Board Minutes February 2022: Difference between revisions
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* '''Minute-taker:''' Andi | * '''Minute-taker:''' Andi | ||
* '''Food by:''' n/a | * '''Food by:''' n/a | ||
* '''Board attendance:''' | * '''Board attendance:''' Maxine Myre, Keith Heslinga, Roy Coulthard, John Fuller, Sarah Rebryna, Michelle Bourdon, Byron Vass, Andi Eng, Matt Hoyt | ||
* '''Staff attendance:''' | * '''Staff attendance:''' Molly Turnbull, Mike Zuege, Jan Przysiezniak, Coreen S, Chris Chan, | ||
* '''Regrets:''' | * '''Regrets:''' | ||
* '''Absent:''' | * '''Absent:''' | ||
| Line 21: | Line 21: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Matt H at 7:15 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: 14 March 2022, 7pm | |||
* Location: Google Meet | * Location: Google Meet | ||
* Chair: | * Chair: Keith Heslinga | ||
* Minute-taker: Andi | * Minute-taker: Andi | ||
* Food by: n/a | * Food by: n/a | ||
| Line 36: | Line 36: | ||
{{Motion | {{Motion | ||
|motion=To approve this February 16 agenda. | |motion=To approve this February 16 agenda. | ||
|first= | |first= Keith | ||
|second= | |second= Sarah | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 47: | Line 47: | ||
{{Motion | {{Motion | ||
|motion=To approve the [[Board Minutes January 2022|January 2022]] minutes. | |motion=To approve the [[Board Minutes January 2022|January 2022]] minutes. | ||
|first= | |first= Keith | ||
|second= | |second= Byron | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 61: | Line 61: | ||
=== Executive Director's Report - Mike Züge (2 min) === | === Executive Director's Report - Mike Züge (2 min) === | ||
* [https:// | * [https://drive.google.com/file/d/1-wtnz8g7Sknp2RHvh-T4ctqjBvsJxWjE/view?usp=sharing Executive Director's Report] | ||
Question from Matt: Do we have an account with our parts supplier? | |||
Answer: Not yet | |||
Question from Matt: Was the incident reported to the board? Was there a root cause analysis | |||
Answer: Yes, it was reported to HR and Exec. There was no root cause, it was a genuine unpreventable accident | |||
=== Treasurer's Report - Byron V. (2 mins) === | === Treasurer's Report - Byron V. (2 mins) === | ||
* [ Treasurer's Report] | * [https://docs.google.com/document/d/1hWRwe5_-f5q2KHEJ9l9z73d7w7v5igVp-PeHSPHTTrA/edit Treasurer's Report] | ||
* [https://drive.google.com/file/d/1DXFutbBG_4FWin5Jnlf1-g5r2rkjPS7d/view Appendix] | |||
=== Executive Committee Report - Sarah R. (2 min) === | === Executive Committee Report - Sarah R. (2 min) === | ||
* [https://drive.google.com/file/d/10t-L5zWJfK9WzLWwHMQwZNDZD16rRSKp/view?usp=sharing Executive Committee Report] | * [https://drive.google.com/file/d/10t-L5zWJfK9WzLWwHMQwZNDZD16rRSKp/view?usp=sharing Executive Committee Report] | ||
=== HR Committee Report - Andi E. (2 min) === | === HR Committee Report - Andi E. (2 min) === | ||
| Line 89: | Line 84: | ||
=== Advocacy & Outreach Committee Report - Keith H. (2 min) === | === Advocacy & Outreach Committee Report - Keith H. (2 min) === | ||
* [ AOC Report] | * [https://docs.google.com/document/d/1Bkj2g-0LyB2j6z3k_1CYbunAofmqAnV0lHaoBGumYNs/edit AOC Report] | ||
=== Approval of Reports === | === Approval of Reports === | ||
{{Motion | {{Motion | ||
|motion=To | |motion=To accept the reports as presented above. | ||
|first= | |first= Sarah | ||
|second= | |second= Byron | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Updates on Action Items From Previous Meeting (1 min)=== | === Updates on Action Items From Previous Meeting - Keith - (1 min)=== | ||
* Post [https://drive.google.com/drive/folders/1f0KUSg1pHrQ0d3EGGhHbyaIBYKEIQ_mf?usp=sharing Board Member Intros] to the website | * Post [https://drive.google.com/drive/folders/1f0KUSg1pHrQ0d3EGGhHbyaIBYKEIQ_mf?usp=sharing Board Member Intros] to the website | ||
Keith will send out a reminder email next week. | |||
These will be posted on the Bike Edmonton website next month | |||
=== Downtown Shop Mural - Sarah R. (5 min) === | === Downtown Shop Mural - Sarah R. (5 min) === | ||
* [ Mural Fundraiser] | * [https://drive.google.com/file/d/1wG0dZ0YX0jKuC8PgC29ns3cCiauMtNcY/view?usp=sharing Mural Fundraiser] | ||
This is ready to go. | |||
