Board Minutes July 2021: Difference between revisions

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== Reports ==
== Reports ==
=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/15a86PBBv4tZ1UTgLGmKLmNnK6-vssoe8/view?usp=sharing President's Report]
* [ President's Report]
 


=== Treasurer's Report - Roy C. (2 mins) ===
=== Treasurer's Report - Roy C. (2 mins) ===
* No official report available
* [ Treasurer's Report]
* Based on preliminary financials, we continue to be ahead of projected budget. This is a testament to the hard work that the staff are doing in our stores.


=== Executive Director's Report - Chris C. (5 mins) ===
* [https://docs.google.com/document/d/131xuBEXy1o3It7BUlD7yENA_e-iaQp2n6RX-wOgmyp8 Executive Director's Report]
* [https://drive.google.com/drive/folders/14UC7pi-oaykilbteJmnYH07zZN1NBy8d Financials]
** these were received from the bookkeeper this afternoon, so we haven't had time to review in detail
** Chris will be working with the bookkeepers about reconciling the undeposited funds moving forward
** Two large accounts payable amounts (~$9,600) are from two orders last year that out parts supplier forgot to invoice for. These will appear on May financials, and were expected
* Bike sales are low due to projected due to inability to build bikes due to reduced bike builder hours; we are on target for YTD, but March and April were below target
** two new bike builders are about to join the team, this should increase builds and thus sales; other factors are the quality of donations, due to continued increase in market demand;
** Bikes are being sold as quickly as they are being built
** based on the ambitious targets and the continuing challenges with sourcing bikes and parts, it is not likely that we will hit May and summer targets. May MTD is $6,800 of $15,000 target.
** Volunteers are welcome to join bike building nights to help build bikes; bike builders will be on hand to provide guidance. Sign up is required: https://bikeedmonton.ca/shift-signup
* Shop fees revenue are also down
** Primarily due to continued COVID restrictions (fewer people in shop, fewer appts)
*** Question (Matt H): Will more paid staff hours give us more revenue?
*** Answer: Yes, that will help. However, there are a number of variables: highly skilled volunteers, staff and mechanics, Covid restrictions, etc
** Accounts Payable - there seem to be some discrepancies in rent payments. This will need to be reviewed.
* Suggestion: Ad Hoc Revenue Committee to be raised in June.


* Project Coodinator Grant report
=== Executive Committee Report - Sarah R. (1 min) ===
**Unsuccessful grant applications
* [ Executive Committee Report]
***Choosewell Healthy Communities - approx $5000 - unsuccessful (building bike repair capacity in communities)
***CHCI Healthy Communities - Community Foundations of Canada - Round One - $9,750 - Pending (May 26th)


**Successful grant applications
***$5,500 - WinterCity Edmonton - successful
***$16,500 - Community Investment Operating (CIOG), City of Edmonton grant - - successful
***Canada Summer jobs - successful - two assistant shop managers


**Upcoming (not yet applied for)
=== HR Committee Report - Sarah R. (1 min) ===
***$10,000+ CHCI Healthy Communities - Community Foundations of Canada - Round Two - due June 25th
* [ HR Committee Report]
***$350 Small Sparks, City of Edmonton Neighbourhood revitalization fund - no due date


**Other
=== Governance Committee Report - Roy C. (2 min) ===
***EverActive Schools children’s cycling clinics postponed due to Covid.  
* [ Governance Committee Report]
***Adult Learn to Ride courses are ongoing.
***Mechanical Instruction course is being developed for the City of Edmonton


* Issues with Bookkeepers
** Ongoing errors with junior staff with Seniuk&Co
** Executive Committee recognizes that this is one of the primary reasons why there are struggles with getting financials to the board
** Exec has requested getting quotes for comparable services
** Past experience has shown us that Seniuk has been providing more professional service for the price that we are paying
** Question: Where are the challenges? Reporting? POS challenges?
** Answer: They are primarily looking at the credit card and bank statements that have a wide variety of deposits to be reconciled against reported revenue.
** Question: Is it worth seeking other quotes?
** Answer: The services we have now are superior to what we have had in the past as we are working with a CPA firm, not just a bookkeeper.
** The board is in agreement to postpone the active search for new accounting services


{{Motion
=== Volunteer Committee Report ===
  |motion= Renew our contract with Seniuk & Co for 1-yr starting 1July2021; Executive Director to compile list of potential replacement firms and report back to the Board by August Board Meeting.
* Ken will connect with Sarah
  |first= Matt
  |second= Michelle
  |yes= 7
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Executive Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1hVp_q9TiOCpxLlQgsq1g17A3zH19gnqQ/view?usp=sharing Executive Committee Report]


=== HR Committee Report - Sarah R. (2 min) ===
=== Executive Direct Report - Chris C. (5 min) ===
* [https://drive.google.com/file/d/19Ar-tCV9O_NUMjlw5RMNLBz_TS7qXjR0/view?usp=sharing HR Committee Report]
* [ Executive Director Report]


=== Governance Committee Report - Roy C. (2 min) ===
* No written report - Roy gave a brief verbal report
=== Volunteer Committee Report - ===
* No report as the Committee still has not been officially formed yet


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, Executive Director's, Executive Committee, HR Committee, and Governance Committee reports as presented above.
   |motion=To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, and Volunteer Committee reports as presented above.
   |first= Roy
   |first=  
   |second= Andi
   |second=  
   |yes= 6
   |yes=  
   |no= 0
   |no=  
   |abstain= 0
   |abstain=  
   |result= Carried
   |result=
}}
}}


Line 148: Line 99:
=== Action Item Follow Up ===
=== Action Item Follow Up ===
* Posting Board Intros to the website is still pending
* Posting Board Intros to the website is still pending
==== Bikes and Animals Social Media Campaign ====
* Further discussion still needed with Chris
==== Plan to Sell Bikes from the Downtown Shop ====
* The below action items are outstanding
** President to schedule time with Executive Director and Board to have a further conversation at a working meeting
** With Provincial restrictions lifting on July 1, this needs to be addressed promptly
** Sarah will follow up with board via email tomorrow (22 June 2021) with a meeting date and time


=== Bikes and Animals Social Media Campaign - Sarah R. (1 min) ===
=== Staff Performance Reviews - Sarah R. (1 min) ===
* Further discussion still needed with Chris  
* Sarah and Matt conducted the staff performance reviews at the end of May. Chris was present for all of the staff performance reviews.


=== HR Consultation with ACSN - Sarah R. (2 min) ===
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee met with Bill Clark on April 26
* The HR Committee met with Bill Clark on May 26
* [https://drive.google.com/file/d/1vGCgT_moijr9pTk-OlLu42eMkQZt700H/view?usp=sharing Bill's PowerPoint presentation]
 
* [https://drive.google.com/file/d/1hdd9GRGNn7NMVOElSiBl9XBK7KCSP9yX/view?usp=sharing MindMap]
=== Renewal with Seniuk - Sarah R. (2 min) ===
* [https://drive.google.com/file/d/1fIg2UWXKes31i3cC3YdJ-RNZ-dviL-mu/view?usp=sharing MindMap with updates]
* Chris and Sarah to follow up this week


=== Downtown Shop Mural - Sarah R. (5 min) ===
=== Downtown Shop Mural - Sarah R. (5 min) ===
* Contract with Jason Blower has been finalized
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant
* Jason has provided us with some renderings
* Corporate level buildings have been confirmed and shared with Jason. Jason will begin working on the draft sketch
** [https://drive.google.com/file/d/1rrmE5mjXVgsF5viN7Hy-WiC-nvsJXEqs/view?usp=sharing mural rendering]
[https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
** [https://drive.google.com/file/d/1c8Wr0ocfd8h9MJjK5BltXGqyWsDLo9W8/view?usp=sharing mural mock up]
* Corporate sponsorship solicitations have been initiated
* Corporate Sponsorships
** Stantec has agreed to a $1,000 sponsorship
** Stantec - confirmed
** The Oilers Community Foundation can only provide funding to CRA registered charities. They forwarded our info on to Rogers for consideration
** The Brick - confirmed
** Edgar Developments (Developer of the MacLaren tower and several other DT towers) has declined
** Shaw - pending approval
** Shaw is pending application
** EPCOR - contacted
** EPCOR is pending application
** Edmonton Oilers Community Foundation - can only fund registered charities
** The Brick has been solicited
** Rogers - closed to funding requests
==== Action Items ====
* Andi will follow up with The Brick re: their building choice
* Matt will share CN application login with Sarah for proof reading
* Matt with connect with the printers to finalize the details around the electrical outlets and covers


=== Membership Drive Update - Chris C. (3 mins) ===
== New Business ==
* Outstanding at this time
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) ===
* Some discussion included in ED Report; minuted there


==== Action Items ====
==== Action Items ====
* Chris to complete and update the Board
*


=== Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins) ===
=== Youth @ The Table Board Mentorship Program - Sarah R. (3 mins) ===
* [https://docs.google.com/document/d/1WXCaPcrmi0rB-iqDtJPdQ5xFSiTeylTkwOhEhqwcXSk/edit Chris' Report]
* Sarah sent out an email to the Board and only Matt replied. The deadline for the application has been extended to June 25. Is this something the Board is interested in?
* We are currently selling 100% of bikes that are posted for sale; this is all happening at the South Shop.  
* [https://drive.google.com/file/d/1UF_zkBKfl6BBpCWI9_n3gJF8I2YLheo-/view?usp=sharing Email thread]
** Options that are being considered for sales at the Downtown shop:
* [https://drive.google.com/file/d/15i-oYC0UvQNkcQ8gmVyA_SC-EaQS9wNn/view?usp=sharing Youth @ The Table Program Brochure]
*** Lottery system
*** Unconventional and uncommon sizes sold at the Downtown shop
** Current plan is to resume bike sales within two weeks of restrictions lifting, this will be concurrent with full DIY services


==== Action Items ====
==== Action Items ====
* President to schedule time with Executive Director and Board to have a further conversation at a working meeting
*
* Board will review the report that Chris has presented this evening
 
== New Business ==
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) ===
* Tabled
 
=== Driver Pledge - Matt H. (5 mins) ===
* [https://docs.google.com/document/d/1UNfAf2WwT2kan1HZ0ZW2uAqdHMohcr-Vu8rsLruDUfk/edit?usp=sharing Driver Pledge]


=== Board Approval for Mastercard Circle Rewards redemption - Sarah R. (1 min) ===
* we currently have 82,705 points.
* 50,000 points can be redeemed for a $500 GIC
* 30,000 points can be redeemed for a $300 credit
* remaining 2,705 points to accrue
{{Motion
{{Motion
   |motion=To approve Drive Pledge as presented
   |motion=To approve the redemption of the points as outlined above, pending GIC terms.
   |first= Matt
   |first= Andi
   |second= Andi
   |second= Matt
   |yes= 6
   |yes= 5
   |no= 0
   |no= 0  
   |abstain= 0
   |abstain=
   |result= Carried
   |result= Carried  
}}
}}


=== Staff Performance Reviews - Sarah R. (1 min) ===
=== Proposed post-Pandemic bike lovers Road Trip - Ken. (5 mins) ===
* Sarah and Matt will be scheduling staff performance reviews this week - which days are preferable for each staff person?
* Ken has been in touch with a community bike shop in Butte, Montana
* Trip is tentatively planned for early August: Drive to Montana, stay overnight, connect. Very loose itinerary
* Ken has a 12-seat van
* Opportunity to connect with other community bike shops
* anyone interested should contact Ken
* this is NOT an official Bike Edmonton trip


==== Action Items ====
==== Action Items ====
* Chris will follow up with email
* Ken will confirm about van capacity and licensing.


== In Camera ==
== In Camera ==
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first= Keith
   |first=  
   |second= Andi
   |second=  
   |yes= 6
   |yes=  
   |no= 0
   |no=  
   |abstain= 0
   |abstain=
   |result= Carried
   |result=  
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first= Matt
   |first=  
   |second= Roy
   |second=  
   |yes= 6
   |yes=  
   |no= 0
   |no=  
   |abstain= 0
   |abstain=
   |result= Carried
   |result=  
}}
}}


Line 237: Line 199:


== Adjournment ==
== Adjournment ==
Meeting adjourned by Sarah at 10:38 pm
Meeting adjourned by at pm


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2020-2021 Board minutes]]

Revision as of 22:53, 17 July 2021

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

Bike Edmonton Board Meeting Minutes for July 19, 2021

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

  • Date: Monday, July 19, 2021
  • Location: Google Meet To join by phone instead, dial ‪(CA) +1 778-732-6177‬ and enter this PIN: ‪‪387 835 066‬#
  • Start Time: 7:00pm

Please email [email protected] if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

  • Meeting Chair: Sarah
  • Minute-taker:
  • Food by: n/a
  • Board attendance:
  • Staff attendance:
  • Regrets: Annya
  • Absent: Rachel
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date: Monday, August 16, 2021
  • Location: Google Meet
  • Chair: Sarah
  • Minute-taker: Andi
  • Food by: n/a

Announcements

Approval of Agenda

MOTION
To approve this July 19 agenda.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Approval of Last Meeting's Minutes

MOTION
To approve the June 2021 minutes and the July 6 2021 minutes.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.


Reports

President's Report - Sarah R. (2 mins)

  • [ President's Report]


Treasurer's Report - Roy C. (2 mins)

  • [ Treasurer's Report]


Executive Committee Report - Sarah R. (1 min)

  • [ Executive Committee Report]


HR Committee Report - Sarah R. (1 min)

  • [ HR Committee Report]

Governance Committee Report - Roy C. (2 min)

  • [ Governance Committee Report]


Volunteer Committee Report

  • Ken will connect with Sarah


Executive Direct Report - Chris C. (5 min)

  • [ Executive Director Report]


Approval of Reports

MOTION
To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, and Volunteer Committee reports as presented above.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Current & Completed Business

Action Item Follow Up

  • Posting Board Intros to the website is still pending

Bikes and Animals Social Media Campaign

  • Further discussion still needed with Chris

Plan to Sell Bikes from the Downtown Shop

  • The below action items are outstanding
    • President to schedule time with Executive Director and Board to have a further conversation at a working meeting
    • With Provincial restrictions lifting on July 1, this needs to be addressed promptly
    • Sarah will follow up with board via email tomorrow (22 June 2021) with a meeting date and time

Staff Performance Reviews - Sarah R. (1 min)

  • Sarah and Matt conducted the staff performance reviews at the end of May. Chris was present for all of the staff performance reviews.

HR Consultation with ACSN - Sarah R. (2 min)

  • The HR Committee met with Bill Clark on May 26

Renewal with Seniuk - Sarah R. (2 min)

  • Chris and Sarah to follow up this week

Downtown Shop Mural - Sarah R. (5 min)

  • Mural Fundraising Plan
  • Jason has provided us with some renderings
  • Corporate Sponsorships
    • Stantec - confirmed
    • The Brick - confirmed
    • Shaw - pending approval
    • EPCOR - contacted
    • Edmonton Oilers Community Foundation - can only fund registered charities
    • Rogers - closed to funding requests

Action Items

  • Andi will follow up with The Brick re: their building choice
  • Matt will share CN application login with Sarah for proof reading
  • Matt with connect with the printers to finalize the details around the electrical outlets and covers

New Business

Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins)

  • Some discussion included in ED Report; minuted there

Action Items

Youth @ The Table Board Mentorship Program - Sarah R. (3 mins)

Action Items

Board Approval for Mastercard Circle Rewards redemption - Sarah R. (1 min)

  • we currently have 82,705 points.
  • 50,000 points can be redeemed for a $500 GIC
  • 30,000 points can be redeemed for a $300 credit
  • remaining 2,705 points to accrue
MOTION
To approve the redemption of the points as outlined above, pending GIC terms.
Moved: Andi
Seconded: Matt
Aye No Abstain
5 0
Carried

Proposed post-Pandemic bike lovers Road Trip - Ken. (5 mins)

  • Ken has been in touch with a community bike shop in Butte, Montana
  • Trip is tentatively planned for early August: Drive to Montana, stay overnight, connect. Very loose itinerary
  • Ken has a 12-seat van
  • Opportunity to connect with other community bike shops
  • anyone interested should contact Ken
  • this is NOT an official Bike Edmonton trip

Action Items

  • Ken will confirm about van capacity and licensing.

In Camera

MOTION
To go in camera
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
MOTION
To go out of camera
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Board Volunteer Hour Tracking - ALL BOARD (2 min)

Adjournment

Meeting adjourned by at pm

Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_July_2021&oldid=5739"