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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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== Attendance ==
== Attendance ==
* Meeting Chair: Sarah R.
* '''Meeting Chair:''' Sarah R
* Minute-taker: Andi E.
* Food by: N/A
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:
 
== Call to Order ==
* Meeting called to order by    at    pm.
 
== Logistics for Next Meeting ==
* Date:
* Location:
* Chair:
* Minute-taker:
* Food by:
 
 
== Approval of Agenda, Minutes, Reports (5 min) ==
 
=== President's Report ===
*[President's Report (Month) (Year)]
 
=== Treasurer's Report ===
*[Treasurer's Report (Month) (Year)]
 
=== Executive Director's Report ===
*[https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]
 
=== H.R. Committee Report ===
*[H.R. Committee Report (Month) (Year)]
 
=== Governance Committee Report ===
*[Governance Committee Report (Month) (Year)]
 
=== Volunteer Committee Report ===
*[Volunteer Committee Report (Month) (Year)]
 
{{Motion
  |motion=To approve this September agenda, the [[Board Minutes July 2021|July 19 2021 minutes]], and reports as presented above.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
== Current & Completed Business ==
 
=== Updates on Action Items From Previous Meeting (5 min)===
 
 
=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**
 
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
 
=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**
 
 
== New Business ==
 
=== New Business Item 1 (__ 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:
**
**
 
 
 
== <i>In Camera</i> Session ==
{{Motion
  |motion=To move <i>in camera</i>.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
 
{{Motion
  |motion=To move out of camera]</i> discussion.
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
== Board Volunteer Hour Tracking - ALL BOARD (2 min) ==
* [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing Board Volunteer Hour Tracking Sheet]
 
 
'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''
 
== Bike Edmonton Board Meeting Minutes for July 19, 2021 ==
 
Board meetings are open to Bike Edmonton members and the public.
 
* Date: Monday, July 19, 2021
* 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
 
Please email [mailto:board@bikeedmonton.ca 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:''' Sarah
* '''Minute-taker:''' Andi E
* '''Minute-taker:''' Andi E
* '''Food by:''' n/a
* '''Food by:''' n/a
* '''Board attendance:''' Jarret S; Michelle B; Roy C; Rachel K; Sarah R; Matt H; Andi E; Sarah R
* '''Board attendance:''' Rachel K; Jarrett S; Michelle B; Matthew H; Keith H; Roy C; Sarah R
* '''Staff attendance:''' Chris C; Coreen; Molly T; Vaughn H 
* '''Staff attendance:''' Chris C; Molly T  
* '''Regrets:''' Annya; Keith H
* '''Regrets:''' Annya
* '''Absent:'''  
* '''Absent:'''  
* '''Guests:'''
* '''Guests:'''
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== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: Monday, August 23, 2021
* Date: Tuesday, 19 October 2021
* Location: In person (TBD); Google Meet option
* Location: Google Meet
* Chair: Sarah
* Chair: Sarah
* Minute-taker: Andi
* Minute-taker: Andi
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== Announcements ==
== Announcements ==
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* Remember to record your [https://docs.google.com/spreadsheets/d/1aPaHads5VQjQ0fWiR0ir888L5a4D2csIIJY09rOWUEE/edit?usp=sharing volunteer hours!]
* [https://mailchi.mp/ecvo/finally-a-finance-training-program-specifically-for-nonprofit-leaders?e=7caf63e21b ECVO Finance Masterclass for Nonprofit Leaders]
* The 2021 AGM will be held virtually on Sunday, November 7, 2021 from 1pm - 3pm


== Approval of Agenda ==
== Approval of Agenda ==
{{Motion
{{Motion
   |motion=To approve this July 19 agenda.
   |motion=To approve this September 21 agenda.
   |first= Roy
   |first= Roy C
   |second= Matt
   |second= Rachel
   |yes= 8
   |yes= 8
   |no= 0
   |no= 0
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== Approval of Last Meeting's Minutes ==
== Approval of Last Meeting's Minutes ==
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes June 2021|June 2021]] minutes and the [[Board Minutes July 06 2021|July 6 2021]] minutes.
   |motion=To approve the [[Board Minutes July 2021|July 19 2021]] minutes.
   |first= Rachel
   |first= Matt
   |second= Matt
   |second= Michelle
   |yes= 8
   |yes= 8
   |no= 0
   |no= 0
   |abstain= 0  
   |abstain= 0
   |result= Carried
   |result= Carried
}}
}}
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== Reports ==
== Reports ==
=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/13t36yX0jUZ-6r4JB7gheJ6yJ_YYCOjlp/view?usp=sharing President's Report]
* [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 - Roy C. (2 mins) ===
=== Treasurer's Report - Roy C. (2 mins) ===
* [ Treasurer's Report]
* [Treasurer's Report]
* Due to ongoing need for additional time to prepare financials, starting in August 2021, we will start presenting the financials from the month two months previous. i.e.: In August, we will present the complete June Financials; In Sept, present July Financials; etc.
* [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 Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1F-krb70HgyooOTh9dCPDInYq54kWsdAf/view?usp=sharing Executive Committee Report]
* Nothing to report - the Executive Committee has not officially met since its last meeting in July 2021