Reminder to all board and staff: when you are sharing this, you must be complaint with CASL. | |||
We are still waiting on the list of volunteers to put on the mural for volunteer recognition. | |||
Question from Coreen: What are the parameters? How many hours? How many spots are there for volunteers? | |||
Answer: There is no limit to the number of volunteers that we can recognize. Provide a list of volunteers with 100+ hours in the last 5 years and we will gauge from there. | |||
=== Update on progress of Membership Drive - Keith H (3 min) === | === Update on progress of Membership Drive - Keith H (3 min) === | ||
924 members, 10 net new: 11 new members and renewals | |||
== New Business == | == New Business == | ||
| Line 125: | Line 126: | ||
{{Motion | {{Motion | ||
|motion= The HR Committee requests that the Board approves the expense of up to $2500 to contract Dr Farha Shariff to facilitate EDI workshops and conversations with Bike Edmonton board, volunteers, and staff. | |motion= The HR Committee requests that the Board approves the expense of up to $2500 to contract Dr Farha Shariff to facilitate EDI workshops and conversations with Bike Edmonton board, volunteers, and staff. | ||
|first= | |first= Sarah | ||
|second= | |second= Matt | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 141: | Line 142: | ||
{{Motion | {{Motion | ||
|motion= Motion for the Board to approve the regular backup of the Bike Edmonton Google drive. The backups will be performed at a minimum of once per fiscal quarter and kept for a minimum of two years. Backups will be stored on an external hard drive that will be purchased and owned by the Board and will be kept in possession of the President of the Board. The backups will be password protected and encrypted in compliance with PIPEDA and PIPA | |motion= Motion for the Board to approve the regular backup of the Bike Edmonton Google drive. The backups will be performed at a minimum of once per fiscal quarter and kept for a minimum of two years. Backups will be stored on an external hard drive that will be purchased and owned by the Board and will be kept in possession of the President of the Board. The backups will be password protected and encrypted in compliance with PIPEDA and PIPA | ||
|first= | |first= Roy | ||
|second= | |second= Matt | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 152: | Line 153: | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Matt | ||
|second= | |second= Sarah | ||
|yes= | |yes= | ||
|no= 0 | |no= 0 | ||
|abstain= 0 | |abstain= 0 | ||
| Line 163: | Line 164: | ||
{{Motion | {{Motion | ||
|motion=To move <i>out of camera</i> discussion. | |motion=To move <i>out of camera</i> discussion. | ||
|first= | |first= Keith | ||
|second= | |second= Sarah | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 175: | Line 176: | ||
== Adjournment == | == Adjournment == | ||
Meeting adjourned by | Meeting adjourned by Matt at 9:37 pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2021-2022 Board minutes]] | [[Category:2021-2022 Board minutes]] | ||
Latest revision as of 04:37, 17 February 2022
Please note: Bike Edmonton Board Meeting Minutes receive approval via Board Motion at the following Board Meeting. Please view the following Board Meeting Minutes to determine the approval status of the minutes you are currently viewing.
Bike Edmonton Board Meeting Minutes for February 16, 2022
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet To join by phone instead, dial (CA) +1 778-732-6177 and enter this PIN: 387 835 066#
- Start Time: 7:00pm
Please RSVP to 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: Matt H
- Minute-taker: Andi
- Food by: n/a
- Board attendance: Maxine Myre, Keith Heslinga, Roy Coulthard, John Fuller, Sarah Rebryna, Michelle Bourdon, Byron Vass, Andi Eng, Matt Hoyt
- Staff attendance: Molly Turnbull, Mike Zuege, Jan Przysiezniak, Coreen S, Chris Chan,
- Regrets:
- Absent:
- Guests:
Call to Order
- Meeting called to order by Matt H at 7:15 pm.
Logistics for Next Meeting
- Date: 14 March 2022, 7pm
- Location: Google Meet
- Chair: Keith Heslinga
- Minute-taker: Andi
- Food by: n/a
Announcements
- Remember to record your Board Member volunteer hours!
