2014 AGM

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These minutes were approved at the 2015 AGM.

EBC Meeting Minutes for Annual General Meeting 2014

Board meetings are open to the EBC members and the public.

  • Location: Ritchie Community League Hall, 7727-98 St, Edmonton
  • Start Time: 1:00 pm

Attendance

  • Members: Bernadette Blakey, Anna Vesala, Caylie Gnyra, Steve Andersen, Coreen S, Leila Sidi, Kristen Flath, Chris Corrigan, Keith McIsaac, Keith Hallgren, Neil Carey, Elena Rozhenko, Tim Fitzpatrick, Nancy Milakovic, Craig Halun, Matt Blimke, Janine Halayko, Kevin Schmidt, Jonathan Woelber, James (Jim) MacDonald, Chris Chan, Stefan Opryshko, Ruth Merriott, William Eady
  • Guests: Kyra Cusveller
  • Meeting Chair: Steve A.
  • Minute-taker: Anna V.
  • Food by: Mill Creek Cafe and board members

Call to Order

  • Meeting called to order by Steve at 1:10pm.
  • Welcome and review of logistics (food, toilets, emergency exits, photography, etc)
  • Quorum established (greater than or equal to 20 members)

Approval of Agenda

  • Motion: To approve agenda as presented. Moved by Bernadette B., seconded by Neil C. Motion Carried.

Approval of Last AGM's Minutes

Reports

See 2014 Annual Report: http://edmontonbikes.ca/w/Annual_Reports

President's Annual Report (15 min)

  • Leila Sidi addressed the members.
  • Strategic Plan for 1, 5, 10 years.
  • Will be hiring two new employees
  • Encouraging DIY spirit by asking: How can we foster and support others in creating programs that reach new demographics
  • Working toward achieving Charitable Status
  • New BikeWorks South location. Prioritized funding to attain this new space
  • New board members
  • Human Resource policy

Executive Director's Annual Report (15 min)

  • Chris Chan addressed the members.
  • BikeWorks South move! Looking at BikeWorks North as next space-enhancing project.
  • With the expansion of our programs, looking at hiring more staff.
  • Cycling was one of the top issues in the 2013 election. Large increase in cycling discussions, debate, consultations. EBC has been advocating for core cycling routes - funding for 83 ave is fairly secure, 102 ave does not currently have funding
  • The Spoke received generous donations from funders. Looking at hiring a part time staff (head bike mechanic) to support this program
  • You Can Ride 2: Alberta Venture names EBC one of Alberta’s most innovative organizations in 2014 because of the YCR2 program!
  • Outreach events: community events with tune-up stations, bike parking, and educational presentations
  • Education: focusing on smaller scale education programs/workshops.
  • Sponsors and Funding: many contributors! Smaller contributions make up the bulk of our resources. We reached over 1300 paid EBC members this year - our largest membership yet.

Treasurer's Annual Report (15 min)

  • Carlos, Treasurer, out of town. Neil Carey, Bookkeeper, addressed the members.
  • Lots of uncertainty in finances at beginning of fiscal year. We were losing our BikeWorks South space and needed to find a new location. Budgeted to lose but we ended up bringing much more than expected.
  • BikeWorks North has been very successful and busy
  • New BikeWorks South space: large fundraising campaign to raise extra money for the higher-than-expected rent. By spring 2014, we were breaking even for the budget. Successfully applied for provincial CFEP grant to help with reno costs.
  • Payroll was higher than 2013 because we maintained two full time employees
  • Higher bank charges due to more banking options at the shops (square, credit cards, etc) but these new payment options have been well-received by patrons
  • Overall turned a profit this year despite our plan to lose money
  • You Can Ride 2 brings in fair bit of its own grant money which funds building of adapted bikes
  • Year-end financial statements presented

Motion: To approve the annual reports and financial statements as presented. Moved by Chris Corrigan, seconded by Keith H. Motion Carried.

