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Hi everyone,</div>
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Here is tonight's agenda and minutes document. </div>
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<a href="https://docs.google.com/document/d/1cu4gCd-vO7OsrLS64LCfxFMfe5xXMdm0-vl7dsliA7I/edit" id="LPlnkOWALinkPreview">https://docs.google.com/document/d/1cu4gCd-vO7OsrLS64LCfxFMfe5xXMdm0-vl7dsliA7I/edit</a><br>
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Bike Winnipeg Finance Committee Meeting September 14, 2022, 6:30pm\u000BLocation: Zoom Meeting chair: Misty\u000BNotes:\u000BIn attendance:\u000BRegrets: Corey Governing documents: Bylaws / Policies / Strategic Plan / 2022 Budget / Committee TOR\u000BOperational
documents: Scheduled board meeting topics / \u000B List of acron...</div>
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docs.google.com</div>
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In the body of the document, I referred to an email sent earlier today. Here's the text of that message:</div>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Hi everyone,</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">We have an urgent request for your attention and vote regarding a loan/line of credit that we need in place in order to accept a grant that would allow us to hire a web consultant
to integrate CiviCRM into our website. Integration of CiviCRM would greatly benefit our membership and volunteer management. The grant would cover 100% of the consultant costs, plus support for hosting and rollout of the upgrades.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0);text-decoration:underline">Action requested</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">I request a mover and seconder for the following motion after which everyone can
</span><a href="https://forms.gle/gZjpbvJwxfWtm5aQ9" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="0" style="margin:0px"><span style="font-weight:700;font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">vote
at this link</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> (both the mover and seconder should also register their vote).</span></p>
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<span style="font-weight:700;font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Motion: that the Board of Directors authorizes any two current Bike Winnipeg (BW) signing authorities to transact a loan or line of credit with Assiniboine Credit Union
(ACU) up to $20,000 for the exclusive purpose of satisfying the cash flow requirements of the Digital Manitoba Initiative (DMI) program. The loan or line of credit is to be repaid immediately upon reimbursement by DMI and no later than 3 months from the date
the loan or line of credit becomes available. Should ACU offer a line of credit, BW may only withdraw for the purposes of satisfying the terms of the Digital Manitoba Initiative grant; a line of credit protocol to permit other uses shall be developed at a
later time.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0);text-decoration:underline">Background</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">In 2020 we undertook an ambitious ~$50k grant-funded Organizational Capacity Development project that included a website redesign. The grant payment timelines required us to take
out a $50k loan from ACU to bridge the gap between project expenses and grant reimbursements, which we repaid promptly. Ultimately the website redesign was successful but we didn't have enough time, skills (we had a summer student), and funds for the additional
task of integrating a new CRM (Customer Relationship Management) system at the same time. We started some work on it but it needs some heft to get it done. Here's a</span><a href="https://youtu.be/LbEFBn33QAY" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="1" style="margin:0px"><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> </span><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">short
video on CiviCRM</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> and the functionality it would provide.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Fast forward 2 years to early 2022 and we were still hoping to implement CiviCRM. Clayton found a rare grant with 100% funding for just this type of project: the</span><a href="https://mbchamber.mb.ca/" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="2" style="margin:0px"><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> </span><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">Manitoba
Chambers of Commerce</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> (MCC)</span><a href="https://www.digitalmanitobainitiative.com/" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="3" style="margin:0px"><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> </span><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">Digital
Manitoba Initiative</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> (DMI) program. You can review the
</span><a href="https://drive.google.com/file/d/1NqNzm02fvQqw1TVi-GnPsuzNeE3QnLA8/view?usp=sharing" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="4" style="margin:0px"><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">DMI
PowerUP application here</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">, and the
</span><a href="https://drive.google.com/file/d/1aQE5W417CDfHLcGGcyUmdALo_SPk_c1k/view?usp=sharing" target="_blank" rel="noopener noreferrer" data-auth="NotApplicable" data-linkindex="5" style="margin:0px"><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(17, 85, 204);text-decoration:underline">quote
for work from our CiviCRM web consultant, SimbioTIC here</span></a><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">. We applied in March and didn't hear back so we assumed we weren't successful, but apparently just as the program
was about to wrap up there was a small amount of funding that hadn't been spent and we got a call last week to ask if we had the capacity to push through the payments asap, and if so then we could get this project funded.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">We don't have 100% of the cash necessary to pay the contractor so that we can be reimbursed prior to the DMI program's end: we have approximately $15k in our credit union accounts
including $8.5k in our savings account. We also have a fair amount of payables due in the near term. </span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Clayton and I met with Assiniboine Credit Union (ACU) yesterday afternoon to discuss options for a short-term $15k - $20k loan or opening a line of credit (LOC). A LOC would be somewhat
less costly – perhaps $150-$300 in interest – than a loan – in the $400-$900 range – but requires ACU to evaluate whether BW meets their eligibility criteria for a LOC. ACU was very supportive based on our 15-year relationship with ACU and the history of
the 2020 $50k loan. They require a board resolution to approve the loan/LOC which normally we’d do at our monthly board meeting but given MCC's last-second funding offer before the program shuts down next week, we need a board resolution vote
