Board Minutes October 2021: Difference between revisions
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* '''Minute-taker:''' Andi | * '''Minute-taker:''' Andi | ||
* '''Food by:''' n/a | * '''Food by:''' n/a | ||
* '''Board attendance:''' Sarah R, Andi E, Michelle B, Roy C, Rachel K, Keith H | * '''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, | * '''Staff attendance:''' Mike Zuge, Chris Chan, Molly T, Coreen, | ||
* '''Regrets:''' Annya, Jarett | * '''Regrets:''' Annya, Jarett | ||
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{{Motion | {{Motion | ||
|motion=To approve this October 19 agenda. | |motion=To approve this October 19 agenda. | ||
|first= | |first= Roy | ||
|second= | |second= Rachel | ||
|yes= | |yes= 6 | ||
|no= 0 | |no= 0 | ||
|abstain= 0 | |abstain= 0 | ||
| Line 48: | Line 48: | ||
{{Motion | {{Motion | ||
|motion=To approve the [[Board Minutes September 2021|September 2021]] and the [[Board Minutes September 28 2021|September 28]] minutes. | |motion=To approve the [[Board Minutes September 2021|September 2021]] and the [[Board Minutes September 28 2021|September 28]] minutes. | ||
|first= | |first= Keith | ||
|second= | |second= Rachel | ||
|yes= | |yes= 6 | ||
|no= 0 | |no= 0 | ||
|abstain= 0 | |abstain= 0 | ||
| Line 59: | Line 59: | ||
=== President's Report - Sarah R. (2 mins) === | === President's Report - Sarah R. (2 mins) === | ||
* [ President's Report] | * [ President's Report] | ||
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 - Roy C. (2 mins) === | ||
* [Treasurer's Report] | * [Treasurer's Report] | ||
* Report deferred to the discussion of the 2022 Budget conversation later in the agenda | |||
=== Executive Committee Report - Sarah R. (1 min) === | === Executive Committee Report - Sarah R. (1 min) === | ||
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=== HR Committee Report - Sarah R. (1 min) === | === HR Committee Report - Sarah R. (1 min) === | ||
* [ HR Committee Report] | * [ 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 - Roy C. (2 min) === | ||
* [ Governance Committee Report] | * [ Governance Committee Report] | ||
** Committee has not met. | |||
** waiting on feedback from ACSN | |||
=== Executive Direct Report - Chris C. (5 min) === | === Executive Direct Report - Chris C. (5 min) === | ||
* [ Executive Director Report] | * [ 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 === | === Approval of Reports === | ||
{{Motion | {{Motion | ||
|motion=To approve the reports as presented above. | |motion=To approve the reports as presented above. | ||
|first= | |first= Keith | ||
|second= | |second= Rachel | ||
|yes= | |yes= 6 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
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* Mural installation happened, however, there was a slight issue with the installation that we are working on getting resolved | * Mural installation happened, however, there was a slight issue with the installation that we are working on getting resolved | ||
Discussion notes: | 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)=== | === AGM Planning - Sarah R. (5 min)=== | ||
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* The Bylaws were not updated in time for the required 21-day notice to the Membership | * The Bylaws were not updated in time for the required 21-day notice to the Membership | ||
Discussion notes: | 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)=== | === Board Year-End Assessment - Sarah R. (2 min)=== | ||
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=== Update on Progress of Membership Drive - Chris C. (2 min)=== | === Update on Progress of Membership Drive - Chris C. (2 min)=== | ||
* | * No updates | ||
=== Promo Video Update - 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 == | == New Business == | ||
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* | * | ||
Discussion notes: | Discussion notes: | ||
* | *Mike and Chris will get things sorted out between themselves. Sarah offered her support as needed | ||
=== FY2022 Budget - Roy C. (5 min)=== | === FY2022 Budget - Roy C. (5 min)=== | ||
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{{Motion | {{Motion | ||
|motion= To | |motion= To recommend the FY2022 Budget as presented above to the membership at the AGM on 7 Nov 2021. | ||
|first= | |first= Roy | ||
|second= | |second= Andi | ||
|yes= | |yes= 7 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Matt | ||
|second= | |second= Rachel | ||
|yes= | |yes= 6 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
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{{Motion | {{Motion | ||
|motion=To move <i>out of camera</i> discussion. | |motion=To move <i>out of camera</i> discussion. | ||
|first= | |first= Keith | ||
|second= | |second= Matt | ||
|yes= | |yes= 5 | ||
|no= | |no= 0 | ||
|abstain= | |abstain= 0 | ||
|result= | |result= Carried | ||
}} | }} | ||
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== Adjournment == | == Adjournment == | ||
Meeting adjourned by Sarah at | Meeting adjourned by Sarah at 9:51 pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2020-2021 Board minutes]] | [[Category:2020-2021 Board minutes]] | ||