Board Minutes May 2021: Difference between revisions

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes were approved at the June 21, 2021 board meeting.'''''


== Bike Edmonton Board Meeting Minutes for Date, 2021 ==
== Bike Edmonton Board Meeting Minutes for May 17, 2021 ==


Board meetings are open to Bike Edmonton members and the public.
Board meetings are open to Bike Edmonton members and the public.


* Date: Monday, Date, 2021
* Date: Monday, May 17, 2021
* Location: [https://meet.google.com/qhz-qnor-riv Google Meet] To join by phone instead, dial ‪(CA) +1 778-732-6177‬ and enter this PIN: ‪‪387 835 066‬#
* Location: [https://meet.google.com/qhz-qnor-riv Google Meet] To join by phone instead, dial ‪(CA) +1 778-732-6177‬ and enter this PIN: ‪‪387 835 066‬#
* Start Time: 7:00pm
* Start Time: 7:00pm
Line 15: Line 15:
* '''Minute-taker:''' Andi
* '''Minute-taker:''' Andi
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:'''  
* '''Board attendance:''' Sarah R, Matt H, Andi E, Keith H, Michelle B, Roy C, Ken A, Jarrett S,
* '''Staff attendance:'''  
* '''Staff attendance:''' Chris C, Molly T, Coreen,
* '''Regrets:''' Annya
* '''Regrets:''' Annya
* '''Absent:'''  
* '''Absent:''' Rachel
* '''Guests:'''  
* '''Guests:'''


== Call to Order ==
== Call to Order ==
* Meeting called to order by Sarah at pm.
* Meeting called to order by Sarah at 7:10 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, Date, 2021
* Date: Monday, June 21, 2021
* Location: Google Meet
* Location: Google Meet
* Chair: Sarah
* Chair: Sarah
Line 36: Line 36:
== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this Date agenda.
   |motion=To approve this May 17 agenda.
   |first=  
   |first= Roy
   |second=  
   |second= Matt
   |yes=  
   |yes= 7
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


== Approval of Last Meeting's Minutes ==
== Approval of Last Meeting's Minutes ==
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes Month 2021|Month 2021]] minutes.
   |motion=To approve the [[Board Minutes April 2021|April 2021]] minutes and the [[Board Minutes May 04 2021|May 4 2021]] minutes.
   |first=  
   |first= Keith
   |second=  
   |second= Ken
   |yes=  
   |yes= 7
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |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/15a86PBBv4tZ1UTgLGmKLmNnK6-vssoe8/view?usp=sharing President's Report]


=== Treasurer's Report - Roy C. (2 mins) ===
=== Treasurer's Report - Roy C. (2 mins) ===
* [ Treasurer's Report]
* No official report available
* Based on preliminary financials, we continue to be ahead of projected budget. This is a testament to the hard work that the staff are doing in our stores.
 
=== Executive Director's Report - Chris C. (5 mins) ===
* [https://docs.google.com/document/d/131xuBEXy1o3It7BUlD7yENA_e-iaQp2n6RX-wOgmyp8 Executive Director's Report]
* [https://drive.google.com/drive/folders/14UC7pi-oaykilbteJmnYH07zZN1NBy8d Financials]
** these were received from the bookkeeper this afternoon, so we haven't had time to review in detail
** Chris will be working with the bookkeepers about reconciling the undeposited funds moving forward
** Two large accounts payable amounts (~$9,600) are from two orders last year that out parts supplier forgot to invoice for. These will appear on May financials, and were expected
* Bike sales are low due to projected due to inability to build bikes due to reduced bike builder hours; we are on target for YTD, but March and April were below target
** two new bike builders are about to join the team, this should increase builds and thus sales; other factors are the quality of donations, due to continued increase in market demand;
** Bikes are being sold as quickly as they are being built
** based on the ambitious targets and the continuing challenges with sourcing bikes and parts, it is not likely that we will hit May and summer targets. May MTD is $6,800 of $15,000 target.
** Volunteers are welcome to join bike building nights to help build bikes; bike builders will be on hand to provide guidance. Sign up is required: https://bikeedmonton.ca/shift-signup
* Shop fees revenue are also down
** Primarily due to continued COVID restrictions (fewer people in shop, fewer appts)
*** Question (Matt H): Will more paid staff hours give us more revenue?
*** Answer: Yes, that will help. However, there are a number of variables: highly skilled volunteers, staff and mechanics, Covid restrictions, etc
** Accounts Payable - there seem to be some discrepancies in rent payments. This will need to be reviewed.
* Suggestion: Ad Hoc Revenue Committee to be raised in June.
 
