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 January 10, 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: Roy C
- Minute-taker: Andi
- Food by: n/a
- Board attendance: Byron Vass, Roy Coulthard, Michelle Bourdon, Sarah Rebryna, Keith Heslinga, Matthew Hoyt, Maxine Myre, Mike Enders
- Staff attendance: Mike Zuege, Chris Chan
- Regrets: John Fuller
- Absent:
- Guests:
Call to Order
- Meeting called to order by Sarah at 7:06 pm.
Logistics for Next Meeting
- Date: 16 February 2022
- Location: Google Meet
- Chair: Matt H
- Minute-taker: Andi
- Food by: n/a
MOTION
| To move the meeting to February 16, 2022
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| Moved:
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Matt
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| Seconded:
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Keith
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| Aye
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No
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Abstain
|
| 8
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1
|
0
|
|
| Carried
|
Announcements
- Remember to record your Board Member volunteer hours!
- Extra Board Meeting on Thursday, Jan 20
- hearing from the City of Edmonton re: Bike Plan 2022 forward
Approval of Agenda
MOTION
| To approve this January 10 agenda.
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| Moved:
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Keith
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| Seconded:
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Mike E
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| Aye
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No
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Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
Approval of Last Meeting's Minutes
MOTION
| To approve the December 2021 minutes.
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| Moved:
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Matt
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| Seconded:
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Keith
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| Aye
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No
|
Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
Reports
President's Report - Sarah R. (2 mins)
Executive Director's Report - Mike Züge (10 min)
- Executive Director's Report
- Addition: Clay from the indigenous community in Wetaskiwin has reached out to seek possibility of partnership with Bike Edmonton. He will be following up with an email.
- Mike Z and Molly will be meeting with them in the coming weeks.
- Invite is open to board members and/or AOC Committee
- Question (from Keith): Did the city provide the appendices for the Infrastructure report?
- Not that I am aware of. I will follow up with the city and connect with you via email
- Update (From Michelle) re: CPR/First Aid training
- Shaun and his team are mobile and are available to be on-site at no additional cost
- Question (from Mike E): Do any staff have Naloxone training?
- At this time, we are not aware of any staff who carry or have Naloxone training. We agree to continue this conversation offline and potentially incorporate this in our First Aid training.
Treasurer's Report - Byron V. (2 mins)
- Treasurer's Report
- November 2021 Budget vs. Actuals
- Question/Comment (Keith): is this significant over-expense of bike parts partially related to bike part and supplies being purchased in large chunks instead of being spread over time?
- Response: Partially. This is also related to additional costs due to global supply shortages. The budgeted amount was $16, so this is better reviewed on a quarterly and/or annual basis
Executive Committee Report - Sarah R. (2 min)
HR Committee Report - Andi E. (2 min)
Governance Committee Report - Roy C. (2 min)
Advocacy & Outreach Committee Report - Keith H. (2 min)
- AOC Report
- AOC TOR
- Question (Sarah and Andi): Can we clarify about the process for communication outside of the organization?
- Response: The AOC will manage drafting of communications, these will then be presented to the board for approval and then motioned for the President to communicate externally in partnership with the Executive Director. This falls in line with our Official Spokesperson policy in our Bylaws.
MOTION
| Amend the AOC TOR Specific Annual Objectives item 3 to read: "Outlines and final drafts communications for the Board approval of annual objectives 1 & 2"
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| Moved:
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Sarah
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| Seconded:
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Andi
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| Aye
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No
|
Abstain
|
| 8
|
0
|
1
|
|
| Carried
|
Finance Committee Report - Byron V. (2 min)
Finance Motions - Byron V. (2 min)
- Question (Mike E): Why is the card issued in Coreen's name specifically?
- Response: We need to have physical cards for each shop manager for in-person purchases, and the ED card for online purchases. Servus Credit Union requires that cards be issued in a person's name, as opposed to a role or position.
- Question (Mike E): How often are these cards used, and what is the interest rate?
- Response: We pay off the cards monthly, so we never carry a balance. However, there is a $75/yr annual fee for each card. The Circle Rewards points that we earn each year do cover these fees.
