Board Minutes December 2022: Difference between revisions
→Executive Director's Report (5 min)
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== Bike Edmonton Board Meeting Minutes for December 2022 == | == Bike Edmonton Board Meeting Minutes for December 2022 == | ||
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== Attendance == | == Attendance == | ||
* Meeting Chair: Kelly Granigan | * Meeting Chair: Kelly Granigan | ||
* Minute-taker: | * Minute-taker: Marcel Huculak | ||
* Board attendance: | * Board attendance: Kelly Granigan, Marcel Huculak, Jason Wang, Celileigh Cunnigham, Alexandra Stout, Andi Eng, Greg Glatz, John Fuller, Maxine Myre, Charlotte Thomasson (partial), Michelle Bourdon | ||
* Staff attendance: | * Staff attendance: Coreen | ||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: Matt Hoyt | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Kelly Granigan at 7:10 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: January | * Date: January 16, 2023, 7pm | ||
* Location: Google Meet | * Location: Google Meet | ||
* Chair: | * Chair: | ||
| Line 29: | Line 27: | ||
== Discussion of agenda (10 min) == | == Discussion of agenda (10 min) == | ||
* Agenda accepted as-is | |||
* Code of Conduct Reminder Cited | |||
* Conflict of Interests | |||
* Volunteer Hours sheet - link in the agenda, request to post it in the meeting invite | |||
== Reports == | == Reports == | ||
=== President's Report (5 min) === | === President's Report (5 min) === | ||
*[https://docs.google.com/document/d/ | *[https://docs.google.com/document/d/1vYU3nvPJd5zkubO18UpXT4BFmGaj3SSH/edit?usp=share_link&ouid=100111991392428848766&rtpof=true&sd=true President's Report December 2022] | ||
=== Treasurer's Report (5 min)=== | === Treasurer's Report (5 min)=== | ||
*[https://docs.google.com/document/d/ | *[https://docs.google.com/document/d/1qWD2hcoNRVr5jdnRqD8LKNZRO7Z0CRYq/edit?usp=share_link&ouid=100111991392428848766&rtpof=true&sd=true Finance Report December 2022] | ||
=== Executive Director's Report (5 min)=== | === Executive Director's Report (5 min)=== | ||
*[https:// | *[https://docs.google.com/document/d/1GskqctPPWjEWzea4v6v-aHEwbqK1UKtVuz59dwabZ84/edit?usp=sharing ED Report December 2022] | ||
Questions: | |||
* Concern expressed about Greg’s workload | |||
** Onboarding still taking place and slows things down; once up to speed will know to do it by self or to delegate | |||
** Workload is familiar to Greg | |||
=== H.R. Committee Report - To include TOR (5 min)=== | === H.R. Committee Report - To include TOR (5 min)=== | ||
*[https://docs.google.com/document/d/ | *[https://docs.google.com/document/d/160MP4Rd2NZ2xOpXADNcUn-IBSAZ2CHUP/edit?usp=share_link&ouid=100111991392428848766&rtpof=true&sd=true H.R. Committee Report December 2022] | ||
=== Governance Committee Report -To include TOR (5 min)=== | === Governance Committee Report -To include TOR (5 min)=== | ||
*[https://docs.google.com/document/d/ | *[https://docs.google.com/document/d/1oEhDfGdftIpv0f6kX4UmPpDK0FmHpzXT/edit?usp=share_link&ouid=100111991392428848766&rtpof=true&sd=true Governance Committee Report Dec 2022] | ||
=== [https:// | === [https://apps.bikeedmonton.ca/w/Executive_Committee Executive Committee TOR] (5 min) === | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this December agenda, the November 2022 [https://apps.bikeedmonton.ca/w/Board_Minutes_November_2022 | |motion=To approve this December agenda, the November 2022 [https://apps.bikeedmonton.ca/w/Board_Minutes_November_2022 minutes], and reports, and Terms of Reference as presented. | ||
|first= | |first= Matt | ||
|second= | |second= John | ||
|yes= | |yes= | ||
|no= | |no=0 | ||
|abstain= | |abstain= | ||
|result= | |result=Carried | ||
}} | }} | ||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting, Reminders (5 min)=== | ||
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link volunteer hours] for the past month. | * '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1elUJymYoKcXGRH9iBrYCz0eK9WmXNEaMcJvak9XbFc4/edit?usp=share_link volunteer hours] for the past month. | ||
* '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar) | * '''Committee Chairpersons''' to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar) | ||
* '''Committee Chairpersons''' to ensure wiki is up-to-date with committee TOR. | * '''Committee Chairpersons''' to ensure wiki is up-to-date with committee TOR. | ||
* Reminder of our [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct] | * Reminder of our [https://docs.google.com/document/d/1CPFZz1Rbgra3oIv656PodByl7jJF1SFPTrubYozSS3I/edit?usp=share_link/ Code of Conduct] | ||
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy | * Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy] | ||
'''COMPLETED''' | '''COMPLETED''' | ||
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* Discussion notes: | * Discussion notes: | ||
**We met with staff prior to board retreat, should we meet again as a follow up? | **We met with staff prior to board retreat, should we meet again as a follow up? | ||
** | ***Was great | ||
***Close communication with staff, we do have slides to leverage of Board Retreat items | |||
***Volunteers to meet with staff and follow up with Board Retreat | |||
***Say 1.5 hour meeting, likely next week | |||
***Alexandra, Jason, Andi depending on availability, Kelly, Greg and Kelly to coordinate | |||
ACTION ITEM: Hold meeting with staff regarding board retreat follow up. | |||
== New Business == | == New Business == | ||
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** Conflicts of interest must be documented in minutes | ** Conflicts of interest must be documented in minutes | ||
** Kelly has a conflict of interest with a potential donor agreement she has offered to enter into with Bike Edmonton, as she would be party to a contract. | ** Kelly has a conflict of interest with a potential donor agreement she has offered to enter into with Bike Edmonton, as she would be party to a contract. | ||
* You can present the item and take questions, but discussion and voting takes place without conflict person | |||
