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: South Academic Building (SAB) 1-36
• 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: Jeremy
• Timekeeper:
• Minute-taker: Jasmine
• Food by: Jeremy
• Board attendance: Nancy, Mark, Sarah, Mike S.,
• Staff attendance: Chris
• Regrets: Molly, Mike W., Helen
• Absent:
• Guests: Talha, Chris Chan (Non-Profit Board Intern)

Call to Order

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

Logistics for Next Meeting

• Date: November 3, 2019 (AGM)
• Location: Ritchie Hall
• MC: Mike S.
• Minute-Taker: Jeremy (or Sarah)

• Date: December Retreat? (Determine logistics at AGM mini board meeting)
• Location:
• 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:	Nancy
Seconded:	Sarah

Aye	No	Abstain
5	0	0
Carried

President's Report - Jeremy

• President's Report

President's Report Discussion

• Verbal update in place of a physical report
• Helping new bookkeeper settle into role, connecting with outgoing bookkeeper
• Taking over some of the treasurer's role (i.e., approving expenses)
• Confirming AGM location - uncertain whether the hall is suitable for the AGM
• Require process to update the budget, but don't have another meeting between now and AGM
  • Will need board members to review the budget once a draft one is created.

Internal Affairs Committee Report - Ali

• Internal Affairs Workplan

IA Report Discussion

• Not much to report on this front.
• Had planned a review of the grant process (which we've applied for, which we could apply for)
• Could make any recommendations re: how to structure committees
  • When there's a goal-based committee, run into constraints within the organization, that could strongly impact the work of the committee, compared to a subject-based committee

Treasurer's Report - Ali

• [ Treasurer's Report]

Program Review Committee Report

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

Discussion

• Wondering if there's a way to operationalize the recommendations of the Program Review Committee (in the annual report).
  • There's an evaluation tool that's been shared with staff, and will be piloted on one program to begin.

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

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

Non-Profit Board Intern Introduction - Sarah (10 min)

• Chris Chan will be interning with the Bike Edmonton Board under the Non-Profit Board Internship
• NPBI timeline - Chris will attend meetings, and his project should be no more than 20 hours
  • Project can be determined no later than January - don't need to rush into a project
• Chris is a 6th year student in Bio major, history minor

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:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the board meeting.
Moved:
Seconded:

Aye	No	Abstain