Bike Edmonton

Board Minutes January 2022: Difference between revisions

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'''''Please note: Bike Edmonton Board Meeting Minutes receive approval via Board Motion at the following Board Meeting. Please view the following Board Meeting Minutes to determine the approval status of the minutes you are currently viewing.'''''
'''''Please note: Bike Edmonton Board Meeting Minutes receive approval via Board Motion at the following Board Meeting. Please view the following Board Meeting Minutes to determine the approval status of the minutes you are currently viewing.'''''


== Bike Edmonton Board Meeting Minutes for December 6, 2021 ==
== Bike Edmonton Board Meeting Minutes for January 10, 2022 ==


Board meetings are open to Bike Edmonton members and the public.
Board meetings are open to Bike Edmonton members and the public.
Line 11: Line 11:


== Attendance ==
== Attendance ==
* '''Meeting Chair:''' Roy C, Sarah R
* '''Meeting Chair:''' Roy C
* '''Minute-taker:''' Andi  
* '''Minute-taker:''' Andi  
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:''' Keith Heslinga, Ron Cherlet, Mike Enders, Max Myre, Michelle Bourdon, Byron Vass, Roy Coulthard, Andi Eng, John Fuller, Matthew Hoyt, Sarah Rebryna
* '''Board attendance:''' Byron Vass, Roy Coulthard, Michelle Bourdon, Sarah Rebryna, Keith Heslinga, Matthew Hoyt, Maxine Myre, Mike Enders
* '''Staff attendance:''' Mike Zuege, Chris Chan
* '''Staff attendance:''' Mike Zuege, Chris Chan  
* '''Regrets:'''  
* '''Regrets:''' John Fuller
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:'''


== Call to Order ==
== Call to Order ==
* Meeting called to order by Roy at 7:05 pm.
* Meeting called to order by Sarah at 7:06 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
The Board needs to determine what the Board Meeting schedule will be moving forward
* Date: 16 February 2022
 
We have been holding board meetings on the 3rd Monday of each month. This was in an attempt to have monthly financials, although we have run into challenges with the timing of the financials.
Discussions: Third Monday allows for time for committees to meet and prepare reports.
Michelle will not be able to do 3rd Mondays due to her current rotation. 2nd Monday would for her.
Keith would like to remind everyone that he has an invite extended to Dallas from the City for a presentation about the Bike Plan
* Discussion Notes:
**The Board has agreed to schedule our next meeting and all subsequent board meetings for the 2021/2022 Board on the second Monday of each month with the exception of dates that fall on a stat holidays.
 
* Date: 10 January 2022
* Location: Google Meet
* Location: Google Meet
* Chair:  
* Chair: Matt H
* Minute-taker: Andi
* Minute-taker: Andi
* Food by: n/a
* Food by: n/a
{{Motion
  |motion=To move the meeting to February 16, 2022
  |first= Matt
  |second= Keith
  |yes= 8
  |no= 1
  |abstain= 0
  |result= Carried
}}


== Announcements ==
== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1hHb6kBAHZPFcHZ8cdfgER6Gab5u-e63r_SaarC5zAMA/edit?usp=sharing Board Member volunteer hours!]
* Remember to record your [https://docs.google.com/spreadsheets/d/1hHb6kBAHZPFcHZ8cdfgER6Gab5u-e63r_SaarC5zAMA/edit?usp=sharing Board Member volunteer hours!]
 
* Extra Board Meeting on Thursday, Jan 20
 
** hearing from the City of Edmonton re: Bike Plan 2022 forward
* The Board is aware of a social media comment by a board member that can be construed as disparaging the unhoused. We are saddened by this comment because it goes against what Bike Edmonton aspires to be.
** While Bike Edmonton uses cycling to advance its vision, Bike Edmonton’s Mission is to make “...everyday cycling in Edmonton safer and more widespread by providing bicycle services, education, and civic representation…” and as part of this purpose, we extend services to marginalized members of the community as well as new-comers. Pursuant to this purpose, we try to stand with and support those facing struggle. The Board looks around its own table and sees the privileges of the board members; we all have the ability to volunteer for this organization and we acknowledge at a bare minimum that this means that we are not wholly consumed with the search for the necessities of life. As a result of our privileged station we find it difficult at times to understand the struggle of those facing issues such as homelessness, substance addiction, poverty, and others. As we humbly acknowledge this privilege we believe that "punching down" is in poor taste and unbefitting of a board member of Bike Edmonton.
** The board is aware that the member has apologized to the President of the Board, and at this time we consider the matter closed.
** The board would like the minutes of the meeting to reflect that we are sorry for this social media comment and the harm that it may have caused, and would like to thank the member who brought this matter to our attention.


== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this December 6 agenda.
   |motion=To approve this January 10 agenda.
   |first= Andi
   |first= Keith
   |second= Matt
   |second= Mike E
   |yes= 11
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 61: Line 58:
== Approval of Last Meeting's Minutes ==
== Approval of Last Meeting's Minutes ==
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes October 2021|October 2021]] minutes.
   |motion=To approve the [[Board Minutes December 2021|December 2021]] minutes.
   |first= Roy
   |first= Matt
   |second= Michelle
   |second= Keith
   |yes= 11
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 71: Line 68:


== Reports ==
== Reports ==
All committees are required to present reports at each Board Meeting. It is strongly encouraged that Committee Chairs write up regular reports and add them to the [https://drive.google.com/drive/folders/1hWCJpUCq14r3YOjjM4T1j1P0jeS2RTGe?usp=sharing Reports Folder]. This is encouraged for two main reasons:
# Whoever is making the upcoming Board Meeting Agenda can easily find all of the reports in once place and ensure they are linked in the Agenda for all Board members to read in <b>advance</b> of the Board Meeting
# Having the written reports provided ahead of Board Meetings allows the reports to be as detailed as the person writing them feels they need to be without taking up too much time during the Board Meeting as all Board Members are expected to read the reports ahead of time


=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [ President's Report]
* [https://drive.google.com/file/d/1tUGSq0xadYnvEwB_rhKegN8LX-FGT1Lc/view?usp=sharing President's Report]
* Welcome to new board members
* Welcome to Mike Z as our new ED
* Excited for the new fiscal year


=== Treasurer's Report - N/A (0 mins) ===
=== Executive Director's Report - Mike Züge (10 min) ===
* [ Treasurer's Report]
* [https://docs.google.com/document/d/1emt6XU0Z4a3BMIwmPViwzqh-FHf8D-OFPpcGjxfbZIM/edit Executive Director's Report]
* Addition: Clay from the indigenous community in Wetaskiwin has reached out to seek possibility of partnership with Bike Edmonton. He will be following up with an email.
** Mike Z and Molly will be meeting with them in the coming weeks.
** Invite is open to board members and/or AOC Committee
* Question (from Keith): Did the city provide the appendices for the Infrastructure report?
** Not that I am aware of. I will follow up with the city and connect with you via email
* Update (From Michelle) re: CPR/First Aid training
** Shaun and his team are mobile and are available to be on-site at no additional cost
* Question (from Mike E): Do any staff have Naloxone training?
** At this time, we are not aware of any staff who carry or have Naloxone training. We agree to continue this conversation offline and potentially incorporate this in our First Aid training.


* We continue to have some challenges with getting accurate financials from our bookkeepers. Both Mike Z and Roy have identified errors in the financials that have been sent back to the bookkeepers for corrections.
=== Treasurer's Report -  Byron V. (2 mins) ===
* [https://docs.google.com/document/d/1SA05AAIuldyZVNb-2HOluORclKmeYGWtaK5WOibIAm0/edit?usp=sharing Treasurer's Report]
* [https://docs.google.com/spreadsheets/d/1Zywu7BWMna8iFuSrDu_rN_KE227l6SbP/edit?usp=sharing&ouid=100151077934120789402&rtpof=true&sd=true November 2021 Budget vs. Actuals]
* Question/Comment (Keith): is this significant over-expense of bike parts partially related to bike part and supplies being purchased in large chunks instead of being spread over time?
** Response: Partially. This is also related to additional costs due to global supply shortages. The budgeted amount was $16, so this is better reviewed on a quarterly and/or annual basis