* Kelly declared a conflict of interest with regard to her offer to donate funds to Bike Edmonton | |||
* Goverance Committee to look at conflicts of interest including non-financial conflicts of interest | |||
* Ceileigh Cunningham related to Jesse Cunningham | |||
* Matthew Hoyt related to Robin Wallsten-McElhatton | |||
* Alexandra Stout is roommate and friend with Chris Chan | |||
=== Budget - Timeline and Path to Approval (15 min)=== | === Budget - Timeline and Path to Approval (15 min)=== | ||
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*** Can have new board and ED approve new budget before presenting to membership at SGM | *** Can have new board and ED approve new budget before presenting to membership at SGM | ||
** We need to talk with staff about budget and have a follow up about it with them too (see previous minutes) | ** We need to talk with staff about budget and have a follow up about it with them too (see previous minutes) | ||
* We do not have an approved budget | |||
* How can we get one? Two ways: | |||
* New Board and ED can approve budget prior to presented at General Meeting | |||
* Approved at special general meeting | |||
* Need input from staff, then choice 1, then meet with members | |||
* Board presents motion to membership to approve budget, signaling our intent to membership. | |||
* Draft budget by end of January | |||
* Plan: Finance Committee presents draft budget to special Board meeting near end of January, approve draft budget and call a special meeting of membership by end of February. | |||
=== Board Vacancy (10 min) === | === Board Vacancy (10 min) === | ||
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{{Motion | {{Motion | ||
|motion= | |motion=To follow option 3 | ||
|first= | |first=Charlotte | ||
|second= | |second=Jason | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Carried | ||
}} | }} | ||
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**Pay for staff during closure to be discussed in camera | **Pay for staff during closure to be discussed in camera | ||
*Recommended by Greg to close on Friday December 23 and reopen January 3, 2023. Board agrees. Motion not necessary - is an operational issue. | |||
=== Staff involvement at board meetings (10 min) === | === Staff involvement at board meetings (10 min) === | ||
| Line 144: | Line 157: | ||
**Staff would like to attend, but board meetings happen during shop hours | **Staff would like to attend, but board meetings happen during shop hours | ||
**staff would like opportunity to provide input, only worth attending if can provide input (draft agenda sent to staff ahead of board meeting to help determine if there are items they'd like to provide input on) | **staff would like opportunity to provide input, only worth attending if can provide input (draft agenda sent to staff ahead of board meeting to help determine if there are items they'd like to provide input on) | ||
*Staff would like to attend but board meeting hours conflict with shop hours | |||
*Staff should feel comfortable approaching either the ED or any Board Member | |||
*Monday 1700-2100 for shop hours for South Shop; could close shop as another option. To avoid shop conflict could have Friday Board meeting. Or Sunday after 1700. | |||
*Lots of value to having staff at meeting; having our shops open is valuable to our membership. Could have experienced volunteers cover for shop managers - during summer it’s all hands on deck so managers may not be able to attend. | |||
=== Fundraising committee (5 min) === | === Fundraising committee (5 min) === | ||
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** open to the idea that you think the ED is solely responsible to work on grants, etc | ** open to the idea that you think the ED is solely responsible to work on grants, etc | ||
*Proposed by Greg to have a fundraising committee. Or Greg is comfortable with applying to grants. | |||
*Charlotte and Alexandra are keen to be on a fundraising committee. | |||
*Greg could chair the committee and it's not a committee of the Board. He is the person accountable for the grant writing getting done on time. Or it could be called a Task Force or something else (too bad Space Force is taken already). Greg can chair and others are volunteers on the committee, whether the volunteers be awesome board members or awesome Bike Edmonton members. | |||
*All interested can follow up with Greg. | |||
=== Wiki Access (5 min) === | |||
* | |||
* Discussion notes: | |||
** in the past, all of the board had wiki access which allowed people to edit the wiki (such as posting things regarding committees, allowing rotating minute takers, fixing typos in the agenda, etc), but also follow pages and subscribe to notifications of changes. This would also provide multiple back ups in case someone leaves the board, or is unavailable for any reason. | |||
*No motion necessary; all board members will have access | |||
=== Orientation Document (5 min) === | === Orientation Document (5 min) === | ||
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== Optional Items Pending Time == | == Optional Items Pending Time == | ||
Skipped to save time. | |||
=== Woman Owned Business on Google (10 min) === | === Woman Owned Business on Google (10 min) === | ||
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== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera with Greg Glatz as guest</i>. | ||
|first= | |first=Andi | ||
|second= | |second=Marcel | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Carried | ||
}} | }} | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
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{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first=Andi | ||
|second= | |second=Charlotte | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Carried | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at 9:39pm. | ||
|first= | |first=Charlotte | ||
|second= | |second=Alexandra | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result=Carried | ||
}} | }} | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2022-2023 Board minutes]] | [[Category:2022-2023 Board minutes]] | ||