These minutes were approved at the May 17, 2021 Board meeting.
Bike Edmonton Board Meeting Minutes for May 4, 2021
Board meetings are open to Bike Edmonton members and the public.
- Date: Tuesday, May 4, 2021
- Location: [Working Board Meeting
Tuesday, May 4 · 5:00 – 7:00pm
Google Meet joining info
Google Meet Or dial: (CA) +1 647-734-9162 PIN: 784 254 395#
Please email board@bikeedmonton.ca if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!
Attendance
- Meeting Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
- Board attendance: Sarah R, Keith H, Rachael K, Roy C, Matthew H., Ken A, Andi E., Michelle B.
- Staff attendance:
- Regrets: Annya
- Absent: Jarett S.
- Guests:
Call to Order
- Meeting called to order by Sarah at 5:15 pm.
Logistics for Next Meeting
- Date: Monday, May 17, 2021 at 7pm
- Location: Google Meet
- Chair: Sarah
- Minute-taker: Andi
- Food by: n/a
Announcements
Approval of Agenda
MOTION
| To approve this May 4 agenda.
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|
| Moved:
|
Matt
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| Seconded:
|
Roy
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| Aye
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No
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Abstain
|
| 7
|
0
|
0
|
|
| Carried
|
Current Business
Liability Concerns and Bike Sales from Downtown Shop - Sarah R. (2 mins)
It has come to the Board's attention that there are no current plans to sell bikes from the Downtown Shop, and there are liability concerns regarding our volunteers shuttling bikes between the two shops, leaving the new Downtown Shop under-utilized. The Board has concerns about this operational practice. The Board decided to schedule this impromptu Working Board Meeting to address those concerns. The board would like to discuss the sale of bikes from the Downtown shop and the plan for that moving forward.
- The decision to relocate and open the downtown shop was strategic based on the larger space that is more easily accessible
- Prospective customers are turned away on a daily basis from the downtown shop
- The reason provided by staff is that
- it is too difficult to manage sales on the website from two shops
- it is more likely to result in a sale
- Driving bikes from shop to shop as part of the business model does go against the spirit of the Bike Edmonton mission statement
- Question: Are we an online sales platform with a physical presence, or are we a physical sales location with an online presence?
- Question: Why are we selling bikes from a space that is small and difficult to operate safely, instead of the larger space that builds more bikes and is easier to operate safely?
- Suggestion: As we don't have a proper online sales platform, open shopping times for both shops to shop selection available
- Suggestion: Reorganize the space at the South shop to allow for additional mechanic time; re-evaluate efficiency of both shops
- Suggestion: Move bike sales outdoors to maximize mechanic space indoors
- Suggestion: Restructure appointments for shopping and repair
Use of Volunteers' Personal Vehicles to Transport Bike Edmonton Materials
MOTION
| The Board requires that the Executive Director report back to the Board at the 17 May 2021 board meeting a plan to sell bikes from both Bike Edmonton locations to start no later than 1 July 2021. The plan for implementation may be delayed due to public health orders; decision to be made at the June Board meeting based on public health orders at that time.
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|
| Moved:
|
Roy
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| Seconded:
|
Matt
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| Aye
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No
|
Abstain
|
| 8
|
0
|
0
|
|
| Carried
|
- Matt will draft driver pledge for vote at 17 May board meeting.
MOTION
| Bike Edmonton adopt a requirement of collecting a signed driver pledge document for all staff and volunteers using personal vehicles for the transportation of company goods in accordance with the Non-Profit Risk Recommendations, to be stored in a secure Google drive. The pledge will be presented for vote at the Board meeting on 17 May 2021.
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|
| Moved:
|
Matt
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| Seconded:
|
Keith
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| Aye
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No
|
Abstain
|
| 8
|
0
|
0
|
|
| Carried
|
In Camera
MOTION
| To go in camera
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|
| Moved:
|
Matt
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| Seconded:
|
Keith
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| Aye
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No
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Abstain
|
| 8
|
0
|
0
|
|
| Carried
|
MOTION
| To go out of camera
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|
| Moved:
|
Michelle
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| Seconded:
|
Roy
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| Aye
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No
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Abstain
|
| 8
|
0
|
0
|
|
| Carried
|
Board Volunteer Hour Tracking - ALL BOARD (2 min)
Adjournment
Meeting adjourned at 7:22