* Project Coodinator Grant report
**Unsuccessful grant applications
***Choosewell Healthy Communities - approx $5000 - unsuccessful (building bike repair capacity in communities)
***CHCI Healthy Communities - Community Foundations of Canada - Round One - $9,750 - Pending (May 26th)
 
**Successful grant applications
***$5,500 - WinterCity Edmonton - successful
***$16,500 - Community Investment Operating (CIOG), City of Edmonton grant - - successful
***Canada Summer jobs - successful - two assistant shop managers
 
**Upcoming (not yet applied for)
***$10,000+ CHCI Healthy Communities - Community Foundations of Canada - Round Two - due June 25th
***$350 Small Sparks, City of Edmonton Neighbourhood revitalization fund - no due date
 
**Other
***EverActive Schools children’s cycling clinics postponed due to Covid.
***Adult Learn to Ride courses are ongoing.
***Mechanical Instruction course is being developed for the City of Edmonton
 
* Issues with Bookkeepers
** Ongoing errors with junior staff with Seniuk&Co
** Executive Committee recognizes that this is one of the primary reasons why there are struggles with getting financials to the board
** Exec has requested getting quotes for comparable services
** Past experience has shown us that Seniuk has been providing more professional service for the price that we are paying
** Question: Where are the challenges? Reporting? POS challenges?
** Answer: They are primarily looking at the credit card and bank statements that have a wide variety of deposits to be reconciled against reported revenue.
** Question: Is it worth seeking other quotes?
** Answer: The services we have now are superior to what we have had in the past as we are working with a CPA firm, not just a bookkeeper.
** The board is in agreement to postpone the active search for new accounting services
 
{{Motion
  |motion= Renew our contract with Seniuk & Co for 1-yr starting 1July2021; Executive Director to compile list of potential replacement firms and report back to the Board by August Board Meeting.
  |first= Matt
  |second= Michelle
  |yes= 7
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Executive Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
* [ Executive Committee Report]
* [https://drive.google.com/file/d/1hVp_q9TiOCpxLlQgsq1g17A3zH19gnqQ/view?usp=sharing Executive Committee Report]


=== HR Committee Report - Sarah R. (2 min) ===
=== HR Committee Report - Sarah R. (2 min) ===
* [ HR Committee Report
* [https://drive.google.com/file/d/19Ar-tCV9O_NUMjlw5RMNLBz_TS7qXjR0/view?usp=sharing HR Committee Report]


=== Governance Committee Report - Roy C. (2 min) ===
=== Governance Committee Report - Roy C. (2 min) ===
* [ Governance Committee Report]
* No written report - Roy gave a brief verbal report


=== Volunteer Committee Report - Ken A. (2 min) ===
=== Volunteer Committee Report - ===
* [ Volunteer Committee Report]
* No report as the Committee still has not been officially formed yet


=== 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 Director's, Executive Committee, HR Committee, and Governance Committee reports as presented above.
   |first=  
   |first= Roy
   |second=  
   |second= Andi
   |yes=  
   |yes= 6
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |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
==== Downtown Shop Mural - Sarah R. (5 min) ====
 
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
=== Bikes and Animals Social Media Campaign - Sarah R. (1 min) ===
* Further discussion still needed with Chris
 
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee met with Bill Clark on April 26
* [https://drive.google.com/file/d/1vGCgT_moijr9pTk-OlLu42eMkQZt700H/view?usp=sharing Bill's PowerPoint presentation]
* [https://drive.google.com/file/d/1hdd9GRGNn7NMVOElSiBl9XBK7KCSP9yX/view?usp=sharing MindMap]
* [https://drive.google.com/file/d/1fIg2UWXKes31i3cC3YdJ-RNZ-dviL-mu/view?usp=sharing MindMap with updates]
 
=== Downtown Shop Mural - Sarah R. (5 min) ===
* Contract with Jason Blower has been finalized
* Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant
* Corporate level buildings have been confirmed and shared with Jason. Jason will begin working on the draft sketch
[https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Corporate sponsorship solicitations have been initiated
** Stantec has agreed to a $1,000 sponsorship
** The Oilers Community Foundation can only provide funding to CRA registered charities. They forwarded our info on to Rogers for consideration
** Edgar Developments (Developer of the MacLaren tower and several other DT towers) has declined
** Shaw is pending application
** EPCOR is pending application
** The Brick has been solicited
 
=== Membership Drive Update - Chris C. (3 mins) ===
* Outstanding at this time
 
==== Action Items ====
* Chris to complete and update the Board
 
=== Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins) ===
* [https://docs.google.com/document/d/1WXCaPcrmi0rB-iqDtJPdQ5xFSiTeylTkwOhEhqwcXSk/edit Chris' Report]
* We are currently selling 100% of bikes that are posted for sale; this is all happening at the South Shop.
** Options that are being considered for sales at the Downtown shop:
*** Lottery system
*** Unconventional and uncommon sizes sold at the Downtown shop
** Current plan is to resume bike sales within two weeks of restrictions lifting, this will be concurrent with full DIY services


==== Action Items ====
==== Action Items ====
*  
* 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
 
== New Business ==
== New Business ==
=== New Topic - Sarah R. (5 mins) ===
=== Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) ===
*
* Tabled
==== Action Items ====
 
*  
=== Driver Pledge - Matt H. (5 mins) ===
* [https://docs.google.com/document/d/1UNfAf2WwT2kan1HZ0ZW2uAqdHMohcr-Vu8rsLruDUfk/edit?usp=sharing Driver Pledge]


=== Board Approval for  - Sarah R. (1 min) ===
*
{{Motion
{{Motion
   |motion=To approve
   |motion=To approve Drive Pledge as presented
   |first=  
   |first= Matt
   |second=  
   |second= Andi
   |yes=  
   |yes= 6
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


=== New Topic - . (3 mins) ===
=== Staff Performance Reviews - Sarah R. (1 min) ===
*
* Sarah and Matt will be scheduling staff performance reviews this week - which days are preferable for each staff person?


==== Action Items ====
==== Action Items ====
*  
* Chris will follow up with email
 
=== 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= Keith
   |second=  
   |second= Andi
   |yes=  
   |yes= 6
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To go out of camera
   |first=  
   |first= Matt
   |second=  
   |second= Roy
   |yes=  
   |yes= 6
   |no=  
   |no= 0
   |abstain=
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


Line 149: Line 237:


== Adjournment ==
== Adjournment ==
{{Motion
Meeting adjourned by Sarah at 10:38 pm
  |motion=To adjourn the meeting.
  |first=
  |second=
  |yes=
  |no= 
  |abstain=
  |result=
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2029 Board minutes]]
[[Category:2020-2021 Board minutes]]

Latest revision as of 07:47, 24 June 2021

These minutes were approved at the June 21, 2021 board meeting.

Bike Edmonton Board Meeting Minutes for May 17, 2021

Board meetings are open to Bike Edmonton members and the public.

  • Date: Monday, May 17, 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 R, Matt H, Andi E, Keith H, Michelle B, Roy C, Ken A, Jarrett S,
  • Staff attendance: Chris C, Molly T, Coreen,
  • Regrets: Annya
  • Absent: Rachel
  • Guests:

Call to Order

  • Meeting called to order by Sarah at 7:10 pm.

Logistics for Next Meeting

  • Date: Monday, June 21, 2021
  • Location: Google Meet
  • Chair: Sarah
  • Minute-taker: Andi
  • Food by: n/a

Announcements

Approval of Agenda

MOTION
To approve this May 17 agenda.
Moved: Roy
Seconded: Matt
Aye No Abstain
7 0 0
Carried

Approval of Last Meeting's Minutes

MOTION
To approve the April 2021 minutes and the May 4 2021 minutes.
Moved: Keith
Seconded: Ken
Aye No Abstain
7 0 0
Carried

Reports

President's Report - Sarah R. (2 mins)

Treasurer's Report - Roy C. (2 mins)

  • No official report available
  • Based on preliminary financials, we continue to be ahead of projected budget. This is a testament to the hard work that the staff are doing in our stores.

Executive Director's Report - Chris C. (5 mins)

