Board Minutes March 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 March 2023

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

• Location: Google Meet
• Start Time: March 13, 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 Granigan
• Minute-taker: Jason Wang
• Board attendance: Alexandra Stout, Andi Eng, Ceileigh Cunningham, Charlotte Thomasson, Jason Wang, John Fuller, Kelly Granigan, Marcel Huculak, Matthew Hoyt, Maxine Mure, Michelle Bourdon
• Staff attendance: Greg Glatz
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7:04 PM

Logistics for Next Meeting

• Date: April 17, 2023, 7pm (April 10 is Easter Monday)
• Location: Google Meet
• Chair:
• Minute-taker:

Consent Agenda (5 min)

President's Report

• President's report

Treasurer's Report

• Treasurer's report

H.R. Committee Report

• did not meet, nothing to report

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February agenda, the February 2023 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

• Notice of Special General Meeting provided in newsletter on February 28. Need to send out specifics of how to attend and the budget to review in advance still.
• ECVO (Edmonton Chamber of Voluntary Organizations) membership has lapsed. Executive committee voted to renew membership at a cost of $125, on Greg's credit card, under Greg's name

Special General Meeting (10 min)

• Date: March 22, 7pm
  • Details on how to attend: Fill out google form to RSVP. In form, people are asked to check their membership status, but Kelly will double check prior to meeting. Greg will post this by end of day March 8.
  • Online voting as per Chris Chan's suggested method for board vacancy. Show of hands for budget.
  • there are no current board nominations
  • need more board volunteers
  • Volunteer Duties:
    • monitor board@bikeedmonton.ca for tech help requests with google meets. Check membership status in advance from RSVP form responses.
    • someone to provide tech help if requested
    • monitor for board nominations, check membership status, and add to online voting slate
    • during nominations from the floor during the event, add any nominations from the floor to online voting slate
    • send out online voting link(s) during meeting
    • someone to take minutes
    • voting on budget by show of hands, no need to be secret. Person taking minutes can count votes, but may appreciate help

New Business

Bike Edmonton Building is for sale (15 min)

• Discussion:
  • don't panic, do make a back up plan
  • Looking for a board member to start casual search for storage space, commercial space, commercial realtor contact
  • no hurry, likely no need to actually do anything until October/November, when lease comes up

First Aid Training for Staff (15 min)

• Discussion:
  • Training has lapsed for everyone
  • likely need at least shop managers, executive director, and some key volunteers to have current first aid

MOTION

To approve first aid training at cost of ____ for _____
Moved:
Seconded:

Aye	No	Abstain

Donor Thank Yous and Fulfilling Mural Obligations (15 min)

• Discussion:
  • We've received a number of donations after each newsletter (yay!)
  • Greg has been sending thank yous and offering to meet with each donor
  • Greg also suggested a donor thank you page on our website, and/or donors listed in the newsletter (with donor permission)
  • In addition, we have outstanding obligations RE: the mural at the north shop. We committed to corporate donors that we would put their name as a sponsor on our website. Also, no (or few?) names have actually been placed on the mural in the shop
  • Propose: Donor page on website, develop a policy at governance committee for when a name goes up (website and mural both), consent from donor to post their name, what info to post (how much was donated? tiers? Anonymous donations?), when a name comes down (time limit? corporate scandal?)
  • does anyone have a Cricket? Know someone with a Cricket? to post names on the mural, at least volunteers who want their names up, and corporate mural donors

Vélo Canada Bikes Membership Renewal (10 min)

• Discussion:
  • Membership expires March 18
  • They host a check in with orgs like ours across Canada and I've attended this event. Great chance to share info and ideas and find out how things are going in other cities in Canada. They do decent representation work at the national level as well.
  • Cost $150/yr

MOTION

To approve Vélo Canada Bikes Membership Renewal at a cost of $150/yr
Moved:
Seconded:

Aye	No	Abstain

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:

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