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 == | ||
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* [https://docs.google.com/document/d/131xuBEXy1o3It7BUlD7yENA_e-iaQp2n6RX-wOgmyp8 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] | * [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) === | ||
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=== 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 - === | ||
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{{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 | ||
}} | }} | ||
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=== Bikes and Animals Social Media Campaign - Sarah R. (1 min) === | === 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) === | === 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 | ||
| Line 118: | Line 172: | ||
=== 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) === | === Contingency Plan for Bike Edmonton if Casino Revenues are Lost - Chris C. (5 mins) === | ||
* | * Tabled | ||
=== Driver Pledge - Matt H. (5 mins) === | === Driver Pledge - Matt H. (5 mins) === | ||
* [https://docs.google.com/document/d/1UNfAf2WwT2kan1HZ0ZW2uAqdHMohcr-Vu8rsLruDUfk/edit?usp=sharing Driver Pledge] | * [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) === | === Staff Performance Reviews - Sarah R. (1 min) === | ||
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==== 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]] | ||