Board Minutes February 2022

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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:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by at pm.

Logistics for Next Meeting

* Date:
  • Location: Google Meet
  • Chair:
  • Minute-taker: Andi
  • Food by: n/a

Announcements

Approval of Agenda

MOTION
To approve this February 16 agenda.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Approval of Last Meeting's Minutes

MOTION
To approve the January 2022 minutes.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Reports

President's Report - Sarah R. (2 mins)

Executive Director's Report - Mike Züge (2 min)

Treasurer's Report - Byron V. (2 mins)

Executive Committee Report - Sarah R. (2 min)

MOTION
To approve the President (or their designate) to perform regular backups of the Society's Google Drive in intervals not exceeding three (3) months.

These backups will be stored on an encrypted and password-protected external hard drive in the President’s possession. The existence of this hard drive will be mentioned in the Executive and, specifically, the President’s Transition Document to ensure that it always gets transferred into the physical possession of the incoming President/Executive.

Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

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)

  • [ AOC Report]


Approval of Reports

MOTION
To approve the reports as presented above.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Current & Completed Business

Updates on Action Items From Previous Meeting (1 min)

Downtown Shop Mural - Sarah R. (5 min)

  • [ Mural Fundraiser]

Update on progress of Membership Drive - Keith H (3 min)

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.

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.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

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
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:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

In Camera Session

MOTION
To move in camera.
Moved: Mike
Seconded: Matt
Aye No Abstain
10 0 0
Carried


MOTION
To move out of camera discussion.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Board Volunteer Hour Tracking - ALL BOARD (1 min)

Adjournment

Meeting adjourned by at pm

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