Board Minutes September 2021: Difference between revisions

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== Attendance ==
== Attendance ==
* Meeting Chair: Sarah R.
* '''Meeting Chair:''' Sarah R
* Minute-taker: Andi E.
* '''Minute-taker:''' Andi E
* Food by: N/A
* '''Food by:''' n/a
* Board attendance:
* '''Board attendance:'''
* Staff attendance:
* '''Staff attendance:''' 
* Regrets:
* '''Regrets:''' Annya
* Absent:
* '''Absent:'''
* Guests:
* '''Guests:'''


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Sarah at pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date:  
* Location:  
* Location: Google Meet
* Chair:
* Chair: Sarah
* Minute-taker:
* Minute-taker:  
* Food by:
* Food by: n/a


== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* The 2021 AGM will be held virtually on Sunday, November 7, 2021 from 1pm - 3pm


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda ==
{{Motion
  |motion=To approve this September 21 agenda.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
== Approval of Last Meeting's Minutes ==
{{Motion
  |motion=To approve the [[Board Minutes July 2021|July 2021]] minutes.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


=== President's Report ===
== Reports ==
*[President's Report (Month) (Year)]  
=== President's Report - Sarah R. (2 mins) ===
* [ President's Report]


=== Treasurer's Report ===
=== Treasurer's Report - Roy C. (2 mins) ===
*[Treasurer's Report (Month) (Year)]  
* [Treasurer's Report]
*


=== Executive Director's Report ===
=== Executive Committee Report - Sarah R. (1 min) ===
*[https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]
* [ Executive Committee Report]


=== H.R. Committee Report ===
=== HR Committee Report - Sarah R. (1 min) ===
*[H.R. Committee Report (Month) (Year)]
* [ HR Committee Report]


=== Governance Committee Report ===
=== Governance Committee Report - Roy C. (2 min) ===
*[Governance Committee Report (Month) (Year)]
* [ Governance Committee Report]


=== Volunteer Committee Report ===
=== Executive Direct Report - Chris C. (5 min) ===
*[Volunteer Committee Report (Month) (Year)]
* [https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]


=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve this September agenda, the [[Board Minutes July 2021|July 19 2021 minutes]], and reports as presented above.
   |motion=To approve the reports as presented above.
   |first=
   |first=  
   |second=
   |second=  
   |yes=
   |yes=  
   |no=
   |no=  
   |abstain=
   |abstain=  
   |result=
   |result=  
}}
}}
== Current & Completed Business ==
=== Action Item Follow Up ===
* Posting Board Intros to the website is still pending
==== Bikes and Animals Social Media Campaign ====
* Further discussion still needed with Chris
==== Plan to Sell Bikes from the Downtown Shop ====
* Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
* Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021. This may be too tight of a timeline as the AGM usually happens in October and we'd need to circulate any Bylaw amendments to the membership. Thoughts?
=== Renewal with Seniuk - Chris C. (2 min) ===
* Chris to provide an update
** Seniuk is requesting a 25% increase to their rates. This is in negotiations.
=== Downtown Shop Mural - Sarah R. (5 min) ===
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]


== Current & Completed Business ==
== Current & Completed Business ==
Line 131: Line 175:


