Board Minutes July 2021: Difference between revisions

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


== Call to Order ==
== Call to Order ==
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== 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


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{{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 ==
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=== 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) ===
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=== 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
}}
}}


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=== Renewal with Seniuk - Chris C. (2 min) ===
=== Renewal with Seniuk - Chris C. (2 min) ===
* Chris to provide an update
* 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]
* 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?
* 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.
** [https://drive.google.com/drive/folders/1RiHr9uJCJZ0H2i7GnlcdIOTIhJNxEjU5?usp=sharing Images]
** [https://drive.google.com/drive/folders/1RiHr9uJCJZ0H2i7GnlcdIOTIhJNxEjU5?usp=sharing Images]
* The City of Edmonton Economic Recovery matching grant was approved for $1,000
* The City of Edmonton Economic Recovery matching grant was approved for $1,000
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** 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
* Small & Medium Business Sponsorships
** Earth's General Store - confirmed for $200
** 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 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) ===
=== 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
* We have been shortlisted and our participation will be contingent on whether we get matched with a youth or not
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* 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?
* 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 ====
*
* 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) ===
=== Fiscal Year End is fast approaching - Sarah R. (2 min) ===
* Chris, what support do you need from the Board?
* 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) ===
=== 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/1kAmU8UGmGx2CZfOB-JYSFTuVZ_B-KGD6?usp=sharing OH&S Folder]
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{{Motion
{{Motion
   |motion=
   |motion= Move to Governance Committee to address in August 2021
   |first=  
   |first= Andi
   |second=  
   |second= Matt
   |yes=  
   |yes= 8
   |no=  
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |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 ====
*
*
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{{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 at pm
Meeting adjourned by Sarah at 9:21 pm


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2020-2021 Board minutes]]
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