Board Minutes September 2024

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

Bike Edmonton Board Meeting Minutes for (month)(year)

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

• Location: ___ & Google Meet
• Start Time: 6:30pm

Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Keith
• Minute-taker: Adam
• Board attendance: Marcel, Heather, Adam
• Staff attendance:
• Regrets:
• Absent:
• Guests: Devin Clarke

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (29 min)

MOTION

To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report (1 min)

• [President's Report (Month) (Year)]

Treasurer's Report (4 min)

• [Treasurer's Report (Month) (Year)]

CIP grant reporting?

H.R. & Ops Committee Report (8 min)

• [H.R. Committee Report (Month) (Year)]

• Policy on staff volunteering or overtime?

MOTION

To accept (with amendments?) the TOR as previously circulated (https://docs.google.com/document/d/1LXa_4CUf_a2V3wmDHK4gmrJ0UuxQSwsIt7rouKgO8dE/edit)
Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Finance Committee Report (8 min)

• [Finance Committee Report (Month) (Year)]

MOTION

To accept (with amendments?) the TOR as previously circulated (https://docs.google.com/document/d/1g863XyEHBauNvvlCfLtR0h6VhP5_wLUelqhvjNZt38Y/edit)
Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

The following people sent an email indicating they wanted to join the Finance Committee. The Committee’s TOR states that members must be appointed by the Board. Marcel brings these names forward for discussion of who to add to the committee.

Ankush Handa Lee Wiseley, attended September 5 Finance Committee meeting Kieran Dunch, will be available after September 12, 2024 Michelle Trinh, sent resume and is a CPA, was unable to attend Sept 5 meeting Ron Cherlet, was unable to attend Sept 5 meeting Nathan Binnema, has bookkeeping experience

MOTION

)
Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Fundraising Committee Report (8 min)

• Fundraising Committee Report September 2024: https://docs.google.com/document/d/1fx7SQpqJaxxhPTjdnFvMNAQjySCTBHl3YGealT7QYbs/edit?usp=sharing

MOTION

To accept (with amendments?) the TOR as previously circulated (https://docs.google.com/document/d/1PqDOONh4mtY0aLNfnv6qW6zEm0EynE5E/edit)
Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

• Update on cycling caps fundraiser:

MOTION

re cycling caps)
Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Current & Completed Business (19 min)

Updates on Action Items From Previous Meeting

• Everyone log your estimated volunteer hours for the past month.
• Everyone sign reports that you have reviewed each 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 Code of Conduct
• Reminder of conflict of interest policy

COMPLETED

Waste Down Tune Up update (3 min)

• Discussion notes:

Winter Biking grant update (3 min)

• Discussion notes:

Tracking of an other grant-in-progress or grants-in-planning (4 min)

• Discussion notes:

Value for insurance replacement costs update (4 min)

• Discussion notes:

AGM Planning, Board Recruitment, and Retreat Planning (5 min)

• Discussion notes:

Business Item 1 (__ min)

• Discussion notes:

Business Item 1 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Business Item 2 (__ min)

• Discussion notes:

New Business

Budget Discussion (Sarah - 8 min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

MOTION

To move out of camera] discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain