These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for June 21, 2021
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, June 21, 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
- Food by: n/a
- Board attendance: Sarah Rebryna; Andi Eng; Ken Amesbury; Keith Heslinga; Matthew Hoyt;
- Staff attendance: Chris Chan; Molly Turnbull; Coreen;
- Regrets: Annya, Michelle B.; Roy;
- Absent: Rachel; Jarrett S;
- Guests:
Call to Order
- Meeting called to order by Sarah at 7:14 pm.
Logistics for Next Meeting
- Date: Monday, July 19, 2021
- Time: 7pm
- Location: Google Meet
- Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
Announcements
Approval of Agenda
MOTION
| To approve this June 21 agenda.
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|
| Moved:
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Matt
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| Seconded:
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Ken
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Approval of Last Meeting's Minutes
MOTION
| To approve the May 2021 minutes.
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| Moved:
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Matt
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| Seconded:
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Andi
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| Aye
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No
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Abstain
|
| 5
|
0
|
|
|
| Carried
|
Reports
President's Report - Sarah R. (2 mins)
Treasurer's Report - Roy C. (2 mins)
- [ Treasurer's Report]
- Roy is unavailable this evening.
- Review of draft financials sent by Chris earlier today
- Bike Sales and Donations are lower than projected. Projection was based on wider post-pandemic opening
- Expenses are lower than projected as well. This helps to balance out the lower sales.
- Discrepancies about Rent payments; Chris will look in to this with Roy.
- If rent is recorded somewhere, then we are YTD ahead of budget by $36,600; If rent is not on the balance sheet, then we are ahead $30,600
Executive Committee Report - Sarah R. (1 min)
Executive Direct Report - Chris C. (3 min)
- Executive Director Report
- Next Big Bin event, suggestion about having a volunteer on site to redirect the bikes.
- Molly will present this to the charitable organizations again
- Keith will volunteer to represent Bike Edmonton with Paths for People
- Casino update
- this is traditionally $36,000/yr
- Casino is tentative for the fall 2021
- Board will continue to follow this and strike a Revenue Committee should the Casino structure change significantly.
HR Committee Report - Sarah R. (1 min)
- Sarah and Matt competed the staff performance reviews. The Committee has not met since the last Committee meeting on May 15. The next HR Committee meeting is booked for June 28
Governance Committee Report - Roy C. (2 min)
- [ Governance Committee Report]
- Next meeting 23 June 2021
Volunteer Committee Report
- Ken will connect with Sarah
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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Ken
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| Seconded:
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Andi
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| Aye
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No
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Abstain
|
| 5
|
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
- The below action items are outstanding
- President to schedule time with Executive Director and Board to have a further conversation at a working meeting
- With Provincial restrictions lifting on July 1, this needs to be addressed promptly
- Sarah will follow up with board via email tomorrow (22 June 2021) with a meeting date and time
Staff Performance Reviews - Sarah R. (1 min)
- Sarah and Matt conducted the staff performance reviews at the end of May. Chris was present for all of the staff performance reviews.
HR Consultation with ACSN - Sarah R. (2 min)
- The HR Committee met with Bill Clark on May 26
Renewal with Seniuk - Sarah R. (2 min)
- Chris and Sarah to follow up this week
Downtown Shop Mural - Sarah R. (5 min)
- Mural Fundraising Plan
- Jason has provided us with some renderings
- Corporate Sponsorships
- Stantec - confirmed
- The Brick - confirmed
- Shaw - pending approval
- EPCOR - contacted
- Edmonton Oilers Community Foundation - can only fund registered charities
- Rogers - closed to funding requests
Action Items
- Andi will follow up with The Brick re: their building choice
- Matt will share CN application login with Sarah for proof reading
- Matt with connect with the printers to finalize the details around the electrical outlets and covers
New Business
Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins)
- Some discussion included in ED Report; minuted there
Action Items
Youth @ The Table Board Mentorship Program - Sarah R. (3 mins)
Action Items
Board Approval for Mastercard Circle Rewards redemption - Sarah R. (1 min)
- we currently have 82,705 points.
- 50,000 points can be redeemed for a $500 GIC
- 30,000 points can be redeemed for a $300 credit
- remaining 2,705 points to accrue
MOTION
| To approve the redemption of the points as outlined above, pending GIC terms.
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| Moved:
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Andi
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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
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| 5
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0
|
|
|
| Carried
|
Proposed post-Pandemic bike lovers Road Trip - Ken. (5 mins)
- Ken has been in touch with a community bike shop in Butte, Montana
- Trip is tentatively planned for early August: Drive to Montana, stay overnight, connect. Very loose itinerary
- Ken has a 12-seat van
- Opportunity to connect with other community bike shops
- anyone interested should contact Ken
- this is NOT an official Bike Edmonton trip
Action Items
- Ken will confirm about van capacity and licensing.
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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Keith
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| Aye
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No
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Abstain
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| 5
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0
|
|
|
| Carried
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MOTION
| To go out of camera
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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
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| 5
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0
|
|
|
| Carried
|
Board Volunteer Hour Tracking - ALL BOARD (2 min)
Adjournment
Meeting adjourned by Sarah at 9:44pm