Board Minutes December 2020: Difference between revisions
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'''''These minutes | '''''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 15: | Line 15: | ||
* '''Minute-taker:''' Michael | * '''Minute-taker:''' Michael | ||
* '''Food by:''' n/a | * '''Food by:''' n/a | ||
* '''Board attendance:''' Rachel, Matthew, Keith, | * '''Board attendance:''' Rachel, Matthew, Keith,Michael, Sarah | ||
* '''Staff attendance:''' Chris, Coreen | * '''Staff attendance:''' Chris, Coreen | ||
* '''Regrets:''' Annya, Ken, Jarett, Roy | * '''Regrets:''' Annya, Ken, Jarett, Roy, Ken, Molly | ||
* '''Absent:''' | * '''Absent:''' | ||
* '''Guests:''' Nonprofit Board Interns Carmen Gu, Shelah Kowk | * '''Guests:''' Nonprofit Board Interns Carmen Gu, Shelah Kowk | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 7:11 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
| Line 31: | Line 31: | ||
* Food by: n/a | * Food by: n/a | ||
== | == Announcements == | ||
* None | |||
| Line 40: | Line 41: | ||
|first= Rachel | |first= Rachel | ||
|second= Keith | |second= Keith | ||
|yes= 5 | |yes=5 | ||
|no= 0 | |no=0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 50: | Line 51: | ||
{{Motion | {{Motion | ||
|motion=To approve the [[Board Minutes October 2020|October 2020]] and the [[Board Minutes November 2020|November 2020]] minutes. | |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= | ||
}} | }} | ||
| Line 63: | Line 64: | ||
=== Treasurer's Report - Roy (2 mins) === | === Treasurer's Report - Roy (2 mins) === | ||
* | * A report was not provided | ||
=== 2020 Charitable Status Report - Sarah (2 mins) === | === 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) === | === Executive Committee Report - Sarah (1 min) === | ||
| Line 82: | Line 83: | ||
{{Motion | {{Motion | ||
|motion=To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above. | |motion=To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above. | ||
|first= | |first= Keith | ||
|second= | |second= Rachel | ||
|yes= | |yes= 5 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 99: | Line 100: | ||
{{Motion | {{Motion | ||
|motion= | |motion= Bike Edmonton board shall use Rusty's rules of order. | ||
|first= | |first= Sarah | ||
|second= | |second= Keith | ||
|yes= | |yes= 5 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= | ||
}} | }} | ||
| Line 110: | Line 111: | ||
=== NPBI Introductions & Update - Keith (10 mins) === | === NPBI Introductions & Update - Keith (10 mins) === | ||
* Welcome Shelah and Carmen! | * 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 ==== | ==== Action Items ==== | ||
* Board members to send intern ideas to Keith by Jan 1, 2021 | |||
=== Board Website Intro Template - Sarah (2 mins) === | === Board Website Intro Template - Sarah (2 mins) === | ||
| Line 117: | Line 121: | ||
==== Action Items ==== | ==== 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) === | === Request to Increase FY2021 Budget - Chris Chan (5 min) === | ||
| Line 123: | Line 127: | ||
{{Motion | {{Motion | ||
|motion= To | |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= | |first= Matt | ||
|second= | |second= Mike | ||
|yes= | |yes= 5 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
=== Staff/Operations Update - ALL STAFF (10 min) === | === Staff/Operations Update - ALL STAFF (10 min) === | ||
* | * Ahead of budget and prior year so far | ||
=== CEBA | * 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 | |||
|motion= To apply for the loan through CEBA. | |||
|first= Matt | |||
|second= Rachel | |||
|yes= 5 | |||
|no= 0 | |||
|abstain= 0 | |||
|result= Carried | |||
}} | |||
==== 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) === | === 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 | |||
|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 ==== | ==== Action Items ==== | ||
* Matt reviews Keith's Draft | |||
* Chris sets up conference call with Andrew Knack for best strategy | |||
| Line 146: | Line 179: | ||
{{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) == | == Board Volunteer Hour Tracking - ALL BOARD (2 min) == | ||
* [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing Board Volunteer Hour Tracking Sheet] | * [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 | |||
}} | |||
== Adjournment == | == Adjournment == | ||
| Line 171: | Line 214: | ||
{{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]] | ||
Latest revision as of 16:19, 13 January 2021
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
- None
Approval of Agenda
| To approve this December 14 agenda. | ||
| Moved: | Rachel | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
Approval of Last Meeting's Minutes
| To approve the October 2020 and the November 2020 minutes. | ||
| Moved: | Matt | |
| Seconded: | Mike | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
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)
- 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
| To approve the President's, Treasurer's, and the 2020 Charitable Status reports as presented above. | ||
| Moved: | Keith | |
| Seconded: | Rachel | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
New Business
Rusty's Rules of Order and Robert's Rules Condensed - Sarah (15 min)
- Overview of Rusty's Rules of Order
- Overview of 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
| Bike Edmonton board shall use Rusty's rules of order. | ||
| Moved: | Sarah | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
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
| 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. | ||
| Moved: | Matt | |
| Seconded: | Mike | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
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
| To apply for the loan through CEBA. | ||
| Moved: | Matt | |
| Seconded: | Rachel | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
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.
| We draft a statement on the touch the water project. | ||
| Moved: | Keith | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
Action Items
- Matt reviews Keith's Draft
- Chris sets up conference call with Andrew Knack for best strategy
In Camera
| To go in camera | ||
| Moved: | Matt | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
| To go out of camera | ||
| Moved: | Sarah | |
| Seconded: | Mike | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
Board Volunteer Hour Tracking - ALL BOARD (2 min)
| To make HR Meeting Jan 4 at 7:00 PM | ||
| Moved: | Keith | |
| Seconded: | Mike | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||
Adjournment
| To adjourn the meeting. | ||
| Moved: | Mike | |
| Seconded: | Rachel | |
| Aye | No | Abstain |
|---|---|---|
| 5 | 0 | 0 |
| Carried | ||