These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for July 19, 2021
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, July 19, 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: Andi E
- Food by: n/a
- Board attendance: Jarret S; Michelle B; Roy C; Rachel K; Sarah R; Matt H; Andi E; Sarah R
- Staff attendance: Chris C; Coreen; Molly T; Vaughn H
- Regrets: Annya; Keith H
- Absent:
- Guests:
Call to Order
- Meeting called to order by Sarah at 7:09 pm.
Logistics for Next Meeting
- Date: Monday, August 23, 2021
- Location: In person (TBD); Google Meet option
- Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
Announcements
Approval of Agenda
MOTION
| To approve this July 19 agenda.
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|
| Moved:
|
Roy
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| Seconded:
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Matt
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| Aye
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No
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Abstain
|
| 8
|
0
|
0
|
|
| Carried
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Approval of Last Meeting's Minutes
| Aye
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No
|
Abstain
|
| 8
|
0
|
0
|
|
| Carried
|
Reports
President's Report - Sarah R. (2 mins)
Treasurer's Report - Roy C. (2 mins)
- [ Treasurer's Report]
- Due to ongoing need for additional time to prepare financials, starting in August 2021, we will start presenting the financials from the month two months previous. i.e.: In August, we will present the complete June Financials; In Sept, present July Financials; etc.
Executive Committee Report - Sarah R. (1 min)
HR Committee Report - Sarah R. (1 min)
Governance Committee Report - Roy C. (2 min)
- [ Governance Committee Report]
Volunteer Committee Report
Executive Direct Report - Chris C. (5 min)
Approval of Reports
MOTION
| To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, Volunteer Committee, and Executive Director's reports as presented above.
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|
| Moved:
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Matt
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| Seconded:
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Roy
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| Aye
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No
|
Abstain
|
| 8
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0
|
0
|
|
| Carried
|
Current & Completed Business
Action Item Follow Up
- Posting Board Intros to the website is still pending
Bikes and Animals Social Media Campaign
- Further discussion still needed with Chris
Plan to Sell Bikes from the Downtown Shop
- Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
HR Consultation with ACSN - Sarah R. (2 min)
- The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
- Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021. This may be too tight of a timeline as the AGM usually happens in October and we'd need to circulate any Bylaw amendments to the membership. Thoughts?
Renewal with Seniuk - Chris C. (2 min)
- Chris to provide an update
- Seniuk is requesting a 25% increase to their rates. This is in negotiations.
Downtown Shop Mural - Sarah R. (5 min)
- Mural Fundraising Plan
- I get the sense that Jason would still prefer to do the monochromatic colour palette as he thinks the sponsorships will stand out better - Is this important?
- overall preference is for the multicolour palette.
- Decision to include label space below the bikes for volunteers, as there will not be space on the bikes themselves.
- The City of Edmonton Economic Recovery matching grant was approved for $1,000
- Corporate Sponsorships
- Stantec - confirmed
- The Brick - pending??
- Shaw - pending approval
- EPCOR - application pending
- CN - application pending
- Edmonton Oilers Community Foundation - can only fund registered charities
- Rogers - closed to funding requests
- Enbridge - application pending
- Small & Medium Business Sponsorships
- Earth's General Store - confirmed for $200
Action Items
- Matt did you connect with the printers to finalize the details around the electrical outlets and covers?
Youth @ The Table Board Mentorship Program - Sarah R. (1 min)
- We have been shortlisted and our participation will be contingent on whether we get matched with a youth or not
Update on progress of Membership Drive - Chris C. (3 mins)
Action Items
New Business
The posting for the Executive Director position has gone out - Sarah R. (2 mins)
Action Items
- HR Committee will discuss variables post-hiring
- if the chosen candidate is a non-fit
- Timelines
- Handoff details
- Probationary period
Fiscal Year End is fast approaching - Sarah R. (2 min)
- Chris, what support do you need from the Board?
Action Items
- AGM Committee will be struck at August board meeting
- AGM aiming for October 2021
- Venue
- Getting Quorum
- Snacks
- getting new board members
OH&S Policy - Sarah R. (5 mins)
MOTION
| Move to Governance Committee to address in August 2021
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|
| Moved:
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Andi
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| Seconded:
|
Matt
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| Aye
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No
|
Abstain
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| 8
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0
|
0
|
|
| Carried
|
MOTION
| To authorize the funding for all Full Time Staff, core volunteers, and any staff to update their First Aid qualifications and certifications
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| Moved:
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Matt
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| Seconded:
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Roy
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| Aye
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No
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Abstain
|
| 8
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0
|
0
|
|
| Carried
|
Action Items
In Camera
MOTION
| To go in camera
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| Moved:
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Matt
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| Seconded:
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Michelle
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| Aye
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No
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Abstain
|
| 8
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0
|
0
|
|
| Carried
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MOTION
| To go out of camera
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|
| Moved:
|
Matt
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| Seconded:
|
Roy
|
Board Volunteer Hour Tracking - ALL BOARD (2 min)
Adjournment
Meeting adjourned by Sarah at 9:21 pm