These minutes were approved at the February 16, 2021 Board meeting.
Bike Edmonton Board Meeting Minutes for January 2021
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, January 11, 2021
- 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 email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!
Attendance
- Meeting Chair: Sarah
- Minute-taker: Matt
- Food by: n/a
- Board attendance: Sarah R., Matt H., Roy C., Jarett S., Keith H., Ken A., Rachel K.
- Staff attendance: Molly T., Chris C., Alex H.
- Regrets: Annya
- Absent:
- Guests: Shelah K., Carmen G.
Call to Order
- Meeting called to order by Sarah at 7:08 pm.
Logistics for Next Meeting
- Date: Tuesday, February 16, 2021
- Location: Google Meet
- Chair: Sarah R.
- Minute-taker: Matt H.
- Food by: n/a
Announcements
- Ghost Bike Memorial
- Mike Sacha resigned from the Board on December 30, 2020, we wish him, Lisa, and their new baby, Adora, all the best!
- The Casino has once again been postponed in light of the extension of the health restrictions to at least Jan 21, 2021. We are first in line to be rescheduled, which is slated for sometime in March 2021
- Remember to record your volunteer hours! - This is important for various reporting purposes.
Approval of Agenda
MOTION
| To approve this January 11 agenda.
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| Moved:
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Matt H.
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| Seconded:
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Roy C.
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Approval of Last Meeting's Minutes
MOTION
| To approve the December 2020 minutes.
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| Moved:
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Keith H.
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| Seconded:
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Sarah R.
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Reports
President's Report - Sarah (2 mins)
Treasurer's Report - Sarah (2 mins)
- No report available; Chris C. reviewed monthly financial report
Executive Committee Report - Sarah (1 min)
HR Committee Report - Sarah (1 min)
Governance Committee Report
Approval of Reports
MOTION
| To approve the President's, Treasurer's, Executive Committee, and HR Committee reports including the Executive Committee Terms of Reference as presented above.
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| Moved:
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Matt H.
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| Seconded:
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Jarett S.
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Current & Completed Business
Action Item Follow Up
Statement on City's Touch the Water Project - Keith & Matt (5 min)
- Determine Board's initial position on this project to present to Councillor Andrew Knack at the January 14 meeting. This meeting with Andrew will aim to gather information to better inform Bike Edmonton's advocacy efforts and to maintain and strengthen our relationship with City Council
- Current discussion via email
MOTION
| That the board has concerns with the current rendering of the Touch the Water project.
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| Moved:
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Keith H.
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| Seconded:
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Matt H.
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Board Introductions for Bike Edmonton Website - Sarah (1 min)
Action Items
- All Board members to have this completed by January 25, 2021
NPBI Project Ideas Emailed to Keith
New Business
NPBI Update - Keith (10 mins)
- The suggestions received were centred around advocacy and governance
- Both interns replied that those areas interest them
- The Interns will review typical Non-Profit Board Policies and perform a gap analysis to see what policies Bike Edmonton both lacks and requires.
Action Items
- Keith to carry this discussion on with the interns
- Interns to be invited to any upcoming Governance Committee Meetings
New Secretary - Sarah (5 min)
- With Mike Sacha gone we need a new Secretary
- No one volunteered to take on the Secretary role; Matt H. will continue as the acting Secretary
Establish Executive Officer Permissions - Sarah (5 min)
- This was supposed to be completed after the election of the Executive Officers, but I was not aware of that. We are doing it now to remedy that mistake and ensure everything is proper and official regarding the transition of the new Executive
MOTION
| To remove Jeremy Shepherd, Michael Sacha, Talha Zafar, and Jasmine Farahbakhsh from all signing authority and financial account access including online and to officially recognize Sarah Rebryna, President; Matt Hoyt, Vice President; and Roy Coulthard, Treasurer, as the Bike Edmonton Society signing authorities and to grant full online/administrator permissions to them for all of Bike Edmonton Society's financial accounts including all Servus Credit Union Ltd. bank accounts, MasterCard online access, and Customer Automated Funds Transfer (CAFT) effective December 30, 2020.
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| Moved:
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Keith H.
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| Seconded:
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Jarett S.
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- Chris has also requested "viewer only" access to our online accounts to facilitate him in preparing the Society's financial statements
MOTION
| To give the Executive Director "viewer only" access to the Society’s financials.
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| Moved:
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Keith H.
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| Seconded:
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Jarett S.
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Change Occurrence of Board Meetings - Sarah (2 min)
- Chris mentioned that Board meetings used to be scheduled for every third Monday of the month as this gave sufficient time for the ED and the bookkeepers to complete the previous month's financial statements in time for them to presented at the Board meeting
MOTION
| To change the occurrence of the monthly Board meetings to be scheduled on the third Monday of every month instead of on the second Monday of every month.
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| Moved:
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Matt H.
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| Seconded:
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Ken A.
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Staff/Operations Update - Chris (10 min)
- Molly:
- Still wrapping up Explore Bike Edmonton grant application
- Also approached City of Edmonton and received $5000 to purchase material to give away
- EverActive – will produce a video via an honorarium
- Government of Alberta grant proposal
- Community Investment Operating Grant should award $16,000
- Alex:
- Downtown Shop quiet since recent restrictions started
- Working on volunteer training
- Busy times ahead, DIY service can begin as soon as restrictions allow
- Coreen:
- Shop started back up this week
- Updating website with newly built bikes for sale
- Busier than expected at beginning of January
- Chris:
- Bikes built: 77 built, 5 sold this week
- Request for bike donations have been successful
- Alex has been training volunteers to increase shop throughput.
- Last month Bike Edmonton received the $20k Covid recovery grant from Gov’t of Alberta
- Working on the Canada Summer Jobs grant to hire an assistant manager for the summer period
In Camera
MOTION
| To go in camera
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| Moved:
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Rachel K.
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| Seconded:
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Keith H.
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MOTION
| To go out of camera
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| Moved:
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Matt H.
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| Seconded:
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Sarah R.
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Board Volunteer Hour Tracking - ALL BOARD (2 min)
Adjournment
MOTION
| To adjourn the meeting.
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| Moved:
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Rachel K.
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| Seconded:
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Matt H.
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