Board Minutes January 2021: Difference between revisions

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


== Bike Edmonton Board Meeting Minutes for December 2020 ==
== Bike Edmonton Board Meeting Minutes for January 2020 ==


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


* Date: Monday, December 14, 2020
* Date: Monday, January 11, 2020
* Location: [https://meet.google.com/hqj-pnfb-par Google Meet] To join by phone instead, dial ‪(CA) +1 289-323-6483‬ and enter this PIN: ‪764 300 051#‬
* Location: [https://meet.google.com/hqj-pnfb-par Google Meet] To join by phone instead, dial ‪(CA) +1 289-323-6483‬ and enter this PIN: ‪764 300 051#‬
* Start Time: 7:00pm
* Start Time: 7:00pm
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== Attendance ==
== Attendance ==
* '''Meeting Chair:''' Sarah
* '''Meeting Chair:''' Sarah
* '''Minute-taker:'''  
* '''Minute-taker:''' Matt
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:'''  
* '''Staff attendance:'''  
* '''Staff attendance:'''  
* '''Regrets:''' Annya, Ken, Jarett
* '''Regrets:''' Annya
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:'''
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== Annoucenments ==
== Annoucenments ==
* [https://drive.google.com/file/d/1v7OSQlHbuMCJ3ZyeCQ7ZNLErUPaAN9vA/view?usp=sharing Ghost Bike Memorial]
* Mike Sacha resigned from the Board on December 30, 2020, we wish him, his partner, and their new baby all the best!
* Remember to record your [[https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]




== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this December 14 agenda.
   |motion=To approve this January 11 agenda.
   |first=  
   |first=  
   |second=  
   |second=  
Line 47: Line 49:


== Approval of Last Meeting's Minutes ==
== Approval of Last Meeting's Minutes ==
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes October 2020|October 2020]] and the [[Board Minutes November 2020|November 2020]] minutes.
   |motion=To approve the [[Board Minutes December 2020|December 2020]] minutes.
   |first=  
   |first=  
   |second=  
   |second=  
Line 60: Line 61:
== Reports ==
== Reports ==
=== President's Report - Sarah (2 mins) ===
=== President's Report - Sarah (2 mins) ===
* [https://drive.google.com/file/d/1qxSAkWo_zJ9X679sXaQuyvevZiDHMr3u/view?usp=sharing President's Report]
* [ President's Report]
 
=== Treasurer's Report - Mike (2 mins) ===
*


=== 2020 Charitable Status Report - Sarah (2 mins) ===
=== Treasurer's Report - Sarah (2 mins) ===
*
* [ Treasurer's Report]


=== Executive Committee Report - Sarah (1 min) ===
=== Executive Committee Report - Sarah (1 min) ===
* Still working on ToR
* [ Executive Committee Report]
* [ Executive Committee Terms of Reference] for Board approval


=== HR Committee Report - Sarah (1 min) ===
=== HR Committee Report - Sarah (1 min) ===
* Still working on ToR
* [ HR Committee Report]
* Roy is working on vetting nonprofit lawyers
* [ HR Committee Terms of Reference] for Board approval


=== Governance Committee Report ===
=== Governance Committee Report ===
Line 79: Line 78:


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above.
   |motion=To approve the President's, Treasurer's, Executive Committee, and HR Committee reports including the Executive Committee Terms of Reference and the HR Committee Terms of Reference as presented above.
   |first=  
   |first=  
   |second=  
   |second=  
Line 89: Line 87:
   |result=  
   |result=  
}}
}}
== Action Item Follow Up ==
=== Statement on City's Touch the Water Project - Keith & Matt (5 min) ===
* Determine Board's initial position on this project to present to Councillor Andrew Knack at the January 14 meeting. This meeting with Andrew will be
=== Board Introductions for Bike Edmonton Website - Sarah (1 min) ===
* [https://docs.google.com/document/d/1DFHxblEmDobfglaMA5f_Vcdcto3WA-wSp-tLy1kYlNo/edit?usp=sharing Board Blog Intro Template]
* All Board members to have this completed by January 25, 2021


== New Business ==
== New Business ==


=== Rusty's Rules of Order and Robert's Rules Condensed - Sarah (15 min) ===
=== New Secretary - Sarah (5 min) ===
* Overview of [https://drive.google.com/file/d/1jU8vqQajpd94g9O6wk0TwrS7BiOOYKK8/view?usp=sharing Rusty's Rules of Order]
* With Mike Sacha gone we need a new Secretary
* Overview of [https://drive.google.com/file/d/1Y0RBcd4Yt50GCH4PsUtjwNXgSu5QStbF/view?usp=sharing Robert's Rules]
* Discuss the rules; decide if we want to adopt them as is, or if we want to use them to create our own


