Board Minutes August 2020

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

Bike Edmonton Board Meeting Minutes for July 2020

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

• Date: Monday, August 10, 2020
• Location: n/a - Held over Zoom
• Start Time: 7:00pm

Please email board@bikeedmonton.ca if you cannot attend.  Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Annya
• Timekeeper:none
• Minute-taker: Talha
• Food by: Jeremy
• Board attendance: Annya, Jeremy, Mike S, Sarah, Talha, & Matt
• Staff attendance: Chris, Coreen, & Molly
• Regrets: Jasmine, Rachel, Husam, Mike P
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7:07 pm.

Logistics for Next Meeting

• Date: September 14, 2020 @ 7:00pm
• Location: Zoom
• Chair: Jeremy
• Minute-taker: Jasmine
• Food by: Mike S

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this August 10 agenda, the July 2020 minutes, and reports as presented below.
Moved:	Jeremy
Seconded:	Sarah

Aye	No	Abstain
6	0	0
Moved

President's Report - Jeremy

• [ President's Report]

Treasurer's Report - Talha

• $54k profit position at the end of this FY as per the financials submitted by Chris (https://docs.google.com/spreadsheets/d/1VDN3HFccfFv4ag5EvNbeolF1KMhIHUVWLo5nvoOHxQg/edit#gid=1047767452).
• Chris shared financial forecast details in the section below and that states the ending balance (forecast) of this FY to be around $3k, which includes wage subsidy of $30k, but doesn’t include $40k interest free loan
• Casino account $14,717 balance, but $12k is accounted for and it will appear in the bank account soon
• Operating account $151K – includes $40k interest fee received

Program Review Committee - Annya/Matt/Rachel/Sarah/Husam

• Annya provided updates on the last meeting’s discussion on the program review committee, and the final evaluation survey for shop workshops/programs once resumed.
• Annya also shared draft survey questions regarding shop appts for sales/repairs. The purpose of survey and evaluation component was discussed as it relates to Bike Edmonton mission and objectives.
• Staff feedback requested feedback by Aug 26, 2020.

Exec Committee - Jeremy

• It's that time of year to choose executive members for the next year and recruiting new board members for the next cycle
• Board Evaluation to be sent out to members

Current and Completed Business

Operational Updates - Chris/Molly (15 min)

Community Outreach (Molly):

• Friday nights – downtown shop – Boyle Street clients are invited to get their biked fixed via Boyle Street Services. Boyle Street Services give out an access cards to clients and those with cards receive services from Bike Edmonton-DT on Friday nights.
• Refugee/low income program (Friday night downtown workshop) for those that are unable to access the online appointment system can utilize our services on Friday nights
• SPOKE program planning resumed.
• Alberta Eco Trust is currently Bike Edmonton's largest grant – final report needs to be submitted to the Trust by late Fall 2020. Molly will request an extension so the report can capture more information/so it is robust for future grant proposals, and grant reporting.

Board Volunteer Hour Tracking - Annya (10 min)

• Hour Tracking Form
• Reminder provided.

New Business

Non-Profit Board Internship - Sarah (10 min)

• Sarah has reached out to the last years' intern via email and the text but has not received updates.
• For the upcoming intern session – Sarah has confirmed Bike Edmonton’s information so a new intern can be matched with the Bike Edmonton
• Update to be provided at September's board meeting

Financials - Chris C (10 min)

• Chris submitted a forecast for the next fiscal year. Forecast at the end of the year is on budget with the $3k profit – it includes the wage subsidy of $30k and doesn’t include the interest free loan of $40k
• Chris made two forecast from September 2020 to March 2021: one forecast estimates a deficit of $80k and the other forecast is $110k. Adjustment to the $110k forecast includes reducing 10 hours a week for one shop manager and more revenue coming in winter months, which would improve on the deficit slightly – this would yield a deficit of $80k
• Concerns discussed regarding cash flow by Spring 2021 – Should we change how we operate fundamentally? Chris thinks a lot of it depends on how Winter 2020 and Spring 2021 go. Bike builders and revenue also discussed.
• July 2020 is the last month for wage subsidy for Bike Edmonton.

* Financials to be included as a standing agenda item for upcoming board meetings.

2020 AGM Planning and Committee - All (10 min)

• AGM normally occurs in October each year. Last year was delayed to early November.
• Adhoc Subcommittee members established: Matt, Annya, Mike, Jeremy, Jasmine, Chris, Molly

Annual Report

• Year end financials - to be finalized in September
• Committee Reports will be required
• For Sept 14 Board meeting discussion

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

• AGM Committee: Aug 19, 7-8:30 p.m., Mike to send zoom invite
• Exec Committee: Aug 13, 7 p.m., Jeremy to send invite with Mike's Zoom access
• Program Review: Aug 26, 6 p.m., Sarah to send Zoom invite

In Camera:

MOTION

To go in camera
Moved:	Jeremy
Seconded:	Matt

Aye	No	Abstain
6	0	0
Moved

MOTION

To go out of camera
Moved:	Mike S.
Seconded:	Jeremy

Aye	No	Abstain
6	0	0
Moved

Adjournment

MOTION

To adjourn the meeting.
Moved:	Talha
Seconded:	Matt

Aye	No	Abstain
6	0	0
Moved :)