Board Minutes January 2021: Difference between revisions

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the February 16, 2021 Board meeting.'''''


== Bike Edmonton Board Meeting Minutes for January 2021 ==
== Bike Edmonton Board Meeting Minutes for January 2021 ==
Line 15: Line 15:
* '''Minute-taker:''' Matt
* '''Minute-taker:''' Matt
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:''' Sarah R., Matt H., Roy C., Jarett S., Keith H., Ken A., Rachel K.
* '''Staff attendance:'''  
* '''Staff attendance:''' Molly T., Chris C., Alex H.
* '''Regrets:''' Annya
* '''Regrets:''' Annya
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:''' Shelah K., Carmen G.


== Call to Order ==
== Call to Order ==
* Meeting called to order by  at pm.
* Meeting called to order by  Sarah at 7:08 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, February 8, 2021
* Date: Tuesday, February 16, 2021
* Location:  
* Location: Google Meet
* Chair:  
* Chair: Sarah R.
* Minute-taker:  
* Minute-taker: Matt H.
* Food by: n/a
* Food by: n/a


== Announcements ==
== Announcements ==
* [https://drive.google.com/file/d/1v7OSQlHbuMCJ3ZyeCQ7ZNLErUPaAN9vA/view?usp=sharing Ghost Bike Memorial]
* [https://drive.google.com/file/d/1v7OSQlHbuMCJ3ZyeCQ7ZNLErUPaAN9vA/view?usp=sharing Ghost Bike Memorial]
* Mike Sacha resigned from the Board on December 30, 2020, we wish him, his partner, and their new baby all the best!
* 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
* 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 [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!] - This is important for various reporting purposes.
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!] - This is important for various reporting purposes.
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{{Motion
{{Motion
   |motion=To approve this January 11 agenda.
   |motion=To approve this January 11 agenda.
   |first=  
   |first= Matt H.
   |second=  
   |second= Roy C.
   |yes=  
   |yes=  
   |no=  
   |no= 0
   |abstain=  
   |abstain=  
   |result=  
   |result= Carried
}}
}}


Line 51: Line 51:
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes December 2020|December 2020]] minutes.
   |motion=To approve the [[Board Minutes December 2020|December 2020]] minutes.
   |first=  
   |first= Keith H.
   |second=  
   |second= Sarah R.
   |yes=  
   |yes=  
   |no=  
   |no= 0
   |abstain=  
   |abstain=  
   |result=  
   |result= Carried
}}
}}


Line 64: Line 64:


=== Treasurer's Report - Sarah (2 mins) ===
=== Treasurer's Report - Sarah (2 mins) ===
* [ Treasurer's Report]
* No report available; Chris C. reviewed monthly financial report


=== Executive Committee Report - Sarah (1 min) ===
=== Executive Committee Report - Sarah (1 min) ===
* [https://docs.google.com/document/d/1c2jQaKVXyrSMcCdathb3LX2736qvjw03DdcDflmyCc8/edit?usp=sharing Executive Committee Report]
* [https://docs.google.com/document/d/1c2jQaKVXyrSMcCdathb3LX2736qvjw03DdcDflmyCc8/edit?usp=sharing Executive Committee Report]
* [https://docs.google.com/document/d/1D2JatwPdeejvzaGwac44DZM_NEFUQiopz2RQ0exvNiM/edit?usp=sharing Executive Committee Terms of Reference] for Board approval
* [https://docs.google.com/document/d/1D2JatwPdeejvzaGwac44DZM_NEFUQiopz2RQ0exvNiM/edit?usp=sharing Executive Committee Terms of Reference] for Board approval
* If terms of reference are approved we need to appoint a current Board member to the "Board member at large" position
{{Motion
  |motion=To appoint  as a member "at large" on the Executive Committee effective immediately.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


=== HR Committee Report - Sarah (1 min) ===
=== HR Committee Report - Sarah (1 min) ===
Line 88: Line 78:
=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, Executive Committee, and HR Committee reports including the Executive Committee Terms of Reference and the HR Committee Terms of Reference as presented above.
   |motion=To approve the President's, Treasurer's, Executive Committee, and HR Committee reports including the Executive Committee Terms of Reference as presented above.
   |first=  
   |first= Matt H.
   |second=  
   |second= Jarett S.
   |yes=  
   |yes=  
   |no=  
   |no= 0
   |abstain=  
   |abstain=  
   |result=  
   |result= Carried
}}
}}