Question from Ron C: There is a large federal grant amount for October 2021. What is this from?  
=== Executive Committee Report - Sarah R. (2 min) ===
Answer: It's a combination of things, including a multi-month payment for Covid relief wage subsidy;
* [https://drive.google.com/file/d/1KiM1iGLda35w3ohubCMPVCyVozJ2nYTU/view?usp=sharing Executive Committee Report]


=== Executive Committee Report - Sarah R. (1 min) ===
=== HR Committee Report - Andi E. (2 min) ===
* [ Executive Committee Report]
* [https://docs.google.com/document/d/15ZJAhN9La1BQFgl0b-TnecwtRmS5hG-SwVCSKG7e4sI HR Committee Report]
* Met on Nov 30
* [https://docs.google.com/document/d/1NWJJdl-lRS_hfhzqZ3xNe77iG7lFu1hS05Dkshai46s/edit?usp=sharing HR Committee TOR]
** Minor updates to the ToR:  
 
*** Exec Director will be a welcome guest at Exec Committee. We will continue to share the agenda with Mike Z, with an invite to join as he feels necessary.  
=== Governance Committee Report - Roy C. (2 min) ===
*** Change the TOR “Handling” of the board-level financials to “Oversee,” as financial matters will be handled by the Financial Committee.  
* [https://docs.google.com/document/d/1kb8VUk40j5uvEf4EtkQmCe0-sEjaGD5IIAyuXhe6Y94/edit?usp=sharing Governance Committee Report]
*** Clarification that Member at Large of the Executive does not need to be a member of the Board of Directors, and may be a member of the organization.  
* [https://docs.google.com/document/u/0/d/1jYCdULI2cGg3eQkAtHNs1MEELcsw93W8Ny1EdaNRdNE/edit Governance Committee TOR]
*** Annual Objectives for 2021/2022
 
**** Complete update of signing authorities and ensure all Board information is updated (e.g. CRA, Service Alberta, bookkeeper, AGLC, etc.)
=== Advocacy & Outreach Committee Report - Keith H. (2 min) ===
**** Create Executive Officer transition plan and documents
* [https://docs.google.com/document/d/1smg3GPbnFzKfzga_eWRznUwewWZ64wJFwnf1K-9RnGM/edit?usp=sharing AOC Report]
**** Duties as required, including establishment of Board Meeting agendas
* [https://docs.google.com/document/d/1BB9JLADfD3Cf2nlMAyjXFIBEpnPjGSOuWIGOWP-aGOg/edit?usp=sharing AOC TOR]
**** Complete transition of 2022-2023 Executive Officers
* Question (Sarah and Andi): Can we clarify about the process for communication outside of the organization?
** Response: The AOC will manage drafting of communications, these will then be presented to the board for approval and then motioned for the President to communicate externally in partnership with the Executive Director. This falls in line with our Official Spokesperson policy in our Bylaws.


{{Motion
{{Motion
   |motion= To approve the updates to the Executive Committee Terms of Reference
   |motion= Amend the AOC TOR Specific Annual Objectives item 3 to read: "Outlines and final drafts communications for the Board approval of annual objectives 1 & 2"
   |first= Sarah
   |first= Sarah  
   |second= Byron
   |second= Andi
   |yes= 11
   |yes= 8
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 1
   |result= Carried
   |result= Carried
}}
}}


=== HR Committee Report - Sarah R. (1 min) ===
=== Finance Committee Report - Byron V. (2 min) ===
* [ HR Committee Report]
* [https://docs.google.com/document/d/1tNUPUjLJAtmPvyPzeYmrsWhD5_m60GotAUblTSfQY0A/edit?usp=sharing Finance Committee Report]
* This committee has not yet met for the 21/22 year
* [https://docs.google.com/document/d/1nmcN2zZA0e8NiornbHf2_9PoEPpTjV-KVQWj6MWJmYI/edit?usp=sharing Finance Committee TOR]
* Last meeting was a continuation of supporting Mike Z and Chris C through the transition
* We do not currently have an OH&S Committee. At our Board Retreat, we had agreed that OH&S would fold under the HR or Governance committees. Yet to be determined. This is to be discussed with Mike Z to be brought back to committee. 
* Agreement that OH&S will fall under HR Committee
* Sarah is currently chair of said committee from 2020/21 year. She will send meeting invite.
** Mike Z will be included in these discussions
** agenda will include updating TOR and OH&S


