Board Minutes July 2021: Difference between revisions
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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:''' | * '''Absent:''' | ||
* '''Guests:''' | * '''Guests:''' | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 7:09 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday, August | * 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 | ||
}} | }} | ||
| Line 48: | Line 49: | ||
{{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) === | ||
* [ 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) === | ||
* [ Treasurer's Report] | * [ 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) === | === Executive Committee Report - Sarah R. (1 min) === | ||
* [ Executive Committee Report] | * [https://drive.google.com/file/d/1F-krb70HgyooOTh9dCPDInYq54kWsdAf/view?usp=sharing Executive Committee Report] | ||
=== HR Committee Report - Sarah R. (1 min) === | === HR Committee Report - Sarah R. (1 min) === | ||
* [ 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) === | ||
* [ Governance Committee Report] | * [ Governance Committee Report] | ||
=== Volunteer Committee Report === | === Volunteer Committee Report === | ||
* | * | ||
=== Executive Direct Report - Chris C. (5 min) === | === Executive Direct Report - Chris C. (5 min) === | ||
* [ Executive Director Report] | * [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 Committee, HR Committee, Governance Committee, Volunteer Committee, and Executive Director's 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= | |first= Matt | ||
|second= | |second= Roy | ||
|yes= | |yes= 8 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 103: | Line 98: | ||
==== Plan to Sell Bikes from the Downtown Shop ==== | ==== 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 | * 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 | * 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 - | === Renewal with Seniuk - Chris C. (2 min) === | ||
* Chris | * 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) === | ||
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan] | * [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan] | ||
* Jason | * 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. | ||
** [https://drive.google.com/ | * Decision to include label space below the bikes for volunteers, as there will not be space on the bikes themselves. | ||
** [https://drive.google.com/drive/folders/1RiHr9uJCJZ0H2i7GnlcdIOTIhJNxEjU5?usp=sharing Images] | |||
* The City of Edmonton Economic Recovery matching grant was approved for $1,000 | |||
* Corporate Sponsorships | * Corporate Sponsorships | ||
** Stantec - confirmed | ** Stantec - confirmed | ||
** The Brick - | ** The Brick - pending?? | ||
** Shaw - pending approval | ** Shaw - pending approval | ||
** EPCOR - | ** EPCOR - application pending | ||
** CN - application pending | |||
** Edmonton Oilers Community Foundation - can only fund registered charities | ** Edmonton Oilers Community Foundation - can only fund registered charities | ||
** Rogers - closed to funding requests | ** Rogers - closed to funding requests | ||
** Enbridge - application pending | |||
* Small & Medium Business Sponsorships | |||
** Earth's General Store - confirmed for $200 | |||
==== Action Items ==== | ==== Action Items ==== | ||
* Matt did you connect with the printers to finalize the details around the electrical outlets and covers? | |||
* Matt | |||
=== 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 ==== | ==== Action Items ==== | ||
* | * | ||
=== | == New Business == | ||
* Sarah | === 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 ==== | |||
* 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 ==== | ==== 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) === | |||
* [https://drive.google.com/drive/folders/1kAmU8UGmGx2CZfOB-JYSFTuVZ_B-KGD6?usp=sharing OH&S Folder] | |||
* [https://drive.google.com/drive/folders/1VNmn7_S7AmCJ3wvoe8w1Tk9xnnA-MURQ?usp=sharing OH&S Committee Folder] | |||
* Should we look into First Aid classes? | |||
{{Motion | {{Motion | ||
|motion= | |motion= Move to Governance Committee to address in August 2021 | ||
|first= Andi | |first= Andi | ||
|second= Matt | |second= Matt | ||
|yes= | |yes= 8 | ||
|no= 0 | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= Carried | |result= Carried | ||
}} | }} | ||
=== | {{Motion | ||
|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 | |||
|second= Roy | |||
|yes= 8 | |||
|no= 0 | |||
|abstain= 0 | |||
|result= Carried | |||
}} | |||
==== Action Items ==== | ==== Action Items ==== | ||
* | * | ||
== In Camera == | == In Camera == | ||
{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in camera | ||
|first= | |first= Matt | ||
|second= | |second= Michelle | ||
|yes= | |yes= 8 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
{{Motion | {{Motion | ||
|motion=To go out of camera | |motion=To go out of camera | ||
|first= | |first= Matt | ||
|second= | |second= Roy | ||
|yes= | |yes= 8 | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
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== Adjournment == | == Adjournment == | ||
Meeting adjourned by | Meeting adjourned by Sarah at 9:21 pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020-2021 Board minutes]] | [[Category:2020-2021 Board minutes]] | ||