Volunteer Awards (15 min)

  • Coreen addressed the members
  • Jack Grainge Award advocate award goes to Tyler Golly.
    • Tyler is a City employee. Working within the city administration to move bicycle infrastructure funded and implemented. He has been a key figure in getting cycling on the agenda.
  • Dale Allsop Award for significant contribution to BikeWorks awarded to Don Holmes.
    • During crazy year of BikeWorks South renovations, we received the professional advice and leadership from Don. He has worked as a contractor and building things for his entire life. He was taking time off work and decided to help with BikeWorks renos. We were continuously blown away by his generosity, creativity, imagination, and energy. We are eternally grateful for Don’s contribution to our shop and to our organization
  • Ian Helgesen Award for embodying the spirit of making people feel welcomed, being committed to helping others awarded to Robert Clinton.
    • This year’s renos at BikeWorks South left little staff time to manage BikeWorks North. Robert stepped up to help organize and coordinate BikeWorks North, which as we have heard in the Executive Director report and financial report, the North shop did extremely well and was extremely busy!
  • Peter Pal Award for pivotal work "behind the scenes" especially for recycling awarded to Jan Przysiezniak
    • Jan comes in to go through all the recycling to find the gems that he then takes home to build into all kinds of bicycle art, repurposed bicycle bits, and so may other things. He has been a dedicated volunteer for several decades and always committed to efficient resource reuse and recycling.
  • We must acknowledge all the other volunteers who contribute to every aspect of our organization! We are so blessed to have the energy and dedication of so many skilled and amazing people in our city! Thank you, all.


Intermission / Health Break

Budget 2014 (15 min)

  • Neil addressed the members
  • Projecting higher income from BikeWorks South than last year
  • Rent Expense. This is our last year on current lease at BikeWorks North.
  • BikeWorks North renos - no extra money currently allocated. Tied to the lease discussions...
  • Program Materials - $20k of the $22.3k will be for You Can Ride 2. Spoke will continue to supply food for participants.
  • Motion: To approve the 2014-2015 Budget as presented. Moved by Kristen F., seconded by Bernadette B. Motion Carried.

New Business

Special Resolution Bylaw Amendment (10 min)

  • Kristen addressed the members.
  • Propose to change the 2013 Bylaws section titled Elections of Board of Directors (b) to read: “The Chair of the Nominations Committee shall present the names of the all nominees, who are members [delete: in good standing], which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member [delete: in good standing] who is present at the meeting, or who has indicated in writing his/her willingness to serve."
    • Related term from Membership (b)(iii): “Members in Good Standing = Regular Members who have been members for at least one calendar month [i.e. Aug 28, 2014] and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months [i.e. March 28, 2014 to present] shall also be considered a member in good standing immediately upon payment of their dues.”
  • Reasoning: Continue to give voting power to only members in good standing, thus minimizing the opportunity for a day-of takeover of the board by a new group. Board nominees would not need to be members in good standing.
  • Motion: To change the current Bylaw section titled Elections of Board of Directors (b) to read: “The Chair of the Nominations Committee shall present the names of the all nominees who are members which have been submitted to the committee for consideration at the AGM. Any member may nominate from the floor any member who is present at the meeting, or who has indicated in writing his/her willingness to serve." Moved by Kristen F, seconded by Steve A. Motion Carried.

Board Elections (20 min)

  • Anna addressed the members
  • Overview of Election Process
  • Current board members serve to end of the term (Dec 1, 2014); new board members transition between now and Dec 1.
  • Candidates: Jonathan Woelber, Alex Hindle, Leila Sidi (seeking re-election), Anna Vesala (seeking re-election)
  • Candidates made short speeches
  • Vote by secret ballot was conducted where each EBC member in good standing voted.
  • During vote tally, announcements and door prizes!
    • Alberta Bicycle Commuters Conference Oct 4-5. EBC is sponsoring 3 member to attend!
    • Comment on behaviour or some cyclists who do not notify pedestrians or other cyclists when passing.
    • You Can Ride 2 adapted bike loan program return day Oct 25 - volunteers needed. Also hiring 2-3hr/week bike mechanic throughout the winter.
    • EBC Volunteer Orientations Oct 6 BWN, Oct 7 BWS
    • Winter cycling courses dates TBA
    • Door prizes from our partners (Lucid Lifestyle, Carbon Environmental Boutique, Paint Spot) to Jonathan W, Janine H, Kevin S, Nancy, Chris Co.
  • Motion: To recognize Jonathan Woelber, Alex Hindle, Leila Sidi, Anna Vesala as new/re-elected board members. Moved by Chris Corrigan, seconded by Bernadette B. Motion Carried.

Adjournment

  • Motion: To adjourn the 2014 Annual General Meeting at 2:55pm. Moved by William E., seconded by Jonathan W. Motion Carried.
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