=== Finance Committee Report - Byron Vass. (1 min) ===
==== Finance Motions - Byron V. (2 min) ====
* [ Finance Committee Report]
* Question (Mike E): Why is the card issued in Coreen's name specifically?
* Financial Committee has not met yet this year
** Response: We need to have physical cards for each shop manager for in-person purchases, and the ED card for online purchases. Servus Credit Union requires that cards be issued in a person's name, as opposed to a role or position.
* Meeting on 8 Dec 2021 for monthly financials training
* Question (Mike E): How often are these cards used, and what is the interest rate?
* first meeting will be scheduled by Byron and will likely be early in the new year
** Response: We pay off the cards monthly, so we never carry a balance. However, there is a $75/yr annual fee for each card. The Circle Rewards points that we earn each year do cover these fees.
* Question (Keith): What is the plan going forward for shop purchases? Will these be handled for each shop or handled centrally?
** Response: We want to have cards available for each shop manager for necessary purchases. We will be handling purchases for each shop separately.
* Question (Mike E): Is there a credit card policy?
** Response: Not yet.


=== Governance Committee Report - Roy C. (1 min) ===
{{Motion
* [ Governance Committee Report]
  |motion= The Executive and Finance Committees recommend to the Board to continue with Servus Credit Union's Circle Rewards Business MasterCard and to cancel the MasterCard in Chris Chan's name and request two new MasterCards from Servus Credit Union in the names of Coreen S, South Shop Manager, and Mike Züge (Zuege), Executive Director.
* First Governance Committee for the 21/22 year will be 15 Dec 2021 at 8pm
  |first= Byron
** Agenda:
  |second= Mike E
*** TOR and Review of last year's goals
  |yes= 9
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Advocacy & Outreach Committee Report - Keith H. (2 min) ===
* [ AOC Report]
* First A&O Committee meeting of the 21/22 year is scheduled for 7 Dec 2021
** On the Agenda for that meeting
*** Create and Approve TOR
*** When to invite Claire MacDonald and Jeffrey Hansen-Carlson from Prairie Sky Gondola to present to the Board?
*** When to invite Dallas Karhut with the City of Edmonton to present to the Board?
**** Agreed that we would like to extend this invite for January, with a special meeting for the sole purpose of this conversation
{{Motion
{{Motion
   |motion= To let the scheduling of the meeting with Dallas Karhut as the responsibility of Keith H the A&O committee. Meeting to be held in January as an extraordinary meeting of the Board.  
   |motion= Standing Motion: The Executive and Finance Committees recommend to the Board to delegate authority to the Executive Director, Mike Züge, and Treasurer, Byron Vass, to redeem the Society's MasterCard Circle Rewards for cash back, to be deposited in the high interest general savings bank account, whenever operationally appropriate without need to receive Board approval each time.
   |first= Keith
   |first= Byron
   |second= Andi
   |second= Sarah
   |yes= 11
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
   |result= Carried
   |result= Carried
}}
}}
=== Executive Director's Report - Mike Züge (10 min) ===
* [https://drive.google.com/file/d/1JQsY4XUvi6pwGPedrLTAgt4EKI6qn4jH/view?usp=sharing Executive Director's Report]
* Addition to written report: Provincial grant is available under the Alberta Civil Society Fund. Deadline for application is 17 Dec 2021.
** https://www.alberta.ca/civil-society-fund.aspx
** The board is in favour of Mike Z and Molly working with Sarah and Mike E and the general member that brought this forward to get a grant application ready, pending outcome of conversation at staff meeting on 7 Dec 2021.


