Bike Edmonton

Board Minutes July 2021: Difference between revisions

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Board Minutes July 2021 (view source)

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== Attendance ==
== Attendance ==
* '''Meeting Chair:''' Sarah
* '''Meeting Chair:''' Sarah
* '''Minute-taker:'''  
* '''Minute-taker:''' Andi E
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:''' Jarret S; Michelle B; Roy C; Rachel K; Sarah R; Matt H; Andi E; Sarah R
* '''Staff attendance:'''   
* '''Staff attendance:''' Chris C; Coreen; Molly T; Vaughn H  
* '''Regrets:''' Annya
* '''Regrets:''' Annya; Keith H
* '''Absent:''' Rachel
* '''Absent:'''  
* '''Guests:'''
* '''Guests:'''


== Call to Order ==
== Call to Order ==
* Meeting called to order by at pm.
* Meeting called to order by Sarah at 7:09 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, August 16, 2021
* Date: Monday, August 23, 2021
* Location: Google Meet
* Location: In person (TBD); Google Meet option
* Chair: Sarah
* Chair: Sarah
* Minute-taker: Andi  
* Minute-taker: Andi
* Food by: n/a
* Food by: n/a


== Announcements ==
== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* [https://mailchi.mp/ecvo/finally-a-finance-training-program-specifically-for-nonprofit-leaders?e=7caf63e21b ECVO Finance Masterclass for Nonprofit Leaders]


== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this July 19 agenda.
   |motion=To approve this July 19 agenda.
   |first=  
   |first= Roy
   |second=  
   |second= Matt
   |yes=  
   |yes= 8
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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{{Motion
{{Motion
   |motion=To approve the [[Board Minutes June 2021|June 2021]] minutes and the [[Board Minutes July 06 2021|July 6 2021]] minutes.
   |motion=To approve the [[Board Minutes June 2021|June 2021]] minutes and the [[Board Minutes July 06 2021|July 6 2021]] minutes.
   |first=  
   |first= Rachel
   |second=  
   |second= Matt
   |yes=  
   |yes= 8
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


== Reports ==
== Reports ==
=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/15a86PBBv4tZ1UTgLGmKLmNnK6-vssoe8/view?usp=sharing President's Report]
* [https://drive.google.com/file/d/13t36yX0jUZ-6r4JB7gheJ6yJ_YYCOjlp/view?usp=sharing President's Report]


=== Treasurer's Report - Roy C. (2 mins) ===
=== Treasurer's Report - Roy C. (2 mins) ===
* No official report available
* [ Treasurer's Report]
* Based on preliminary financials, we continue to be ahead of projected budget. This is a testament to the hard work that the staff are doing in our stores.
* 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 Director's Report - Chris C. (5 mins) ===
* [https://docs.google.com/document/d/131xuBEXy1o3It7BUlD7yENA_e-iaQp2n6RX-wOgmyp8 Executive Director's Report]
* [https://drive.google.com/drive/folders/14UC7pi-oaykilbteJmnYH07zZN1NBy8d Financials]
** these were received from the bookkeeper this afternoon, so we haven't had time to review in detail
** Chris will be working with the bookkeepers about reconciling the undeposited funds moving forward
** Two large accounts payable amounts (~$9,600) are from two orders last year that out parts supplier forgot to invoice for. These will appear on May financials, and were expected
* Bike sales are low due to projected due to inability to build bikes due to reduced bike builder hours; we are on target for YTD, but March and April were below target
** two new bike builders are about to join the team, this should increase builds and thus sales; other factors are the quality of donations, due to continued increase in market demand;
** Bikes are being sold as quickly as they are being built
** based on the ambitious targets and the continuing challenges with sourcing bikes and parts, it is not likely that we will hit May and summer targets. May MTD is $6,800 of $15,000 target.  
** Volunteers are welcome to join bike building nights to help build bikes; bike builders will be on hand to provide guidance. Sign up is required: https://bikeedmonton.ca/shift-signup
* Shop fees revenue are also down
** Primarily due to continued COVID restrictions (fewer people in shop, fewer appts)
*** Question (Matt H): Will more paid staff hours give us more revenue?
*** Answer: Yes, that will help. However, there are a number of variables: highly skilled volunteers, staff and mechanics, Covid restrictions, etc
** Accounts Payable - there seem to be some discrepancies in rent payments. This will need to be reviewed.
* Suggestion: Ad Hoc Revenue Committee to be raised in June.
 
