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Board Minutes September 2021: Difference between revisions

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Board Minutes September 2021 (view source)

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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''


== Bike Edmonton Board Meeting Minutes for September 21 2021 ==
== Bike Edmonton Board Meeting Minutes for September 21, 2021 ==


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


* Location: Google Meets
* Location: [https://meet.google.com/qhz-qnor-riv Google Meet] To join by phone instead, dial ‪(CA) +1 778-732-6177‬ and enter this PIN: ‪‪387 835 066‬#
* Start Time: 7:00pm
* Start Time: 7:00pm


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== Attendance ==
== Attendance ==
* Meeting Chair:
* '''Meeting Chair:''' Sarah R
* Minute-taker:
* '''Minute-taker:''' Andi E
* Food by:
* '''Food by:''' n/a
* Board attendance:
* '''Board attendance:''' Rachel K; Jarrett S; Michelle B; Matthew H; Keith H; Roy C; Sarah R
* Staff attendance:
* '''Staff attendance:''' Chris C; Molly T
* Regrets:
* '''Regrets:''' Annya
* Absent:
* '''Absent:'''
* Guests:
* '''Guests:'''


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Sarah at 7:09 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: Tuesday, 19 October 2021
* Location:  
* Location: Google Meet
* Chair:
* Chair: Sarah
* Minute-taker:
* Minute-taker: Andi
* Food by:
* Food by: n/a


== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* The 2021 AGM will be held virtually on Sunday, November 7, 2021 from 1pm - 3pm


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda ==
{{Motion
  |motion=To approve this September 21 agenda.
  |first= Roy C
  |second= Rachel
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}
 
== Approval of Last Meeting's Minutes ==
{{Motion
  |motion=To approve the [[Board Minutes July 2021|July 19 2021]] minutes.
  |first= Matt
  |second= Michelle
  |yes= 8
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== President's Report ===
== Reports ==
*[President's Report (Month) (Year)]  
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/1iAmUiM_ndsasSaakYUYINusUIcI0y2hR/view?usp=sharing President's Report]
* added: dealt with a minor customer complaint; resolved with a visit to the DT shop.


=== Treasurer's Report ===
=== Treasurer's Report - Roy C. (2 mins) ===
*[Treasurer's Report (Month) (Year)]  
* [Treasurer's Report]
* [https://drive.google.com/file/d/1OqSzTwWZpvJ0CuMvF_9UMyYLmiI4Ejqb/view?usp=sharing Seniuk & Company July 2021 Report]
* got the report today from the accountants
* Please direct questions to Chris at this time, as he has had more time to review


=== Executive Director's Report ===
=== Executive Committee Report - Sarah R. (1 min) ===
*[https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]
* Nothing to report - the Executive Committee has not officially met since its last meeting in July 2021


=== H.R. Committee Report ===
=== HR Committee Report - Sarah R. (1 min) ===
*[H.R. Committee Report (Month) (Year)]
* [https://docs.google.com/document/d/1Mc0arP1xDBJNvMrspbSWsSZ17kEcE9ZEJO3ryUkqcDU/edit?usp=sharing HR Committee Report]


=== Governance Committee Report ===
=== Governance Committee Report - Roy C. (2 min) ===
*[Governance Committee Report (Month) (Year)]
* [ Governance Committee Report]
* In Communication with ACSN regarding our Bylaws and Policies. Nancy has some suggestions. The goal is to have Bylaws draft updated prior to the AGM on Nov 7. Deadline for this is Oct 16.


=== Volunteer Committee Report ===
=== Executive Direct Report - Chris C. (5 min) ===
*[Volunteer Committee Report (Month) (Year)]
* [https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]
* Fully Vaccinated volunteers are needed for the Casino night on Sept 26 and 27
** Sunday Day and Monday evening shifts available
** Please contact Chris if available.
* Discussion about projected budget deficit for F2022
** Roy has suggested to move to Exec Committee for further discussion


=== Approval of Reports ===
* Reports were approved, however, the mover and seconder were not recorded.
{{Motion
{{Motion
   |motion=To approve this September agenda, the [[Board Minutes July 2021|July 19 2021 minutes]], and reports as presented above.
   |motion=To approve the reports as presented above.
   |first=
   |first=  
   |second=
   |second=  
   |yes=
   |yes=  
   |no=
   |no=  
   |abstain=
   |abstain=  
   |result=
   |result=  
}}
}}


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=== Updates on Action Items From Previous Meeting (5 min)===
=== Updates on Action Items From Previous Meeting (5 min)===
* Posting Board Intros to the website is still pending


==== Bikes and Animals Social Media Campaign ====
* Further discussion still needed with Chris


=== Business Item 1 (__ min)===
=== Downtown Shop Mural - Sarah R. (5 min) ===
*
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Mural installation has been scheduled
* Discussion notes:
* Discussion notes:
** Executive Committee to finalize formal ask for small business
** Exec Committee will also finalize process for public participation in the inclusion in the mural (donation and/or volunteering)
**
**
**
 
=== AGM Planning (5 min)===
*
* Discussion notes: Committee has met. Proposed date to board members.
** Date: Nov 7; Virtual
** Sarah will meet with Chris for institutional knowledge and how to translate to the virtual format
* Board vacancies:
** Annya has missed a number of consecutive meetings, but her term is up on November 30, 2021
** Ken has formally resigned his position for the end of August 2021, as he has moved out of province.


{{Motion
{{Motion
   |motion=
   |motion= The board moves to have the Executive Director notify the membership of the AGM (date of 7 November 2021) and time (1pm-3pm) via electronic newsletter no later than 24 October 2021.
   |first=
   |first= Roy
   |second=
   |second= Matt
   |yes=
   |yes= 7
   |no=
   |no= 0
   |abstain=
   |abstain= 0
   |result=
   |result= Carried
}}
}}


* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Executive Director Recruitment (5 min)===
 
=== Business Item 2 (__ min)===
*
*
* Discussion notes:
* Discussion notes:
**
** As noted in the President's report
**
**


== New Business ==
== New Business ==


=== New Business Item 1 (__ min)===
=== Promo video (5 min)===
*
* Discussion notes:
**
**
 
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
=== New Business Item 2 (__ min)===
*
*
* Discussion notes:
* Promo video being filmed at the DT shop.
**
** Chris is seeking more volunteers for Wednesday this week.
**
 
 


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To move <i>in camera</i>.
   |motion=To move <i>in camera</i>.
   |first=
   |first= Matt
   |second=
   |second= Roy
   |yes=
   |yes= 7
   |no=
   |no=
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}
* Please list how long you believe your topic will take to discuss:
 
** Name (___ min)
** Name (___ min)


{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move <i>out of camera</i> discussion.
   |first=
   |first= Matt
   |second=
   |second= Keith
   |yes=
   |yes= 7
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=
   |result= Carried
}}
}}


== Board Volunteer Hour Tracking - ALL BOARD (1 min) ==
* [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing Board Volunteer Hour Tracking Sheet]


== Adjournment ==
== Adjournment ==
{{Motion
Meeting adjourned by Sarah at 8:48 pm
  |motion=To adjourn the meeting at __pm.
 
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2020-2021 Board minutes]]
[[Category:2020-2021 Board minutes]]
Sarah.rebryna
401

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