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the reports as presented above.
   |motion=To receive and approve the reports and Terms of Reference as presented above.
   |first= Mike E
   |first= Sarah
   |second= Keith
   |second= Matt
   |yes= 11
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 173: Line 166:
=== Updates on Action Items From Previous Meeting (1 min)===
=== Updates on Action Items From Previous Meeting (1 min)===
* Post [https://drive.google.com/drive/folders/1f0KUSg1pHrQ0d3EGGhHbyaIBYKEIQ_mf?usp=sharing Board Member Intros] to the website  
* Post [https://drive.google.com/drive/folders/1f0KUSg1pHrQ0d3EGGhHbyaIBYKEIQ_mf?usp=sharing Board Member Intros] to the website  
** Purpose of these intros is for these to provide a little bit of 'life' to the Bike Edmonton Website under the Board and Governance page on the site. Ideally a picture and bio. Thought is to have these linked at https://bikeedmonton.ca/about/board
** Board members are asked to check the folder linked above and to fill out and/or update the bios to 2022 folder.
** Sarah is willing to transfer this over to the AOC as part of Outreach. This was a project that was started a few years ago, and has been carried forward.
** Keith as Chair of AOC has accepted that this will be moved to the AOC


==== Bikes and Animals Social Media Campaign (2 min) ====
=== Downtown Shop Mural - Sarah R. (2 min) ===
* [https://drive.google.com/file/d/1W4NX1VgtC-N4OZWCIZffcaZUJgdEaQE1/view?usp=sharing Mural Sponsorship Package for Board approval]


* A&O will take this on
* Pending update to this package which will include fillable fields on the last page.


=== Downtown Shop Mural - Sarah R. (5 min) ===
* Suggestion (Mike E): Include image parameters in email correspondence
* [https://docs.google.com/document/d/1AHzwaZV71rBIPE9EVtkFzmHrLokdf77EgJSecbLMMfY/edit?usp=sharing Mural Fundraiser]
** Response: Yes, this is the plan in pursuant email communications.
* The Executive Committee asked Sarah to provide a few different options to have the Board vote on for sponsorship:
# Option 1: Silver, Gold, Platinum
# Option 2: Various bike sizes


'''Ask: Please provide your suggestions for three sponsorship tiers to Sarah via email by Dec 8.
* Recognition (Keith): I would like to recognize Sarah's efforts in putting this package together, as her ongoing work with this project
Sarah will compile and send out suggestions for email vote by Friday, Dec 10'''


=== Membership Drive - Sarah R. (2 min)===
{{Motion
'''THIS HAS BEEN TABLED'''
   |motion= That the board approve the Mural Sponsorship package as presented for external distribution by the President and Executive Director, with further instruction pending for members to share within their networks.  
* This was never sent out. A new version would need to be developed at this point as the previous version is now out-of-date
   |first= Sarah
* Would this live with the AOC?
 
== New Business ==
 
=== Appointment of 2021-2022 Board of Directors Executive - Sarah R. (2 min)===
The appointment of the Executive is required to be officially recorded in our Board Meeting Minutes as this info is required to be forwarded to our financial institutions and is often required when making any changes to any of our various third-party held accounts.
*The Board held the election for the Executive at its Board Retreat on November 21, 2021 with the following results:
**President: Sarah (Acclaimed)
**Vice President: Roy (7 - elected)
**Treasurer: Byron (Acclaimed)
**Secretary: Andi (Acclaimed)
**Member at Large: Keith (Acclaimed)
 
{{Motion  
   |motion= To appoint Sarah Rebryna as President, Roy Coulthard as Vice President, Andi Eng as Secretary, Byron Vass as Treasurer, and Keith Heslinga as Executive Committee Member at Large as the 2021-2022 Board of Directors Executive.
   |first= Byron
   |second= Mike E
   |second= Mike E
   |yes= 11
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 213: Line 191:
}}
}}


=== Update Signing Authorities for Financial Accounts - Sarah R. (2 min)===
=== Membership Drive - Keith H. (2 min)===
* Update signing authorities for Bike Edmonton's financial accounts. Note that historically Bike Edmonton signing authorities have been members of the Executive, however, signing authority is not restricted to only those on the Executive. Any director may serve as a signing officer.
*[https://docs.google.com/document/d/1rXsTlAMKqVAHX1xridXumP-hBcfs9w0pDnAqRNuA3-I/edit?usp=sharing 2022 Membership Engagement - Renewal Ask]
* An important consideration in appointing signing officers is, among other things, ensuring that they are capable and competent to manage financial matters, especially payments, in a timely manner.
* Important Considerations for Signing Authorities:
** Signing authorities should be reviewing any and all payments they are signing off on to ensure that all payments are legitimate
** If the expense payment is to one of the signing authorities that person cannot authorize payments to themselves


{{Motion  
* Ideally this email will go out on Jan 14. Should this email go out after Jan 14, when the message will be amended to change the CoE meeting.
   |motion= To update the signing authorities from Sarah Rebryna, Matthew Hoyt, and Roy Coulthard to Sarah Rebryna, Roy Coulthard, and Byron Vass
{{Motion
   |first= Mike E
   |motion= The AOC moves that the Board approve the membership drive communication as presented, for the President and Executive Director to distribute to our email lists by 14 Jan 2022.
   |second= Keith
   |first= Keith
   |yes= 11
   |second= Matt H
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 231: Line 205:
}}
}}


=== Update Access Permissions for Financial Accounts - Sarah R. (2 min)===
== New Business ==
Bike Edmonton's financial accounts are accessible through various online accounts. Some of these accounts provide direct access to Bike Edmonton's funds while others simply provide <i>view-only</i> access. It is up to this Board to determine who shall have access permissions for both Bike Edmonton's direct access and view-only financial accounts


For clarification: expenditures and movement of financial resources will continue to require approval from two of the three above-mentioned signing authorities.
=== City of Edmonton Bike Plan 2022 presentation to the Board - (2 min) ===
The purpose of this motion is to grant access to all account logins and download statements: Servus bank accounts; Servus credit cards; Quikbooks; CAFT e-transfers; 
* Two City of Edmonton employees will present to the Board on January 20, 2022 at 6pm


{{Motion
* Question (Sarah): I recall that there was an internal working document for questions. Was that ever shared with Staff?
  |motion= To update all financial accounts with new account access permissions from Sarah Rebryna, Matthew Hoyt, Roy Coulthard, and Chris Chan, to Sarah Rebryna, Roy Coulthard, Byron Vass, and Mike Zuege for reporting and accounting purposes
** Response: Not yet. We will share this document with Mike Z and he can share with staff to add their questions.
  |first= Matt
** [https://docs.google.com/document/d/1gonI5TLnXl2_l8F6FolAKN8CaXo0pBXKxgesHHMKPTs/edit Questions for COE Bike Plan Internal document]
  |second= Byron
  |yes= 11
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Meeting Etiquette - Sarah R. (2 min)===
=== Board Google Drive Training - Sarah R. (2 min) ===
'''Tabled to next meeting'''
* Sarah would like to schedule a Google Drive training meeting with the Board
* [https://drive.google.com/file/d/1jvPhnjBZZX1Yf39HkJsYk5dB3hIqGjli/view?usp=sharing Rusty’s Rules]
* will be scheduled via email sometime in the next few weeks.
* Rotating Chair? - vote
 
=== Google Drive Updates - Sarah R. (2 min)===  
'''Tabled to next meeting'''
*Shared Calendars
** [https://calendar.google.com/calendar/[email protected]&ctz=America/Edmonton Bike Edmonton Events]
*My Drive
*[https://drive.google.com/drive/shared-drives Shared Drives]
**Board
**Committees
* Templates
** [https://drive.google.com/file/d/1rGeXlSb9EVECQEVmfXTEIMLZmvIZHn0g/view?usp=sharing How to Access]
* [https://drive.google.com/file/d/1i_tsoolCNmACp0XnTHPGjw64aJxiC7PW/view?usp=sharing How to view Google Forms]
 
=== Questions from Board Members - Sarah R. (2 min)===
* Ron has suggested some discussion around the hours of operations of our shops
* Ron has asked whether we have a Bike Edmonton Vaccine Passport Policy
** At this time we are operating within the capacity rules as an operating business. In situations in which we are above that capacity (for workshops), we are using the RAP.  
 