Approval of Agenda
| To approve this February 16 agenda. | ||
| Moved: | Keith | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
Approval of Last Meeting's Minutes
| To approve the January 2022 minutes. | ||
| Moved: | Keith | |
| Seconded: | Byron | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
Reports
President's Report - Sarah R. (2 mins)
Executive Director's Report - Mike Züge (2 min)
Question from Matt: Do we have an account with our parts supplier? Answer: Not yet Question from Matt: Was the incident reported to the board? Was there a root cause analysis Answer: Yes, it was reported to HR and Exec. There was no root cause, it was a genuine unpreventable accident
Treasurer's Report - Byron V. (2 mins)
Executive Committee Report - Sarah R. (2 min)
HR Committee Report - Andi E. (2 min)
Finance Committee Report - Byron V. (2 min)
Governance Committee Report - Roy C. (2 min)
Advocacy & Outreach Committee Report - Keith H. (2 min)
Approval of Reports
| To accept the reports as presented above. | ||
| Moved: | Sarah | |
| Seconded: | Byron | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
Current & Completed Business
Updates on Action Items From Previous Meeting - Keith - (1 min)
- Post Board Member Intros to the website
Keith will send out a reminder email next week. These will be posted on the Bike Edmonton website next month
Downtown Shop Mural - Sarah R. (5 min)
This is ready to go. Reminder to all board and staff: when you are sharing this, you must be complaint with CASL. We are still waiting on the list of volunteers to put on the mural for volunteer recognition. Question from Coreen: What are the parameters? How many hours? How many spots are there for volunteers? Answer: There is no limit to the number of volunteers that we can recognize. Provide a list of volunteers with 100+ hours in the last 5 years and we will gauge from there.
Update on progress of Membership Drive - Keith H (3 min)
924 members, 10 net new: 11 new members and renewals
New Business
EDI Workshop - Andi E (10 min)
Preamble: One of the outcomes of the Executive Director's probationary review was a need for soft skills training. While this has already begun, there is recognition from the HR Committee that these kinds of learnings cannot happen in a vacuum. As such, the HR Committee would like to bring forward the motion to approve the expenditure to hire an EDI Specialist to come to work with our volunteers, staff, and Board. We feel that this is the most valuable place for us to start with soft skills training, as it is something that everyone can take advantage of, and our membership and patrons will also benefit from. This will bolster our efforts to make Bike Edmonton and the Bike Edmonton Workshops safer spaces for everyone.
We have been in touch with Dr. Farha Shariff from the University of Alberta. She has agreed to work with us on a contract basis for some guided conversations for our volunteers and staff, and a workshop for our executive director and board. She is an Assistant Lecturer in the Faculty of Education Educational Policy Studies Dept and a well respected social justice educator specializing in anti-racism. She is also an Edmontonian, a fitness instructor, and a recreational cyclist.
Scheduling is TBA, with the guided conversations tentatively scheduled for March, and the workshop in April.
| The HR Committee requests that the Board approves the expense of up to $2500 to contract Dr Farha Shariff to facilitate EDI workshops and conversations with Bike Edmonton board, volunteers, and staff. | ||
| Moved: | Sarah | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
Governance and Google Drive Backup - Roy C - (10 min)
- Backups will be owned by the executive
- Backups will live on an exclusive external hard drive that has been purchased by the board. This is a 1TB harddrive, which should be sufficient our current drive.
- Backups will be performed on the regular interval of no longer than three (3) months, and will be kept for a minimum of two (2) years.
- The backups will be password protected and encrypted in compliance with PIPEDA and PIPA
| Motion for the Board to approve the regular backup of the Bike Edmonton Google drive. The backups will be performed at a minimum of once per fiscal quarter and kept for a minimum of two years. Backups will be stored on an external hard drive that will be purchased and owned by the Board and will be kept in possession of the President of the Board. The backups will be password protected and encrypted in compliance with PIPEDA and PIPA | ||
| Moved: | Roy | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
In Camera Session
| To move in camera. | ||
| Moved: | Matt | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| 0 | 0 | |
| Carried | ||
| To move out of camera discussion. | ||
| Moved: | Keith | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| 0 | ||
| Carried | ||
Board Volunteer Hour Tracking - ALL BOARD (1 min)
Adjournment
Meeting adjourned by Matt at 9:37 pm