{{Motion
  |motion= To appoint  as the new Bike Edmonton Secretary effective January 12, 2021 and to remove Michael Sacha from any and all
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


=== Establish Executive Officer Permissions - Sarah (5 min)
*
{{Motion
{{Motion
   |motion=  
   |motion= To officially recognize Sarah Rebryna, President; Matt Hoyt, Vice President; and Roy Coulthard, Treasurer, as the Bike Edmonton Society signing authorities and to grant full online/administrator permissions to them for all of Bike Edmonton Society's financial accounts including Servus Credit Union bank accounts, MasterCard online access, and Customer Automated Funds Transfer (CAFT) effective December 30, 2020
   |first=  
   |first=  
   |second=  
   |second=  
Line 108: Line 124:
}}
}}


=== NPBI Introductions & Update - Keith (10 mins) ===
=== NPBI Update - Keith (10 mins) ===
* Welcome Shelah and Carmen!
*  


==== Action Items ====
==== Action Items ====


=== Board Website Intro Template - Sarah (2 mins) ===
=== Board Website Intro Template - Sarah (2 mins) ===
* [https://docs.google.com/document/d/1DFHxblEmDobfglaMA5f_Vcdcto3WA-wSp-tLy1kYlNo/edit?usp=sharing Board Blog Intro Template]
 


==== Action Items ====
==== Action Items ====
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[[Category:minutes]]
[[Category:minutes]]
[[Category:2019-2020 Board minutes]]
[[Category:2020-2021 Board minutes]]

Revision as of 21:34, 8 January 2021

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

Bike Edmonton Board Meeting Minutes for January 2020

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

  • Date: Monday, January 11, 2020
  • Location: Google Meet To join by phone instead, dial ‪(CA) +1 289-323-6483‬ and enter this PIN: ‪764 300 051#‬
  • Start Time: 7:00pm

Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

  • Meeting Chair: Sarah
  • Minute-taker: Matt
  • Food by: n/a
  • Board attendance:
  • Staff attendance:
  • Regrets: Annya
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

  • Date:
  • Location:
  • Chair:
  • Minute-taker:
  • Food by: n/a

Annoucenments

  • Ghost Bike Memorial
  • Mike Sacha resigned from the Board on December 30, 2020, we wish him, his partner, and their new baby all the best!
  • Remember to record your [volunteer hours!


Approval of Agenda

MOTION
To approve this January 11 agenda.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Approval of Last Meeting's Minutes

MOTION
To approve the December 2020 minutes.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Reports

President's Report - Sarah (2 mins)

  • [ President's Report]

Treasurer's Report - Sarah (2 mins)

  • [ Treasurer's Report]

Executive Committee Report - Sarah (1 min)

  • [ Executive Committee Report]
  • [ Executive Committee Terms of Reference] for Board approval

HR Committee Report - Sarah (1 min)

  • [ HR Committee Report]
  • [ HR Committee Terms of Reference] for Board approval

Governance Committee Report

  • Hasn't met yet

Approval of Reports

MOTION
To approve the President's, Treasurer's, Executive Committee, and HR Committee reports including the Executive Committee Terms of Reference and the HR Committee Terms of Reference as presented above.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Action Item Follow Up

Statement on City's Touch the Water Project - Keith & Matt (5 min)

  • Determine Board's initial position on this project to present to Councillor Andrew Knack at the January 14 meeting. This meeting with Andrew will be

Board Introductions for Bike Edmonton Website - Sarah (1 min)


New Business

New Secretary - Sarah (5 min)

  • With Mike Sacha gone we need a new Secretary
MOTION
To appoint as the new Bike Edmonton Secretary effective January 12, 2021 and to remove Michael Sacha from any and all
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

=== Establish Executive Officer Permissions - Sarah (5 min)

MOTION
To officially recognize Sarah Rebryna, President; Matt Hoyt, Vice President; and Roy Coulthard, Treasurer, as the Bike Edmonton Society signing authorities and to grant full online/administrator permissions to them for all of Bike Edmonton Society's financial accounts including Servus Credit Union bank accounts, MasterCard online access, and Customer Automated Funds Transfer (CAFT) effective December 30, 2020
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

NPBI Update - Keith (10 mins)

Action Items

Board Website Intro Template - Sarah (2 mins)

Action Items

Request to Increase FY2021 Budget - Chris Chan (5 min)

  • Increase needed to accommodate benefits package for our bike builder Jan
MOTION
To approve $___ increase to FY2021 Budget.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Staff/Operations Update - ALL STAFF (10 min)

Statement of the Board regarding the City's Touch the Water project - Keith (5 mins)

Action Items

In Camera

MOTION
To go in camera
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
MOTION
To go out of camera
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Board Volunteer Hour Tracking - ALL BOARD (2 min)

Adjournment

MOTION
To adjourn the meeting.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
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