Board Minutes September 2023: Difference between revisions
Board Minutes September 2023 (view source)
Revision as of 02:34, 12 September 2023
, 12 September 2023→Discussion of agenda (5 min)
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== Discussion of agenda (5 min) == | == Discussion of agenda (5 min) == | ||
Decision to move | Decision to move In Person Strategy Meeting discussion to next meeting because of packed agenda | ||
== Consent Agenda (5 min) == | == Consent Agenda (5 min) == | ||
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[need to link report] | [need to link report] | ||
Comments: | |||
*Alexandra suggests more signage at bike rack rental events (Folk Fest, Snow Valley, etc.) | |||
*Thank-you from Kelly to Greg for excellent work representing Bike Ed in the community | |||
=== Governance Committee Report === | === Governance Committee Report === | ||
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|first= Stephen | |first= Stephen | ||
|second= Charlotte | |second= Charlotte | ||
|yes= | |yes= 9 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= | ||
}} | }} | ||
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Comments: | Comments: | ||
*Funds cover less than a year of rent | |||
=== Audit (10 mins) === | === Audit (10 mins) === | ||
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Comments and questions: | Comments and questions: | ||
*Kelly suggests initiating a review of past year's finances to present report at AGM. | |||
*Marcel asks if we would use the same auditor or if it's an internal review. | |||
*Alexandra asks what the difference between an audit and review is. | |||
*John explains that a review is a form of assurance that double-checks the work of the book-keeper, and may dig into accounts and the balance sheet. An audit is more intensive, and involves reviews of internal controls. | |||
*Marcel notes that, additionally, it provides confidence to the members. | |||
{{Motion | |||
|motion=To prepare review financial statements of past year by same account who just prepared the audit, for presentation at upcoming AGM, at a maximum cost of $6000.00 | |||
|first= Marcel | |||
|second= Matt | |||
|yes= 9 | |||
|no= 0 | |||
|abstain= 0 | |||
|result= | |||
}} | |||
=== In Person Strategy Meeting (10 min)=== | === In Person Strategy Meeting (10 min)=== | ||
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Comments: | Comments: | ||
Alexandra also volunteers to join ad hoc committee. Alexandra, Matt, and Andi to organize themselves within two weeks. | *Alexandra also volunteers to join ad hoc committee. Alexandra, Matt, and Andi to organize themselves within two weeks. | ||
=== Staff/Volunteer appreciation event === | === Staff/Volunteer appreciation event === | ||
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Comments: | Comments: | ||
*Stephen, Charlotte, and Ceileigh volunteer to organize. Preference for NOT a potluck, to properly show appreciation for staff and volunteers. Ceileigh asks why group ride is off the table; concern was injury and liability. Marcel suggests a casual, informal ride might be fine. Kelly suggests partnering with a club might solve the liability issue. | |||
Timeline goal for appreciation event is sometime in fall (October/November). | *Timeline goal for appreciation event is sometime in fall (October/November). | ||
=== AGM Planning === | === AGM Planning === | ||
* Would be ideal to have this years finances reviewed by an accountant (like an audit, but less costly, and doesn't take as long) | * Would be ideal to have this years finances reviewed by an accountant (like an audit, but less costly, and doesn't take as long) | ||
* Propose November timing to allow time for financial review, this is allowed by bylaws | * Propose November timing to allow time for financial review, this is allowed by bylaws | ||
* would be less transition time between new board/old board | * would be less transition time between new board/old board | ||
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=== fundraising update (15 min) === | === fundraising update (15 min) === | ||
*Charlotte suggesting fundraising push using graphics and group ride events. Shared fundraising planning document: link? | |||
*Kelly suggests noting that our audit is done, so that people can donate in confidence. | |||
*Greg has given full and enthusiastic support. | |||
*Stephen suggests mentioning the audit with the graphics makes people actually second guess us in a roundabout way. | |||
*Kelly suggests promoting selling memberships in October so that people are able to vote in the AGM: "come have your say'! | |||
=== Extra Discussion (not planned) === | |||
*Marcel sent info about the Fancy Women Bike Ride in the group WhatsApp chat. There are 120 women registered so far - it's a big deal. Also, this is for the Edmonton ride but there are rides organised all around the world. Marcel encourages board members to attend. Details are also on the Bike Edmonton Facebook page. | |||
Meeting ended at 8:25pm. | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
No in-camera session held. | |||
{{Motion | {{Motion | ||