Board Minutes February 2023
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These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.
Bike Edmonton Board Meeting Minutes for February 2023
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet
- Start Time: February 13, 2023 7pm
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: Kelly Granigan
- Minute-taker: Alexandra Stout
- Board attendance: Andi Eng, Ceileigh Cunningham, Matthew Hoyt, John Fuller, Jason Wang, Charlotte Thomasson, Michelle Bourdon
- Staff attendance: Greg Glatz, Coreen
- Regrets: Maxine Myre
- Absent:
- Guests:
Call to Order
- Meeting called to order at 7:12 pm.
Logistics for Next Meeting
- Date: March 13, 2023, 7pm
- Location: Google Meet
- Chair:
- Minute-taker:
Discussion of agenda (10 min)
Consent Agenda (5 min)
President's Report
Treasurer's Report
H.R. Committee Report
Governance Committee Report
Reports not included in Consent Agenda
Executive Director's Report (10 min)
Approval of Agenda, Minutes, Reports (5 min)
| To approve this February agenda, the January 2023 minutes, and reports as presented | ||
| Moved: | Matthew | |
| Seconded: | Andi | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
Current & Completed Business
Updates on Action Items From Previous Meeting, Reminders (5 min)
- Everyone log your volunteer hours for the past month.
- Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
- Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
- Reminder of our Code of Conduct
- Reminder of conflict of interest policy
COMPLETED
- Board retreat discussed with staff to close the loop
- Staff budget feedback Staff budget conversation
- Woman owned business justification woman owned business justification
- Donor agreement amended as per board direction, signed, and donation provided
Budget (20 min)
FEE QUESTIONS
- Suggestion from Ceileigh to introduce a "ten-punch pass" style of membership. You can visit a shop ten times, as opposed to paying a monthly fee.
BIKE SALES QUESTIONS
- Is $275/a bike our norm?
- Yes
- Is there room to increase what we're charging for a used bike?
- Greg thinks that during the busy season, yes. However, a lot of our demand in the past 2 years has been driven by the pandemic and may potentially drop.
- From a marketing stand-point, is it possible to adjust our prices: offer a "discount" in the off-season, and then charge the more expensive "normal" price in the busy season?
- Williams-Sonoma sales model
- Could we position high value/speciality bikes next to more normal bikes to make the normal bikes seem more approachable?
- Coreen says that we already do this to an extent
- Could we change prices dynamically? If this spring, they fly off the shelves, can we increase prices?
BIKE BUILDING QUESTIONS
- Is it possible to add more nuance to Bike Builders' hours? How many of their logged hours are based in bike building, how much in teaching, etc.
CONTRACTED FEES
- Treasurer suggests that accounting fees will increase because accountant is working more hours than contracted.
- Additionally, treasurer suggests that a SECOND audit fee may fall into this budget (as we are already half-way through this fiscal year)
CEBA LOAN QUESTIONS
- Is it possible to renegotiate?
- No. Only leeway is if federal government decides to defer the due date.
- When/how will we found out if there is a deferral?
- It was announced in fall last year. If it happens, it could potentially be late 2023.
- Many other businesses are in a similar boat, which could influence the likelihood of deferral
OTHER QUESTIONS
- What is the process from here to approve the budget?
- ED suggests that the Board should agree what they would like to present to membership by end of the week, receive feedback from membership and staff, and at that point review and approve
Special General Meeting (10 min)
- Date: Propose Wednesday March 22, evening
- need to provide minimum 21 days notice, need time to prepare notice
- Items to be provided in notice of meeting:
- Budget
- Donation Calls
- Call for board nominations - make sure requirements of board position, including personal liability, is clear in call for nominations
- This needs to be deadline for Governance Committee to update board job description
- Could do "Update from the Society" from ED or President. Does not need to be sent in advance.
- Chris Chan provided advice as to how to captures votes online
New Business
Audit (10 min)
- Discussion
- How do we choose between companies?
- Cost and previous positive experiences
- How do we choose between companies?
| That Bike Edmonton retain Bergeron & Co. to conduct an audit of our financial records for the year ending August 2022. Further Bike Edmonton's current budget shall include fees for an Audit of our financial records for the year ending August 2023, up to amount as discussed in Treasurer's email dated February 11th, 2023. | ||
| Moved: | Marcel Huculak | |
| Seconded: | Andi Eng | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
ACTION: Treasurer to inform book-keeper and prepare needed information for auditors
Optional items pending time
NOT DISCUSSED
Snow clearing standards for high traffic pathways (20 min)
- Discussion Notes:
- High level bridge has high traffic, but an 81h snow clearing standard
- Pathway snow clearing standard map to be released soon by city
- traffic counts available on open data
- would BE have capacity/ability to review traffic counts, ask members, for high traffic pathways that may be good candidates for 24h clearing, such as the High Level Bridge, and advocate for it with council in the summer?
In Camera Session
| To move in camera with Greg Glatz as guest. | ||
| Moved: | Marcel | |
| Seconded: | Jason | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
- Please list how long you believe your topic will take to discuss:
- Budget conversation continued: leases and staffing
| To move out of camera] discussion. | ||
| Moved: | Marcel | |
| Seconded: | Matthew | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
Budget
| To approve the budget for presentation to the membership, pending minor changes and an explanatory note about the deficit | ||
| Moved: | Marcel | |
| Seconded: | Ceileigh | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||
Adjournment
| To adjourn the meeting at 9:10 pm. | ||
| Moved: | Marcel | |
| Seconded: | Jason | |
| Aye | No | Abstain |
|---|---|---|
| Passed | ||