Board Minutes 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
• Staff attendance: Coreen
• Regrets: Heather, Colin
• 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)

MOTION

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

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.

MOTION

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

• 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

• [Fundraising Committee Report (Month) (Year)]

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)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Update on Winter Cycling grant (4 min)

• Discussion notes:

AGM Planning & Board Recruitment (20 min)

• Discussion notes:

Business Item 2 (__ min)

• Discussion notes:

New Business

Board Retreat planning (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• 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

• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

MOTION

To move out of camera] discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain