Board Minutes May 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 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

• Remember to record your volunteer hours!

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)

• President's Report

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)

• Executive Committee Report

HR Committee Report - Sarah R. (2 min)

• HR Committee Report

Governance Committee Report - Roy C. (2 min)

• [ Governance Committee 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:
Seconded:

Aye	No	Abstain

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)

• The HR Committee met with Bill Clark on April 26
• Bill's PowerPoint presentation
• MindMap
• 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

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

New Business

Driver Pledge - Matt H. (5 mins)

• Driver Pledge

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?

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

Meet adjourned by Sarah at pm