2016 AGM: Difference between revisions

'''''These minutes were approved at the [[2017 AGM]].'''''

== EBC Meeting Minutes for Annual General Meeting - October 2, 2016 ==

* Members (27): Adrian Pearce, Anna Vesala, Candace Boettger, Chris Chan, Chris Corrigan, Coreen, Derek Pluim, Geoff Hansen, Igor Arsovski, Jasmine Farahbakhsh, Jeff Davis, Jeremy Shepherd, Jonathan Woelber, Justina Watt, Karl Tracksdorf, Keith McIsaac, Michael Cenkner, Nancy Milakovic, Nora Shea, Peter Verboom, Randy Haliza-DeLay, Robert Clinton, Ron Cherlet, Seraphim Constantine, Thomas McCallum, William Eady

* Meeting Chair: Nancy; Minutes: Anna; Food by: Nancy

<span style="background: yellow;">Motion:</span> To approve agenda as presented. Moved by Nora, seconded by Robert. '''Motion Carried.'''

<span style="background: yellow;">Motion:</span> To approve [http://edmontonbikes.ca/w/2015_AGM 2015 Annual General Meeting minutes]. Moved by Jon, seconded by Adrian. '''Motion Carried.'''

* You Can Ride 2 (YCR2) program now has long term storage space for adapted loan bikes beginning today! The space is leased from Goodwill Industries on 168 St and 114 ave.

* Discussion:

** Q. Board should seek info on exact changes for accounting and record keeping requirements for charities before we become a charity.  

<span style="background: yellow;">Motion:</span> To approve the annual report and 2015-6 financial statements as presented. Moved by Jeff Davis, seconded by Karl. '''Motion Carried.'''

== Volunteer Awards (20 min)==

** Tim Fitzpatrick: Holds down BWS and volunteers many, many hours!

** Jan Przysiezniak: Lots of work with BikeWorks, YCR2, and much work in the community building recycled functional and artistic things out of bike parts and things.

** Jon Collier: Long time EBC volunteer, former President, mentored so many mechanics over the years, so many hours into YCR2, helped with UpShift this year, helping out at BikeWorks this year, always ready to teach, share and empower the volunteers and patrons.

** Nancy Milakovic: BWN regular volunteer, very helpful at the shop as well as helping develop human resource policy on the board.

** Aristotle: Huge personality, extremely energetic and enthusiastic, looking for how to get things done and make things happen.  

** Brian Dupuis: Long time BW volunteer. Helped with YCR2 this year, key volunteers with The Spoke, UpShift, very quiet and focused presence, organized this year's Tour De Perogy.

** Keith Shillington (Stantec): Stepped up from business community to partner with cycling community to show leadership where we needed it.  

** Thomas McCallum: Volunteer many many hours at BW and helping out with repairing the fence.

** Anna Vesala: Behind the scenes of an organization to keep the board together.

** Derek Pluim: Brought wonderful energy to the board this year!

** Keith MacIsaac

** Peter Verboom: solid volunteer for several years. Comments from patrons about Peter as a wonderful person to work with, listens, and makes things happen.

** Robert Clinton: Solid at BWN since it opened.  

** Candace: Integral to the Women, Trans, Gender Non-Binary Program! Thank you for your continued commitment and passion for this program.

* Dale Allsop Award for significant contribution to BikeWorks awarded to '''Maria Dacruz-Smith'''.

** Derek has been a volunteer with The Spoke since it began. He has inspired so many youth, shared his love of life, and connecting to the participants with a positive impact. He brings so much to The Spoke! When not volunteering with The Spoke, he has also been volunteering with You Can Ride 2.

* Discussion:

** Q. How does $25k capital cost differ from rent? Geoff: When we calculated our operational costs, we estimated $5,000 p.a. Jon: We were looking at comparable size space which was below market value, but was still $21.5k per year, which is significantly more than $25k over three years. Also, Goodwill's mandate is a good match for EBC. As such, Goodwill can apply for grants which would double their capacity for matching funds if EBC is involved.  

** Q. Has board discussed restrictions of charities? Geoff: Yes, considerable discussions. Board has concluded that the percentage of our time and resources currently going to "advocacy" is well below the 10% limit prescribed by charities legislation

** Q. In Canada, is there regulation for charity vs not-for-profit which can be put toward administration vs operations? Jon: No limitations with exception of political activity/advocacy which has max of 10% of revenues. Charities are required to file an annual report but at their discretion would determine if we are approved to continue as a charity, but there are not defined limits for administration or other areas (other than advocacy). Would have to continue delivering same programming that we stated during our application, and advise them of any changes in advance of changing, adding, removing of programs.

** Q. If we're making bikes for kids, how does that affect our insurance? Chris: We disclose this to our insurance provider. We pay some additional theft insurance on some of our more expensive adapted bikes.

<span style="background: yellow;">Motion:</span> To approve the 2016-2017 Budget as presented. Moved by Chris Corrigan, seconded by William. '''Motion Carried.'''

<span style="background: yellow;">Motion:</span> To amendment the current [http://edmontonbikes.ca/w/Bylaws_(2014) EBC Bylaws (2014)] as follows:

# Strike: <span style="color: red; text-decoration: line-through;"> 6(g) No board member who has served four years or more consecutively shall be eligible for re-election.</span>

# Renumber 6(h) to be 6(g).

# Amend (add blue section): 4(a) Duties of the Board of Directors. The Board is required to hold a meeting, which shall be chaired by an Interim Chair who shall be an outgoing Board member or a member at large, within one calendar month of the AGM. The date for this meeting must be set at the AGM. At this meeting, the Board shall elect a President, Vice President, Secretary, and Treasurer. <span style="color: blue"> No person who has held any combination of these positions during each of the previous four years shall be eligible to hold any of these positions for a fifth consecutive year. </span> The Duties of the Interim Chair shall terminate on completion of the election of officers.

** Q. Did you consider staggered terms? Jon: Yes, but that can be difficult given the nature of the org. For example, we had 3 resignations this year due to their own personal circumstances. Geoff: We already have somewhat staggered terms due to the nature of our elections of two year term.

 

=== Comments from member William (5 min) ===

* Candidates: Jeremy Shepherd, Jonathan Woelber, Michael Cenkner, Seraphim Constantine.   

<span style="background: yellow;">Motion:</span> To recognize Jeremy Shepherd, Jonathan Woelber, Michael Cenkner, Seraphim Constantine, Adrian Pearce, Daniel Thompson, Derek Pluim, Geoff Hansen, Jasmine Farahbakhsh, Karl Tracksdorf, Nancy Milakovic as EBC board members for 2016-7. Moved by Robert, seconded by Geoff. '''Motion Carried.'''

 

<span style="background: yellow;">Motion:</span> To accept the resignation/completed term of Anna Vesala and Rachel Keglowitsch effective December 1, 2016. Moved by Adrian, seconded by Karl. '''Motion Carried.'''

<span style="background: yellow;">Motion:</span> To adjourn the 2016 Annual General Meeting at 3:30 pm. Moved by , seconded by . '''Motion Carried.'''