* Project Coodinator Grant report
**Unsuccessful grant applications
***Choosewell Healthy Communities - approx $5000 - unsuccessful (building bike repair capacity in communities)
***CHCI Healthy Communities - Community Foundations of Canada - Round One - $9,750 - Pending (May 26th)
 
**Successful grant applications
***$5,500 - WinterCity Edmonton - successful
***$16,500 - Community Investment Operating (CIOG), City of Edmonton grant - - successful
***Canada Summer jobs - successful - two assistant shop managers
 
**Upcoming (not yet applied for)
***$10,000+ CHCI Healthy Communities - Community Foundations of Canada - Round Two - due June 25th
***$350 Small Sparks, City of Edmonton Neighbourhood revitalization fund - no due date
 
**Other
***EverActive Schools children’s cycling clinics postponed due to Covid.
***Adult Learn to Ride courses are ongoing.
***Mechanical Instruction course is being developed for the City of Edmonton
 
* Issues with Bookkeepers
** Ongoing errors with junior staff with Seniuk&Co
** Executive Committee recognizes that this is one of the primary reasons why there are struggles with getting financials to the board
** Exec has requested getting quotes for comparable services
** Past experience has shown us that Seniuk has been providing more professional service for the price that we are paying
** Question: Where are the challenges? Reporting? POS challenges?
** Answer: They are primarily looking at the credit card and bank statements that have a wide variety of deposits to be reconciled against reported revenue.
** Question: Is it worth seeking other quotes?
** Answer: The services we have now are superior to what we have had in the past as we are working with a CPA firm, not just a bookkeeper.
** The board is in agreement to postpone the active search for new accounting services
 
{{Motion
  |motion= Renew our contract with Seniuk & Co for 1-yr starting 1July2021; Executive Director to compile list of potential replacement firms and report back to the Board by August Board Meeting.  
  |first= Matt
  |second= Michelle
  |yes= 7
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Executive Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1hVp_q9TiOCpxLlQgsq1g17A3zH19gnqQ/view?usp=sharing Executive Committee Report]
* [https://drive.google.com/file/d/1F-krb70HgyooOTh9dCPDInYq54kWsdAf/view?usp=sharing Executive Committee Report]


=== HR Committee Report - Sarah R. (2 min) ===
=== HR Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/19Ar-tCV9O_NUMjlw5RMNLBz_TS7qXjR0/view?usp=sharing HR Committee Report]
* [https://drive.google.com/file/d/1IjK_a0yg3x0N2xT912jiimgo8zxDBezS/view?usp=sharing HR Committee Report]


=== Governance Committee Report - Roy C. (2 min) ===
=== Governance Committee Report - Roy C. (2 min) ===
* No written report - Roy gave a brief verbal report
* [ Governance Committee Report]
 
=== Volunteer Committee Report ===
*


=== Volunteer Committee Report - ===
=== Executive Direct Report - Chris C. (5 min) ===
* No report as the Committee still has not been officially formed yet
* [https://docs.google.com/document/d/1iynatj0qUxcOZwY-0CsQpIy_MZTxYbBdC70xYaN790A/edit Executive Director Report]


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, Executive Director's, Executive Committee, HR Committee, and Governance Committee reports as presented above.
   |motion=To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, Volunteer Committee, and Executive Director's reports as presented above.
   |first= Roy
   |first= Matt
   |second= Andi
   |second= Roy
   |yes= 6
   |yes= 8
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
   |result= Carried
   |result= Carried  
}}
}}


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=== Action Item Follow Up ===
=== Action Item Follow Up ===
* Posting Board Intros to the website is still pending
* Posting Board Intros to the website is still pending
 
==== Bikes and Animals Social Media Campaign ====
=== Bikes and Animals Social Media Campaign - Sarah R. (1 min) ===
* Further discussion still needed with Chris  
* 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) ===
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee met with Bill Clark on April 26
* The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
* [https://drive.google.com/file/d/1vGCgT_moijr9pTk-OlLu42eMkQZt700H/view?usp=sharing Bill's PowerPoint presentation]
* 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?
* [https://drive.google.com/file/d/1hdd9GRGNn7NMVOElSiBl9XBK7KCSP9yX/view?usp=sharing MindMap]
=== Renewal with Seniuk - Chris C. (2 min) ===
* [https://drive.google.com/file/d/1fIg2UWXKes31i3cC3YdJ-RNZ-dviL-mu/view?usp=sharing MindMap with updates]
* 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) ===
=== Downtown Shop Mural - Sarah R. (5 min) ===
* Contract with Jason Blower has been finalized
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant
* 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?
* Corporate level buildings have been confirmed and shared with Jason. Jason will begin working on the draft sketch
** overall preference is for the multicolour palette.
[https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Decision to include label space below the bikes for volunteers, as there will not be space on the bikes themselves.
* Corporate sponsorship solicitations have been initiated
** [https://drive.google.com/drive/folders/1RiHr9uJCJZ0H2i7GnlcdIOTIhJNxEjU5?usp=sharing Images]
** Stantec has agreed to a $1,000 sponsorship
* The City of Edmonton Economic Recovery matching grant was approved for $1,000
** The Oilers Community Foundation can only provide funding to CRA registered charities. They forwarded our info on to Rogers for consideration
* Corporate Sponsorships
** Edgar Developments (Developer of the MacLaren tower and several other DT towers) has declined
** Stantec - confirmed
** Shaw is pending application
** The Brick - pending??
** EPCOR is pending application
** Shaw - pending approval
** The Brick has been solicited
** 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?


