Board Minutes March 2021: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the April19, 2021 board meeting.''''' | ||
== Bike Edmonton Board Meeting Minutes for March 15, 2021 == | == Bike Edmonton Board Meeting Minutes for March 15, 2021 == | ||
| Line 15: | Line 15: | ||
* '''Minute-taker:''' Andi | * '''Minute-taker:''' Andi | ||
* '''Food by:''' n/a | * '''Food by:''' n/a | ||
* '''Board attendance:''' | * '''Board attendance:''' Matt H, Roy C, Rachel K, Ken A, Keith H, Jarett S, | ||
* '''Staff attendance:''' | * '''Staff attendance:''' Chris C, Molly T, | ||
* '''Regrets:''' Annya | * '''Regrets:''' Annya | ||
* '''Absent:''' | * '''Absent:''' | ||
* '''Guests:''' | * '''Guests:''' Michelle B, Shelah K, Carmen G, | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Sarah at 7:08 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday, April | * Date: Monday, April 19, 2021 | ||
* Location: | * Location: Google Meet | ||
* Chair: | * Chair: Sarah | ||
* Minute-taker: | * Minute-taker: Andi | ||
* Food by: n/a | * Food by: n/a | ||
| Line 38: | Line 38: | ||
{{Motion | {{Motion | ||
|motion=To approve this March 15 agenda. | |motion=To approve this March 15 agenda. | ||
|first= | |first= Roy | ||
|second= | |second= Rachel | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Approved | ||
}} | }} | ||
| Line 49: | Line 49: | ||
{{Motion | {{Motion | ||
|motion=To approve the [[Board Minutes February 2021|February 2021]] minutes. | |motion=To approve the [[Board Minutes February 2021|February 2021]] minutes. | ||
|first= | |first= Matt | ||
|second= | |second= Roy | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Approved | ||
}} | }} | ||
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=== Treasurer's Report - Roy C. (2 mins) === | === Treasurer's Report - Roy C. (2 mins) === | ||
* [ Treasurer's Report] | * [https://docs.google.com/document/d/1zqKX2loGe-mZN1KpDqZJgxGNkAADI1ho6nmcYmubkfA/edit?usp=sharing Treasurer's Report] | ||
* [https://drive.google.com/file/d/17lMiCLu8KPQNpFirPcMPgGyuFwsMq-yB/view?usp=sharing P&L YOY Comparison] | |||
* [https://drive.google.com/file/d/17pR8Cmq1sTYqGVUD5wcPHAn1mk4WVz8T/view?usp=sharing P&L by month] | |||
=== Executive Committee Report - Sarah R. (1 min) === | === Executive Committee Report - Sarah R. (1 min) === | ||
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{{Motion | {{Motion | ||
|motion= To approve the Governance Committee Terms of Reference as presented above. | |motion= To approve the Governance Committee Terms of Reference as presented above. | ||
|first= | |first= Roy | ||
|second= | |second= Matt | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
=== Volunteer Committee Report - Ken A. (2 min) === | === Volunteer Committee Report - Ken A. (2 min) === | ||
* [ Volunteer Committee Report] | * [ Volunteer Committee Report] | ||
* Matt and Sarah will meet with Ken to assist with establishment of formalized ToR for the committee. | |||
=== 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, and Volunteer Committee reports as presented above. | ||
|first= | |first= Roy | ||
|second= | |second= Keith | ||
|yes= | |yes= | ||
|no= | |no= | ||
|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 | |||
** | |||
* Sarah oriented Andi to the Secretary role on Sunday | |||
** | |||
*Are we going to do a Bikes and Animals social media campaign? | |||
**Further discussion with Chris to be held over the next few weeks and results of which will be brought forward at the next meeting | |||
** | |||
* Our interns Shelah and Carmen attended our first Governance Committee and met separately with Roy who gave them direction for their project | |||
==== Final Decision on Downtown Shop Mural - Matt H. (5 min) ==== | ==== Final Decision on Downtown Shop Mural - Matt H. (5 min) ==== | ||
* [https://drive.google.com/file/d/1jl5EV7EgnqoVeAVE3HmIt_9orR0Hp2Q8/view?usp=sharing Previous Board decision] from March 2020 Board meeting | * [https://drive.google.com/file/d/1jl5EV7EgnqoVeAVE3HmIt_9orR0Hp2Q8/view?usp=sharing Previous Board decision] from March 2020 Board meeting | ||
* [https://drive.google.com/drive/folders/1sb2VfHFhNFHWjJxh7tMFMtiI4e6SW6DS?usp=sharing Staff's concerns] | * [https://drive.google.com/drive/folders/1sb2VfHFhNFHWjJxh7tMFMtiI4e6SW6DS?usp=sharing Staff's concerns] | ||
* [ Mural Fundraising Plan] | * [https://docs.google.com/document/d/1T5O-52dqr4c0xMGCrwxj_eGOnBfefKyr60JFvgzWg6o/edit Mural Fundraising Plan] | ||
{{Motion | {{Motion | ||
|motion= | |motion= That the Board approves an expenditure of up to $4500.00 to commission a mural for the Downtown Shop to be designed by Edmonton artist Jason Blower and installed as a vinyl wrap at the earlier opportunity. The mural will be designed with the intention of providing opportunities for sponsorship by local businesses and individuals, along with opportunities for volunteer recognition. Sponsorships would be guided by a policy to be developed at a later date. | ||
|first= | |first= Matt | ||
|second= | |second= Keith | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= Rachel | ||
|result= | |result= Carried | ||
}} | }} | ||
==== Action Items ==== | ==== Action Items ==== | ||
* Board will discuss donation policy via email | |||
* Plan to have contract in place by 15 April 2021 | |||
* | * | ||
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=== New Board Member Interest - Sarah R. (5 mins) === | === New Board Member Interest - Sarah R. (5 mins) === | ||
* Introduction of Bike Edmonton volunteer Michelle Bourdon | * Introduction of Bike Edmonton volunteer Michelle Bourdon | ||
---- | |||
:<q>I began volunteering with BE in Summer 2019, after several years of following and taking interest in the organization. An avid recreational cyclist myself, I use my bike in the summer to commute to the hospital where I work as a Registered Nurse. An advocate for safety, community outreach, and promotion of preventative health, I see organizations such as Bike Edmonton as amazing support resources with similar goals in mind - and much more! Although I do not have any formal experience on Not for Profit boards, I attend my condo AGM regularly, I sit as an executive member on my unions Local board, and I sit on several boards as a Clinical Nurse Educator for joint workplace decision making.</q> | |||
---- | |||
* Thank you to both Molly and Chris for engaging with Michelle and encouraging her to join the Bike Edmonton Board! | * Thank you to both Molly and Chris for engaging with Michelle and encouraging her to join the Bike Edmonton Board! | ||
{{Motion | {{Motion | ||
|motion= To appoint Michelle Bourdon to the 2021 Bike Edmonton Board of Directors effective immediately. | |motion= To appoint Michelle Bourdon to the 2021 Bike Edmonton Board of Directors effective immediately. | ||
|first= | |first= Matt | ||
|second= | |second= Roy | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
==== Action Items ==== | ==== Action Items ==== | ||
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{{Motion | {{Motion | ||
|motion= To approve the purchase of a one-year membership to ECVO. | |motion= To approve the purchase of a one-year membership to ECVO. | ||
|first= | |first= Roy | ||
|second= | |second= Michelle | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
=== Membership Drive - Andi E. & Keith H. (3 mins) === | === Membership Drive - Andi E. & Keith H. (3 mins) === | ||
* | * Andi and Keith have sent a draft forward for Board review | ||
==== Action Items ==== | ==== Action Items ==== | ||
* | * To be tabled for further discussion at the next Executive meeting | ||
=== NPBI Update - Keith H. (10 mins) === | === NPBI Update - Keith H. (10 mins) === | ||
* | * Carmen and Shelah presented the policy review document to the Governance committee. In this they have also shared some observations and recommendations. They have finalized their project and are creating their spreadsheet that will act as a checklist for the policies that Bike Edmonton has when applying for grants. | ||
==== Action Items ==== | ==== Action Items ==== | ||
* | * All board members are welcome to attend the graduation. Shelah and Carmen will forward the invitation to the board. | ||
=== Staff/Operations Update - Chris C. (10 min) === | === Staff/Operations Update - Chris C. (10 min) === | ||
* | * Wiki site was hacked recently. | ||
** Chris has caught this and mitigated the risk. | |||
** No data breach was identified and web security has been updated | |||
* Grant update: | |||
** The tomorrow foundation wasn't successful on their $400,000 grant, for which we were a major partner | |||
** Grants will determine outreach activities this season to create stronger grant applications | |||
** New partnerships being developed with Africa Centre and Pride Centre | |||
** Grants we've applied for | |||
*** Choosewell, Healthy Communities | |||
*** Healthy Communities - CHCI - Federal | |||
* Events and Outreach | |||
** Flying Canoe Volant - Tabled for 5 evenings - lots of staff hours, but worth it | |||
** Reporting for Explore program due soon | |||
** On road education - I'll be running some sessions for teaching on road - adult who hasn't ridden a bike before and teaching her and her basic road skills | |||
** I was filmed by a NAIT student for a piece that will be on their Youtube channel. I'll circulate it when it's out. | |||
** Strathearn community league has booked us for a tune up event and a guided ride in June | |||
** Molly will be doing some online Cycling in the City presentations. These presentations are usually in person. Businesses ask us to do these. They are meant for people who are looking for information to start commuting or information on how to make their commuting easier and more fun. | |||
* Casino update | |||
** No table gaming yet due to Covid | |||
** Future unknown pending AGLC decisions | |||
== In Camera == | == In Camera == | ||
{{Motion | {{Motion | ||
|motion=To go in camera | |motion=To go in camera | ||
|first= | |first= Andi | ||
|second= | |second= Keith | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
{{Motion | {{Motion | ||
|motion=To go out of camera | |motion=To go out of camera | ||
|first= | |first= Matt | ||
|second= | |second= Ken | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
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[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020- | [[Category:2020-2021 Board minutes]] | ||