
***Reply: Yes please.

** Presentations by ED, President, Treasurer
** Annual Report Preparation
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget
* Consent from Board Members

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

* This letter will be public
* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
* Letter needs to be updated and signed and then will be sent early next week.
* Any opposition to sending this out? No opposition

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= passed
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first= Matt
|second= Marcel
|yes=
|no=
|abstain=
|result= carried
}}

Marcel: Who will be taking care of Financial needs until end of November?
Kelly and Andi will continue to be available.

Adjourned at 8:33pm

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T01:53:36Z

Kelly.granigan:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 13, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Regrets: Alexandra
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date:
* Location:
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
*

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
*

=== 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
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

Adjourned at 8:

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T01:52:24Z

Kelly.granigan: /* 2021-2022 Financial Year Audit - Final Report */

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== Bike Edmonton Board Meeting Minutes for November 2023 ==

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

* Location: Google Meet
* Start Time: November 13, 2023 7pm

Please RSVP to [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Regrets: Alexandra
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date:
* Location:
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1yEi-w-tUwVygdGqCu5FRgZZIxclDm5b7ccQW9REmpEs/edit?usp=sharing President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1AP3LBdnwWPIMIprytoaT1_W9y4BkKo0Y/view?usp=sharing September statement of financial position]
* [https://drive.google.com/file/d/1E6NanJDbllZgebQwrv6X52s0RBjXPF3Y/view?usp=sharing September detail profit and loss statement]
* [https://drive.google.com/file/d/1NV-ghYolSQX1SLoWUsrNcvP0iwDR4MQT/view?usp=sharing September comparative statement]
* [https://drive.google.com/file/d/1T17FR64biW_eoAKSPpk02CWTk--rZyZ7/view?usp=sharing September notes to financial statements]

=== H.R. Committee Report ===
* no meeting

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1vdjM53ywnETu1ZjkkAWdzfcHIGEDzFfeakLiUiGRWAE/edit Governance Report]

=== 2021-2022 Financial Year Audit - Final Report ===
* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]

=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
*

=== 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
*** reports by president, ED
*** Financials and budget update
*** Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:
* Set up election in election runner (just in case) - Andi
* Send out meeting link, agenda, annual report in advance of meeting - Kelly
* check RSVPs in advance for membership - Ceileigh, with help from staff

=== Budget - Propose Delay ===
* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
* Not required to approve budget at a general meeting, the board may approve budget

== New Business ==

=== CEBA Loan Letter ===
* Executive Director has signed CFIB petition to ask for extension to forgiveness period
* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

=== Retreat Planning and Organizing ===
* Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

*Alexandra willing to chair and plan with assistance from other remaining Board members.
**Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
**Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* Dr. Greg Glatz, 1 item, 15 min

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

Adjourned at 8:

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes November 2023

2023-11-15T01:52:06Z

Kelly.granigan: /* 2021-2022 Financial Year Audit - Final Report */

Board Minutes November 2023

2023-11-15T01:49:38Z

Kelly.granigan: /* Consent Agenda (5 min) */

Board Minutes November 2023

2023-11-15T01:45:03Z

Kelly.granigan: /* Approval of Agenda, Minutes, Reports (5 min) */

Board Minutes November 2023

2023-11-14T21:32:45Z

Kelly.granigan: /* CEBA Loan Letter */

Board Minutes November 2023

2023-11-14T03:33:26Z

Kelly.granigan: /* CEBA Loan Letter */

Board Minutes November 2023

2023-11-10T22:00:52Z

Kelly.granigan: /* In Camera Session */

Board Minutes November 2023

2023-11-10T21:58:13Z

Kelly.granigan: /* Treasurer's Report */

Board Minutes November 2023

2023-11-10T21:52:26Z

Kelly.granigan: /* In Camera Session */

Board Minutes November 2023

2023-11-10T21:50:39Z

Kelly.granigan:

Board Minutes November 2023

2023-11-10T19:39:08Z

Kelly.granigan:

Board Minutes November 2023

2023-11-10T19:35:44Z

Kelly.granigan: /* New Business */

Board Minutes November 2023

2023-11-10T19:32:08Z

Kelly.granigan: 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 November 2023 == Board meetings are open to Bike Edmonton members and the public. * Location: Google Meet * Start Time: November 13, 2023 7pm Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to tabl..."