- Question (Keith): What is the plan going forward for shop purchases? Will these be handled for each shop or handled centrally?
- Response: We want to have cards available for each shop manager for necessary purchases. We will be handling purchases for each shop separately.
- Question (Mike E): Is there a credit card policy?
MOTION
| The Executive and Finance Committees recommend to the Board to continue with Servus Credit Union's Circle Rewards Business MasterCard and to cancel the MasterCard in Chris Chan's name and request two new MasterCards from Servus Credit Union in the names of Coreen S, South Shop Manager, and Mike Züge (Zuege), Executive Director.
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| Moved:
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Byron
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| Seconded:
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Mike E
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| Aye
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No
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Abstain
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| 9
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0
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0
|
|
| Carried
|
MOTION
| Standing Motion: The Executive and Finance Committees recommend to the Board to delegate authority to the Executive Director, Mike Züge, and Treasurer, Byron Vass, to redeem the Society's MasterCard Circle Rewards for cash back, to be deposited in the high interest general savings bank account, whenever operationally appropriate without need to receive Board approval each time.
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| Moved:
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Byron
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| Seconded:
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Sarah
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| Aye
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No
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Abstain
|
| 9
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0
|
0
|
|
| Carried
|
Approval of Reports
MOTION
| To receive and approve the reports and Terms of Reference as presented above.
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|
| Moved:
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Sarah
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| Seconded:
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Matt
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| Aye
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No
|
Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
Current & Completed Business
Updates on Action Items From Previous Meeting (1 min)
- Post Board Member Intros to the website
- Purpose of these intros is for these to provide a little bit of 'life' to the Bike Edmonton Website under the Board and Governance page on the site. Ideally a picture and bio. Thought is to have these linked at https://bikeedmonton.ca/about/board
- Board members are asked to check the folder linked above and to fill out and/or update the bios to 2022 folder.
- Sarah is willing to transfer this over to the AOC as part of Outreach. This was a project that was started a few years ago, and has been carried forward.
- Keith as Chair of AOC has accepted that this will be moved to the AOC
Downtown Shop Mural - Sarah R. (2 min)
- Pending update to this package which will include fillable fields on the last page.
- Suggestion (Mike E): Include image parameters in email correspondence
- Response: Yes, this is the plan in pursuant email communications.
- Recognition (Keith): I would like to recognize Sarah's efforts in putting this package together, as her ongoing work with this project
MOTION
| That the board approve the Mural Sponsorship package as presented for external distribution by the President and Executive Director, with further instruction pending for members to share within their networks.
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| Moved:
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Sarah
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| Seconded:
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Mike E
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| Aye
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No
|
Abstain
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| 9
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0
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0
|
|
| Carried
|
Membership Drive - Keith H. (2 min)
- Ideally this email will go out on Jan 14. Should this email go out after Jan 14, when the message will be amended to change the CoE meeting.
MOTION
| The AOC moves that the Board approve the membership drive communication as presented, for the President and Executive Director to distribute to our email lists by 14 Jan 2022.
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|
| Moved:
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Keith
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| Seconded:
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Matt H
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| Aye
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No
|
Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
New Business
City of Edmonton Bike Plan 2022 presentation to the Board - (2 min)
- Two City of Edmonton employees will present to the Board on January 20, 2022 at 6pm
- Question (Sarah): I recall that there was an internal working document for questions. Was that ever shared with Staff?
Board Google Drive Training - Sarah R. (2 min)
- Sarah would like to schedule a Google Drive training meeting with the Board
- will be scheduled via email sometime in the next few weeks.
In Camera Session
MOTION
| To move in camera.
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|
| Moved:
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Sarah
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| Seconded:
|
Matt
|
| Aye
|
No
|
Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
MOTION
| To move out of camera discussion.
|
|
| Moved:
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Byron
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| Seconded:
|
Keith
|
| Aye
|
No
|
Abstain
|
| 9
|
0
|
0
|
|
| Carried
|
Board Volunteer Hour Tracking - ALL BOARD (1 min)
Adjournment
Meeting adjourned by Roy at 9:34 pm