2021 AGM

Bike Edmonton Annual General Meeting Minutes for 2021

• Location: Google Meet
• Date: Sunday, November 7, 2021

Attendance

• Meeting Chair: Sarah Rebryna
• Minute-taker: Andi Eng
• Attendance: Attendance Form https://docs.google.com/spreadsheets/d/18M7-gce2Sggm0bPbDSb06eqEWUeVtRqCpmJGwrW_H2A

Call to Order

• Sarah called to order at 1:09pm
• Land acknowledgment
• Direct members to https://bikeedmonton.ca/agm for documents
• Establish quorum
• Confirm member attendance (sign in)
• Logistics announcement: For those whose screen handle is different from their real name, we need their real name for attendance
• Explain “Members In Good Standing” voting for motions
• A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

Approval of Agenda

MOTION

To approve the agenda.
Moved:	Roy Coulthard
Seconded:	Ronald Cherlet

Aye	No	Abstain
	0
Carried

Approval of Minutes from 2020 Annual General Meeting

MOTION

To approve the minutes from the 2020 Annual General Meeting
Moved:	Devin Clarke
Seconded:	William Henderson

Aye	No	Abstain
	0
Carried

Introduction from Mike Züge

Mike introduced himself as the new Bike Edmonton Executive Director effective October 18, 2021.

Reports

See 2021 Annual Report.

President's Report

• Report available in the above linked 2021 Annual Report
• Sarah also introduced the Mural done by local artist Jason Blower installed in our Downtown Community Bike Shop

Executive Director's Report - Chris Chan

• Presented his last Executive Director Report as the outgoing Executive Director

Treasurer's Report - Roy Coulthard

Roy updated the membership on our financial position

Questions from the Floor:

Question: Interest on the loan? (William H)
Answer: Not as long as we pay back the $40k by Dec 2022

Question: Can we see the audited report? (William H)
Answer: As following previous practices at AGM, this has been audited by the board

Question: What are the shop leases? (Jeff Davis)
Answer: Downtown is until 2025; South shop is until 2023

Question: Financial Costs (Ron C)
Answer: Bookkeeper fees; GST; Processing fees; There is no current debt servicing

MOTION

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

Aye	No	Abstain
	0
Carried

New Business

Budget - Roy C

Roy presented the proposed 2021-22 Budget to the Membership for discussion and approval

Questions from the Floor:

Question: I know it may be a little bit of work... when it comes to memberships, is there a way to do a package deal with local bike shops? They sell a bike... our shops sell a bike, there is a membership fee to Bike Edmonton included in the bike sale? Then as they are a member, we send them the newsletter, list their bike on their behalf to bikeindex.org, etc.? (Mike Enders)
Answer: there is some opportunity here, not all bike shop clients will use our services. But this is something that we would be interested in pursuing. We do have the sticker project as an alternative

Question: There was a line about a miscalculation of $2500
Answer: This was a casino line from the 2020 financials

Question: Ronald Cherlet - Are there more granting opportunities? 
Answer: Always. This is on the tasks lists that we will give to our new Exec Dir.; We have the most bicycle positive government status (federal and municipal) in many years, and there may be some monies available for active transportation; Advocate from membership!

Question: Mike Enders - I would also like to mention that the City of Edmonton has changed their Small Sparks Grants, but grants are still available for smaller projects, etc. I am new to this, but does Bike Edmonton have a Neighbourhood Resource Coordinator or access to a Neighbourhood Resource Coordinator? Something worth looking into. They can definitely help with providing information to relative grant opportunities through the City of Edmonton. Ashley Salvador and Andrew Knack are good go-tos
Answer: We will definitely leverage these relationships

Comment from Sarah: As members, please bring ideas to the Board. Feel free to email or contact the Board at any time

Suggestion from Mike Enders: Even if the bylaws need to be changed to reflect it... perhaps add positions such as a Communications Director, Memberships Director, etc.

MOTION

To approve the 2021-2022 Budget as presented.
Moved:	Roy Coulthard
Seconded:	Jeff Davis

Aye	No	Abstain
	1
Carried

Board Elections

Overview of Election Process - Sarah

We have 3 board members continuing in their second year of their two-year terms: they do not need to stand for election.

We have 1 current board member who would like to continue on the board for a second two-year term and is running in the election. We also have 2 members who were appointed to the board this year who wish to continue and are running for election. We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year.

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 pitch what you will bring to the board and organization.

Board meetings occur monthly, with additional committee meetings, typically also monthly.

We would like to thank the contributions of our outgoing board members: Annya, Ken, Jarett, and Rachel

Nominations and Candidate Introductions (1 min each)

• Andi Eng
• Michelle Bourdon
• Byron Vass
• Matthew Hoyt
• Maxine Myre
• Mike Enders
• Ronald Cherlet
• William Henderson
• John Fuller

Vote by secret ballot (only “Members In Good Standing” may vote)

Tally votes

• 1 outgoing board
• 1 random Bike Edmonton member/scrutineer

Announce new board

MOTION

To recognize Sarah Rebryna, Roy Coulthard, Andi Eng, Michelle Bourdon, Byron Vass, Matthew Hoyt, Maxine Myre, Mike Enders, Ronald Cherlet, William Henderson, and John Fuller as the 2021-2022 Bike Edmonton Board of Directors
Moved:	Jeff Davis
Seconded:	Mike Enders

Aye	No	Abstain
	0
Carried

Adjournment

• Meeting adjourned by Sarah at 2:58pm