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 19, 2021
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet To join by phone instead, dial (CA) +1 778-732-6177 and enter this PIN: 387 835 066#
- Start Time: 7:00pm
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: Sarah R
- Minute-taker: Andi
- Food by: n/a
- Board attendance: Sarah R, Andi E, Michelle B, Roy C, Rachel K, Keith H, Matt H (Late arrival)
- Staff attendance: Mike Zuge, Chris Chan, Molly T, Coreen,
- Regrets: Annya, Jarett
- Absent:
- Guests:
Call to Order
- Meeting called to order by Sarah at 7:14 pm.
Logistics for Next Meeting
- Date: 15 Nov 2021
- Location: Google Meet
- Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
Announcements
- Remember to record your volunteer hours!
- The 2021 AGM will be held virtually on Sunday, November 7, 2021 from 1pm - 3pm
Approval of Agenda
MOTION
| To approve this October 19 agenda.
|
|
| Moved:
|
Roy
|
| Seconded:
|
Rachel
|
| Aye
|
No
|
Abstain
|
| 6
|
0
|
0
|
|
| Carried
|
Approval of Last Meeting's Minutes
| Aye
|
No
|
Abstain
|
| 6
|
0
|
0
|
|
| Carried
|
Reports
President's Report - Sarah R. (2 mins)
Verbal Report:
- most of the last month has been spent with the HR committee finalizing the Exec Dir recruitment, culminating in the hiring of Mike Zuge (who is present this evening).
- Mike signed on as our new Exec Director effective 18 Oct 2021
- Met with Nancy McCalder from ACSN re: Bylaws. We did not make deadline for Bylaw change at AGM. If necessary, we can hold a special meeting to approve Bylaw changes or wait until next year's AGM
- Nancy and Jeff from ACSN will review our bylaws and policies.
- Assisted with Volunteer appreciation recognition certificates for volunteers with >100hrs in the last 18 mos
Treasurer's Report - Roy C. (2 mins)
- [Treasurer's Report]
- Report deferred to the discussion of the 2022 Budget conversation later in the agenda
Executive Committee Report - Sarah R. (1 min)
HR Committee Report - Sarah R. (1 min)
- [ HR Committee Report]
- We hired a new ED!
- Next goals are working with Mike and Chris re: terms of transition and possibility of Chris staying on as an employee of Bike Edmonton.
- Next HR Committee Meeting Monday, 25 Oct 2021, 7pm, Google Meets. Mike will be there as a guest
Governance Committee Report - Roy C. (2 min)
- [ Governance Committee Report]
- Committee has not met.
- waiting on feedback from ACSN
Executive Direct Report - Chris C. (5 min)
- [ Executive Director Report]
- Verbal Report:
- Finishing up the bookkeeping for Sept; sent to bookkeepers.
- Will include late deposits that were received in August and July, so these funds will need to be amended.
- Shops are winding down a bit as summer is over
- South Shop is still pretty full; Revenue has been fairly steady
- Hired South Shop Asst mgr: Brittany; with us until 7 Jan 2022 as a Canada Summer Job grant fund. Looking to possibly keep her on afterwards.
- Volunteer Appreciation Party last Friday
- Catered by Northern Chicken; everyone was very happy
- Bike Builders are working steady hours and teaching courses that have been filling up
- Bike Sales numbers for Sept not currently available
- More bikes were available in Sept, and more bikes sold. Bikes continue to sell.
- Sidewalk sale at Downtown shop
- Not as successful as we would have liked, but still relatively well received
- made about $500; did not sell as much stuff as we would have liked
- really a trial run to see what the interest would be; we will likely recommend something for the future
- Events: SUTS final concert; Taste of Edmonton street festival; Last Boyle Street Tuneup; No Ever-Active courses for kids, as kids were back to school in Sept; Courses: 3 in Sept, 14 Participants; one Rack sale; Drone shoot;
- Casino night: We don't know yet what we will make from the Casino. This is pooled from all casinos across the province. It will likely be less than what we have made in the past.
- Casinos may change in the future, it may be up to 3 years out; We have a good relationship and reputation with AGLC. As soon as we know, Molly will report to the board.
- AGM Notice has gone out
- We are currently verifying membership via RSVP
- We are now "Bike Edmonton" on Facebook!
- Name was changed from Edmonton Bicycle Commuter Society in 2018
- This has been a process over the last three and a half years
- It was not due to not trying. And it finally worked!
- Municipal Election last night
Approval of Reports
MOTION
| To approve the reports as presented above.
|
|
| Moved:
|
Keith
|
| Seconded:
|
Rachel
|
| Aye
|
No
|
Abstain
|
| 6
|
0
|
0
|
|
| Carried
|
Current & Completed Business
Updates on Action Items From Previous Meeting (1 min)
- Posting Board Intros to the website is still pending
Bikes and Animals Social Media Campaign (1 min)
- Further discussion still needed with Chris
Executive Director Recruitment (1 min)
- This is now complete. A warm welcome to Mike Züge as the new Executive Director of Bike Edmonton!
Downtown Shop Mural - Sarah R. (5 min)
- Mural Fundraiser
- Mural installation happened, however, there was a slight issue with the installation that we are working on getting resolved
Discussion notes:
- Artist has been paid in full
- Sarah is currently working on the project document so that this can be used for donation solicitation purposes.
- We are currently going through the list of volunteers with qualifying hours to start getting volunteer names on to the mural
AGM Planning - Sarah R. (5 min)
- At least one more meeting needs to be scheduled with the AGM Planning Committee before the AGM
- The Bylaws were not updated in time for the required 21-day notice to the Membership
Discussion notes:
- We do need at least one more meeting before the AGM
- There will be a contingency plan for those who lack the tech or skills to attend virtually
Board Year-End Assessment - Sarah R. (2 min)
Update on Progress of Membership Drive - Chris C. (2 min)
Promo Video Update - Chris C. (2 min)
- Promo shoot went well
- Michael, the volunteer who shot the video with his drone, sent the video to Chris, however, Chris does not currently have a computer that is capable of viewing the video, which is in an ultra-HD format
- Chris feels the video shoot was successful in capturing his vision for the project
New Business
Onboarding and Orientation of Mike to the Executive Director Role - Sarah R. (5 min)
Discussion notes:
- Mike and Chris will get things sorted out between themselves. Sarah offered her support as needed
FY2022 Budget - Roy C. (5 min)
MOTION
| To recommend the FY2022 Budget as presented above to the membership at the AGM on 7 Nov 2021.
|
|
| Moved:
|
Roy
|
| Seconded:
|
Andi
|
| Aye
|
No
|
Abstain
|
| 7
|
0
|
0
|
|
| Carried
|
In Camera Session
MOTION
| To move in camera.
|
|
| Moved:
|
Matt
|
| Seconded:
|
Rachel
|
| Aye
|
No
|
Abstain
|
| 6
|
0
|
0
|
|
| Carried
|
MOTION
| To move out of camera discussion.
|
|
| Moved:
|
Keith
|
| Seconded:
|
Matt
|
| Aye
|
No
|
Abstain
|
| 5
|
0
|
0
|
|
| Carried
|
Board Volunteer Hour Tracking - ALL BOARD (1 min)
Adjournment
Meeting adjourned by Sarah at 9:51 pm