Board Minutes October 2023

2023-10-11T00:30:19Z

Kelly.granigan: /* New Business */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing South Shop Location Update]

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1StayVewt-fKFB3GCQbI9pSmp51HJQW8aD1GGVKBsmGc/edit 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

{{Motion
|motion= To renew Dr. Greg Glatz's contract for (x) years under the terms discussed in camera
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

Adjurned at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-11T00:30:09Z

Kelly.granigan: /* In Camera Session */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing South Shop Location Update]

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1StayVewt-fKFB3GCQbI9pSmp51HJQW8aD1GGVKBsmGc/edit 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

{{Motion
|motion= To renew Dr. Greg Glatz's contract for (x) years under the terms discussed in camera
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

Adjurned at

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-11T00:29:49Z

Kelly.granigan: /* In Camera Session */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing South Shop Location Update]

=== Governance Committee Report ===
*[https://docs.google.com/document/d/1StayVewt-fKFB3GCQbI9pSmp51HJQW8aD1GGVKBsmGc/edit 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

Adjurned at
{{Motion
|motion= To renew Dr. Greg Glatz's contract for (x) years under the terms discussed in camera
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T17:12:03Z

Kelly.granigan: /* In Camera Session */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

{{Motion
|motion= To renew Dr. Greg Glatz's contract for (x) years under the terms discussed in camera
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T17:08:13Z

Kelly.granigan: /* Treasurer's Report */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T17:03:58Z

Kelly.granigan: /* South Shop Ad-hoc Working Group */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
*

=== H.R. Committee Report ===
*

=== South Shop location update ===
* to inform budget discussion
* [https://docs.google.com/document/d/1NU13Qbn7NaGyNw4CNwRiuVUCy8jIxYdOsxy19gCG6aI/edit?usp=sharing 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T16:54:08Z

Kelly.granigan:

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
*

=== H.R. Committee Report ===
*

=== South Shop Ad-hoc Working Group ===
*

=== 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T16:53:21Z

Kelly.granigan:

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
*

=== H.R. Committee Report ===
*

=== South Shop Ad-hoc Working Group ===
*

=== 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
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T16:52:56Z

Kelly.granigan:

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 ===
* [https://docs.google.com/document/d/1flSkteievS5fibizJqah3pymjunWcfOwpbRnQvlVOBY/edit?usp=sharing October President's report]

=== Treasurer's Report ===
*

=== H.R. Committee Report ===
*

=== South Shop Ad-hoc Working Group ===
*

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
*

=== Governance Committee Report ===
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T16:40:27Z

Kelly.granigan:

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 Ad-hoc Working Group ===
*

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
*

=== Governance Committee Report ===
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)===

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes October 2023

2023-10-06T16:22:10Z

Kelly.granigan: 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 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 [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table...."

'''''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 [mailto:board@bikeedmonton.ca 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:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: 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 Ad-hoc Working Group ===
*

==Reports to be reviewed, not in the consent agenda ==

=== Executive Director's Report (10 min) ===
*

=== Governance Committee Report ===
*

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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)==

=== 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
* Format - propose online to account for cold weather expected
* Tasks:
** Notify membership of date and location
** make a meeting in the event calendar with link to Google Meet
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Running election
** 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 (20 min) ===

== New Business ==

Meeting ended at

== In Camera Session ==

{{Motion
|motion= To move into in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* HR/Exec Committee 1 item

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

A motion will follow in-camera session

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes September 2023

2023-09-11T23:52:36Z

Kelly.granigan:

'''''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 [mailto:board@bikeedmonton.ca 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:
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date: October 9, 2023, 7pm
* Location: Google Meets
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1ft0hIlQd53ZKbtcCzVWjxaN1Pbt32HxEG9QEFfb4Zgw/edit?usp=drive_link President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1P_t4txf_W6FvDiBzBgKROTl8oqqI9uLm/view?usp=drive_link comparative statement]
* [https://drive.google.com/file/d/1bWRbHEuE86d413ddfqnSdoUHDKqEl-qS/view?usp=drive_link Statement of financial position]
* [https://docs.google.com/document/d/1JJ0ScyaYcvXvob40phqB8Ao4YQdEXW41Jd-CEjSQOhg/edit?usp=sharing Treasurer's Report]

