These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for (month)(year)
Board meetings are open to Bike Edmonton members and the public.
- Location: Downtown shop & Google Meet
- 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, Rebecca, Adam, Derek K, Derek W, Stella, Matt, Heather (video), Karl (video), Tom
- Staff attendance: Coreen
- Regrets: Colin
- Absent:
- Guests: Ken Amesbury
Call to Order
- Meeting called to order by Keith at 645 pm.
Logistics for Next Meeting
- Date: February 10th
- Location: Downtown shop
- Chair: Keith
- Minute-taker: Adam
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this January agenda, the December 'meeting to approve the minutes' minutes), and reports as presented below.
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| Moved:
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Adam
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| all
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none
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| Expression error: Unrecognized word "all".
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President's Report
- No big news. The minute-taker was struggling with the wifi.
Treasurer's & Finance Committee Report
H.R. & Ops Committee Report
Fundraising Committee Report
- No report as Colin is not here, but Rebecca will work on the CIOG grant, due Jan 29th.
- Adam will email Colin to make sure we have a casino volunteer coordinator.
Advocacy Committee Report
- There will be a TOR for next meeting, particularly with respect to the 2 elections this yr.
Bargaining Committee Report
- Rebecca presented. Our negotiator Denise has stepped down. Brad is working on getting in touch with the CUPE negotiator Aiden who's been kind of hard to get ahold of. They're going to work on some proposals and start bargainging soon.
Governance Committee Report
Current & Completed Business
Updates on Action Items From Previous Meeting (5 min)
- Everyone log your estimated volunteer hours for the past month, or the secretary will estimate for you.
- 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
Shop Manager's Update on Bike Building & etc (15 min)
- We have permits for renos, just waiting for a master electrician to sign off.
- Suzane and Brahm will be working as bike builders-- they are available only until April.
- Shop has been fairly quit Dec-Jan, as usual.
Waste Grant update (__ min)
- We got a bike order of parts for this-- Coreen has asked Karly to invoice the City, hasn't heard back about that yet.
- Heather notes that Jan is awaiting payment for his work on Waste Down Tune Up-- Derek W will look into that. Coreen says he should have just submitted that with his regular hours.
- 1 league dropped out, so we do have most of a full kit sitting around-- luckily we didn't order more. Heather says that may not pass muster, the grants may require us to submit a new receipt-- Coreen sent Karly all that information, hopefully we can make that case from the city if they have questions. Most important next step is to get invoices to the City-- that should be Karly's role. Heather will talk to her-- Karly does have some personal matters going on. Heather says the project is moving along the timeline approved-- however due to some drop-out from leagues, only 2 are actually continuing with the training now. Jan & Karly should still be able to get paid for their time.
Winter Cycling grant update (__ min)
- Almost all participants have picked up their tires. A few ghosted, so Coreen did a second draw, and there are about 5/50 ppl left to bike up their tires. Participants will get a final questionare end ofFeb, and then we will submit a report to the city. Holly from the city did let us know that she approved some changes to grant after we already implemented the original program, and hasn't got back to Keith yet. We can try to improve this next year.
New Business
Overtime and Volunteer Policy (7 min)
Film Festival proposal from volunteer Ken (8 min)
- Ken introduced himself-- a volunteer since 2016. He is doing his MBA and has a military background.
- "I'm the good idea fairy." 2 yrs ago Michael Janz sponsored a bike-related film at the Garneau. Knowing that June is bike month and it's 6 months away.
- Elevator Pitch: we do a film festival to raise awareness about Bike Edmonton. We get sponsors, other organizations help us pay for this, it brings cyclists together. Doesn't want Bike Edmonton to pay for it.
- Rebecca and Ken got some profit from Metro-- ~$700 for a screening (staffing, etc). Ken was thinking 2 films/day x 2 days.
- Ken hasn't talked to Michael Janz about this yet.
- What he needs from the board: permission. Maybe merchandise-- he feels Bike Edmonton doesn't push it's brand as well as it could. Volunteers for valet, concession, ticket sales.
- Keith suggests we committ $600 (to fund at least one film) and encourage them to find sponsors for more.
- Adam: concerned about time at board meetings, inquires coming to the info@ address, etc. Adam would not want to approve this unless there was support from a consense of shop managers.
- Coreen echos that there will be an implied budget for staff time regarding the above concerns, and June will be our busiest month. She doesn't see herself having a lot of time for this.
- Karl feels this sounds like a good advocacy opportunity-- suggests we find some media partners. Ken intends to contact CJSR, CKUA, CBC.
- Ken feels he has a track record of organization successful events for BE, albeit that they've always been smaller.
MOTION
| That the board ask Ken to assess interest from possible sponsors and report back to the Fundraising Committee.
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| Moved:
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Adam
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| all
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none
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| Expression error: Unrecognized word "all".
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- Action Items: name will ____ by (date).
In Camera Session
MOTION
| To move in camera.
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| Moved:
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Adam
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| all
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none
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| Expression error: Unrecognized word "all".
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- Please list how long you believe your topic will take to discuss:
- Name (___ min)
- Name (___ min)
MOTION
| To move out of camera] discussion.
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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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Adjournment
MOTION
| To adjourn the meeting at __pm.
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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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