Board Minutes January 2021

These minutes are not yet approved. They are scheduled for review and approval at the upcoming 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:
• Staff attendance:
• Regrets: Annya
• Absent:
• Guests:

Call to Order

• Meeting called to order by at pm.

Logistics for Next Meeting

• Date: Monday, February 8, 2021
• Location:
• Chair:
• Minute-taker:
• Food by: n/a

Announcements

• 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!
• 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:
Seconded:

Aye	No	Abstain

Approval of Last Meeting's Minutes

MOTION

To approve the December 2020 minutes.
Moved:
Seconded:

Aye	No	Abstain

Reports

President's Report - Sarah (2 mins)

• President's Report

Treasurer's Report - Sarah (2 mins)

• [ Treasurer's Report]

Executive Committee Report - Sarah (1 min)

• Executive Committee Report
• 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

To appoint as a member "at large" on the Executive Committee effective immediately.
Moved:
Seconded:

Aye	No	Abstain

HR Committee Report - Sarah (1 min)

• HR Committee Report
• HR Committee Terms of Reference for Board approval

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 and the HR Committee Terms of Reference as presented above.
Moved:
Seconded:

Aye	No	Abstain

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

Moved:
Seconded:

Aye	No	Abstain

Board Introductions for Bike Edmonton Website - Sarah (1 min)

• Board Blog Intro Template

Action Items

• All Board members to have this completed by January 25, 2021

NPBI Project Ideas Emailed to Keith

• Keith to discuss

New Business

New Secretary - Sarah (5 min)

• With Mike Sacha gone we need a new Secretary

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.
Moved:
Seconded:

Aye	No	Abstain

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, 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.
Moved:
Seconded:

Aye	No	Abstain

• 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 to gain "viewer only" access to our MasterCard and CAFT accounts, where applicable, effective immediately.
Moved:
Seconded:

Aye	No	Abstain

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:
Seconded:

Aye	No	Abstain

In Camera

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Board Volunteer Hour Tracking - ALL BOARD (2 min)

• Board Volunteer Hour Tracking Sheet

Adjournment

MOTION

To adjourn the meeting.
Moved:
Seconded:

Aye	No	Abstain