Board Minutes October 2019

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

Bike Edmonton Board Meeting Minutes for October 2019

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

• Date: Monday, October 7, 2019
• Location: TBD
• Start Time: 6:30pm

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: Helen
• Timekeeper:
• Minute-taker: Jasmine
• Food by: Jeremy
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by Jeremy at 6:36pm.

Logistics for Next Meeting

• Date: December 9, 2019
• Location: TBD
• Chair:
• Minute-taker:
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October 7 agenda, the September 2019 minutes, and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report - Jeremy

• President's Report

President's Report Discussion

Internal Affairs Committee Report - Ali

• Internal Affairs Workplan

IA Report Discussion

• Need to pick some dates to make progress on the OH&S front.
• Might need to dedicate a sub-committee for external volunteers to sit on
  • Molly to check records to determine if others are still interested

Treasurer's Report - Ali

• [ Treasurer's Report]

Program Review Committee Report

• Program Review Committee Workplan
• Bike Edmonton Programming Logic Model 2019

Discussion

• Finished everything on the workplan
• Aim to write a summary report on progress, with future steps (Helen)
• Will bring sample evaluation forms to the next board meeting for board to see

Revenue Committee Report

• Revenue Committee Workplan

Current and Completed Business

Bike Edmonton Yearly Calendar - (5 min)

• Bike Edmonton Year-at-a-Glance
• This calendar will serve as a tool to know what will be happening month-to-month in each year.
• When chairing a meeting, this is good to look at to know what to discuss at the meeting.

Deficit Reduction Plan

• Deficit Reduction Plan

Master Board Task List - Sarah (15 min)

• Link to Master List

Signage at BikeWorks North - Sarah (15 min)

• Little feedback from board members on the last email survey
• Determining best wording for the signage and colour combination
• Getting an awning and possibly sandwich boards

MOTION

To approve the awning logo with blue and light blue colour palette.
Moved:	Mark
Seconded:	Helen

Aye	No	Abstain
6	1	1
Carried

• Sandwich Boards
  • Same supplier as awning costs an extra $25.
  • Thought to go with supplier that Sarah has already built relationship with
  • Colours and design of the sandwich board for the north shop don't align well with south shop
  • Should see both designs side by side and vote on it.
  • Should decisions on designs be operational or board-driven?
  • Putting the sandwich board on the back burner for now

New Business

AGM To Do List - Jasmine (15 min)

• Reviewed and updated staff and board task list
• Need to figure out whether to use a screen or screen stand-in

Draft Budget Review - Chris (30 min)

• First tab of budget document is based on the second year - Previous year and adjustments
• Estimates in second tab from May-August
• There's an adjustments column, where you can project a % increase for the next financial year, and see what the budgetary impacts would be
• Some assumptions in the beige columns (AV onwards) can be set on (1) or off (0) to see the budgetary implications
• Board should review the budget and provide feedback before next board meeting

Year-end Board Survey - Jasmine (5 min)

• Survey to be sent out this month!

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

In Camera:

MOTION

To go in camera
Moved:	Mark
Seconded:	Helen

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the board meeting.
Moved:	Helen
Seconded:

Aye	No	Abstain