Board Minutes October 2023

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 2023

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

• Location: Google Meet
• Start Time: October 10, 2023 7pm

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: Kelly Granigan
• Minute-taker:
• Board attendance:
• Staff attendance:
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7: PM

Logistics for Next Meeting

• Date: November 13, 2023, 7pm
• Location: Google Meets
• Chair:
• Minute-taker:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this October agenda, the September 2023 minutes, and reports as presented
Moved:
Seconded:

Aye	No	Abstain

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

• Everyone log your volunteer hours for the past month.
• Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
• Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
• Reminder of our Code of Conduct
• Reminder of conflict of interest policy

Audit (10 mins)

• Draft Report received
• Auditor has shared results and made recommendations
• Finance committee is going to request the Auditor to attend the next meeting to clarify some points (with John and Robin in attendance). Some points are unclear.

= Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)

AGM Planning

• When is audit anticipated to be finalized? When is review of 2022-2023 financials expected to be complete?
• Pick timing based on financials timing
• Format - propose online to account for cold weather expected
• Tasks:
  • Notify membership of date and location
  • make a meeting in the event calendar with link to Google Meet
  • attendance/RSVPs, confirmation of membership - can Chris do this? We struggled with this in March
  • tech assistance for attendees, like helping people find how to call in if they don't have a computer
  • Running election
  • Presentations by ED, President, Treasurer
  • Annual Report Preparation
    • Pieces by president, ED
    • Financials and budget
    • Gratitude Report - Alexandra with assistance from Marcel, Robin, Greg

New Business

Meeting ended at

In Camera Session

MOTION

To move into in camera session
Moved:
Seconded:

Aye	No	Abstain

• HR/Exec Committee 1 item

MOTION

To move out of in camera session
Moved:
Seconded:

Aye	No	Abstain

A motion will follow in-camera session