Board Minutes October 2024: Difference between revisions
Adam.burgess (talk | contribs) |
Adam.burgess (talk | contribs) |
||
| (24 intermediate revisions by the same user not shown) | |||
| Line 13: | Line 13: | ||
* Meeting Chair: Keith | * Meeting Chair: Keith | ||
* Minute-taker: Adam | * Minute-taker: Adam | ||
* Board attendance: | * Board attendance: Keith, Adam, Sarah, Marcel, Derek, Matt (late, by zoom). | ||
* Staff attendance: | * Staff attendance: Coreen | ||
* Regrets: Heather | * Regrets: Heather, Colin (Colin did show up later and was present for in-camera session). | ||
* Absent: | * Absent: | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Keith at 6:43 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: November . | * Date: November 3, immediately following the AGM. | ||
* Location: | * Location: Strathcona Community League upper hall. | ||
* Chair: | * Chair: Keith | ||
* Minute-taker: | * Minute-taker: Adam | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this month's agenda, the September board meeting & Special budget meeting minutes, and reports as presented below. | |motion=To approve this month's agenda, the September board meeting & Special budget meeting minutes, and reports as presented below. | ||
|first= | |first= Sarah | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 40: | Line 40: | ||
=== President's Report === | === President's Report === | ||
* | *This month, Keith med with Colin & staff to talk about a plan for operationalizing the budget, finished bikes for Boyle Street project, supported the finance and budget committee. | ||
=== Treasurer's Report === | === Treasurer's Report === | ||
* | *There will be some fresh volunteers to add to the Finance Committee. | ||
*The Internal Audit Committee (~10 ppl!) met, info went out to them last week for the previous financial year, and will go out shortly regarding the recent financial year. By our bylaws, both should get done by the end of this month. | |||
*Working on a cash handling procedure/policy. | |||
*On our comparative statement for August: $14k surplus, bringing us to YTD surplus $50k ($43k of which is attributable to donation drive-- of course, Greg and South shop are both gone now, so our cost situation is very different going forward). There was a course in August, and maybe more going forward, and refurbished bike sales were up in August. $105k in operating account as of now (tomorrow is payroll). Karly has not invoiced us on the Waste grant yet. Winter Cities grant $ are in there. We owe about $6900 in GST by end of Nov. And some $ in the safe currently (those $ make it into the comparative statement, but not reflected in the bank account). There's also $6.5k old CIP grant we might have to pay back-- Marcel has submitted a draft report. (Coreen mentions looking at applying for CFEP, but we'll have to make sure we're clear with the province.) Casino acct-- as of end of August $17.5k. Will have to communicate with the landlord about transitioning rent payments to the general account (a task for the next treasurer!). (Coreen also mentions we are $5k over projected revenue for September.) | |||
=== Finance Committee Report === | |||
*7 volunteers attended last meeting. 2 CPAs, 1 book-keeper. Several new to Edmonton and looking to forge community. Takeaway: we should call out to the members more often when needing various help and skills. She suggests that all committees of the new board write up a statement as to what they do, and what kind of members or skill set they might like be looking for from our members. | |||
{{Motion | |||
|motion= To add to the finance committee members Ronald Cherlet, Christine Zelensky (CPA), Michelle Trinh (CPA), & Kieran Dunch. | |||
|first= Marcel | |||
|second= Keith | |||
|yes= all | |||
|no= none | |||
|abstain= | |||
|result= | |||
}} | |||
*Sarah will also suggest all those people attend AGM, and let them know that we will need a treasurer as well... | |||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
* | *Colin and Keith met to come up with a plan for operationalizing the budget, and presented that to staff. Staff met with Colin this afternoon with their own ideas, and he just circulated some draft ideas (https://docs.google.com/document/d/1IAijlQSr48NPN-KIqgTYbOonBLrpnxO0VPJnaQWezNQ/edit). Board members will be invited to a session on finalizing these plans, before the AGM. | ||
*Hours of Work & Overtime Policy? - tabled. | |||
* | |||
=== Fundraising Committee Report === | === Fundraising Committee Report === | ||
* | *Colin angling to get a student in January to fix our membership database system. | ||
*Looking at Alberta Eco-Trust grant, opening in December, once of their streams is circular economy, looks like not a lot of strings attached. We have gotten funds from them in the past. It covers a lot of stuff we already do. We just started taking bikes from Eco-Station. Once you're deemed to be eligible it's a lottery. | |||
*Heather wanted a decision on the price of the cycling caps, and should there be a discount for volunteers. The cost to us will be max $15k (+shipping TBD). It was decided: $25 volunteer / $50 general. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 71: | Line 90: | ||
=== Update on Waste grant (4 mins)=== | === Update on Waste grant (4 mins)=== | ||
* | * | ||
* | * There might be a little stickiness in terms of buying things before having the money for it from the city-- we can probably buy for 2 community leagues at a time and use the reimbursement to buy the next batch. Our Mastercard limit is only $10k. And there are some rolling shortages in the bike part world still. (Maybe we should get our limit increased for logistical reasons going forward). Another factor: any order arriving by truck can have Coreen stuck at the store all day waiting for it to show up. Keith would guess we are a little behind on timeline, but we have identified 5 community leagues, and Heather should be tracking Karly's progress (who is herself pretty reliable). | ||
{{Motion | {{Motion | ||
|motion= | |motion= For Marcel to pursue a credit limit increase up to $20k. | ||
|first= | |first= Sarah | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
=== Update on Winter Cycling grant (4 min)=== | === Update on Winter Cycling grant (4 min)=== | ||
* | * | ||
* | * City has approved the grant. Isla and Sarah will collaborate on a communication schedule. Timeline will have to be adjusted slightly as the approval was a bit later than we had anticipated. Coreen is putting in an order including winter tires this week, with the expectation of later putting in a second order. We will also need 5 sets of lights; 5 sets of fenders. | ||
=== AGM Planning (20 min)=== | === AGM Planning & Board Recruitment (20 min)=== | ||
* | * | ||
* Discussion notes: | * Discussion notes: | ||
** | |||
** | * Meeting package to include Annual Report, descriptions of committees. | ||
* Adam will talk to Vaughan about presenting volunteer awards, in addition to the list of 100h volunteers. Award-winners have gotten a MEC gift card in the past-- there is a small budget for volunteer appreciation. | |||
* Adam will circulate criteria for the Jeff Grainger award, and Coreen will include that in the next mailout. | |||
* Sarah and Adam will bring snacks. | |||
* Sarah will bring laptop to drive the projector. | |||
* Adam will print ballots. | |||
* Sarah and Keith will put together a slideshow, Coreen will make a folder on the drive with anything she can find. | |||
* Coreen will bring Point of Sale machine. | |||
* Adam will make an agenda. Cycling cap pre-orders will be one item. | |||
=== Business Item 2 (__ min)=== | === Business Item 2 (__ min)=== | ||
| Line 109: | Line 131: | ||
=== Board Retreat planning (__ min)=== | === Board Retreat planning (__ min)=== | ||
* | * | ||
* | *We'll do November 16th. 9am to 5pm (ideally ending sooner). | ||
* | *Agenda: education on how the board works; elections of executive; explanation of committees and allocating of members to committees; time for board members to understand what the organization has been through. On that latter point-- it would be good to somewhat prepared in terms of who will present that perspective. | ||
* | *We could use a strategic plan, but in a perfect world that would be facilitated which we don't have funds for that right now. | ||
*Adam and others Will continue to work on this agenda. | |||
*Keith will contact Michael Janz about using a space. | |||
* | |||
=== New Business Item 2 (__ min)=== | === New Business Item 2 (__ min)=== | ||
| Line 135: | Line 148: | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 148: | Line 161: | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 8:52 pm. | ||
|first= | |first= Adam | ||
|second= | |second= Sarah | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
Latest revision as of 01:05, 11 October 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 October 2024
Board meetings are open to Bike Edmonton members and the public.
- Location: Downtown shop
- 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: Keith, Adam, Sarah, Marcel, Derek, Matt (late, by zoom).
- Staff attendance: Coreen
- Regrets: Heather, Colin (Colin did show up later and was present for in-camera session).
- Absent:
- Guests:
Call to Order
- Meeting called to order by Keith at 6:43 pm.
Logistics for Next Meeting
- Date: November 3, immediately following the AGM.
- Location: Strathcona Community League upper hall.
- Chair: Keith
- Minute-taker: Adam
Approval of Agenda, Minutes, Reports (5 min)
| To approve this month's agenda, the September board meeting & Special budget meeting minutes, and reports as presented below. | ||
| Moved: | Sarah | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
President's Report
- This month, Keith med with Colin & staff to talk about a plan for operationalizing the budget, finished bikes for Boyle Street project, supported the finance and budget committee.
Treasurer's Report
- There will be some fresh volunteers to add to the Finance Committee.
- The Internal Audit Committee (~10 ppl!) met, info went out to them last week for the previous financial year, and will go out shortly regarding the recent financial year. By our bylaws, both should get done by the end of this month.
- Working on a cash handling procedure/policy.
- On our comparative statement for August: $14k surplus, bringing us to YTD surplus $50k ($43k of which is attributable to donation drive-- of course, Greg and South shop are both gone now, so our cost situation is very different going forward). There was a course in August, and maybe more going forward, and refurbished bike sales were up in August. $105k in operating account as of now (tomorrow is payroll). Karly has not invoiced us on the Waste grant yet. Winter Cities grant $ are in there. We owe about $6900 in GST by end of Nov. And some $ in the safe currently (those $ make it into the comparative statement, but not reflected in the bank account). There's also $6.5k old CIP grant we might have to pay back-- Marcel has submitted a draft report. (Coreen mentions looking at applying for CFEP, but we'll have to make sure we're clear with the province.) Casino acct-- as of end of August $17.5k. Will have to communicate with the landlord about transitioning rent payments to the general account (a task for the next treasurer!). (Coreen also mentions we are $5k over projected revenue for September.)
