Board Minutes November 2023

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for November 2023

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

• Location: Google Meet
• Start Time: November 13, 2023 7pm

Please RSVP to board@bikeedmonton.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Kelly Granigan
• Minute-taker:
• Board attendance:
• Regrets: Alexandra
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7: PM

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:

Consent Agenda (5 min)

President's Report

• President's Report

Treasurer's Report

• September statement of financial position
• September detail profit and loss statement
• September comparative statement
• September notes to financial statements

H.R. Committee Report

• no meeting

Reports to be reviewed, not in the consent agenda

2021-2022 Financial Year Audit - Final Report

• Audit Final Report

Governance Committee Report

• Governance Report

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this November agenda, the October 2023 minutes, and reports as presented
Moved:
Seconded:

Aye	No	Abstain

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

• Everyone log your volunteer hours for the past month.
• Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
• Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
• Reminder of our Code of Conduct
• Reminder of conflict of interest policy

AGM Planning

• When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
• Pick timing based on financials timing
  • Review unlikely to be done
  • Schedule for Saturday Nov 18, 2-5pm
  • Schedule retreat for Nov 26
• Format - online
• Tasks
  • Chat moderator: Charlotte
  • Notify membership of date and location: Greg
  • make a meeting in the event calendar with link to Google Meet: Kelly
  • attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)
  • tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis
  • Running election: Andi
  • Presentations by ED, President, Treasurer
  • Annual Report Preparation
    • reports by president, ED
    • Financials and budget update
    • Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

Tasks to be completed this week before meeting:

• Set up election in election runner (just in case) - Andi
• Send out meeting link, agenda, annual report in advance of meeting - Kelly
• check RSVPs in advance for membership - Ceileigh, with help from staff

Budget - Propose Delay

• With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
• Not required to approve budget at a general meeting, the board may approve budget

New Business

CEBA Loan Letter

• Executive Director has signed CFIB petition to ask for extension to forgiveness period
• In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
• Letter to request extension

Retreat Planning and Organizing

• Volunteers to chair and plan retreat for Nov 26? Must be people remaining on the board for next term

• Alexandra willing to chair and plan with assistance from other remaining Board members.
  • Suggestion that Chris Chan be contacted to help onboard new board members: set-up their Google accounts prior to the retreat, give a brief description on how the Google drive is organized and the best ways to use it at the retreat, and a general briefing at the retreat on "how to be" a non-profit board member and what the responsibilities are, and a briefing on institutional knowledge of Bike Edmonton and how it came into creation.
  • Suggestion that Greg Glatz gives an operational run-down at the retreat how the shops work (hours, # of staff, # of volunteers, what services are offered, etc.), what "outside services" we do (rental of bike racks, etc.) and the current financial position of Bike Edmonton.

In Camera Session

MOTION

To move into in camera session with Dr. Greg Glatz as guest
Moved:
Seconded:

Aye	No	Abstain

• Dr. Greg Glatz, 1 item, 15 min

MOTION

To move out of in camera session
Moved:
Seconded:

Aye	No	Abstain

Adjourned at 8: