Board Minutes July 2021: Difference between revisions

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=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [ President's Report]
* [ President's Report]


=== Treasurer's Report - Roy C. (2 mins) ===
=== Treasurer's Report - Roy C. (2 mins) ===
* [ Treasurer's Report]
* [ Treasurer's Report]


=== Executive Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
* [ Executive Committee Report]
* [ Executive Committee Report]


=== HR Committee Report - Sarah R. (1 min) ===
=== HR Committee Report - Sarah R. (1 min) ===
Line 75: Line 72:
=== Governance Committee Report - Roy C. (2 min) ===
=== Governance Committee Report - Roy C. (2 min) ===
* [ Governance Committee Report]
* [ Governance Committee Report]


=== Volunteer Committee Report ===
=== Volunteer Committee Report ===
* Ken will connect with Sarah
* Ken will connect with Sarah


=== Executive Direct Report - Chris C. (5 min) ===
=== Executive Direct Report - Chris C. (5 min) ===
* [ Executive Director Report]
* [ Executive Director Report]


=== Approval of Reports ===
=== Approval of Reports ===
Line 103: Line 97:
==== Plan to Sell Bikes from the Downtown Shop ====
==== Plan to Sell Bikes from the Downtown Shop ====
* Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
* Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
=== HR Consultation with ACSN - Sarah R. (2 min) ===
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee met with Bill Clark on May 26
* The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
 
* Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021.
=== Renewal with Seniuk - Sarah R. (2 min) ===
=== Renewal with Seniuk - Sarah R. (2 min) ===
* Chris and Sarah to follow up this week
* Chris to provide an update
 
=== Downtown Shop Mural - Sarah R. (5 min) ===
=== Downtown Shop Mural - Sarah R. (5 min) ===
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Jason has provided us with some renderings
* I get the sense that Jason would still prefer to do the monochromatic colour palette as he thinks the sponsorships will stand out better - Is this important?
** [https://drive.google.com/file/d/1rrmE5mjXVgsF5viN7Hy-WiC-nvsJXEqs/view?usp=sharing mural rendering]
** [https://drive.google.com/drive/folders/1RiHr9uJCJZ0H2i7GnlcdIOTIhJNxEjU5?usp=sharing Images]
** [https://drive.google.com/file/d/1c8Wr0ocfd8h9MJjK5BltXGqyWsDLo9W8/view?usp=sharing mural mock up]
* The City of Edmonton Economic Recovery matching grant was approved for $1,000
* Corporate Sponsorships
* Corporate Sponsorships
** Stantec - confirmed
** Stantec - confirmed
** The Brick - confirmed
** The Brick - pending??
** Shaw - pending approval
** Shaw - pending approval
** EPCOR - contacted
** EPCOR - application pending
** CN - application pending
** Edmonton Oilers Community Foundation - can only fund registered charities
** Edmonton Oilers Community Foundation - can only fund registered charities
** Rogers - closed to funding requests
** Rogers - closed to funding requests
* Small & Medium Business Sponsorships
** Earth's General Store - confirmed for $200
==== Action Items ====
* Matt did you connect with the printers to finalize the details around the electrical outlets and covers?
=== Youth @ The Table Board Mentorship Program - Sarah R. (1 min) ===
* We have been shortlisted and our participation will be contingent on whether we get matched with a youth or not
=== Update on progress of Membership Drive - Chris C. (3 mins) ===
*
==== Action Items ====
==== 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 ==
== New Business ==
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) ===
=== The posting for the Executive Director position has gone out - Sarah R. (2 mins) ===
* Some discussion included in ED Report; minuted there
* Sarah posted this to Bike Edmonton's LinkedIn account, Working In NonProfits website, and Indeed, however, because we have it posted in several places, Indeed won't list our posting unless we sponsor it
 
==== Action Items ====
==== Action Items ====
*
*
 
=== . (1 min) ===
=== Youth @ The Table Board Mentorship Program - Sarah R. (3 mins) ===
*
* 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?
* [https://drive.google.com/file/d/1UF_zkBKfl6BBpCWI9_n3gJF8I2YLheo-/view?usp=sharing Email thread]
* [https://drive.google.com/file/d/15i-oYC0UvQNkcQ8gmVyA_SC-EaQS9wNn/view?usp=sharing Youth @ The Table Program Brochure]
 
==== Action Items ====
==== Action Items ====
*
*
 
===. (5 mins) ===
=== 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=To approve the redemption of the points as outlined above, pending GIC terms.
  |first= Andi
  |second= Matt
  |yes= 5
  |no= 0
  |abstain=
  |result= 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 ====
==== Action Items ====
* Ken will confirm about van capacity and licensing.
*


== In Camera ==
== In Camera ==

Revision as of 23:30, 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 board@bikeedmonton.ca 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:
  • 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, Volunteer Committee, and Executive Director's 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

  • Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting

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

  • The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
  • Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021.

Renewal with Seniuk - Sarah R. (2 min)

  • Chris to provide an update

Downtown Shop Mural - Sarah R. (5 min)

  • Mural Fundraising Plan
  • I get the sense that Jason would still prefer to do the monochromatic colour palette as he thinks the sponsorships will stand out better - Is this important?
  • The City of Edmonton Economic Recovery matching grant was approved for $1,000
  • Corporate Sponsorships
    • Stantec - confirmed
    • The Brick - pending??
    • Shaw - pending approval
    • EPCOR - application pending
    • CN - application pending
    • Edmonton Oilers Community Foundation - can only fund registered charities
    • Rogers - closed to funding requests
  • Small & Medium Business Sponsorships
    • Earth's General Store - confirmed for $200

Action Items

  • Matt did you connect with the printers to finalize the details around the electrical outlets and covers?

Youth @ The Table Board Mentorship Program - Sarah R. (1 min)

  • We have been shortlisted and our participation will be contingent on whether we get matched with a youth or not

Update on progress of Membership Drive - Chris C. (3 mins)

Action Items

New Business

The posting for the Executive Director position has gone out - Sarah R. (2 mins)

  • Sarah posted this to Bike Edmonton's LinkedIn account, Working In NonProfits website, and Indeed, however, because we have it posted in several places, Indeed won't list our posting unless we sponsor it

Action Items

. (1 min)

Action Items

. (5 mins)

Action Items

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

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