=== H.R. Committee Report ===
* [https://docs.google.com/document/d/1B_ZPNMKpwtOOXBrhNHfFbIZKX6IxW-R9m9gF1WXEO-o/edit?usp=sharing 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) ===
*

=== Governance Committee Report ===
* [https://docs.google.com/document/d/13NB9VRN9GYLu8yHXk7U82UUSDEGaD1Fw152Vn1CzTAM/edit?usp=sharing Governance Report]

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this September agenda, the July 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_July_2023 minutes], the August 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_August_2023 minutes] and reports as presented
|first=Matt
|second=Michelle
|yes=
|no=
|abstain=
|result=
}}

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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.

=== 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)

=== In Person Strategy Meeting (10 min) (move 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

=== 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?

=== 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?

=== Budget (15 min) ===

=== fundraising update (15 min) ===

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* no items

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes September 2023

2023-09-08T17:00:21Z

Kelly.granigan: /* New Business */

'''''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 [mailto:board@bikeedmonton.ca 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:
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date: October 9, 2023, 7pm
* Location: Google Meets
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1ft0hIlQd53ZKbtcCzVWjxaN1Pbt32HxEG9QEFfb4Zgw/edit?usp=drive_link President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1P_t4txf_W6FvDiBzBgKROTl8oqqI9uLm/view?usp=drive_link comparative statement]
* [https://drive.google.com/file/d/1bWRbHEuE86d413ddfqnSdoUHDKqEl-qS/view?usp=drive_link Statement of financial position]
* [https://docs.google.com/document/d/1JJ0ScyaYcvXvob40phqB8Ao4YQdEXW41Jd-CEjSQOhg/edit?usp=sharing Treasurer's Report]

=== H.R. 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) ===
*

=== Governance Committee Report ===
* no meeting

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this September agenda, the July 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_July_2023 minutes], the August 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_August_2023 minutes] and reports as presented
|first=Matt
|second=Michelle
|yes=
|no=
|abstain=
|result=
}}

== New Business ==

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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.

=== 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)

=== In Person Strategy Meeting (15 min) ===
* 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 ===
* 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

=== 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?

=== 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

=== Budget ===

=== fundraising update ===

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* no items

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]

Board Minutes September 2023

2023-09-07T18:11:00Z

Kelly.granigan: 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 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 [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table...."

'''''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 [mailto:board@bikeedmonton.ca 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:
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order at 7: PM

== Logistics for Next Meeting ==
* Date: October 9, 2023, 7pm
* Location: Google Meets
* Chair:
* Minute-taker:

== Discussion of agenda (5 min) ==

== Consent Agenda (5 min) ==

=== President's Report ===
* [https://docs.google.com/document/d/1ft0hIlQd53ZKbtcCzVWjxaN1Pbt32HxEG9QEFfb4Zgw/edit?usp=drive_link President's Report]

=== Treasurer's Report ===
* [https://drive.google.com/file/d/1P_t4txf_W6FvDiBzBgKROTl8oqqI9uLm/view?usp=drive_link comparative statement]
* [https://drive.google.com/file/d/1bWRbHEuE86d413ddfqnSdoUHDKqEl-qS/view?usp=drive_link Statement of financial position]
* [https://docs.google.com/document/d/1JJ0ScyaYcvXvob40phqB8Ao4YQdEXW41Jd-CEjSQOhg/edit?usp=sharing Treasurer's Report]

=== H.R. 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) ===
*

=== Governance Committee Report ===
* no meeting

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this September agenda, the July 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_July_2023 minutes], the August 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_August_2023 minutes] and reports as presented
|first=Matt
|second=Michelle
|yes=
|no=
|abstain=
|result=
}}

== New Business ==

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting, Reminders (5 min)===
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link 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 [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy 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.

=== 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)

=== In Person Strategy Meeting (15 min) ===
* 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 ===
* 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

=== 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?

=== 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

=== Budget ===

== In Camera Session ==

{{Motion
|motion= To move into in camera session with Dr. Greg Glatz as guest
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

* no items

{{Motion
|motion= To move out of in camera session
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2022-2023 Board minutes]]