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Board Minutes December 2021: Difference between revisions

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Board Minutes December 2021 (view source)

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* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:''' Keith Heslinga, Ron Cherlet, Mike Enders, Max Myre, Michelle Bourdon, Byron Vass, Roy Coulthard, Andi Eng, John Fuller, Matthew Hoyt, Sarah Rebryna
* '''Board attendance:''' Keith Heslinga, Ron Cherlet, Mike Enders, Max Myre, Michelle Bourdon, Byron Vass, Roy Coulthard, Andi Eng, John Fuller, Matthew Hoyt, Sarah Rebryna
* '''Staff attendance:''' Mike Zuege   
* '''Staff attendance:''' Mike Zuege, Chris Chan  
* '''Regrets:'''  
* '''Regrets:'''  
* '''Absent:'''  
* '''Absent:'''  
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Michelle will not be able to do 3rd Mondays due to her current rotation. 2nd Monday would for her.  
Michelle will not be able to do 3rd Mondays due to her current rotation. 2nd Monday would for her.  
Keith would like to remind everyone that he has an invite extended to Dallas from the City for a presentation about the Bike Plan
Keith would like to remind everyone that he has an invite extended to Dallas from the City for a presentation about the Bike Plan
 
* Discussion Notes:
 
**The Board has agreed to schedule our next meeting and all subsequent board meetings for the 2021/2022 Board on the second Monday of each month with the exception of dates that fall on a stat holidays.  
{{Motion
  |motion= Schedule our next meeting and all subsequent board meetings for the 2021/2022 on the second Monday of each month with the exception of dates that fall on a stat holiday.  
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


* Date: 10 January 2022
* Date: 10 January 2022
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=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [ President's Report]
* [ President's Report]
* Welcome to new board members
* Welcome to Mike Z as our new ED
* Excited for the new fiscal year


=== Treasurer's Report -  N/A (0 mins) ===
=== Treasurer's Report -  N/A (0 mins) ===
* [ Treasurer's Report]
* [ Treasurer's Report]
* First Financial Committee Meeting of the 21/22 year is scheduled for 8 Dec 2021
 
* We continue to have some challenges with getting accurate financials from our bookkeepers. Both Mike Z and Roy have identified errors in the financials that have been sent back to the bookkeepers for corrections.
 
Question from Ron C: There is a large federal grant amount for October 2021. What is this from?
Answer: It's a combination of things, including a multi-month payment for Covid relief wage subsidy;


=== Executive Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
* [ Executive Committee Report]
* [ Executive Committee Report]
* Met on Nov 30
** Minor updates to the ToR:
*** Exec Director will be a welcome guest at Exec Committee. We will continue to share the agenda with Mike Z, with an invite to join as he feels necessary.
*** Change the TOR “Handling” of the board-level financials to “Oversee,” as financial matters will be handled by the Financial Committee.
*** Clarification that Member at Large of the Executive does not need to be a member of the Board of Directors, and may be a member of the organization.
*** Annual Objectives for 2021/2022
**** Complete update of signing authorities and ensure all Board information is updated (e.g. CRA, Service Alberta, bookkeeper, AGLC, etc.)
**** Create Executive Officer transition plan and documents
**** Duties as required, including establishment of Board Meeting agendas
**** Complete transition of 2022-2023 Executive Officers
{{Motion
  |motion= To approve the updates to the Executive Committee Terms of Reference
  |first= Sarah
  |second= Byron
  |yes= 11
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== HR Committee Report - Sarah R. (1 min) ===
=== HR Committee Report - Sarah R. (1 min) ===
* [ HR Committee Report]
* [ HR Committee Report]
* This committee has not yet met for the 21/22 year
* Last meeting was a continuation of supporting Mike Z and Chris C through the transition
* We do not currently have an OH&S Committee. At our Board Retreat, we had agreed that OH&S would fold under the HR or Governance committees. Yet to be determined. This is to be discussed with Mike Z to be brought back to committee. 
* Agreement that OH&S will fall under HR Committee
* Sarah is currently chair of said committee from 2020/21 year. She will send meeting invite.
** Mike Z will be included in these discussions
** agenda will include updating TOR and OH&S


=== Finance Committee Report - Byron Vass. (1 min) ===
=== Finance Committee Report - Byron Vass. (1 min) ===
* [ Finance Committee Report]
* [ Finance Committee Report]
* Financial Committee has not met yet this year
* Meeting on 8 Dec 2021 for monthly financials training
* first meeting will be scheduled by Byron and will likely be early in the new year


