Board Minutes December 2021: Difference between revisions
→Membership Drive - Sarah R. (2 min)
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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. | |||
* Date: 10 January 2022 | * Date: 10 January 2022 | ||
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* Met on Nov 30 | * Met on Nov 30 | ||
** Minor updates to the ToR: | ** Minor updates to the ToR: | ||
*** Exec Director will be | *** 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. | *** 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. | *** 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. | ||
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=== 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. | * 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 | ** https://www.alberta.ca/civil-society-fund.aspx | ||
** The board is in favour of Mike Z and Molly working with Sarah to get a grant application ready. | ** 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) ==== | ||
* | * 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 | ||
'''Ask: Please provide your suggestions for three sponsorship tiers to Sarah via email by Dec 8. | |||
Sarah will compile and send out suggestions for email vote by Friday, Dec 10''' | |||
=== 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 | Meeting adjourned by Sarah at 9:28pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020-2021 Board minutes]] | [[Category:2020-2021 Board minutes]] | ||