Board Minutes May 2021: Difference between revisions
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'''''These minutes | '''''These minutes were approved at the June 21, 2021 board meeting.''''' | ||
== Bike Edmonton Board Meeting Minutes for May 17, 2021 == | == Bike Edmonton Board Meeting Minutes for May 17, 2021 == | ||
| 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 | * Meeting called to order by Sarah at 7:10 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
| Line 37: | Line 37: | ||
{{Motion | {{Motion | ||
|motion=To approve this May 17 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 April 2021|April 2021]] minutes and the [[Board Minutes May | |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) === | ||
* No report available | * 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 - Chris C. (5 mins) === | ||
* [ Executive Director's Report] | * [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) === | ||
* | * No written report - Roy gave a brief verbal report | ||
=== Volunteer Committee Report - === | === Volunteer Committee Report - === | ||
* Committee has not been officially formed yet | * 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 Director's, Executive Committee, HR Committee, and Governance 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 | ||
}} | }} | ||
| Line 93: | Line 149: | ||
* Posting Board Intros to the website is still pending | * 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 | * Further discussion still needed with Chris | ||
=== HR Consultation with ACSN - Sarah R. (2 min) === | |||
* The HR Committee met with Bill Clark on April 26 | * 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/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/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 | * 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 | * Sarah and Chris worked on the City of Edmonton Economic Recovery Grant application, which is a matching grant | ||
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** Stantec has agreed to a $1,000 sponsorship | ** 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 | ** 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 | ** Shaw is pending application | ||
** EPCOR is pending application | ** EPCOR is pending application | ||
** The Brick has been solicited | ** The Brick has been solicited | ||
=== Membership Drive Update - Chris C. (3 mins) === | === Membership Drive Update - Chris C. (3 mins) === | ||
* | * Outstanding at this time | ||
==== Action Items ==== | ==== Action Items ==== | ||
* | * Chris to complete and update the Board | ||
=== Plan to Sell Bikes from the Downtown Shop - Chris C. (5 mins) === | === 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 == | ||
=== | === Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) === | ||
* | * Tabled | ||
=== Driver Pledge - Matt H. (5 mins) === | |||
* [https://docs.google.com/document/d/1UNfAf2WwT2kan1HZ0ZW2uAqdHMohcr-Vu8rsLruDUfk/edit?usp=sharing Driver Pledge] | |||
==== | {{Motion | ||
* | |motion=To approve Drive Pledge as presented | ||
|first= Matt | |||
|second= Andi | |||
|yes= 6 | |||
|no= 0 | |||
|abstain= 0 | |||
|result= 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 ==== | ==== Action Items ==== | ||
* | * Chris will follow up with email | ||
== 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 | ||
}} | }} | ||
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== Adjournment == | == Adjournment == | ||
Meeting adjourned by Sarah at 10:38 pm | |||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020-2021 Board minutes]] | [[Category:2020-2021 Board minutes]] | ||