Board Minutes January 2023

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for January 2023

Board meetings are open to Bike Edmonton members and the public.

• Location: Google Meet
• Start Time: January 16, 2023 7pm

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: Kelly
• Minute-taker: Alexandra
• Board attendance: Kelly Granigan, Charlotte Thomasson, Jason Wang, John Fuller, Maxine Myre, Ceileigh Cunningham, Greg Glatz
• Staff attendance: Coreen
• Regrets: Matt Hoyt
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: February 13, 2023, 7pm
• Location: Google Meet
• Chair:
• Minute-taker:

Reports/Consent Agenda (5 min)

President's Report

• January President's Report

Governance Committee Report

• No meeting this month

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this January agenda, the December 2022 minutes, and reports as presented
Moved:
Seconded:

Aye	No	Abstain

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

• Everyone log your volunteer hours for the past 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

• All board members have Wiki access

Board retreat wrap up (10 min)

• Discussion notes:
  • We met with staff prior to board retreat, should we meet again as a follow up?

Budget - Timeline and Path to Approval (15 min)

• Discussion notes:
  • Draft budget expected by ____, Board to hold special meeting for budget on _____.

New Business

Special General Meeting Planning (10 min)

• Discussion notes:
  • volunteers to organize?
  • Can this be online?

Woman Owned Business on Google (10 min)

• Discussion notes:
  • North shop listed as "woman owned" on Google, south shop is not
  • Can we justify being listed as "woman owned"?
  • if so, write document with justification in case someone checks
  • ensure both shop listings consistent

Potential Donor Agreement (15 min)

• Discussion Notes:
  • Does the board wish to enter into a donor agreement with the following terms:
  • A $15,000 donation has been proposed, with condtions
  • Conditions:
    • Bike Edmonton gets a quote from a CPA to complete an audit
    • Donor will provide the funds for the audit, which will be restricted to use for the audit (if the audit is cheaper than the quote, those funds can become unrestricted following the audit)
    • Following an audit by a CPA, and an approved organization budget, donor will provide the balance of the $15,000, which will be unrestricted.
  • Optional Conditions:
    • Donor will participate in a larger fundraising campaign, such as a matching campaign, or other fundraising campaign which leverages above donation amount to get more donations from other donors. Bike Edmonton to determine details of fundraising campaign, and include in donor agreement.

Credit Cards

• (15 min)
• Discussion notes:
  • we are paying ___/yr for multiple rewards credit card accounts
  • propose single no-fee credit card account, with cards for Greg, Coreen, and Alex

Consent agenda concept (10 min)

• Discussion Notes:
  • Non-controversial items such as reports, past minutes, financials
  • Provided in writing in advance of meeting with enough time for everyone to review prior to meeting
  • propose cut off is 4 days prior to meeting, if you miss the deadline, your item cannot be in the consent agenda, and must be reviewed during meeting
  • Board members commit to read all the items before the meeting
  • Can be approved quickly, in bulk, at the beginning of meeting without reviewing during the meeting
  • Any item can be removed from consent agenda, and put on the regular agenda, by any member of the board, for any reason
  • questions can be asked prior to approval without removing from consent agenda
  • Propose starting at February board meeting

Optional items pending time

Snow clearing standards for high traffic pathways (20 min)

• Discussion Notes:
  • High level bridge has high traffic, but an 81h snow clearing standard
  • Pathway snow clearing standard map to be released soon by city
  • traffic counts available on open data
  • would BE have capacity/ability to review traffic counts, ask members, for high traffic pathways that may be good candidates for 24h clearing, such as the High Level Bridge, and advocate for it with council in the summer?

In Camera Session

MOTION

To move in camera with Greg Glatz as guest.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • HR Committee and Executive committee, 2 items (20 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