=== Governance Committee Report - Roy C. (1 min) ===
=== Governance Committee Report - Roy C. (1 min) ===
* [ Governance Committee Report]
* [ Governance Committee Report]
* First Governance Committee for the 21/22 year will be 15 Dec 2021 at 8pm
** Agenda:
*** TOR and Review of last year's goals


=== Advocacy & Outreach Committee Report - Keith H. (2 min) ===
=== Advocacy & Outreach Committee Report - Keith H. (2 min) ===
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* First A&O Committee meeting of the 21/22 year is scheduled for 7 Dec 2021
* First A&O Committee meeting of the 21/22 year is scheduled for 7 Dec 2021
** On the Agenda for that meeting
** On the Agenda for that meeting
*** Create and Approve TOR
*** When to invite Claire MacDonald and Jeffrey Hansen-Carlson from Prairie Sky Gondola to present to the Board?
*** When to invite Dallas Karhut with the City of Edmonton to present to the Board?
*** When to invite Dallas Karhut with the City of Edmonton to present to the Board?
*** When to invite Claire MacDonald and Jeffrey Hansen-Carlson from Prairie Sky Gondola to present to the Board?
**** Agreed that we would like to extend this invite for January, with a special meeting for the sole purpose of this conversation
{{Motion
  |motion= To let the scheduling of the meeting with Dallas Karhut as the responsibility of Keith H the A&O committee. Meeting to be held in January as an extraordinary meeting of the Board.
  |first= Keith
  |second= Andi
  |yes= 11
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Executive Director's Report - Mike Züge (10 min) ===
=== Executive Director's Report - Mike Züge (10 min) ===
* [ Executive Director's Report]
* [https://drive.google.com/file/d/1JQsY4XUvi6pwGPedrLTAgt4EKI6qn4jH/view?usp=sharing Executive Director's Report]
* Addition to written report: Provincial grant is available under the Alberta Civil Society Fund. Deadline for application is 17 Dec 2021.
** https://www.alberta.ca/civil-society-fund.aspx
** The board is in favour of Mike Z and Molly working with Sarah and Mike E and the general member that brought this forward to get a grant application ready, pending outcome of conversation at staff meeting on 7 Dec 2021.


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the reports as presented above.
   |motion=To approve the reports as presented above.
   |first=  
   |first= Mike E
   |second=  
   |second= Keith
   |yes=  
   |yes= 11
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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==== Bikes and Animals Social Media Campaign (2 min) ====
==== Bikes and Animals Social Media Campaign (2 min) ====
* What are our thoughts on this?
 
* Does the AOC want to take this on?
* A&O will take this on


=== Downtown Shop Mural - Sarah R. (5 min) ===
=== Downtown Shop Mural - Sarah R. (5 min) ===
* [https://docs.google.com/document/d/1AHzwaZV71rBIPE9EVtkFzmHrLokdf77EgJSecbLMMfY/edit?usp=sharing Mural Fundraiser]
* [https://docs.google.com/document/d/1AHzwaZV71rBIPE9EVtkFzmHrLokdf77EgJSecbLMMfY/edit?usp=sharing Mural Fundraiser]
* The Executive Committee asked Sarah to provide a few different options to have the Board vote on:
* The Executive Committee asked Sarah to provide a few different options to have the Board vote on for sponsorship:
# Option 1
# Option 1: Silver, Gold, Platinum
# Option 2
# Option 2: Various bike sizes


{{Motion
'''Ask: Please provide your suggestions for three sponsorship tiers to Sarah via email by Dec 8.
  |motion=
Sarah will compile and send out suggestions for email vote by Friday, Dec 10'''
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