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To move <i>in camera</i>.
   |motion=To move <i>in camera</i>.
   |first= Mike
   |first= Sarah
   |second= Matt
   |second= Matt
   |yes= 10
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 293: Line 232:
{{Motion
{{Motion
   |motion=To move <i>out of camera</i> discussion.
   |motion=To move <i>out of camera</i> discussion.
   |first= Matt
   |first= Byron
   |second= Mike
   |second= Keith
   |yes= 10
   |yes= 9
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
Line 305: Line 244:


== Adjournment ==
== Adjournment ==
Meeting adjourned by Sarah at 9:28pm
Meeting adjourned by Roy at 9:34 pm




[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2021-2022 Board minutes]]

Latest revision as of 07:50, 14 January 2022

Please note: Bike Edmonton Board Meeting Minutes receive approval via Board Motion at the following Board Meeting. Please view the following Board Meeting Minutes to determine the approval status of the minutes you are currently viewing.

Bike Edmonton Board Meeting Minutes for January 10, 2022

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

  • 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 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: Roy C
  • Minute-taker: Andi
  • Food by: n/a
  • Board attendance: Byron Vass, Roy Coulthard, Michelle Bourdon, Sarah Rebryna, Keith Heslinga, Matthew Hoyt, Maxine Myre, Mike Enders
  • Staff attendance: Mike Zuege, Chris Chan
  • Regrets: John Fuller
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Sarah at 7:06 pm.

Logistics for Next Meeting

  • Date: 16 February 2022
  • Location: Google Meet
  • Chair: Matt H
  • Minute-taker: Andi
  • Food by: n/a
MOTION
To move the meeting to February 16, 2022
Moved: Matt
Seconded: Keith
Aye No Abstain
8 1 0
Carried

Announcements

  • Remember to record your Board Member volunteer hours!
  • Extra Board Meeting on Thursday, Jan 20
    • hearing from the City of Edmonton re: Bike Plan 2022 forward

Approval of Agenda

MOTION
To approve this January 10 agenda.
Moved: Keith
Seconded: Mike E
Aye No Abstain
9 0 0
Carried

Approval of Last Meeting's Minutes

MOTION
To approve the December 2021 minutes.
Moved: Matt
Seconded: Keith
Aye No Abstain
9 0 0
Carried

Reports

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

Executive Director's Report - Mike Züge (10 min)

  • Executive Director's Report
  • Addition: Clay from the indigenous community in Wetaskiwin has reached out to seek possibility of partnership with Bike Edmonton. He will be following up with an email.
    • Mike Z and Molly will be meeting with them in the coming weeks.
    • Invite is open to board members and/or AOC Committee
  • Question (from Keith): Did the city provide the appendices for the Infrastructure report?
    • Not that I am aware of. I will follow up with the city and connect with you via email
  • Update (From Michelle) re: CPR/First Aid training
    • Shaun and his team are mobile and are available to be on-site at no additional cost
  • Question (from Mike E): Do any staff have Naloxone training?
    • At this time, we are not aware of any staff who carry or have Naloxone training. We agree to continue this conversation offline and potentially incorporate this in our First Aid training.

Treasurer's Report - Byron V. (2 mins)

  • Treasurer's Report
  • November 2021 Budget vs. Actuals
  • Question/Comment (Keith): is this significant over-expense of bike parts partially related to bike part and supplies being purchased in large chunks instead of being spread over time?
    • Response: Partially. This is also related to additional costs due to global supply shortages. The budgeted amount was $16, so this is better reviewed on a quarterly and/or annual basis

Executive Committee Report - Sarah R. (2 min)

HR Committee Report - Andi E. (2 min)

Governance Committee Report - Roy C. (2 min)

Advocacy & Outreach Committee Report - Keith H. (2 min)

  • AOC Report
  • AOC TOR
  • Question (Sarah and Andi): Can we clarify about the process for communication outside of the organization?
    • Response: The AOC will manage drafting of communications, these will then be presented to the board for approval and then motioned for the President to communicate externally in partnership with the Executive Director. This falls in line with our Official Spokesperson policy in our Bylaws.
MOTION
Amend the AOC TOR Specific Annual Objectives item 3 to read: "Outlines and final drafts communications for the Board approval of annual objectives 1 & 2"
Moved: Sarah
Seconded: Andi
Aye No Abstain
8 0 1
Carried

Finance Committee Report - Byron V. (2 min)

Finance Motions - Byron V. (2 min)

