Board Minutes October 2023: Difference between revisions

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== Attendance ==
== Attendance ==
* Meeting Chair: Kelly Granigan
* Meeting Chair: Kelly Granigan
* Minute-taker:  
* Minute-taker: Stephen Paskaluk
* Board attendance:
* Board attendance: Andi, Ceileigh, Charlotte, John, Kelly, Marcel, Matt, Maxine, Stephen
* Staff attendance:  
* Staff attendance: Greg Glatz
* Regrets:  
* Regrets: Alexandra, Michelle
* Absent:  
* Absent:  
* Guests:
* Guests: Nazz Baksh


== Call to Order ==
== Call to Order ==
* Meeting called to order at 7: PM
* Meeting called to order at 7:04 PM


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
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=== Treasurer's Report ===
=== Treasurer's Report ===
*  
* [https://drive.google.com/file/d/1X945zRbwSzI-G2B31CQ45vofSqut7oew/view?usp=sharing August Financial Position]
* [https://drive.google.com/file/d/1k9qWqOOqcnaK99gzgphnmOSBvchIWChF/view?usp=sharing August comparative statement]


=== H.R. Committee Report ===
=== H.R. Committee Report ===
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=== Governance Committee Report ===
=== Governance Committee Report ===
*  
*[https://docs.google.com/document/d/1StayVewt-fKFB3GCQbI9pSmp51HJQW8aD1GGVKBsmGc/edit Governance Committee Report]


==Reports to be reviewed, not in the consent agenda ==
==Reports to be reviewed, not in the consent agenda ==


=== Executive Director's Report (10 min) ===
=== Executive Director's Report (10 min) ===
*
*[https://docs.google.com/document/d/1LefSJRvaKBP4JSAVIYCWzG_CpGMHGzqATdOfgOeUAm0/edit?usp=sharing Executive Director's Report Oct 2023]




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{{Motion
{{Motion
   |motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
   |motion=To approve this October agenda, the September 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_September_2023 minutes], and reports as presented
   |first=  
   |first= John
   |second=  
   |second= Marcel
   |yes=  
   |yes=  
   |no=  
   |no=  
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=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
* Outdoor event proposed for October 22, 2023
* Emily Murphy Park for food and fire (use Earth's General credit for food)
* Include board in invite list


=== AGM Planning ===
=== AGM Planning ===
* When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
* When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
* Pick timing based on financials timing
* Pick timing based on financials timing
* Format - propose online to account for cold weather expected
** Review unlikely to be done
* Tasks:
** Schedule for Saturday Nov 18, 2-5pm
** Notify membership of date and location
** Schedule retreat for Nov 26
** make a meeting in the event calendar with link to Google Meet
* Format - online
** attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
* Tasks
** tech assistance for attendees, like helping people find how to call in if they don't have a computer
** Chat moderator: Charlotte
** Running election
** Notify membership of date and location: Greg
** make a meeting in the event calendar with link to Google Meet: Kelly
** attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)
** tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis
** Running election: Andi
** Presentations by ED, President, Treasurer
** Presentations by ED, President, Treasurer
** Annual Report Preparation
** Annual Report Preparation
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== New Business ==
== New Business ==
Meeting ended at


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
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{{Motion
{{Motion
   |motion= To move into in camera session
   |motion= To move into in camera session
   |first=  
   |first= Stephen
   |second=  
   |second= Andi
   |yes=  
   |yes=  
   |no=  
   |no=  
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{{Motion
{{Motion
   |motion= To move out of in camera session
   |motion= To move out of in camera session
   |first=  
   |first= Andi
   |second=  
   |second= Charlotte
  |yes=
  |no=
  |abstain=
  |result=
}}
 
 
{{Motion
  |motion= To amend Dr. Greg Glatz's contract to a full-time, permanent position under the terms discussed In Camera
  |first= Andi
  |second= John
   |yes=  
   |yes=  
   |no=  
   |no=  
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}}
}}


A motion will follow in-camera session
Adjurned at 8:53


[[Category:minutes]]
[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2022-2023 Board minutes]]

Latest revision as of 02:54, 11 October 2023

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

Bike Edmonton Board Meeting Minutes for October 2023

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

  • Location: Google Meet
  • Start Time: October 10, 2023 7pm

Please RSVP to board@bikeedmonton.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Kelly Granigan
  • Minute-taker: Stephen Paskaluk
  • Board attendance: Andi, Ceileigh, Charlotte, John, Kelly, Marcel, Matt, Maxine, Stephen
  • Staff attendance: Greg Glatz
  • Regrets: Alexandra, Michelle
  • Absent:
  • Guests: Nazz Baksh

Call to Order

  • Meeting called to order at 7:04 PM

Logistics for Next Meeting

  • Date: November 13, 2023, 7pm
  • Location: Google Meets
  • Chair:
  • Minute-taker:

Discussion of agenda (5 min)

Consent Agenda (5 min)

President's Report

Treasurer's Report

H.R. Committee Report

South Shop location update

Governance Committee Report

Reports to be reviewed, not in the consent agenda

Executive Director's Report (10 min)


Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this October agenda, the September 2023 minutes, and reports as presented
Moved: John
Seconded: Marcel
Aye No Abstain
Expression error: Unexpected < operator.

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

  • Everyone log your volunteer hours for the past 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

Audit (10 mins)

  • Draft Report received
  • Auditor has shared results and made recommendations
  • Finance committee is going to request the Auditor to attend the next meeting to clarify some points (with John and Robin in attendance). Some points are unclear.

Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)

  • Outdoor event proposed for October 22, 2023
  • Emily Murphy Park for food and fire (use Earth's General credit for food)
  • Include board in invite list

AGM Planning

  • When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
  • Pick timing based on financials timing
    • Review unlikely to be done
    • Schedule for Saturday Nov 18, 2-5pm
    • Schedule retreat for Nov 26
  • Format - online
  • Tasks
    • Chat moderator: Charlotte
    • Notify membership of date and location: Greg
    • make a meeting in the event calendar with link to Google Meet: Kelly
    • attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)
    • tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis
    • Running election: Andi
    • Presentations by ED, President, Treasurer
    • Annual Report Preparation
      • Pieces by president, ED
      • Financials and budget
      • Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Budget and South Shop Location (20 min)

New Business

In Camera Session

MOTION
To move into in camera session
Moved: Stephen
Seconded: Andi
Aye No Abstain
Expression error: Unexpected < operator.
  • HR/Exec Committee 1 item
MOTION
To move out of in camera session
Moved: Andi
Seconded: Charlotte
Aye No Abstain
Expression error: Unexpected < operator.


MOTION
To amend Dr. Greg Glatz's contract to a full-time, permanent position under the terms discussed In Camera
Moved: Andi
Seconded: John
Aye No Abstain
Expression error: Unexpected < operator.

Adjurned at 8:53

Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_October_2023&oldid=6971"