Board Minutes June 2021: Difference between revisions

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* '''Minute-taker:''' Andi
* '''Minute-taker:''' Andi
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:''' Sarah Rebryna; Andi Eng; Ken Amesbury; Keith Heslinga; Matthew Hoyt;
* '''Staff attendance:'''  
* '''Staff attendance:''' Chris Chan; Molly Turnbull; Coreen;
* '''Regrets:''' Annya
* '''Regrets:''' Annya, Michelle B.; Roy;
* '''Absent:'''  
* '''Absent:''' Rachel; Jarrett S;
* '''Guests:'''  
* '''Guests:'''  


== Call to Order ==
== Call to Order ==
* Meeting called to order by Sarah at pm.
* Meeting called to order by Sarah at 7:14 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, July 19, 2021
* Date: Monday, July 19, 2021
* Time: 7pm
* Location: Google Meet
* Location: Google Meet
* Chair: Sarah
* Chair: Sarah
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== 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!]
* Matt is bringing over 450 Dutch omafiets and opafiets for his pop-up shop [https://www.instagram.com/itsatwowheeledworld/ it's a two-wheeled world]


== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this June 21 agenda.
   |motion=To approve this June 21 agenda.
   |first=  
   |first= Matt
   |second=  
   |second= Ken
   |yes=  
   |yes= 5
   |no=  
   |no=  
   |abstain=  
   |abstain=  
   |result=  
   |result= Carried
}}
}}


Line 48: Line 50:
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes May 2021|May 2021]] minutes.
   |motion=To approve the [[Board Minutes May 2021|May 2021]] minutes.
   |first=  
   |first= Matt
   |second=  
   |second= Andi
   |yes=  
   |yes= 5
   |no=  
   |no= 0
   |abstain=  
   |abstain=  
   |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/155DWIvNcJyhLVoAP4keLhFTyOapLfxDr/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]
** 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 Committee Report - Sarah R. (1 min) ===
* [ Executive Committee Report]
* [https://drive.google.com/file/d/15HQMjH4RDd3-5yxqd0xYomBPElZT6btN/view?usp=sharing Executive Committee Report]


=== HR Committee Report - Sarah R. (2 min) ===
=== Executive Direct Report - Chris C. (3 min) ===
* [ HR Committee Report
* [https://docs.google.com/document/d/1n8PUH9xV92d6zPZaLKUF4zRqMSP1OAM0Dv1vLEYIfng/view 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 - Roy C. (2 min) ===
* [ Governance Committee Report]
* [ Governance Committee Report]
* Next meeting 23 June 2021


=== Volunteer Committee Report ===
=== Volunteer Committee Report ===
*  
* Ken will connect with Sarah


=== Approval of Reports ===
=== Approval of Reports ===
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, and Volunteer 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=  
   |first= Ken
   |second=  
   |second= Andi
   |yes=  
   |yes= 5
   |no=  
   |no= 0
   |abstain=  
   |abstain=  
   |result=  
   |result= Carried
}}
}}


== Current & Completed Business ==
== Current & Completed Business ==
=== 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 ====
* 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


=== Bikes and Animals Social Media Campaign - Sarah R. (1 min) ===
=== Staff Performance Reviews - Sarah R. (1 min) ===
* Further discussion still needed with Chris  
* 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) ===
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee met with Bill Clark on May 26
* The HR Committee met with Bill Clark on May 26


==== Downtown Shop Mural - Sarah R. (5 min) ====
=== Renewal with Seniuk - Sarah R. (2 min) ===
* Chris and Sarah to follow up this week
 
=== 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 has provided us with some renderings
* Jason has provided us with some renderings
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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
==== 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 ====
==== Action Items ====
*
== New Business ==
=== New Topic - Sarah R. (5 mins) ===
*
*
=== Youth @ The Table Board Mentorship Program - Sarah R. (3 mins) ===
* Sarah sent out an email to the Board and only Matt replied. The deadline for the application has been extended to June 25. Is this something the Board is interested in?
* [https://drive.google.com/file/d/1UF_zkBKfl6BBpCWI9_n3gJF8I2YLheo-/view?usp=sharing Email thread]
* [https://drive.google.com/file/d/15i-oYC0UvQNkcQ8gmVyA_SC-EaQS9wNn/view?usp=sharing Youth @ The Table Program Brochure]
==== Action Items ====
==== Action Items ====
*  
*


=== Board Approval for - Sarah R. (1 min) ===
=== 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
{{Motion
   |motion=To approve
   |motion=To approve the redemption of the points as outlined above, pending GIC terms.
   |first=  
   |first= Andi
   |second=  
   |second= Matt
   |yes=  
   |yes= 5
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


=== New Topic - . (3 mins) ===
=== 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 ====
==== Action Items ====
*  
* Ken will confirm about van capacity and licensing.
 
=== New Topic - (10 mins) ===
* 
 
=== Executive Director Report - Chris C. (10 min) ===
*


== In Camera ==
== In Camera ==
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To go in camera
   |first=  
   |first= Matt
   |second=  
   |second= Keith
   |yes=  
   |yes= 5
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Matt
   |second=  
   |second= Keith
   |yes=  
   |yes= 5
   |no=  
   |no= 0
   |abstain=
   |abstain=
   |result=  
   |result= Carried
}}
}}


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== Adjournment ==
== Adjournment ==
{{Motion
Meeting adjourned by Sarah at 9:44pm
  |motion=To adjourn the meeting.
  |first=
  |second=
  |yes=
  |no= 
  |abstain=
  |result=
}}


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

Latest revision as of 22:55, 17 July 2021

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.
Moved: Matt
Seconded: Ken
Aye No Abstain
5
Carried

Approval of Last Meeting's Minutes

MOTION
To approve the May 2021 minutes.
Moved: Matt
Seconded: Andi
Aye No 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.
Moved: Ken
Seconded: Andi
Aye No 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.
Moved: Andi
Seconded: Matt
Aye No Abstain
5 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
Moved: Matt
Seconded: Keith
Aye No Abstain
5 0
Carried
MOTION
To go out of camera
Moved: Matt
Seconded: Keith
Aye No Abstain
5 0
Carried

Board Volunteer Hour Tracking - ALL BOARD (2 min)

Adjournment

Meeting adjourned by Sarah at 9:44pm

Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_June_2021&oldid=5740"