=== Membership Drive Update - Chris C. (3 mins) ===
=== Youth @ The Table Board Mentorship Program - Sarah R. (1 min) ===
* Outstanding at this time
* 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) ===
* Sarah posted this to Bike Edmonton's [https://www.linkedin.com/jobs/view/2642087120/?refId=PvFuItwQjT35aMVVJZEqFQ%3D%3D LinkedIn account], [https://workinnonprofits.ca/jobs/view/73305/E# Working In NonProfits website], and Indeed, however, because we have it posted in several places, Indeed won't list our posting unless we sponsor it?
==== Action Items ====
==== Action Items ====
* Chris to complete and update the Board
* HR Committee will discuss variables post-hiring
 
** if the chosen candidate is a non-fit
=== Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins) ===
** Timelines
* [https://docs.google.com/document/d/1WXCaPcrmi0rB-iqDtJPdQ5xFSiTeylTkwOhEhqwcXSk/edit Chris' Report]
** Handoff details
* We are currently selling 100% of bikes that are posted for sale; this is all happening at the South Shop.
** Probationary period
** Options that are being considered for sales at the Downtown shop:
*** Lottery system
*** Unconventional and uncommon sizes sold at the Downtown shop
** Current plan is to resume bike sales within two weeks of restrictions lifting, this will be concurrent with full DIY services


=== Fiscal Year End is fast approaching - Sarah R. (2 min) ===
* Chris, what support do you need from the Board?
==== Action Items ====
==== Action Items ====
* President to schedule time with Executive Director and Board to have a further conversation at a working meeting
* AGM Committee will be struck at August board meeting
* Board will review the report that Chris has presented this evening
** AGM aiming for October 2021
** Venue
** Getting Quorum
** Snacks
** getting new board members


== New Business ==
=== OH&S Policy - Sarah R. (5 mins) ===
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) ===
* [https://drive.google.com/drive/folders/1kAmU8UGmGx2CZfOB-JYSFTuVZ_B-KGD6?usp=sharing OH&S Folder]
* Tabled
* [https://drive.google.com/drive/folders/1VNmn7_S7AmCJ3wvoe8w1Tk9xnnA-MURQ?usp=sharing OH&S Committee Folder]
* Should we look into First Aid classes?


=== Driver Pledge - Matt H. (5 mins) ===
{{Motion
* [https://docs.google.com/document/d/1UNfAf2WwT2kan1HZ0ZW2uAqdHMohcr-Vu8rsLruDUfk/edit?usp=sharing Driver Pledge]
  |motion= Move to Governance Committee to address in August 2021
  |first= Andi
  |second= Matt
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}


{{Motion
{{Motion
   |motion=To approve Drive Pledge as presented
   |motion= To authorize the funding for all Full Time Staff, core volunteers, and any staff to update their First Aid qualifications and certifications
   |first= Matt
   |first= Matt
   |second= Andi
   |second= Roy
   |yes= 6
   |yes= 8
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
   |result= Carried
   |result= Carried
}}
}}
=== Staff Performance Reviews - Sarah R. (1 min) ===
*  Sarah and Matt will be scheduling staff performance reviews this week - which days are preferable for each staff person?


==== Action Items ====
==== Action Items ====
* Chris will follow up with email
*


== In Camera ==
== In Camera ==
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first= Keith
   |first= Matt
   |second= Andi
   |second= Michelle
   |yes= 6
   |yes= 8
   |no= 0
   |no= 0
   |abstain= 0
   |abstain= 0
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   |first= Matt
   |first= Matt
   |second= Roy
   |second= Roy
   |yes= 6
   |yes= 8
   |no= 0
   |no=  
   |abstain= 0
   |abstain=
   |result= Carried
   |result= Carried
}}
}}
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== Adjournment ==
== Adjournment ==
Meeting adjourned by Sarah at 10:38 pm
Meeting adjourned by Sarah at 9:21 pm


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2020-2021 Board minutes]]
Andi.eng
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