{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move <i>out of camera</i> discussion.
   |first=
   |first=
   |second=
   |second=
Line 138: Line 182:
   |abstain=
   |abstain=
   |result=
   |result=
}}
== Board Volunteer Hour Tracking - ALL BOARD (2 min) ==
* [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing Board Volunteer Hour Tracking Sheet]
'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
== Bike Edmonton Board Meeting Minutes for July 19, 2021 ==
Board meetings are open to Bike Edmonton members and the public.
* Date: Monday, July 19, 2021
* Location: [https://meet.google.com/qhz-qnor-riv 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 email [mailto:board@bikeedmonton.ca 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:''' Andi E
* '''Food by:''' n/a
* '''Board attendance:''' Jarret S; Michelle B; Roy C; Rachel K; Sarah R; Matt H; Andi E; Sarah R
* '''Staff attendance:''' Chris C; Coreen; Molly T; Vaughn H 
* '''Regrets:''' Annya; Keith H
* '''Absent:'''
* '''Guests:'''
== Call to Order ==
* Meeting called to order by Sarah at 7:09 pm.
== Logistics for Next Meeting ==
* Date: Monday, August 23, 2021
* Location: In person (TBD); Google Meet option
* Chair: Sarah
* Minute-taker: Andi
* Food by: n/a
== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* [https://mailchi.mp/ecvo/finally-a-finance-training-program-specifically-for-nonprofit-leaders?e=7caf63e21b ECVO Finance Masterclass for Nonprofit Leaders]
== Approval of Agenda ==
{{Motion
  |motion=To approve this July 19 agenda.
  |first= Roy
  |second= Matt
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}
== Approval of Last Meeting's Minutes ==
{{Motion
  |motion=To approve the [[Board Minutes June 2021|June 2021]] minutes and the [[Board Minutes July 06 2021|July 6 2021]] minutes.
  |first= Rachel
  |second= Matt
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}
== Reports ==
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/13t36yX0jUZ-6r4JB7gheJ6yJ_YYCOjlp/view?usp=sharing President's Report]
=== Treasurer's Report - Roy C. (2 mins) ===
* [ Treasurer's Report]
* Due to ongoing need for additional time to prepare financials, starting in August 2021, we will start presenting the financials from the month two months previous. i.e.: In August, we will present the complete June Financials; In Sept, present July Financials; etc.
=== Executive Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1F-krb70HgyooOTh9dCPDInYq54kWsdAf/view?usp=sharing Executive Committee Report]
=== HR Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1IjK_a0yg3x0N2xT912jiimgo8zxDBezS/view?usp=sharing HR Committee Report]
=== Governance Committee Report - Roy C. (2 min) ===
* [ Governance Committee Report]
=== Volunteer Committee Report ===
*
=== Executive Direct Report - Chris C. (5 min) ===
* [https://docs.google.com/document/d/1iynatj0qUxcOZwY-0CsQpIy_MZTxYbBdC70xYaN790A/edit Executive Director Report]
=== Approval of Reports ===
{{Motion
  |motion=To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, Volunteer Committee, and Executive Director's reports as presented above.
  |first= Matt
  |second= Roy
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}
== Current & Completed Business ==
=== Action Item Follow Up ===
* Posting Board Intros to the website is still pending
==== Bikes and Animals Social Media Campaign ====
* Further discussion still needed with Chris
==== Plan to Sell Bikes from the Downtown Shop ====
* Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
* Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021. This may be too tight of a timeline as the AGM usually happens in October and we'd need to circulate any Bylaw amendments to the membership. Thoughts?
=== Renewal with Seniuk - Chris C. (2 min) ===
* Chris to provide an update
** Seniuk is requesting a 25% increase to their rates. This is in negotiations.
=== Downtown Shop Mural - Sarah R. (5 min) ===
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
== In Camera ==
{{Motion
  |motion=To go in camera
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result= Carried
}}
{{Motion
  |motion=To go out of camera
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result= Carried
}}
}}


Revision as of 00:26, 22 September 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 September 21, 2021

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 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: Sarah R
  • Minute-taker: Andi E
  • Food by: n/a
  • Board attendance:
  • Staff attendance:
  • Regrets: Annya
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Sarah at pm.

Logistics for Next Meeting

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

Announcements

  • Remember to record your volunteer hours!
  • The 2021 AGM will be held virtually on Sunday, November 7, 2021 from 1pm - 3pm

Approval of Agenda

MOTION
To approve this September 21 agenda.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Approval of Last Meeting's Minutes

MOTION
To approve the July 2021 minutes.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Reports

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

  • [ President's Report]

Treasurer's Report - Roy C. (2 mins)

  • [Treasurer's Report]

Executive Committee Report - Sarah R. (1 min)

  • [ Executive Committee Report]

HR Committee Report - Sarah R. (1 min)

  • [ HR Committee Report]

Governance Committee Report - Roy C. (2 min)

  • [ Governance Committee Report]

Executive Direct Report - Chris C. (5 min)

Approval of Reports

MOTION
To approve the reports as presented above.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Current & Completed Business

Action Item Follow Up

  • Posting Board Intros to the website is still pending

Bikes and Animals Social Media Campaign

  • Further discussion still needed with Chris

Plan to Sell Bikes from the Downtown Shop

  • Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting

HR Consultation with ACSN - Sarah R. (2 min)

  • The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
  • Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021. This may be too tight of a timeline as the AGM usually happens in October and we'd need to circulate any Bylaw amendments to the membership. Thoughts?

Renewal with Seniuk - Chris C. (2 min)

  • Chris to provide an update
    • Seniuk is requesting a 25% increase to their rates. This is in negotiations.

Downtown Shop Mural - Sarah R. (5 min)


Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

Business Item 1 (__ min)

  • Discussion notes:
MOTION
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • Action Items: name will ____ by (date).

Business Item 2 (__ min)

  • Discussion notes:


New Business

New Business Item 1 (__ min)

  • Discussion notes:
MOTION
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.
  • 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
Expression error: Unexpected < operator.


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

Board Volunteer Hour Tracking - ALL BOARD (1 min)

Adjournment

Meeting adjourned by Sarah at pm

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