Board Minutes August 2022

Bike Edmonton Board Meeting Minutes for June 2022

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

• Location: Google Meets
• Start Time: 7 pm

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: Keith Heslinga
• Minute-taker: Maxine Myre
• Food by: N/A
• Board attendance: Michelle Bourdon, Maxine Myre, Matthew Hoyt, Andi Eng, Byron Vass, Keith Heslinga
• Staff attendance:
• Regrets: John Fuller
• Absent:
• Guests: Shelley Williams, Joe Kerr, Colin Margetts, Michael Steele, Phillip Merry, Dave Segatto

Call to Order

• Meeting called to order by Keith at 7:05 pm.

Logistics for Next Meeting

• Date: Monday, September 12, 2022; 7pm
• Location: Google Meet
• Chair: Andi Eng
• Minute-taker:
• Food by: N/A

Announcements

• Remember to record your Board Member volunteer hours!

• Reminder to share the Mural Package

Approval of Agenda

MOTION

To approve this August agenda.
Moved:	Keith
Seconded:	Matt

Aye	No	Abstain
	0
Carried

Approval of July 2022 Minutes

MOTION

To approve Minutes from July board meeting.
Moved:	Matt
Seconded:	Byron

Aye	No	Abstain
	0
Carried

Reports (25 min)

President's Report (Andi - 5 min)

• [ Acting President's Report August 2022]
• [ Executive Committee Report August 2022]
• Verbal Report:
  • Attended Staff meetings
  • Continue to operate with a "Keeping the Lights On" goal
  • KTLO activities: Payroll and Utilities
• Executive Committee:
  • Currently working through all applications and have a long list
  • Civil Society Grant - the Committee has approved to move forward with this application. Award announcements will be in Spring 2023, with the program starting in Summer 2023.
  • Bargaining Committee is working with Staff and CUPE to determine a date for negotiations to commence.

Treasurer's Report (Byron - 5 min)

• [ Treasurer's Report Aug 2022]

Verbal Report:

• We now have a second signing authority (Andi) and we are now able to make payments and sign cheques.
• Still working on getting access to the credit card statements, as we need some verification from past authorized users.
• CAFT is still being sorted out
• Actively working with Robin to get a financial report that is accessible for Sept board meeting

Finance Committee Report (Byron - 5 min)

• [ Finance Committee Report Aug 2022]
• This committee has not met as it is without quorum until John's return in September

Advocacy and Outreach Committee Report (Keith - 2 Min)

• [ Advocacy and Outreach Committee August 2022]

Verbal Report:

• Committee did not meet last month
• A letter has gone out to the members of the Society to invite them to this meeting and shared the ED position posting
• Getting ready for AGM in October and transition to the next board in November

MOTION

To receive these reports as delivered above.
Moved:	Matt
Seconded:	Byron

Aye	No	Abstain
	0
Carried

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

Utility Plans Update - Andi (3 min)

• We have signed contracts with Park Power for our electricity ($0.082/KwH at South, $0.089/KwH at Downtown) at both shops and Enmax for our gas at the South shop.
• This was approved through the Exec Committee

Collective Bargaining Update - Andi (5 Min)

• Everyone is busy (both us and CUPE) and the lead negotiator for CUPE is on vacation until the end of August
• From Matt: We have not started negotiations yet, but we have requested dates from CUPE

ED Recruitment Update - Shelley (5 Min)

• We have gone through all the applications and categorized them into three categories and we will need to decide as a committee as to who to interview. Shelley will call the candidates in the first folder and ask a few preliminary questions to determine interest; then we will move ahead with interviews. Currently it looks like we will be interviewing at least 5 people. This will be done within the next couple of weeks.

Membership Communications Update - Keith and Max (2 min)

• This communication went out

AGM Planning

• AGM is scheduled for October 23, 2022
• Keith has stepped forward to Chair the Ad Hoc committee for AGM Planning
• Decision needs to be made as to whether we want this to be in person, virtual, or hybrid
• everyone who is a Committee Chair will need to have their annual reports prepared for this

MOTION

Tot select Keith as the chair of the Ad Hoc AGM Planning Committee
Moved:	Michelle
Seconded:	Byron

Aye	No	Abstain
	0
Carried

New Business

Board Recruitment and Candidate Introductions (15 min)

Each guest will be given a few minutes to introduce themselves.

• Colin Margetts: Has been a shop volunteer since 2015
• Joe Kerr: Has experience on non-profit boards, has time to help out, has an interest in advocacy, and has experience as a volunteer bike mechanic at the U of C
• Mike Steele: Not looking to join the board, but has applied for the Executive Director position; Currently works for the Edmonton Ultimate Association; biking has helped with his mental health; follows Bike Edmonton on social media

In Camera Session

MOTION

To move in camera with Shelley Williams as guest
Moved:	Keith
Seconded:	Byron

Aye	No	Abstain
	0
Carried

MOTION

To move out of in camera discussion.
Moved:	Matt
Seconded:	Keith

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at 8:52 pm.
Moved:	Keith
Seconded:	Andi

Aye	No	Abstain
	0
Carried