These minutes were approved at the January 11, 2021 board meeting.
Bike Edmonton Board Meeting Minutes for December 2020
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, December 14, 2020
- Location: Google Meet To join by phone instead, dial (CA) +1 289-323-6483 and enter this PIN: 764 300 051#
- 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: Sarah
- Minute-taker: Michael
- Food by: n/a
- Board attendance: Rachel, Matthew, Keith,Michael, Sarah
- Staff attendance: Chris, Coreen
- Regrets: Annya, Ken, Jarett, Roy, Ken, Molly
- Absent:
- Guests: Nonprofit Board Interns Carmen Gu, Shelah Kowk
Call to Order
- Meeting called to order by Sarah at 7:11 pm.
Logistics for Next Meeting
- Date: January 11, 2021
- Location: Google Meets
- Chair: Sarah
- Minute-taker: Michael
- Food by: n/a
Announcements
Approval of Agenda
MOTION
| To approve this December 14 agenda.
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| Moved:
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Rachel
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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Approval of Last Meeting's Minutes
| Aye
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No
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Abstain
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| 5
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0
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0
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|
| Carried
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Reports
President's Report - Sarah (2 mins)
Treasurer's Report - Roy (2 mins)
- A report was not provided
2020 Charitable Status Report - Sarah (2 mins)
Executive Committee Report - Sarah (1 min)
HR Committee Report - Sarah (1 min)
- Still working on ToR
- Roy is working on vetting nonprofit lawyers
Governance Committee Report
Approval of Reports
MOTION
| To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above.
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| Moved:
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Keith
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| 5
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0
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0
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|
| Carried
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New Business
Rusty's Rules of Order and Robert's Rules Condensed - Sarah (15 min)
MOTION
| Bike Edmonton board shall use Rusty's rules of order.
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| Moved:
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Sarah
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| 5
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0
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0
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|
| Carried
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NPBI Introductions & Update - Keith (10 mins)
- Welcome Shelah and Carmen!
- Keith met with the interns. They must complete a project agreed to between them and the board.
- The project is due at the end of April with the scope to be defined by mid-Jan.
Action Items
- Board members to send intern ideas to Keith by Jan 1, 2021
Board Website Intro Template - Sarah (2 mins)
Action Items
- Board members to save into the 2021 Board folder [1]. Save as your name.
Request to Increase FY2021 Budget - Chris Chan (5 min)
- Increase needed to accommodate benefits package for our bike builder Jan
MOTION
| To allow any employee who works at least 22.5 hours weekly and has worked for us for over three years to be added on to our benefits plan. This will be reviewed annually.
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| Moved:
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Matt
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| Seconded:
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Mike
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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Staff/Operations Update - ALL STAFF (10 min)
- Ahead of budget and prior year so far
- Operational outlook is positive, considering availably of government programs where needed
- Bike sales are good
CEBA Discussion
- Originally received a $40K loan through our bank through this program. If paid back on time (end of 2022), $10K would be forgivable
- Program has been expanded to $60K and $20K. Advisable to apply forthwith
MOTION
| To apply for the loan through CEBA.
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| Moved:
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Matt
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| 5
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0
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0
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|
| Carried
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Action Items
- Sarah will coordinate with Talha and Roy to ensure we have applied.
Statement of the Board regarding the City's Touch the Water project - Keith (5 mins)
- We support active transportation for better value. The current proposal seems expensive for not much active transit benefit.
MOTION
| We draft a statement on the touch the water project.
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| Moved:
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Keith
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| Seconded:
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Matt
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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Action Items
- Matt reviews Keith's Draft
- Chris sets up conference call with Andrew Knack for best strategy
In Camera
MOTION
| To go in camera
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| Moved:
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Matt
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| Seconded:
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Keith
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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MOTION
| To go out of camera
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| Moved:
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Sarah
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| Seconded:
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Mike
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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Board Volunteer Hour Tracking - ALL BOARD (2 min)
MOTION
| To make HR Meeting Jan 4 at 7:00 PM
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| Moved:
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Keith
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| Seconded:
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Mike
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| Aye
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No
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Abstain
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| 5
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0
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0
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|
| Carried
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Adjournment
MOTION
| To adjourn the meeting.
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| Moved:
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Mike
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| 5
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0
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0
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| Carried
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