Board Minutes September 2021: Difference between revisions

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== Call to Order ==
== Call to Order ==
* Meeting called to order by Sarah 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: Google Meet
* Location: Google Meet
* Chair: Sarah
* Chair: Sarah
* Minute-taker:  
* Minute-taker: Andi
* Food by: n/a
* Food by: n/a


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{{Motion
{{Motion
   |motion=To approve this September 21 agenda.
   |motion=To approve this September 21 agenda.
   |first=  
   |first= Roy C
   |second=  
   |second= Rachel
   |yes=  
   |yes= 8
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


Line 48: Line 48:
{{Motion
{{Motion
   |motion=To approve the [[Board Minutes July 2021|July 19 2021]] minutes.
   |motion=To approve the [[Board Minutes July 2021|July 19 2021]] minutes.
   |first=  
   |first= Matt
   |second=  
   |second= Michelle
   |yes=  
   |yes= 8
   |no=  
   |no= 0
   |abstain=  
   |abstain= 0
   |result=  
   |result= Carried
}}
}}


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=== President's Report - Sarah R. (2 mins) ===
=== President's Report - Sarah R. (2 mins) ===
* [https://drive.google.com/file/d/1iAmUiM_ndsasSaakYUYINusUIcI0y2hR/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]
* [https://drive.google.com/file/d/1OqSzTwWZpvJ0CuMvF_9UMyYLmiI4Ejqb/view?usp=sharing Seniuk & Company July 2021 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 Committee Report - Sarah R. (1 min) ===
=== Executive Committee Report - Sarah R. (1 min) ===
Line 72: Line 75:
=== 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.


=== Executive Direct Report - Chris C. (5 min) ===
=== Executive Direct Report - Chris C. (5 min) ===
* [https://docs.google.com/document/d/1LkwTLzi-L2eTnlYNDGSNHCS3ZeE3R1vzRH3jk3LpGR0/edit Executive Director Report August 2021]
* [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 reports as presented above.
   |motion=To approve the reports as presented above.
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* Mural installation has been scheduled  
* 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
}}
}}


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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= Matt
   |second=
   |second= Keith
   |yes=
   |yes= 7
   |no=
   |no= 0
   |abstain=
   |abstain=
   |result=
   |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]]

Latest revision as of 21:01, 10 December 2021

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

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 E
  • Food by: n/a
  • Board attendance: Rachel K; Jarrett S; Michelle B; Matthew H; Keith H; Roy C; Sarah R
  • Staff attendance: Chris C; Molly T
  • Regrets: Annya
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Sarah at 7:09 pm.

Logistics for Next Meeting

  • Date: Tuesday, 19 October 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 September 21 agenda.
Moved: Roy C
Seconded: Rachel
Aye No Abstain
8 0 0
Carried

Approval of Last Meeting's Minutes

MOTION
To approve the July 19 2021 minutes.
Moved: Matt
Seconded: Michelle
Aye No Abstain
8 0 0
Carried

Reports

President's Report - Sarah R. (2 mins)

  • 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]
  • 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)

  • Nothing to report - the Executive Committee has not officially met since its last meeting in July 2021

HR Committee Report - Sarah R. (1 min)

Governance Committee Report - Roy C. (2 min)

  • [ 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.

Executive Direct Report - Chris C. (5 min)

  • 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
To approve the reports as presented above.
Moved:
Seconded:
Aye No Abstain
Expression error: Unexpected < operator.

Current & Completed Business

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

Downtown Shop Mural - Sarah R. (5 min)

  • 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
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.
Moved: Roy
Seconded: Matt
Aye No Abstain
7 0 0
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 Session

MOTION
To move in camera.
Moved: Matt
Seconded: Roy
Aye No Abstain
7
Carried


MOTION
To move out of camera discussion.
Moved: Matt
Seconded: Keith
Aye No Abstain
7 0
Carried

Board Volunteer Hour Tracking - ALL BOARD (1 min)

Adjournment

Meeting adjourned by Sarah at 8:48 pm

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