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, Michelle B. | * '''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 | * 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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{{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 49: | 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 | ||
}} | }} | ||
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=== 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) === | ||
* [https://drive.google.com/file/d/15HQMjH4RDd3-5yxqd0xYomBPElZT6btN/view?usp=sharing Executive Committee Report] | * [https://drive.google.com/file/d/15HQMjH4RDd3-5yxqd0xYomBPElZT6btN/view?usp=sharing Executive Committee Report] | ||
=== Executive Direct Report - Chris C. (3 min) === | |||
* [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) === | === HR Committee Report - Sarah R. (1 min) === | ||
| Line 72: | Line 89: | ||
=== 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, | |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 | ||
}} | }} | ||
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* The below action items are outstanding | * The below action items are outstanding | ||
** President to schedule time with Executive Director and Board to have a further conversation at a working meeting | ** 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) === | === Staff Performance Reviews - Sarah R. (1 min) === | ||
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=== 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 | ||
=== Renewal with Seniuk - Sarah R. (2 min) === | |||
* Chris and Sarah to follow up this week | |||
=== Downtown Shop Mural - Sarah R. (5 min) === | === Downtown Shop Mural - Sarah R. (5 min) === | ||
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** Rogers - closed to funding requests | ** Rogers - closed to funding requests | ||
==== Action Items ==== | ==== 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 == | == New Business == | ||
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) === | === 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 ==== | ||
* | * | ||
=== Youth @ The Table Board Mentorship Program - Sarah R. (3 mins) === | === Youth @ The Table Board Mentorship Program - Sarah R. (3 mins) === | ||
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* | * | ||
=== Board Approval for | === 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 | ||
}} | }} | ||
=== | === 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. | ||
== 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 == | ||
Meeting adjourned by | Meeting adjourned by Sarah at 9:44pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020-2021 Board minutes]] | [[Category:2020-2021 Board minutes]] | ||