  • Question (Mike E): Why is the card issued in Coreen's name specifically?
    • Response: We need to have physical cards for each shop manager for in-person purchases, and the ED card for online purchases. Servus Credit Union requires that cards be issued in a person's name, as opposed to a role or position.
  • Question (Mike E): How often are these cards used, and what is the interest rate?
    • Response: We pay off the cards monthly, so we never carry a balance. However, there is a $75/yr annual fee for each card. The Circle Rewards points that we earn each year do cover these fees.
  • Question (Keith): What is the plan going forward for shop purchases? Will these be handled for each shop or handled centrally?
    • Response: We want to have cards available for each shop manager for necessary purchases. We will be handling purchases for each shop separately.
  • Question (Mike E): Is there a credit card policy?
    • Response: Not yet.
MOTION
The Executive and Finance Committees recommend to the Board to continue with Servus Credit Union's Circle Rewards Business MasterCard and to cancel the MasterCard in Chris Chan's name and request two new MasterCards from Servus Credit Union in the names of Coreen S, South Shop Manager, and Mike Züge (Zuege), Executive Director.
Moved: Byron
Seconded: Mike E
Aye No Abstain
9 0 0
Carried
MOTION
Standing Motion: The Executive and Finance Committees recommend to the Board to delegate authority to the Executive Director, Mike Züge, and Treasurer, Byron Vass, to redeem the Society's MasterCard Circle Rewards for cash back, to be deposited in the high interest general savings bank account, whenever operationally appropriate without need to receive Board approval each time.
Moved: Byron
Seconded: Sarah
Aye No Abstain
9 0 0
Carried

Approval of Reports

MOTION
To receive and approve the reports and Terms of Reference as presented above.
Moved: Sarah
Seconded: Matt
Aye No Abstain
9 0 0
Carried

Current & Completed Business

Updates on Action Items From Previous Meeting (1 min)

  • Post Board Member Intros to the website
    • Purpose of these intros is for these to provide a little bit of 'life' to the Bike Edmonton Website under the Board and Governance page on the site. Ideally a picture and bio. Thought is to have these linked at https://bikeedmonton.ca/about/board
    • Board members are asked to check the folder linked above and to fill out and/or update the bios to 2022 folder.
    • Sarah is willing to transfer this over to the AOC as part of Outreach. This was a project that was started a few years ago, and has been carried forward.
    • Keith as Chair of AOC has accepted that this will be moved to the AOC

Downtown Shop Mural - Sarah R. (2 min)

  • Pending update to this package which will include fillable fields on the last page.
  • Suggestion (Mike E): Include image parameters in email correspondence
    • Response: Yes, this is the plan in pursuant email communications.
  • Recognition (Keith): I would like to recognize Sarah's efforts in putting this package together, as her ongoing work with this project
MOTION
That the board approve the Mural Sponsorship package as presented for external distribution by the President and Executive Director, with further instruction pending for members to share within their networks.
Moved: Sarah
Seconded: Mike E
Aye No Abstain
9 0 0
Carried

Membership Drive - Keith H. (2 min)

  • Ideally this email will go out on Jan 14. Should this email go out after Jan 14, when the message will be amended to change the CoE meeting.
MOTION
The AOC moves that the Board approve the membership drive communication as presented, for the President and Executive Director to distribute to our email lists by 14 Jan 2022.
Moved: Keith
Seconded: Matt H
Aye No Abstain
9 0 0
Carried

New Business

City of Edmonton Bike Plan 2022 presentation to the Board - (2 min)

  • Two City of Edmonton employees will present to the Board on January 20, 2022 at 6pm
  • Question (Sarah): I recall that there was an internal working document for questions. Was that ever shared with Staff?

Board Google Drive Training - Sarah R. (2 min)

  • Sarah would like to schedule a Google Drive training meeting with the Board
  • will be scheduled via email sometime in the next few weeks.

In Camera Session

MOTION
To move in camera.
Moved: Sarah
Seconded: Matt
Aye No Abstain
9 0 0
Carried


MOTION
To move out of camera discussion.
Moved: Byron
Seconded: Keith
Aye No Abstain
9 0 0
Carried

Board Volunteer Hour Tracking - ALL BOARD (1 min)

Adjournment

Meeting adjourned by Roy at 9:34 pm

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