Board Minutes November 2022: Difference between revisions
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* Minute-taker: | * Minute-taker: | ||
* Food by: N/A | * Food by: N/A | ||
* Board attendance: Kelly Granigan, Andi Eng, Maxine Myre, Keith Heslinga, John Fuller, Stephen Paskaluk | * Board attendance: Kelly Granigan, Andi Eng, Maxine Myre, Keith Heslinga, John Fuller, Stephen Paskaluk, Matt Hoyt | ||
* Staff attendance: Greg Glatz | * Staff attendance: Greg Glatz | ||
* Regrets: Michelle Bourdon | * Regrets: Michelle Bourdon | ||
* Absent: | * Absent: | ||
* Guests: Alexandra Stout, Marcel Huculak, Jason Wang | * Guests: Alexandra Stout, Marcel Huculak, Jason Wang, Ceileigh Cunningham | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by at pm. | * Meeting called to order by Andi at 7:05 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
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{{Motion | {{Motion | ||
|motion=To approve this November agenda. | |motion=To approve this November agenda. | ||
|first= | |first= Kelly | ||
|second= | |second= Keith | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
| Line 50: | Line 50: | ||
{{Motion | {{Motion | ||
|motion=To approve Minutes from [[Board Minutes October 2022|October]] board meeting. | |motion=To approve Minutes from [[Board Minutes October 2022|October]] board meeting. | ||
|first= | |first= Keith | ||
|second= | |second= Stephen | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
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=== President's Report (Andi - 5 min)=== | === President's Report (Andi - 5 min)=== | ||
*[ Acting President's Report October 2022] | *[ Acting President's Report October 2022] | ||
** Onboarding ED has continued | |||
** Payroll tasks transferred to ED | |||
** Ongoing budget discussion after AGM | |||
** Preparations being done for board retreat | |||
** Google workspace management being transferred to ED | |||
*[ Executive Committee Report October 2022] | *[ Executive Committee Report October 2022] | ||
** Did not have quorum for schedule Executive Committee | |||
** Byron resigned from board effective Oct 31, will continue working with ED, accountant, and 2023 treasurer | |||
=== Executive Director's Report (Greg Glatz - 10 min=== | === Executive Director's Report (Greg Glatz - 10 min=== | ||
*[ Executive Director Report 2022] | *[https://drive.google.com/file/d/1vyBJ5oml8l8Hv01_nQDI65M12XDnvwom/view?usp=share_link Executive Director Report 2022] | ||
Verbal Report: Will be presented to board in writing, ED would like permission to share with staff | |||
* Keith observes that these minutes are public so content can be shared with staff and is available by default | |||
** Met with exec, past and current members, presidents, staff, etc | |||
** Met with Michael Janz, introduced to city admin | |||
** Taken on payroll and benefits, will take on financials | |||
** High level of commitment from board and staff, long history with Bike Edmonton | |||
** Concern about budget, as there was at AGM | |||
** Concern about shop expenses vs revenue | |||
** Concern from staff about board operations | |||
** Staff opinions generally prefer funding from grants than from shops | |||
** Need strategic mandate from board, preferably developed in concert with staff | |||
** Next steps: performance agreements (already discussed, chance to meet one on one) advising on board retreat | |||
=== Treasurer's Report === | === Treasurer's Report === | ||
* Seat is vacant | * Seat is vacant | ||
=== Finance Committee Report === | === Finance Committee Report === | ||
* Seat is vacant, committee has not met | * Seat is vacant, committee has not met | ||
** Financial Reports for September and October will be available from bookkeeper and will be added to wiki as soon as they are available | |||
=== Advocacy and Outreach Committee Report (Keith - 2 Min)=== | === Advocacy and Outreach Committee Report (Keith - 2 Min)=== | ||
*[ Advocacy and Outreach Committee October 2022] | *[ Advocacy and Outreach Committee October 2022] | ||
* Verbal Report: | |||
** Committee has not met | |||
** Previously had advocated for candidates for Board positions | |||
** Keith and other members of AOC have handed off city contacts to ED. | |||
{{Motion | {{Motion | ||
|motion= To receive these reports as delivered above. | |motion= To receive these reports as delivered above. | ||
|first= | |first= Keith | ||
|second= | |second= John | ||
|yes= | |yes= | ||
|no= | |no= | ||
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=== Collective Bargaining Update - Andi (2 Min) === | === Collective Bargaining Update - Andi (2 Min) === | ||
* Negotiator has reached out to chief negotiator from CUPE | |||
* Choosing appropriate date | |||
* Will begin in 2023 | |||
* CUPE has been informed ED has been added to bargaining committee | |||
=== ED Recruitment Update - Andi (5 Min) === | === ED Recruitment Update - Andi (5 Min) === | ||
* ED has been hired, onboarded in October | |||
* Operational tasks are being transferred | |||
* Operational tasks still being undertaken by board members should be handed off | |||
=== AGM wrap up (Keith - 10 min) === | === AGM wrap up (Keith - 10 min) === | ||
* AGM Happened | |||
** Introduced ED | |||
** Presented financials | |||
** Presented budget | |||
** Elected 2023 Board | |||
** Lots of interest and questions for ED | |||
** Concern regarding outflow of money | |||
** Budget was not accepted by membership (overly optimistic, not developed with staff inclusion, not representative of where membership thinks society should go) | |||
** New budget being developed | |||
** Interest in board seats was high and warranted an election | |||
** AGM planning documents from this year and previous years available on google drive | |||
** AGM draft minutes are on google drive | |||
** Annual report draft on google drive | |||
== New Business == | == New Business == | ||
=== 2023 Budget - Andi (10 min) === | === 2023 Budget - Andi (10 min) === | ||
* Extraordinary that BE budget is presented and approved by full membership | |||
