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Board Minutes December 2020 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the January 11, 2021 board meeting.'''''


== Bike Edmonton Board Meeting Minutes for December 2020 ==
== Bike Edmonton Board Meeting Minutes for December 2020 ==
Line 6: Line 6:


* Date: Monday, December 14, 2020
* Date: Monday, December 14, 2020
* Location: [Google Meet: https://meet.google.com/hqj-pnfb-par] To join by phone instead, dial ‪(CA) +1 289-323-6483‬ and enter this PIN: ‪764 300 051#‬
* Location: [https://meet.google.com/hqj-pnfb-par Google Meet] To join by phone instead, dial ‪(CA) +1 289-323-6483‬ and enter this PIN: ‪764 300 051#‬
* Start Time: 7:00pm
* Start Time: 7:00pm


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== Attendance ==
== Attendance ==
* '''Meeting Chair:'''  
* '''Meeting Chair:''' Sarah
* '''Minute-taker:'''  
* '''Minute-taker:''' Michael
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:''' Rachel, Matthew, Keith,Michael, Sarah
* '''Staff attendance:'''  
* '''Staff attendance:''' Chris, Coreen
* '''Regrets:'''  
* '''Regrets:''' Annya, Ken, Jarett, Roy, Ken, Molly
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:''' Nonprofit Board Interns Carmen Gu, Shelah Kowk


== Call to Order ==
== Call to Order ==
* Meeting called to order by at pm.
* Meeting called to order by Sarah at 7:11 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: January 11, 2021
* Location:  
* Location: Google Meets
* Chair:  
* Chair: Sarah
* Minute-taker:  
* Minute-taker: Michael
* Food by: n/a
* Food by: n/a


== - ALL BOARD (15 min)==
== Announcements ==
* None


== Approval of Agenda, Minutes, Reports (5 min) ==
 
== Approval of Agenda ==
 
{{Motion
  |motion=To approve this December 14 agenda.
  |first= Rachel
  |second= Keith
  |yes=5
  |no=0
  |abstain= 0
  |result=
}}
 
== Approval of Last Meeting's Minutes ==


{{Motion
{{Motion
   |motion=To approve this October 12 agenda, the [[Board Minutes September 2020|September 2020]] minutes, and reports as presented above.
   |motion=To approve the [[Board Minutes October 2020|October 2020]] and the [[Board Minutes November 2020|November 2020]] minutes.
   |first=  
   |first= Matt
   |second=  
   |second= Mike
   |yes=  
   |yes= 5
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result=  
}}
}}


== Reports ==
=== President's Report - Sarah (2 mins) ===
* [https://drive.google.com/file/d/1qxSAkWo_zJ9X679sXaQuyvevZiDHMr3u/view?usp=sharing President's Report]
=== Treasurer's Report - Roy (2 mins) ===
* A report was not provided
=== 2020 Charitable Status Report - Sarah (2 mins) ===
* [https://drive.google.com/file/d/1pHR6WWAnliqHFIoAfQY3rKx6gis3hdH8/view?usp=sharing 2020-2021 Charitable Status Report]
=== Executive Committee Report - Sarah (1 min) ===
* Still working on ToR
=== HR Committee Report - Sarah (1 min) ===
* Still working on ToR
* Roy is working on vetting nonprofit lawyers
=== Governance Committee Report ===
* Hasn't met yet
=== Approval of Reports ===
{{Motion
  |motion=To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above.
  |first= Keith
  |second= Rachel
  |yes= 5
  |no= 0
  |abstain= 0
  |result=
}}


== New Business ==
== New Business ==


===  - (10 min) ===
===  Rusty's Rules of Order and Robert's Rules Condensed - Sarah (15 min) ===
*
* Overview of [https://drive.google.com/file/d/1jU8vqQajpd94g9O6wk0TwrS7BiOOYKK8/view?usp=sharing Rusty's Rules of Order]
* Overview of [https://drive.google.com/file/d/1Y0RBcd4Yt50GCH4PsUtjwNXgSu5QStbF/view?usp=sharing Robert's Rules]
* Discuss the rules; decide if we want to adopt them as is, or if we want to use them to create our own


===  - (10 min) ===
 
*  
{{Motion
  |motion= Bike Edmonton board shall use Rusty's rules of order.
  |first= Sarah
  |second= Keith
  |yes= 5
  |no= 0
  |abstain= 0
  |result=
}}
 
=== 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) ===
* [https://docs.google.com/document/d/1DFHxblEmDobfglaMA5f_Vcdcto3WA-wSp-tLy1kYlNo/edit?usp=sharing Board Blog Intro Template]
 
==== Action Items ====
* Board members to save into the 2021 Board folder [https://drive.google.com/drive/u/1/folders/1f0KUSg1pHrQ0d3EGGhHbyaIBYKEIQ_mf]. 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
  |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.
  |first= Matt
  |second= Mike
  |yes= 5
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Staff/Operations Update - ALL STAFF (10 min) ===
=== 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


=== - ALL BOARD (10 min) ===
=== 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
{{Motion
   |motion=
   |motion= To apply for the loan through CEBA.
   |first=  
   |first= Matt
   |second=  
   |second= Rachel
   |yes=  
   |yes= 5
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


=== - ALL BOARD (15 min)===
==== 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.


=== In Camera: ===
{{Motion
  |motion= We draft a statement on the touch the water project.
  |first= Keith
  |second= Matt
  |yes= 5
  |no= 0
  |abstain= 0
  |result= Carried
}}
==== Action Items ====
* Matt reviews Keith's Draft
* Chris sets up conference call with Andrew Knack for best strategy
 
 
== In Camera ==


{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first=  
   |first= Matt
   |second=  
   |second= Keith
   |yes=  
   |yes= 5
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Sarah
   |second=  
   |second= Mike
   |yes=  
   |yes= 5
   |no=  
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
 
== Board Volunteer Hour Tracking - ALL BOARD (2 min) ==
* [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing Board Volunteer Hour Tracking Sheet]
 
{{Motion
  |motion=To make HR Meeting Jan 4 at 7:00 PM
  |first= Keith
  |second= Mike
  |yes= 5
  |no= 0
  |abstain= 0
  |result=  Carried
}}
}}


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{{Motion
{{Motion
   |motion=To adjourn the meeting.
   |motion=To adjourn the meeting.
   |first=  
   |first= Mike
   |second=  
   |second= Rachel
   |yes=  
   |yes= 5
   |no=   
   |no=  0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2019-2020 Board minutes]]
[[Category:2019-2020 Board minutes]]
Sarah.rebryna
401

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