2020 AGM

These minutes were approved at the 2021 AGM.

Bike Edmonton Annual General Meeting Minutes for 2020

• Location: Victoria Park Picnic Site #2
• Date: Saturday, October 3, 2020

Attendance

• Meeting Chair: Annya Hundal
• Minute-taker: Jasmine Farahbakhsh
• Attendance: 27 members in good standing

Call to Order

• Annya called to order at 1:34pm

Approval of Agenda

MOTION

To approve the agenda.
Moved:	Matt Hoyt
Seconded:	Jasmine Farahbakhsh

Aye	No	Abstain
All
Carried

Approval of Minutes from 2019 Annual General Meeting

MOTION

To approve the minutes from the 2019 Annual General Meeting
Moved:	Mike Sacha
Seconded:	Sarah Rebryna

Aye	No	Abstain
All
Carried

Reports

See 2020 Annual Report.

President's Report

• Lease
  • Lease at north shop was coming to an end, which meant a decision was needed on how to proceed – renew the lease, move to a new space, close down north shop.
  • Good location came up in January on 105th Street bike lane, and board ultimately decided to proceed to secure that space.
  • Challenging part was to get things organized and set up for the start of the bike season.
  • Shortly after the move to the new downtown shop, the pandemic became a larger issue for Canada, so the shops closed down temporarily.
  • Staff were flexible and created different operational model with appointment-based system rather than drop-in style.
  • Shop operations were deemed an essential service and could remain open in the wake of the pandemic.
• Financial Position
  • We were lucky to qualify for emergency benefits with the government which helped our financial position.
  • Experienced a bike boom in Edmonton spring, which lead to strong bike sales.
• Today
  • Thanks to great staff, board, and volunteers, we’re still up and running.
  • We’re going into the 2020-21 year with a proposed deficit budget.
  • We may qualify for additional financial supports from the government.
  • Can continue to sell bikes at a good level, are employing services of part-time bike mechanics to refurbish donated bikes.
  • Could be a couple of years before things are completely back to normal. ∙ We’ll need to adapt, find ways to serve our members and support the community.
  • We’re always open to ideas of ways to continue Bike Edmonton—anyone can contribute by telling board members or volunteering on the board.
  • We thank the board members who are leaving for their service.

Executive Director's Report

• Happy 40th Anniversary to Bike Edmonton
• Relocation
  • Moved from McCauley location to downtown (after 8 years).
  • After doing analysis on number of volunteers, patrons, accessibility, decided it was a good move.
  • The new shop is much closer to several downtown neighbourhoods, LRT stations, student populations, bike lane accessibility, and space is better laid out.
  • Based on projected revenue, allowed us to hire new downtown shop manager, Alex Hindle, to take care of the downtown opening and as the downtown shop manager.
• COVID
  • Pandemic hit right at the same time we were going to open the new shop.
  • Alex Hindle was responsible for getting shop set up in just over a month.
  • Usually, revenue is generated by getting many people and bikes into the space, at very low cost to members -> happy, riding safe.
  • Had to invert operational model to accommodate. There are now online booking systems and we’ve sold more in used bicycles than in past years. However, fewer people were coming through so that volume led to drop-in profit reduction. Charging more and with online booking means there’s less availability, costs are higher, internet access + credit card required, and hands-on teaching unavailable.
  • Adaptations: offering outdoor tuneups, Access Program (launched with Molly – extension of Boyle Street program), looking at ways to increase accessibility for volunteers and patrons in the winter. Hoping to get more options available to people, even in wake of pandemic. By August, the downtown shop was doing better than the North shop was at the same time last year.
  • Negative impacts: We did sell more bikes, but we sold fewer memberships (by about ½), and fewer new/used parts.
• Volunteers
  • We won’t be acknowledging volunteers at the AGM as we normally do. There will be some volunteer appreciation later on.
  • However, we did have more volunteer hours logged this year than last year – several put in lots of time with the relocation.
• Bike Tour
  • Held 40th anniversary bike tour in lieu of a party.
  • While not the huge celebration we had hoped, it was great to see the range of attendees from over the years.

Treasurer's Report

• Updates
  • We took a $40,000 loan with one of the government programs; beneficial because if we repay, $10,000 will be waived.
  • We posted a $10,000 surplus on our budget, with the help of payroll/wage government subsidy programs.
  • We’re submitting a $40,000 deficit budget for next year, mainly because of lack of immediate casino revenue
• Question
  • Balance sheet shows $25000 in deferred casino revenue, but not in the actual account.
  • That $25K will go into the budget for 2021 as casino revenue, but won’t be any new cash in our bank accounts.
  • There’s an additional $2500 from casino that will also come in later.

MOTION

To approve the reports and financial statements (balance sheets, profit and loss statement) as presented.
Moved:	Geoff Hansen
Seconded:	Matt Hoyt

Aye	No	Abstain
All
Carried

New Business

• Special Resolution
  • When we were discussing how to run our AGM, our bylaws prevented us from having a virtual one – members need to be physically present and vote.
  • Aim to remove requirement to be physically present, and simply require members to be present for AGM or board meetings.
  • Add clause to make available other means for people to attend meetings and vote at meetings.
  • It gives us the option of allowing other means of meeting and voting, at our discretion.

