These minutes were approved at the December 2020 Board Meeting.
Bike Edmonton Board Meeting Minutes for October 2020
Board meetings are open to Bike Edmonton members and the public.
- Date: Monday, October 12, 2020
- Location: Zoom (Meeting ID: 633 422 4718, Edmonton Local number: +1 587 328 1099)
- 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: Jeremy
- Minute-taker: Sarah
- Food by: n/a
- Board attendance: Jeremy, Matt, Mike, Rachel, Sarah, Husam, Keith, Jarret, Roy, Ken
- Staff attendance: Chris Chan, Molly, Coreen
- Regrets: Jasmine
- Absent: Annya
- Guests:
Call to Order
- Meeting called to order by ____Jeremy____ at ___7:15_____pm.
Welcome to New Board - ALL BOARD (15 min)
- New board members Ken, Roy, Jarret, and Keith introduced themselves
- Current board members introduced themselves and welcomed new board members
Logistics for Next Meeting
- Date: Board Retreat - Nov 7, 8
- Location: Kinsmen Clubhouse TBC
- Chair: Jeremy
- Minute-taker: Annya
- Food by:
Approval of Agenda, Minutes, Reports (5 min)
MOTION
| To approve this October 12 agenda, the September 2020 minutes, and reports as presented below.
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| Moved:
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Rachel
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| Seconded:
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Matt
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| Aye
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No
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Abstain
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| All
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| Carried
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New Business
Casino - Molly (10 min)
- Only one manager is allowed; this will be Molly
- Our casino has been bumped up by a quarter to Jan 1 -2, 2021
- There are changes compared to previous years including, slot machines will be open and the tables will be closed. This is very likely to result in a decrease in the revenues raised
- We are required to hire an advisor by AGLC
- Casino will be held at the Starlight Casino in West Edmonton Mall
- Using a very optimistic prediction of pulling in $60,000 from this casino would translate to approximately an additional $10,000 revenue in for the FY 2021 Budget
What is the Best Approach for New Board Members to Introduce Themselves in the Shops? - Keith & Molly (10 min)
- Any board members interested in seeing the shops will need to book in with the respective shop manager or Molly to ensure COVID-19 limits are being maintained
- Outdoor events are open to attend (there is a Spoke outdoor ride event coming up)
- The Women, Trans, Non-Binary program is currently not running as all visits to the shops currently are on an appointment basis only. Note: that the WTNB program is closed to cis-gender men indefinitely to provide a safe space for those who identify as WTNB
- Mike Sacha suggested the possibility of booking in shop tours for outside of operational shop hours and Coreen confirmed that this could definitely work provided the tour would be for a few board members and not just one person
Staff/Operations Update - ALL STAFF (10 min)
- The Annual Report has been updated but it is still in draft form. Chris will have it finalized soon
- New board members all have access to their bike edmonton email accounts
- Chris is still waiting on the September financials from the bookkeepers, he hopes to have them by the end of the week. However, he updated us on the shop revenues for September, which were $19,000 with total revenues at $35,000. The shop revenues compared to last year without the wage subsidy are up 25% and with the wage subsidy they are up by $5,500
- Molly updated the board on our partnership with Ever Active Schools (includes both the Public and Catholic School Boards) - Two clinics were successfully run this fall bringing in $600. Molly is currently working on developing a winter program for PD (professional development) days, which should bring in $300 with a portion of that being paid as an honouraium to the bike mechanic who runs the program
- Molly is currently working on grant application with the Tomorrow Foundation. The grant is the Government of Canada's Climate Action and Awareness Fund, which could potentially award us with $100,000. The program being proposed for this grant application would see 100 bikes donated to low-income participants including all necessary resources to help them overcome barriers to choosing cycling as a mode of transportation. There is possibly an opportunity to partner with Sports Central for this program. Sports Central offers sports equipment to children from low-income families
- Coreen mentioned that our current shop revenue for October is higher than all of October 2019
Election of Executive - ALL BOARD (10 min)
- Jeremy and Chris discovered that our current bylaws are contradictory. Chris explained to the board the contradiction and it was decided that the election will be held at the upcoming Board Retreat
MOTION
| To postpone the Election of the Executive until the Board Retreat on Nov 8, 2020
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| Moved:
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Matt
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| All
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| Carried
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Confirmation of Retreat Details - ALL BOARD (15 min)
- The retreat will be held at the Kinsmen Clubhouse with the ability for board members to attend virtually
- The Clubhouse should be large enough to allow for proper social distancing and is equipped with a projector and a screen
- The retreat will be held in the mornings of Nov 7 & 8 with the exact times TBD
In Camera:
MOTION
| To go in camera
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| Moved:
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Jeremy
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| Seconded:
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Mike
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| Aye
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No
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Abstain
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| All
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| Carried
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MOTION
| To go out of camera
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| Moved:
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Matt
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| Seconded:
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Rachel
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| Aye
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No
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Abstain
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| All
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| Carried
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Adjournment
MOTION
| To adjourn the meeting.
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| Moved:
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Sarah
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| Seconded:
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Matt
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| Aye
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No
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Abstain
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| All
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| Carried
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