* As per our bylaws we can: | |||
** Can develop budget and present at Special General Meeting again | |||
** Can have new board and ED approve new budget before presenting to membership at SGM | |||
* (Andi) Latter option might make it easier to develop the budget | |||
* (Keith) AGM seemed to indicate that the membership would expect to be consulted, could change to board meeting if quorum isn’t met at general meeting | |||
* (Kelly) Response at AGM was that it would go back to a Special General Meeting; board consultation on budget would be valuable | |||
* (Andi) Options being looked at included significant change to balance budget in a couple of years, moderate change which would balance on a longer timeframe, and major scaling back; status quo is not a current option | |||
* (Keith) Are we at risk of looking at a long delay which would prevent making the necessary changes? | |||
* (Greg) Important to act quickly and determine strategic direction in consultation with board, membership, and staff; timeframes depend on actions taken (increasing revenue generally quicker than cutting costs) | |||
* (Kelly) Increasing revenue and soliciting donations should be prioritized | |||
* (Andi) Strategic direction will have to come from new board, earliest timeline would be after board retreat, likely December | |||
or January meeting; general meeting likely in January and held indoors | |||
=== Board vacancy for 2023 - Andi (10 min) === | === Board vacancy for 2023 - Andi (10 min) === | ||
* 2023 board has 11 out of 12 possible seats filled | |||
** Option 1 – leave vacant | |||
** Option 2 – 2023 board chooses to reach out to defeated candidates and elect to 1 year term at board meeting | |||
** Option 3 – Open call for nominations and board election for the full term ending Nov 2024 | |||
* Option 3 could be combined with general meeting for budget | |||
* Might still have ballot results from AGM, in case the board wants to use that as a metric to choose | |||
* (Jason - Guest, Board member for 2023) Suggests option 3 seems advisable | |||
* (Keith) 2023 board could reach out to anyone, regardless of nomination at AGM | |||
* (Matt/Keith/Stephen/Andi) 2022 board should not address the vacancy | |||
* (Andi/Max) Add vacancy to board retreat agenda | |||
* (Keith) Election results might have been representative of membership feelings toward current board | |||
* Conversation left open for 2023 Board to address as they see fit. | |||
=== 2023 Board Retreat - Maxine (10 min) === | === 2023 Board Retreat - Maxine (10 min) === | ||
* Board Retreat will be Nov 26/27 | |||
* Survey has been sent out, provide a good indication of agenda and help determine priorities | |||
* Discussions are underway to be able to incorporate staff input; could use the same survey the incoming board has received; staff has indicated desire for open forum with the board; could have a subset of continuing/new board members to meet with staff and be accountable for representing staff voices at the retreat (along with ED) | |||
* Discussions will occur regarding duties going forward vs the expanded board duties that had been undertaken | |||
* Schedule has been arranged to help stay on time | |||
* Standing committee elections will happen on Sunday | |||
* (Kelly and Greg) A mechanism would be beneficial to specifically consult with staff after the retreat and explain | |||
strategic direction with respect to their input | |||
* (Andi) Active involvement of the staff during ED recruitment was very valuable and provides a good basis for maintaining active staff involvement | |||
* (Keith) Board accountability is to the membership and generally would be expected to have the feedback for the | |||
board | |||
* (Greg) Agrees with accountability to membership; membership concerns seem aligned with staff positions | |||
* (Jason - guest, member of 2023 board) Makes sense from incoming board member perspective | |||
{{Motion | |||
|motion=Moves to identify continuing board members tonight (Kelly and potentially Maxine) and members elect via email after this meeting to meet with staff along with ED | |||
|first= Andi | |||
|second= Maxine | |||
|yes= | |||
|no= 0 | |||
|abstain= | |||
|result= Carried | |||
}} | |||
=== Maps Open Data project - Kelly (20 min) === | === Maps Open Data project - Kelly (20 min) === | ||
Code is available on github from Bike Ottawa to provide interactive maps (https://maps.bikeottawa.ca/) | |||
City of Edmonton open data can develop maps, interested in having Bike Edmonton host | |||
[https://www.meetup.com/edmontonunlimited/events/289269210/ Webinar] coming up for open data on November 30, Eugene has footage from riding with lots of views. Stress maps are theoretically done | |||
* (Matt) This seems like an ideally on-brand project for Bike Edmonton | |||
* (Maxine) Curious about rationale for city not hosting; could be leveraging existing relationships or volunteer hours, disentangling from politics or bureaucracy | |||
{{Motion | |||
|motion=That the ED investigate the feasibility of hosting a bike route-finding webservice and report back with relevant requirements at the December board meeting | |||
|first= Kelly | |||
|second= Stephen | |||
|yes= | |||
|no= 0 | |||
|abstain= | |||
|result= Carried | |||
}} | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i> with Greg Glatz as guest | |motion=To move <i>in camera</i> with Greg Glatz as guest | ||
|first= | |first= Matt | ||
|second= | |second= John | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To move out of <i>in camera</i> discussion. | |motion=To move out of <i>in camera</i> discussion. | ||
|first= | |first= John | ||
|second= | |second= Keith | ||
|yes= | |yes= | ||
|no= | |no= 0 | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion= To adjourn the meeting at | |motion= To adjourn the meeting at 9:05 pm. | ||
|first= | |first= Kelly | ||
|second= | |second= Maxine | ||
|yes= | |yes= | ||
|no= | |no= 1 (Keith) | ||
|abstain= | |abstain= | ||
|result= | |result= Carried | ||
}} | }} | ||