Board Minutes June 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

• Remember to record your volunteer hours!
• Matt is bringing over 450 Dutch omafiets and opafiets for his pop-up shop it's a two-wheeled world

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)

• President's Report

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 Committee Report

Executive Direct Report - Chris C. (3 min)

• Executive Director Report

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, and Volunteer Committee 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
  • Board will review the report that Chris has presented this evening

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
  • mural rendering
  • mural mock up
• 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

New Business

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?
• Email thread
• Youth @ The Table Program Brochure

Board Approval for - Sarah R. (1 min)

MOTION

To approve
Moved:
Seconded:

Aye	No	Abstain

In Camera

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Board Volunteer Hour Tracking - ALL BOARD (2 min)

• Board Volunteer Hour Tracking Sheet

Adjournment

Meeting adjourned by at