Bike Edmonton

Board Minutes December 2022: Difference between revisions

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Board Minutes December 2022 (view source)

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Agenda and minutes for December 2022 board meeting
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(Agenda and minutes for December 2022 board meeting)
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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''


== Bike Edmonton Board Meeting Minutes for December 2022 ==
Board meetings are open to Bike Edmonton members and the public.
* Location: Google Meet
* Start Time: December 12, 2022 7pm
Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!
== Attendance ==
* Meeting Chair: Kelly Granigan
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:
== Call to Order ==
* Meeting called to order by    at    pm.
== Logistics for Next Meeting ==
* Date:
* Location:
* Chair:
* Minute-taker:
* Food by:
== Discussion of agenda (10 min) ==
=== President's Report (5 min) ===
*[President's Report December 2022]
=== Treasurer's Report (5 min)===
*[Treasurer's Report December 2022]
=== Executive Director's Report (5 min)===
*[ED Report December 2022]
=== H.R. Committee Report - To include TOR (5 min)===
*[H.R. Committee Report December 2022]
=== Governance Committee Report -To include TOR (5 min)===
*[Policy Committee Report (Month) (Year)]
=== Finance Committee Report -To include TOR (5 min)===
*[Strategic Planning Committee Report (Month) (Year)]
=== [https://docs.google.com/document/d/1RopO7_c-cBVNHZIiystFqWbb2H3k_kcMlZxaqEJH4zg/edit?usp=sharing Executive Committee TOR] (5 min) ===
https://docs.google.com/document/d/1RopO7_c-cBVNHZIiystFqWbb2H3k_kcMlZxaqEJH4zg/edit?usp=sharing
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
  |motion=To approve this December agenda, the November 2022 [https://apps.bikeedmonton.ca/w/Board_Minutes_November_2022/ minutes], and reports as presented.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
== Current & Completed Business ==
=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [http://edmontonbikes.ca/board-log/ volunteer hours] for the past month.
* '''Everyone''' sign reports that you have reviewed each 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 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 [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy/ conflict of interest policy]
'''COMPLETED'''
*
*
=== Board retreat wrap up (10 min)===
*
* Discussion notes:
**We met with staff prior to board retreat, should we meet again as a follow up?
**
== New Business ==
=== Conflict of Interest Documentation (10 min)===
*
* Discussion notes:
** Conflict of interest gets significantly easier when the person with the conflict volunteers the potential conflict, and we don’t have to go through the process of determining if there is a conflict.
** 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.
=== Budget - Timeline and Path to Approval (15 min)===
*
* Discussion notes:
** As per our bylaws we can:
*** Can develop budget and present at Special General Meeting again
*** 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)
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
=== Board Vacancy (10 min) ===
*
*Discussion Notes:
** Option 1 - leave vacant
** Option 2 - reach out to defeated candidates and elect to 1 year term at board meeting
** Option 3 - Open call for nominations and board election for full term ending November 2024, may be combined with special meeting on budget
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
=== Holiday Shop Closure (10 min) ===
* Discussion Notes:
**Pay for staff during closure to be discussed in camera
{{Motion
  |motion= To close the Bike workshops on Friday, Dec 23, 2022, and reopen the Bikeworks shops on January 3, 2023.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
=== Staff involvement at board meetings (10 min) ===
*
*Discussion Notes:
**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)
=== Fundraising committee (5 min) ===
*
*Discussion Notes:
** Grants and donations could fall under the purview of the Finance Committee
** the kind of person who likes to work on grants and donation appeals is different from the person who likes to crunch numbers for a finance committee
** There are a number of significant deadlines coming up for grants
** open to the idea that you think the ED is solely responsible to work on grants, etc
{{Motion
  |motion= Move to recognize ____ as the 2023 Fundraising Committee
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
=== Orientation Document (5 min) ===
*
* Discussion Notes:
** [https://docs.google.com/document/d/1IXwLIPH41l1SPqY44BjfUF1I8ZD8ouFA8bJGGOOpHf8/edit#/ orientation document]
** To add the calendars to your google calendar:
*** In google calendar, logged into your BE account
*** Click on the + next to other calendars
*** Select Subscribe to calendar
*** Copy and paste the first point from the linked document above into the add calendar box
*** Press enter
=== Woman Owned Business on Google ===
*
* Discussion notes:
** North shop listed as "woman owned" on Google, south shop is not
** Can we justify being listed as "woman owned"?
** if so, write document with justification in case someone checks
** ensure both shop listings consistent
== Optional Items Pending Time ==
=== Potential Donor Agreement (15 min) ===
*
* Discussion Notes:
** A $15,000 donation has been proposed, with condtions
** Conditions:
*** Bike Edmonton gets a quote from a CPA to complete an audit
*** Donor will provide the funds for the audit, which will be restricted to use for the audit (if the audit is cheaper than the quote, those funds can become unrestricted following the audit)
*** Following an audit by a CPA, and an approved organization budget, donor will provide the balance of the $15,000, which will be unrestricted.
** Optional Conditions:
***Donor will participate in a larger fundraising campaign, such as a matching campaign, or other fundraising campaign which leverages above donation amount to get more donations from other donors. Bike Edmonton to determine details of fundraising campaign, and include in donor agreement.
== <i>In Camera</i> Session ==
{{Motion
  |motion=To move <i>in camera</i>.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* Please list how long you believe your topic will take to discuss:
** Greg (15 min)
{{Motion
  |motion=To move out of camera]</i> discussion.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
== Adjournment ==
{{Motion
  |motion=To adjourn the meeting at __pm.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
Kelly.granigan
196

edits

Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/6438"