=== HR Committee Report - Sarah R. (1 min) ===
=== HR Committee Report - Sarah R. (1 min) ===
* [https://drive.google.com/file/d/1IjK_a0yg3x0N2xT912jiimgo8zxDBezS/view?usp=sharing HR Committee Report]
* [https://docs.google.com/document/d/1Mc0arP1xDBJNvMrspbSWsSZ17kEcE9ZEJO3ryUkqcDU/edit?usp=sharing HR Committee Report]


=== Governance Committee Report - Roy C. (2 min) ===
=== Governance Committee Report - Roy C. (2 min) ===
* [ Governance Committee Report]
* [ 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) ===
=== Executive Direct Report - Chris C. (5 min) ===
* [https://docs.google.com/document/d/1iynatj0qUxcOZwY-0CsQpIy_MZTxYbBdC70xYaN790A/edit Executive Director Report]
* [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 ===
=== Approval of Reports ===
* Reports were approved, however, the mover and seconder were not recorded.
{{Motion
{{Motion
   |motion=To approve the President's, Treasurer's, Executive Committee, HR Committee, Governance Committee, Volunteer Committee, and Executive Director's reports as presented above.
   |motion=To approve the reports as presented above.
   |first= Matt
   |first=  
   |second= Roy
   |second=  
   |yes= 8
   |yes=  
   |no= 0
   |no=  
   |abstain= 0
   |abstain=  
   |result= Carried
   |result=  
}}
}}


== Current & Completed Business ==
== Current & Completed Business ==
=== Action Item Follow Up ===
 
=== Updates on Action Items From Previous Meeting (5 min)===
* Posting Board Intros to the website is still pending
* Posting Board Intros to the website is still pending
==== Bikes and Animals Social Media Campaign ====
==== Bikes and Animals Social Media Campaign ====
* Further discussion still needed with Chris  
* Further discussion still needed with Chris  
==== Plan to Sell Bikes from the Downtown Shop ====
* Board met with Chris on July 6, 2021 and a plan was discussed and minuted in that meeting
=== HR Consultation with ACSN - Sarah R. (2 min) ===
* The HR Committee has a final meeting with Bill Clark scheduled for July 27 to wrap up work on the organization mind map
* Al McCalder has found two volunteer consultants who are willing to help us with our bylaws and policies review and update, however, the aren't available until September 2021. This may be too tight of a timeline as the AGM usually happens in October and we'd need to circulate any Bylaw amendments to the membership. Thoughts?
=== Renewal with Seniuk - Chris C. (2 min) ===
* Chris to provide an update
** Seniuk is requesting a 25% increase to their rates. This is in negotiations.


=== Downtown Shop Mural - Sarah R. (5 min) ===
=== Downtown Shop Mural - Sarah R. (5 min) ===
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* [https://docs.google.com/document/d/194IRqrNrif8pqe28AlDCno8JJjpnnhqxfsCtIo8S13w/edit?usp=sharing Mural Fundraising Plan]
* Mural installation has been scheduled
* 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= 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= Roy
  |second= Matt
  |yes= 7
  |no= 0
  |abstain= 0
  |result= Carried
}}


=== Executive Director Recruitment (5 min)===
*
* Discussion notes:
** As noted in the President's report
**
== New Business ==


=== Promo video (5 min)===
*
* Promo video being filmed at the DT shop.
** Chris is seeking more volunteers for Wednesday this week.


== In Camera ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To go in camera
   |motion=To move <i>in camera</i>.
   |first=  
   |first= Matt
   |second=  
   |second= Roy
   |yes=  
   |yes= 7
   |no=  
   |no=
   |abstain=  
   |abstain=
   |result= Carried
   |result= Carried  
}}
}}


{{Motion
{{Motion
   |motion=To go out of camera
   |motion=To move <i>out of camera</i> discussion.
   |first=  
   |first= Matt
   |second=  
   |second= Keith
   |yes=  
   |yes= 7
   |no=  
   |no= 0
   |abstain=
   |abstain=
   |result= Carried
   |result= Carried
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== Adjournment ==
== Adjournment ==
Meeting adjourned by Sarah at pm
Meeting adjourned by Sarah at 8:48 pm




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