Finance Committee Report
- 7 volunteers attended last meeting. 2 CPAs, 1 book-keeper. Several new to Edmonton and looking to forge community. Takeaway: we should call out to the members more often when needing various help and skills. She suggests that all committees of the new board write up a statement as to what they do, and what kind of members or skill set they might like be looking for from our members.
| To add to the finance committee members Ronald Cherlet, Christine Zelensky (CPA), Michelle Trinh (CPA), & Kieran Dunch. | ||
| Moved: | Marcel | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
- Sarah will also suggest all those people attend AGM, and let them know that we will need a treasurer as well...
H.R. & Ops Committee Report
- Colin and Keith met to come up with a plan for operationalizing the budget, and presented that to staff. Staff met with Colin this afternoon with their own ideas, and he just circulated some draft ideas (https://docs.google.com/document/d/1IAijlQSr48NPN-KIqgTYbOonBLrpnxO0VPJnaQWezNQ/edit). Board members will be invited to a session on finalizing these plans, before the AGM.
- Hours of Work & Overtime Policy? - tabled.
Fundraising Committee Report
- Colin angling to get a student in January to fix our membership database system.
- Looking at Alberta Eco-Trust grant, opening in December, once of their streams is circular economy, looks like not a lot of strings attached. We have gotten funds from them in the past. It covers a lot of stuff we already do. We just started taking bikes from Eco-Station. Once you're deemed to be eligible it's a lottery.
- Heather wanted a decision on the price of the cycling caps, and should there be a discount for volunteers. The cost to us will be max $15k (+shipping TBD). It was decided: $25 volunteer / $50 general.
Current & Completed Business
Updates on Action Items From Previous Meeting (5 min)
- 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
Update on Waste grant (4 mins)
- There might be a little stickiness in terms of buying things before having the money for it from the city-- we can probably buy for 2 community leagues at a time and use the reimbursement to buy the next batch. Our Mastercard limit is only $10k. And there are some rolling shortages in the bike part world still. (Maybe we should get our limit increased for logistical reasons going forward). Another factor: any order arriving by truck can have Coreen stuck at the store all day waiting for it to show up. Keith would guess we are a little behind on timeline, but we have identified 5 community leagues, and Heather should be tracking Karly's progress (who is herself pretty reliable).
| For Marcel to pursue a credit limit increase up to $20k. | ||
| Moved: | Sarah | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Passed | ||
Update on Winter Cycling grant (4 min)
- City has approved the grant. Isla and Sarah will collaborate on a communication schedule. Timeline will have to be adjusted slightly as the approval was a bit later than we had anticipated. Coreen is putting in an order including winter tires this week, with the expectation of later putting in a second order. We will also need 5 sets of lights; 5 sets of fenders.
AGM Planning & Board Recruitment (20 min)
- Discussion notes:
- Meeting package to include Annual Report, descriptions of committees.
- Adam will talk to Vaughan about presenting volunteer awards, in addition to the list of 100h volunteers. Award-winners have gotten a MEC gift card in the past-- there is a small budget for volunteer appreciation.
- Adam will circulate criteria for the Jeff Grainger award, and Coreen will include that in the next mailout.
- Sarah and Adam will bring snacks.
- Sarah will bring laptop to drive the projector.
- Adam will print ballots.
- Sarah and Keith will put together a slideshow, Coreen will make a folder on the drive with anything she can find.
- Coreen will bring Point of Sale machine.
- Adam will make an agenda. Cycling cap pre-orders will be one item.
Business Item 2 (__ min)
- Discussion notes:
New Business
Board Retreat planning (__ min)
- We'll do November 16th. 9am to 5pm (ideally ending sooner).
- Agenda: education on how the board works; elections of executive; explanation of committees and allocating of members to committees; time for board members to understand what the organization has been through. On that latter point-- it would be good to somewhat prepared in terms of who will present that perspective.
- We could use a strategic plan, but in a perfect world that would be facilitated which we don't have funds for that right now.
- Adam and others Will continue to work on this agenda.
- Keith will contact Michael Janz about using a space.
New Business Item 2 (__ min)
- Discussion notes:
In Camera Session
| To move in camera. | ||
| Moved: | Adam | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
- Please list how long you believe your topic will take to discuss:
- Name (___ min)
- Name (___ min)
| To move out of camera] discussion. | ||
| Moved: | Adam | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
Adjournment
| To adjourn the meeting at 8:52 pm. | ||
| Moved: | Adam | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||