These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for May 17, 2021
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, May 17, 2021
- 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 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: Andi
- Food by: n/a
- Board attendance: Sarah R, Matt H, Andi E, Keith H, Michelle B, Roy C, Ken A, Jarrett S,
- Staff attendance: Chris C, Molly T, Coreen,
- Regrets: Annya
- Absent: Rachel
- Guests:
Call to Order
- Meeting called to order by Sarah at 7:10 pm.
Logistics for Next Meeting
- Date: Monday, June 21, 2021
- Location: Google Meet
- Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
Announcements
Approval of Agenda
MOTION
To approve this May 17 agenda.
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Moved:
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Roy
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Seconded:
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Matt
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Aye
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No
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Abstain
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7
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0
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0
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Carried
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Approval of Last Meeting's Minutes
Aye
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No
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Abstain
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7
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0
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0
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Carried
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Reports
President's Report - Sarah R. (2 mins)
Treasurer's Report - Roy C. (2 mins)
- No official report available
- Based on preliminary financials, we continue to be ahead of projected budget. This is a testament to the hard work that the staff are doing in our stores.
Executive Director's Report - Chris C. (5 mins)
- Executive Director's Report
- Financials
- these were received from the bookkeeper this afternoon, so we haven't had time to review in detail
- Chris will be working with the bookkeepers about reconciling the undeposited funds moving forward
- Two large accounts payable amounts (~$9,600) are from two orders last year that out parts supplier forgot to invoice for. These will appear on May financials, and were expected
- Bike sales are low due to projected due to inability to build bikes due to reduced bike builder hours; we are on target for YTD, but March and April were below target
- two new bike builders are about to join the team, this should increase builds and thus sales; other factors are the quality of donations, due to continued increase in market demand;
- Bikes are being sold as quickly as they are being built
- based on the ambitious targets and the continuing challenges with sourcing bikes and parts, it is not likely that we will hit May and summer targets. May MTD is $6,800 of $15,000 target.
- Volunteers are welcome to join bike building nights to help build bikes; bike builders will be on hand to provide guidance. Sign up is required: https://bikeedmonton.ca/shift-signup
- Shop fees revenue are also down
- Primarily due to continued COVID restrictions (fewer people in shop, fewer appts)
- Question (Matt H): Will more paid staff hours give us more revenue?
- Answer: Yes, that will help. However, there are a number of variables: highly skilled volunteers, staff and mechanics, Covid restrictions, etc
- Accounts Payable - there seem to be some discrepancies in rent payments. This will need to be reviewed.
- Suggestion: Ad Hoc Revenue Committee to be raised in June.
- Project Coodinator Grant report
- Update: Unsuccessful: Healthy Communities - Community Foundations, Round 1;
Executive Committee Report - Sarah R. (1 min)
HR Committee Report - Sarah R. (2 min)
Governance Committee Report - Roy C. (2 min)
- [ Governance Committee Report]
Volunteer Committee Report -
- No report as the Committee still has not been officially formed yet
Approval of Reports
MOTION
To approve the President's, Treasurer's, Executive Director's, Executive Committee, HR Committee, and Governance Committee reports as presented above.
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Moved:
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Seconded:
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Aye
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No
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Abstain
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Expression error: Unexpected < operator.
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Current & Completed Business
Action Item Follow Up
- Posting Board Intros to the website is still pending
Bikes and Animals Social Media Campaign - Sarah R. (1 min)
- Further discussion still needed with Chris
HR Consultation with ACSN - Sarah R. (2 min)
Downtown Shop Mural - Sarah R. (5 min)
- Contract with Jason Blower has been finalized
- Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant
- Corporate level buildings have been confirmed and shared with Jason. Jason will begin working on the draft sketch
Mural Fundraising Plan
- Corporate sponsorship solicitations have been initiated
- Stantec has agreed to a $1,000 sponsorship
- The Oilers Community Foundation can only provide funding to CRA registered charities. They forwarded our info on to Rogers for consideration
- Edgar Developments (Developer of the MacLaren tower and several other DT towers) has declined
- Shaw is pending application
- EPCOR is pending application
- The Brick has been solicited
Membership Drive Update - Chris C. (3 mins)
Action Items
Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins)
Action Items
New Business
Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins)
Action Items
Driver Pledge - Matt H. (5 mins)
Staff Performance Reviews - Sarah R. (1 min)
- Sarah and Matt will be scheduling staff performance reviews this week - which days are preferable for each staff person?
Action Items
In Camera
MOTION
To go in camera
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Moved:
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Seconded:
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Aye
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No
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Abstain
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Expression error: Unexpected < operator.
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MOTION
To go out of camera
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Moved:
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Seconded:
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Aye
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No
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Abstain
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Expression error: Unexpected < operator.
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Board Volunteer Hour Tracking - ALL BOARD (2 min)
Adjournment
Meet adjourned by Sarah at pm