</span><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0);text-decoration:underline">ASAP</span><span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)"> to either approve or disapprove this loan.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">The expected cash flow timeline is: </span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">BW submits documents to ACU this week </span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">ACU approves loan/LOC this week or next</span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">BW pays contractor invoice early next week</span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">contractor and/or ACU provides receipt of invoice payment next week</span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">BW submits receipt of payment to DMI program next week </span></p>
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<p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="margin:0px">DMI reimburses BW within 2 weeks of receiving the invoice payment receipt. </span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">A 3 month loan term should give us enough time to ensure that payments from us to the consultant can be processed and reimbursed through the grant.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Overall, spending under $1,000 on a loan/LOC to get access to $23,000 for a major digital upgrade is a huge opportunity for Bike Winnipeg, especially since we don’t know of any other
100% funding sources that we could apply to to cover this type of project.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Please email the board list with any questions so that everyone can participate in the discussion if they’d like to.</span></p>
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<span style="font-size:11pt;font-family:Arial;margin:0px;color:rgb(0, 0, 0)">Thanks so much for your speedy attention for this opportunity!</span></p>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" style="font-size:11pt" color="#000000"><b>From:</b> Finance <finance-bounces@lists.bikewinnipeg.ca> on behalf of Misty Bromley <misstea@misstea.ca><br>
<b>Sent:</b> Monday, September 12, 2022 4:30 PM<br>
<b>To:</b> Finance Committee <finance@lists.bikewinnipeg.ca><br>
<b>Subject:</b> [BW_Finance] Meeting Notice - September 14</font>
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HI everyone,</div>
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This is your friendly reminder that our monthly meeting is scheduled for Wednesday. Hopefully I can draft an agenda and get it out to you tomorrow.</div>
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August minutes and action items are below.</div>
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Misty</div>
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<div id="x_divRplyFwdMsg" dir="ltr" class="x_elementToProof"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Finance <finance-bounces@lists.bikewinnipeg.ca> on behalf of Neiva Desrochers <neivadesrochers1@gmail.com><br>
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<div dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>Sent:</b> Wednesday, August 10, 2022 7:36 PM<br>
<b>To:</b> Finance Committee <finance@lists.bikewinnipeg.ca><br>
<b>Subject:</b> [BW_Finance] Meeting minutes - August 10</font>
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<div class="" style="word-wrap:break-word; line-break:after-white-space">Hi everyone,
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<div class="">Here are the <a href="https://docs.google.com/document/d/1YkceF4c8qwJtYPEIajp0944BOea2OJWPmaBvQBY-Puc/edit" data-auth="NotApplicable" class="">minutes</a> from tonight’s finance meeting (see action items below). A big thanks again to everyone
for working with me over the past few years - it was wonderful to get to know all of you and learn from you :) Hopefully we’ll meet again at a group ride at some point!</div>
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<div class="">All the best,</div>
<div class="">Neiva</div>
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<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-family:Calibri,sans-serif; font-weight:700; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Summary
of Action Items</span></div>
<ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">All</span></div>
</li><li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Misty</span></div>
</li><ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Look up consultant info (Eupraxia)</span></div>
</li></ol>
<li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Mark </span></div>
</li><ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Look into 2018-2019 receipts for charitable
registration application</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Work on Heritage Grant and City of Winnipeg
Community Improvement Grant</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Work on volunteer orientation presentation</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Set up orientation meeting with Felix’</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Organize time tracking in accordance
with expense splits required by the CRA</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Call about Building Sustainable Communities
Grant (about initial payment)</span></div>
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<li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Clayton</span></div>
</li><ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Draft payment terms for ATF consultant
and send to Misty for review</span></div>
</li></ol>
<li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Felix</span></div>
</li><ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Set up meeting with Mark (abbreviated
orientation)</span></div>
</li></ol>
<li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Delegated</span></div>
</li><li dir="ltr" aria-level="1" class="" style="list-style-type:decimal; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Deferred</span></div>
</li><ol class="" style="margin-top:0px; margin-bottom:0px">
<li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<div class="" style="line-height:1.2; margin-top:0pt; margin-bottom:0pt"><span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Discuss estimation of in-kind donation
to Winnipeg Trails and send as email vote for board approval</span></div>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<p dir="ltr" role="presentation" class="" style="line-height:1.2; margin-top:0pt; margin-bottom:5pt">
<span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Grant approval policy</span></p>
</li><li dir="ltr" aria-level="2" class="" style="list-style-type:lower-alpha; font-size:12pt; font-family:Calibri,sans-serif; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre">
<p dir="ltr" role="presentation" class="" style="line-height:1.2; margin-top:0pt; margin-bottom:5pt">
<span class="" style="font-size:12pt; font-variant-ligatures:normal; font-variant-east-asian:normal; vertical-align:baseline; white-space:pre-wrap">Committee TOR revisions</span></p>
</li></ol>
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