Board Minutes June 2023

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for June 2023

Board meetings are open to Bike Edmonton members and the public.

• Location: Google Meet
• Start Time: June 12, 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: Stephen, John, Jason, Maxine, Marcel, Matthew, Charlotte
• Staff attendance: Greg Glatz
• Regrets:
• Absent:
• Guests: Devin Clarke

Call to Order

• Meeting called to order at 7:05 PM

Logistics for Next Meeting

• Date: June 12, 2023, 7pm
• Location: Google Meet
• Chair:
• Minute-taker:

Consent Agenda (5 min)

President's Report

• June President's Report

Treasurer's Report

• treasurer's report
• comparative statement
• financial position

H.R. Committee Report

• no meeting

Governance Committee Report

• governance committee report

South Shop Ad-hoc Working Group

• South Shop Working Group June Update

OH&S review of downtown shop

• OH&S walkthrough

Reports to be reviewed, not in the consent agenda

Executive Director's Report (10 min)

• executive director report
• Questions from Board Members about ability to meet budget goals over the summer. ED suggests it is possible, and that the Bike Building program could be refined. ED is also contacting other stakeholders for income generating possibilities around the shops.

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this June agenda, the May 2023 minutes, and reports as presented
Moved:	Matt
Seconded:	Charlotte

Aye	No	Abstain

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

Board and Committee Evaluations (10 min)

• Limited response from board members despite lack of response. President suggests that this lack of response should be considered in the evaluation/feedback in and of itself.
• Deadline to respond is 11:59pm June 12th.

Movie Fundraiser (10 min)

COMPLETED

• Not well attended by Board Members. It is not required for BMs to attend events, but is it an optics issue to not attend our own events?
• Exec. Committee discussed this topic: was it a missing step to not have this event approved by the Board to encourage Board attendance/buy-in?
• ED and President looking for feedback from BMs on how to encourage attendance and why they may not have attended. Some board members suggested it arises from busy schedules, forgetfulness, etc. Not an issue of belief in the importance of event or because of any issue with it.

Audit (5 mins)

• Auditor requesting some information from Treasurer and ED, but the audit is close to completion.

New Business

Alberta Bike Swap and Can Bike Course (Devin) (15 min)

• Alberta Bike Swap asked for estimates on how much they fundraised for Bike Edmonton. Devin provided some estimates, as well as desired bike parts/types from Bike Edmonton's perspective.

• Alberta Bike Swap was concerned by the proximity in time of Bike Ed's bike swap to theirs (two weeks apart).

• ED suggests strengthening relationship with Alberta Bike Swap.

• Alberta Bike Swap looking for promotion and volunteers for their Can Bike Course (Devin suggested they contact ED).

A board member related announcement (15 min)

• Jason Wang is resigning from Bike Edmonton Board duties for personal reasons.
• Stephen Paskaluk has volunteered to be the new secretary.
• President suggests sitting as an 11 person board as opposed to a 12 person board until AGM.

Motion to appoint Stephen Paskaluk as secretary and member of executive committee of Bike Edmonton

MOTION

Appoint Stephen Paskaluk as secretary and member of executive committee of Bike Edmonton
Moved:	Charlotte
Seconded:	Marcel

Aye	No	Abstain

How are members of the board feeling? (20 min)

• Some board members suggest outside commitments negatively influence their capacity to do board work and that they are unable to take on more commitments
• Other board members feel as though their workload is appropriate
• Some board members feel as though they (willingly) pick up slack but then feel overloaded

Long term strategy planning (20 min)

• President concerned about Bike Ed's sustainability, primarily financially. Suggests an in-person long-term strategy meeting.
• Part of this is born out of wanting to support the ED and utilize his skills. He feels more settled in his role and ready to tackle big picture planning, but needs to be relieved from some day-to-day tasks.
• Preference from BMs for a meeting sooner rather than later.
• Preference for transforming August regular board meeting into a long-term strategy meeting, and making it longer. Evening potluck outside! Book a picnic site?
• President willing to create a structure for the meeting regarding strategy planning. Maxine potentially able to assist.

Official Spokesperson Policy review (3 min)

• [1]

Motion to allow Governance Committee to change the official spokesperson from the President to the President and the ED (5 min)

MOTION

To allow Governance Committee to change the official spokesperson from the President to the President and the ED
Moved:	Alexandra
Seconded:	Marcel

Aye	No	Abstain

Final Review of Donor Recognition Policy (1 min)

• Suggestion to include a clause of donation-in-kind in it's own category.

Motion to approve Donor Recognition Policy (5 min)

MOTION

To approve the Donor Recognition Policy, officially post it to the wiki, and refer to it as necessary, with condition that in-kind donation clause is added.
Moved:	{{{first}}}
Seconded:	Matt Stephen

Aye	No	Abstain

Optional items pending time

Potential New Projects (20 min)

• Review Pet Projects list to see what we want to take on next, and who will do it.
• Potential projects:
  • No Period Without
  • social family friendly bike ride/cargobike meet up during summer
• Pet Projects from Retreat:
  • Bike parking at events
  • BE working with organizations and grassroots movements to make biking accessible for houseless people.
  • A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
  • offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
  • Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
  • A bike service van
  • Website revamp
  • community tourism
  • Building relationships with funders or other revenue supporters to support the org
  • Tube-bogganing
  • Bike With Us (previously bike to the symphony)
  • weaving used tubes
  • BE History/Archive project
  • Unpaid artist in residence
  • Bike of the month Tiktok/youtube video series
  • Online bike art/invention challenge
  • Repair videos series
  • Guerrilla bike repair street crew

In Camera Session

MOTION

To move into in camera session with Dr. Greg Glatz as guest
Moved:	Matt
Seconded:	Kelly

Aye	No	Abstain

• ~5 mins

MOTION

To move out of in camera session
Moved:	Marcel
Seconded:	John

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at pm.
Moved:
Seconded:

Aye	No	Abstain