Line 103: Line 93:
* Current discussion via [https://docs.google.com/document/d/1_Bvfkwto98_bu2FHYgHEBvOipYV80NOh9yI7ZYZc688/edit?usp=sharing email]
* Current discussion via [https://docs.google.com/document/d/1_Bvfkwto98_bu2FHYgHEBvOipYV80NOh9yI7ZYZc688/edit?usp=sharing email]
{{Motion
{{Motion
   |motion=
   |motion= That the board has concerns with the current rendering of the Touch the Water project.
   |first=  
   |first= Keith H.
   |second=  
   |second= Matt H.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


Line 117: Line 107:
===== Action Items =====
===== Action Items =====
* All Board members to have this completed by January 25, 2021
* All Board members to have this completed by January 25, 2021
==== NPBI Project Ideas Emailed to Keith ====
==== NPBI Project Ideas Emailed to Keith ====
* Keith to discuss
* Keith to discuss
Line 122: Line 113:
== New Business ==
== New Business ==
=== NPBI Update - Keith (10 mins) ===
=== 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 ====
==== 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) ===
=== New Secretary - Sarah (5 min) ===
* With Mike Sacha gone we need a new Secretary
* 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
{{Motion
  |motion= To appoint  as the new Bike Edmonton Secretary effective January 12, 2021 and to remove Michael Sacha from any and all signing authority and online/administrator permissions.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


=== Establish Executive Officer Permissions - Sarah (5 min) ===
=== Establish Executive Officer Permissions - Sarah (5 min) ===
Line 144: Line 129:


{{Motion
{{Motion
   |motion= To remove Jeremy Shepherd, 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 bank accounts, MasterCard online access, and Customer Automated Funds Transfer (CAFT) effective December 30, 2020.
   |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.
   |first=  
   |first= Keith H.
   |second=  
   |second= Jarett S.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


* Chris has also requested "viewer only" access to our online accounts to facilitate him in preparing the Society's financial statements
* Chris has also requested "viewer only" access to our online accounts to facilitate him in preparing the Society's financial statements
{{Motion
{{Motion
   |motion= To give the Executive Director to gain "viewer only" access to our MasterCard and CAFT accounts, where applicable, effective immediately.  
   |motion= To give the Executive Director "viewer only" access to the Society’s financials.
   |first=  
   |first= Keith H.
   |second=  
   |second= Jarett S.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


Line 168: Line 153:
{{Motion
{{Motion
   |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.
   |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.
   |first=  
   |first= Matt H.
   |second=  
   |second= Ken A.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


=== Staff/Operations Update - Chris (10 min) ===
=== 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 ==
== In Camera ==
{{Motion
{{Motion
   |motion=To go in camera
   |motion= To go in camera
   |first=  
   |first= Rachel K.
   |second=  
   |second= Keith H.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Matt H.
   |second=  
   |second= Sarah R.
   |yes=  
   |yes=  
   |no=  
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


Line 206: Line 213:


{{Motion
{{Motion
   |motion=To adjourn the meeting.
   |motion= To adjourn the meeting.
   |first=  
   |first= Rachel K.
   |second=  
   |second= Matt H.
   |yes=  
   |yes=  
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2020-2021 Board minutes]]

Latest revision as of 00:22, 15 March 2021

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.
Moved: Matt H.
Seconded: Roy C.
Aye No Abstain
0
Carried

Approval of Last Meeting's Minutes

MOTION
To approve the December 2020 minutes.
Moved: Keith H.
Seconded: Sarah R.
Aye No Abstain
0
Carried

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

  • Hasn't met yet

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.
Moved: Matt H.
Seconded: Jarett S.
Aye No Abstain
0
Carried

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.
Moved: Keith H.
Seconded: Matt H.
Aye No Abstain
0
Carried

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

  • Keith to discuss

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.
Moved: Keith H.
Seconded: Jarett S.
Aye No Abstain
0
Carried
  • 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.
Moved: Keith H.
Seconded: Jarett S.
Aye No Abstain
0
Carried

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.
Moved: Matt H.
Seconded: Ken A.
Aye No Abstain
0
Carried

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
Moved: Rachel K.
Seconded: Keith H.
Aye No Abstain
0
Carried
MOTION
To go out of camera
Moved: Matt H.
Seconded: Sarah R.
Aye No Abstain
0
Carried

Board Volunteer Hour Tracking - ALL BOARD (2 min)

Adjournment

MOTION
To adjourn the meeting.
Moved: Rachel K.
Seconded: Matt H.
Aye No Abstain
0
Carried
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_January_2021&oldid=5497"