  • Executive Director's Report
  • Financials
    • these were received from the bookkeeper this afternoon, so we haven't had time to review in detail
    • Chris will be working with the bookkeepers about reconciling the undeposited funds moving forward
    • Two large accounts payable amounts (~$9,600) are from two orders last year that out parts supplier forgot to invoice for. These will appear on May financials, and were expected
  • Bike sales are low due to projected due to inability to build bikes due to reduced bike builder hours; we are on target for YTD, but March and April were below target
    • two new bike builders are about to join the team, this should increase builds and thus sales; other factors are the quality of donations, due to continued increase in market demand;
    • Bikes are being sold as quickly as they are being built
    • based on the ambitious targets and the continuing challenges with sourcing bikes and parts, it is not likely that we will hit May and summer targets. May MTD is $6,800 of $15,000 target.
    • Volunteers are welcome to join bike building nights to help build bikes; bike builders will be on hand to provide guidance. Sign up is required: https://bikeedmonton.ca/shift-signup
  • Shop fees revenue are also down
    • Primarily due to continued COVID restrictions (fewer people in shop, fewer appts)
      • Question (Matt H): Will more paid staff hours give us more revenue?
      • Answer: Yes, that will help. However, there are a number of variables: highly skilled volunteers, staff and mechanics, Covid restrictions, etc
    • Accounts Payable - there seem to be some discrepancies in rent payments. This will need to be reviewed.
  • Suggestion: Ad Hoc Revenue Committee to be raised in June.
  • Project Coodinator Grant report
    • Unsuccessful grant applications
      • Choosewell Healthy Communities - approx $5000 - unsuccessful (building bike repair capacity in communities)
      • CHCI Healthy Communities - Community Foundations of Canada - Round One - $9,750 - Pending (May 26th)
    • Successful grant applications
      • $5,500 - WinterCity Edmonton - successful
      • $16,500 - Community Investment Operating (CIOG), City of Edmonton grant - - successful
      • Canada Summer jobs - successful - two assistant shop managers
    • Upcoming (not yet applied for)
      • $10,000+ CHCI Healthy Communities - Community Foundations of Canada - Round Two - due June 25th
      • $350 Small Sparks, City of Edmonton Neighbourhood revitalization fund - no due date
    • Other
      • EverActive Schools children’s cycling clinics postponed due to Covid.
      • Adult Learn to Ride courses are ongoing.
      • Mechanical Instruction course is being developed for the City of Edmonton
  • Issues with Bookkeepers
    • Ongoing errors with junior staff with Seniuk&Co
    • Executive Committee recognizes that this is one of the primary reasons why there are struggles with getting financials to the board
    • Exec has requested getting quotes for comparable services
    • Past experience has shown us that Seniuk has been providing more professional service for the price that we are paying
    • Question: Where are the challenges? Reporting? POS challenges?
    • Answer: They are primarily looking at the credit card and bank statements that have a wide variety of deposits to be reconciled against reported revenue.
    • Question: Is it worth seeking other quotes?
    • Answer: The services we have now are superior to what we have had in the past as we are working with a CPA firm, not just a bookkeeper.
    • The board is in agreement to postpone the active search for new accounting services
MOTION
Renew our contract with Seniuk & Co for 1-yr starting 1July2021; Executive Director to compile list of potential replacement firms and report back to the Board by August Board Meeting.
Moved: Matt
Seconded: Michelle
Aye No Abstain
7 0 0
Carried

Executive Committee Report - Sarah R. (1 min)

HR Committee Report - Sarah R. (2 min)

Governance Committee Report - Roy C. (2 min)

  • No written report - Roy gave a brief verbal report

Volunteer Committee Report -

  • No report as the Committee still has not been officially formed yet

Approval of Reports

MOTION
To approve the President's, Treasurer's, Executive Director's, Executive Committee, HR Committee, and Governance Committee reports as presented above.
Moved: Roy
Seconded: Andi
Aye No Abstain
6 0 0
Carried

Current & Completed Business

Action Item Follow Up

  • Posting Board Intros to the website is still pending

Bikes and Animals Social Media Campaign - Sarah R. (1 min)

  • Further discussion still needed with Chris

HR Consultation with ACSN - Sarah R. (2 min)

Downtown Shop Mural - Sarah R. (5 min)

  • Contract with Jason Blower has been finalized
  • Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant
  • Corporate level buildings have been confirmed and shared with Jason. Jason will begin working on the draft sketch

Mural Fundraising Plan

  • Corporate sponsorship solicitations have been initiated
    • Stantec has agreed to a $1,000 sponsorship
    • The Oilers Community Foundation can only provide funding to CRA registered charities. They forwarded our info on to Rogers for consideration
    • Edgar Developments (Developer of the MacLaren tower and several other DT towers) has declined
    • Shaw is pending application
    • EPCOR is pending application
    • The Brick has been solicited

Membership Drive Update - Chris C. (3 mins)

  • Outstanding at this time

Action Items

  • Chris to complete and update the Board

Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins)

  • Chris' Report
  • We are currently selling 100% of bikes that are posted for sale; this is all happening at the South Shop.
    • Options that are being considered for sales at the Downtown shop:
      • Lottery system
      • Unconventional and uncommon sizes sold at the Downtown shop
    • Current plan is to resume bike sales within two weeks of restrictions lifting, this will be concurrent with full DIY services

Action Items

  • 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

New Business

Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins)

  • Tabled

Driver Pledge - Matt H. (5 mins)

MOTION
To approve Drive Pledge as presented
Moved: Matt
Seconded: Andi
Aye No Abstain
6 0 0
Carried

Staff Performance Reviews - Sarah R. (1 min)

  • Sarah and Matt will be scheduling staff performance reviews this week - which days are preferable for each staff person?

Action Items

  • Chris will follow up with email

In Camera

MOTION
To go in camera
Moved: Keith
Seconded: Andi
Aye No Abstain
6 0 0
Carried
MOTION
To go out of camera
Moved: Matt
Seconded: Roy
Aye No Abstain
6 0 0
Carried

Board Volunteer Hour Tracking - ALL BOARD (2 min)

Adjournment

Meeting adjourned by Sarah at 10:38 pm

Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_May_2021&oldid=5710"