MOTION

BE IT RESOLVED that the Bylaws be amended as follows: Delete "physically" from §7(d). Delete "physically" from §8(f). Add 8(g): If the Society chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the policies and procedures of the Society. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this by-law, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the policies and procedures of the Society, by means of any telephonic, electronic or other communication facility that the organization has made available for that purpose.
Moved:	Ruth M
Seconded:	James P

Aye	No	Abstain
All
Carried

• Budget
  • Casino Clarification
    • The money we got from casinos has strings attached – there are only certain ways we can use it, and one of those ways is on rent.
    • For Bike Edmonton, we have some leftover money from the casino that will be applied for next year.
    • Correction being made from $2500 to $28141 (on page 1) -> $300391 revenue instead.
  • Budget Questions
    • What explains increase in Sales Revenue?
      • It’s ambitious but still realistic. Will primarily come from bike sales, due to strong demand for bikes and 3 bike builders working for us.
      • Budget was developed in much more detail than is presented (line by line, month by month). We compared that to 3-year average (2018, 2019, OG 2020 budgets). The things that stand out are an increase in $28000 in bike sales - sustained sales all summer, due to bike builders all year round and 3 of them.
      • We’re predicting a drop of casino revenue (initially scheduled for December with funds deposited by February). Casino is supposed to be delayed by at least 6 months, but if it does run, will likely be smaller.
      • Anticipate $5000 more in new parts, now that people can shop from home in online store. Budgeted $10000 increase on average in donations (via fundraising campaigns).
      • Budgeted increase in $15000 in shop revenues based on fact that shop revenues tripled from what was anticipated (from $3/hour for DIY use to $80/hour with full-service). Might be looking at different tiers – use of shop with no service, full service (very efficient). Full service does bring in more money, but that’s not the operational goal long-term
    • How have the bike donations been? Has there been a decrease/increase?
      • We get as many donations as we can handle even with 3 bike builders. Since we’ve gone to the online model, people send photos of donated bikes before bringing them in to donate.
      • The number and quality of donations has been consistent. Drop-off at the start of pandemic, but not any more.
      • Fall is biggest time for donations, which is still proving to be true. Haven’t needed to solicit bike donations because the current donation stream is quite strong.
    • How and when will we pay off the $40,000 deficit?
      • We expect we’ll go into next year’s budget with that deficit.
      • Some ways we anticipate paying down the deficit is by opening up shops more to walk-ins, that would increase business. There are opportunities to solicit grants.
      • Two of the biggest hits to revenue were the casino funds (which will come back by 2022 hopefully), a $16000 grant from the City of Edmonton. We’re hoping those revenue streams will resume if not by 2021, then by 2022. We also expect downtown shop to generate more revenue than the previous North shop did (larger space, 9 repair stands) so there will be more patrons and volunteers.
    • Future revenue – some major bike locations downtown have shut down, so we could be filling the service gap.
    • Projected budget should be changed from -$38,000 to -$12,500 (due to deferred revenue from the casinos revenue). Helps to balance things out to prevent a very large surplus for one year, and a very big deficit other years.

MOTION

To approve the 2020-2021 budget as amended.
Moved:	Mike Sacha
Seconded:	Geoff Hansen

Aye	No	Abstain
All
Carried

• Molly: Appreciate that Chris, Coreen, Alex, the board have put in so much work. Acknowledge and thanking for extra time they’ve put in, reviewing of extra budget scenarios.

Board Elections

• Overview of Election Process (Annya)
  • We have 4 board members (Mike Sacha, Annya Hundal, Matthew Hoyt, Rachel Keglowitsch) continuing in their second year of their two year terms: they do not need to stand for election.
  • We also have 3 current board (Jeremy Shepherd, Husam Charkeih, Sarah Rebryna) members who would like to return and are running in the election. We aim for a full board of 12 members, so we have a total of 8 positions to be filled this year.
  • Board meetings occur monthly, with additional committee meetings, typically also monthly. Strategic planning session to occur in Nov/Dec.
  • We have 3 nomination(s) in advance, plus the 3 current board members running again, and are looking for any additional nominations from the floor. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.
• Nominations and Candidate Introductions
  • Keith – He’s volunteered on and off since before 2012. He likes to ride bikes with his kids. Has lots of tools at home so he doesn’t come into the shop too much. Lived in Berkley, CA for 3 months, and their bike co-ops weren’t as good as Bike Edmonton.
  • Jarett – Currently serving as social chair for the Alpine Club of Canada (ACC). He’s big on community building, is a writer for a neighbourhood magazine. He thinks we can improve our website. He likes bikes, he’s into community development and wants to contribute.
  • Roy – He was a past president of the GSA at the UofA. Familiar with governance, advocacy. Worked with CoE to establish programs. Has ideas of how committees can work best, effective board functioning. He admires our advocacy work with the CoE and would like to do more of that. He’s worked as a mechanic at VeloCity Cycle.
  • Ken – He’s been a stalwart volunteer for a number of years, supports shuttling to and fro, good mechanic, very compassionate, good knowledge of everyday operations of shops, always and truly devoted to values. Ken works as a nurse with the military, strong organizational skills, and good sense of humour.
  • Sarah – Has completed 2 years on the board, and is looking to continue. She’s moved to the north end, and has been biking less, which has increased her motivation to further Bike Edmonton’s mission. She’s experienced with boards and has been on this one for 2 years – hoping to continue.
  • Jeremy – On for another 2 years unless he’s voted off.
  • Husam – Has been with the board for a year, interested in social planning, and is looking to contribute to other areas in the year ahead.
• We would like to thank the contributions of our outgoing board members:
  • Talha Zafar, Jasmine Farahbakhsh, Mike Pybus

MOTION

To recognize Husam Charkeih, Jarett Stastny, Jeremy Shepherd, Keith Heslinga, Roy Coulthard, Sarah Rebryna, Ken Amesbury, Annya Hundal, Matt Hoyt, Mike Sacha, and Rachel Keglowitsch as the 2020-21 Bike Edmonton Board of Directors.
Moved:	Annya
Seconded:	Jeremy

Aye	No	Abstain
All
Carried

Adjournment

MOTION

To adjourn.
Moved:	Geoff
Seconded:	Nancy

Aye	No	Abstain
All
Carried