=== Membership Drive - Sarah R. (2 min)===
=== Membership Drive - Sarah R. (2 min)===
'''THIS HAS BEEN TABLED'''
* This was never sent out. A new version would need to be developed at this point as the previous version is now out-of-date
* This was never sent out. A new version would need to be developed at this point as the previous version is now out-of-date
* Would this live with the AOC?
* Would this live with the AOC?
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{{Motion  
{{Motion  
   |motion= To appoint Sarah Rebryna as President, Roy Coulthard as Vice President, Andi Eng as Secretary, Byron Vass as Treasurer, and Keith Heslinga as Executive Committee Member at Large as the 2021-2022 Board of Directors Executive.
   |motion= To appoint Sarah Rebryna as President, Roy Coulthard as Vice President, Andi Eng as Secretary, Byron Vass as Treasurer, and Keith Heslinga as Executive Committee Member at Large as the 2021-2022 Board of Directors Executive.
   |first=  
   |first= Byron
   |second=  
   |second= Mike E
   |yes=  
   |yes= 11
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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{{Motion  
{{Motion  
   |motion= To update the signing authorities from Sarah Rebryna, Matthew Hoyt, and Roy Coulthard to Sarah Rebryna, Roy Coulthard, and Byron Vass
   |motion= To update the signing authorities from Sarah Rebryna, Matthew Hoyt, and Roy Coulthard to Sarah Rebryna, Roy Coulthard, and Byron Vass
   |first=  
   |first= Mike E
   |second=  
   |second= Keith
   |yes=  
   |yes= 11
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


=== Update Access Permissions for Financial Accounts - Sarah R. (2 min)===
=== Update Access Permissions for Financial Accounts - Sarah R. (2 min)===
Bike Edmonton's financial accounts are accessible through various online accounts. Some of these accounts provide direct access to Bike Edmonton's funds while others simply provide <i>view-only</i> access. It is up to this Board to determine who shall have access permissions for both Bike Edmonton's direct access and view-only financial accounts
Bike Edmonton's financial accounts are accessible through various online accounts. Some of these accounts provide direct access to Bike Edmonton's funds while others simply provide <i>view-only</i> access. It is up to this Board to determine who shall have access permissions for both Bike Edmonton's direct access and view-only financial accounts
For clarification: expenditures and movement of financial resources will continue to require approval from two of the three above-mentioned signing authorities.
The purpose of this motion is to grant access to all account logins and download statements: Servus bank accounts; Servus credit cards; Quikbooks; CAFT e-transfers; 


{{Motion  
{{Motion  
   |motion= To update all financial accounts with new account access permissions from Sarah Rebryna, Matthew Hoyt, Roy Coulthard, and Chris Chan, to
   |motion= To update all financial accounts with new account access permissions from Sarah Rebryna, Matthew Hoyt, Roy Coulthard, and Chris Chan, to Sarah Rebryna, Roy Coulthard, Byron Vass, and Mike Zuege for reporting and accounting purposes
   |first=  
   |first= Matt
   |second=  
   |second= Byron
   |yes=  
   |yes= 11
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


=== Meeting Etiquette - Sarah R. (2 min)===
=== Meeting Etiquette - Sarah R. (2 min)===
'''Tabled to next meeting'''
* [https://drive.google.com/file/d/1jvPhnjBZZX1Yf39HkJsYk5dB3hIqGjli/view?usp=sharing Rusty’s Rules]
* [https://drive.google.com/file/d/1jvPhnjBZZX1Yf39HkJsYk5dB3hIqGjli/view?usp=sharing Rusty’s Rules]
* Rotating Chair? - vote
* Rotating Chair? - vote


=== Google Drive Updates - Sarah R. (2 min)===  
=== Google Drive Updates - Sarah R. (2 min)===  
'''Tabled to next meeting'''
*Shared Calendars
*Shared Calendars
** [https://calendar.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho@group.calendar.google.com&ctz=America/Edmonton Bike Edmonton Events]
** [https://calendar.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho@group.calendar.google.com&ctz=America/Edmonton Bike Edmonton Events]
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* Ron has suggested some discussion around the hours of operations of our shops
* Ron has suggested some discussion around the hours of operations of our shops
* Ron has asked whether we have a Bike Edmonton Vaccine Passport Policy
* Ron has asked whether we have a Bike Edmonton Vaccine Passport Policy
** At this time we are operating within the capacity rules as an operating business. In situations in which we are above that capacity (for workshops), we are using the RAP.


{{Motion
{{Motion
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{{Motion
{{Motion
   |motion=To move <i>in camera</i>.
   |motion=To move <i>in camera</i>.
   |first=  
   |first= Mike
   |second=  
   |second= Matt
   |yes=  
   |yes= 10
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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{{Motion
{{Motion
   |motion=To move <i>out of camera</i> discussion.
   |motion=To move <i>out of camera</i> discussion.
   |first=  
   |first= Matt
   |second=  
   |second= Mike
   |yes=  
   |yes= 10
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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== Adjournment ==
== Adjournment ==
Meeting adjourned by  at pm
Meeting adjourned by  Sarah at 9:28pm




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

edits

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