Board Minutes June 2023: Difference between revisions
→In Camera Session
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== Attendance == | == Attendance == | ||
* Meeting Chair: Kelly Granigan | * Meeting Chair: Kelly Granigan | ||
* Minute-taker: | * Minute-taker: Alexandra Stout | ||
* Board attendance: | * Board attendance: Stephen, John, Jason, Maxine, Marcel, Matthew, Charlotte | ||
* Staff attendance: | * Staff attendance: Greg Glatz | ||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: Devin Clarke | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order at 7: PM | * Meeting called to order at 7:05 PM | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
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=== Treasurer's Report === | === Treasurer's Report === | ||
* | * [https://docs.google.com/document/d/1ejmacjBtm9JkuQnA_aV0Qir9wfXz79mLQwGk-kGl3HI/edit?usp=sharing treasurer's report] | ||
* [https://drive.google.com/file/d/1Np14yvBqnzRRJqWKgGJpHdQwjgOgmp6a/view?usp=drive_link comparative statement] | |||
* [https://drive.google.com/file/d/1hoDKfpMhBsqCHa4Rw9EeNi2QB5g6oxUq/view?usp=sharing financial position] | |||
=== H.R. Committee Report === | === H.R. Committee Report === | ||
* no meeting | * no meeting | ||
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=== Executive Director's Report (10 min) === | === Executive Director's Report (10 min) === | ||
* [https://docs.google.com/document/d/1GtZC0tTUpYDjbTDOrpVYY7Qy7OGi97QHs1dkRONgSKY/edit?usp=drivesdk executive director report] | |||
*Questions from Board Members about ability to meet budget goals over the summer. ED suggests it is possible, and that the Bike Building program could be refined. ED is also contacting other stakeholders for income generating possibilities around the shops. | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this June agenda, the May 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_May_2023 minutes], and reports as presented | |motion=To approve this June agenda, the May 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_May_2023 minutes], and reports as presented | ||
|first= | |first= Matt | ||
|second= | |second= Charlotte | ||
|yes= | |yes= | ||
|no= | |no= | ||
| Line 74: | Line 79: | ||
=== Board and Committee Evaluations (10 min) === | === Board and Committee Evaluations (10 min) === | ||
*Limited response from board members despite lack of response. President suggests that this lack of response should be considered in the evaluation/feedback in and of itself. | |||
*Deadline to respond is 11:59pm June 12th. | |||
=== Movie Fundraiser (10 min) === | === Movie Fundraiser (10 min) === | ||
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'''COMPLETED''' | '''COMPLETED''' | ||
* | * | ||
*Not well attended by Board Members. It is not required for BMs to attend events, but is it an optics issue to not attend our own events? | |||
*Exec. Committee discussed this topic: was it a missing step to not have this event approved by the Board to encourage Board attendance/buy-in? | |||
*ED and President looking for feedback from BMs on how to encourage attendance and why they may not have attended. Some board members suggested it arises from busy schedules, forgetfulness, etc. Not an issue of belief in the importance of event or because of any issue with it. | |||
=== Audit (5 mins) === | |||
*Auditor requesting some information from Treasurer and ED, but the audit is close to completion. | |||
== New Business == | == New Business == | ||
=== Alberta Bike Swap and Can Bike Course (Devin) (15 min) === | === Alberta Bike Swap and Can Bike Course (Devin) (15 min) === | ||
*Alberta Bike Swap asked for estimates on how much they fundraised for Bike Edmonton. Devin provided some estimates, as well as desired bike parts/types from Bike Edmonton's perspective. | |||
*Alberta Bike Swap was concerned by the proximity in time of Bike Ed's bike swap to theirs (two weeks apart). | |||
*ED suggests strengthening relationship with Alberta Bike Swap. | |||
*Alberta Bike Swap looking for promotion and volunteers for their Can Bike Course (Devin suggested they contact ED). | |||
=== A board member related announcement (15 min) === | === A board member related announcement (15 min) === | ||
*Jason Wang is resigning from Bike Edmonton Board duties for personal reasons. | |||
*Stephen Paskaluk has volunteered to be the new secretary. | |||
*President suggests sitting as an 11 person board as opposed to a 12 person board until AGM. | |||
== Motion to appoint Stephen Paskaluk as secretary and member of executive committee of Bike Edmonton == | |||
{{Motion | |||
|motion= Appoint Stephen Paskaluk as secretary and member of executive committee of Bike Edmonton | |||
|first= Charlotte | |||
|second= Marcel | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= | |||
}} | |||
=== How are members of the board feeling? (20 min) === | === How are members of the board feeling? (20 min) === | ||
*Some board members suggest outside commitments negatively influence their capacity to do board work and that they are unable to take on more commitments | |||
*Other board members feel as though their workload is appropriate | |||
*Some board members feel as though they (willingly) pick up slack but then feel overloaded | |||
=== Long term strategy planning (20 min) === | === Long term strategy planning (20 min) === | ||
*President concerned about Bike Ed's sustainability, primarily financially. Suggests an in-person long-term strategy meeting. | |||
*Part of this is born out of wanting to support the ED and utilize his skills. He feels more settled in his role and ready to tackle big picture planning, but needs to be relieved from some day-to-day tasks. | |||
*Preference from BMs for a meeting sooner rather than later. | |||
*Preference for transforming August regular board meeting into a long-term strategy meeting, and making it longer. Evening potluck outside! Book a picnic site? | |||
*President willing to create a structure for the meeting regarding strategy planning. Maxine potentially able to assist. | |||
=== Meeting in person? (10 min) === | === Meeting in person? (10 min) === | ||
=== Final Review of Donor Recognition Policy ( | === Official Spokesperson Policy review (3 min) === | ||
*[https://apps.bikeedmonton.ca/w/Official_Spokesperson_Policy] | |||
== Motion to allow Governance Committee to change the official spokesperson from the President to the President and the ED (5 min) == | |||
{{Motion | |||
|motion=To allow Governance Committee to change the official spokesperson from the President to the President and the ED | |||
|first= Alexandra | |||
|second= Marcel | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= | |||
}} | |||
=== Final Review of Donor Recognition Policy (1 min) === | |||
*Suggestion to include a clause of donation-in-kind in it's own category. | |||
== Motion to approve Donor Recognition Policy (5 min) == | == Motion to approve Donor Recognition Policy (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve the Donor Recognition Policy, officially post it to the wiki, and refer to it as necessary | |motion=To approve the Donor Recognition Policy, officially post it to the wiki, and refer to it as necessary, with condition that in-kind donation clause is added. | ||
|second= | |second= Matt | ||
|yes= | Stephen | ||
|yes= | |||
|no= | |no= | ||
|abstain= | |abstain= | ||
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{{Motion | {{Motion | ||
|motion= To move into in camera session with Dr. Greg Glatz as guest | |motion= To move into in camera session with Dr. Greg Glatz as guest | ||
|first= | |first= Matt | ||
|second= | |second= Kelly | ||
|yes= | |yes= | ||
|no= | |no= | ||
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}} | }} | ||
* | * ~5 mins | ||
{{Motion | {{Motion | ||
|motion= To move out of in camera session | |motion= To move out of in camera session | ||
|first= | |first= Marcel | ||
|second= | |second= John | ||
|yes= | |yes= | ||
|no= | |no= | ||