Board Minutes April 2025: Difference between revisions
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== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this | |motion=To approve this month's agenda, the previous month's, and reports as presented below. | ||
|first= Matt | |first= Matt | ||
|second= Colin | |second= Colin | ||
| Line 75: | Line 75: | ||
* Got CIOG grant, not for full $16k but for 11k. Rebecca starting to look at what's next-- project-based funding, or funding for the right to ride program (we can put in our tip-at-the-till income as a starting place / matching; there could be an anti-racism angle). Should hear from Eco Trust soon. | * Got CIOG grant, not for full $16k but for 11k. Rebecca starting to look at what's next-- project-based funding, or funding for the right to ride program (we can put in our tip-at-the-till income as a starting place / matching; there could be an anti-racism angle). Should hear from Eco Trust soon. | ||
* Bike-friendly businesses-- the issue is they're all broke, but Matt's working on it. Heather suggests we could send a spontaneous cash mob, or a bike crawl. People had good response to the post on Sugared and Spiced "tell me more businesses to support." | * Bike-friendly businesses-- the issue is they're all broke, but Matt's working on it. Heather suggests we could send a spontaneous cash mob, or a bike crawl. People had good response to the post on Sugared and Spiced "tell me more businesses to support." | ||
* And Coreen has joined the Committee! Which will help with communication. | |||
* Full report: https://docs.google.com/document/d/1Tvo5ge5R5Ss6e7GWYoxffJPMw211aNRhwzK4fr6NifY/edit?pli=1&tab=t.0 | * Full report: https://docs.google.com/document/d/1Tvo5ge5R5Ss6e7GWYoxffJPMw211aNRhwzK4fr6NifY/edit?pli=1&tab=t.0 | ||
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=== Bargaining Committee Report === | === Bargaining Committee Report === | ||
*Brad caught up with Jodi Lern (sp?) from CUPE; they're in a period of transition in multiple ways; but we're looking at dates in May and June. Brad confirmed that we are not in a "freeze period," and so could make changes to working conditions at this time. Brad feels that practically we have a good start with bargaining, the current counter-parties (who may change, unfortunately) seem flexible with respect to the fact that it's hard to draw firm lines between employers and employees at Bike Edmonton, Brad thinks we'll have latitude to be creative, prioritise meaningful staff participation in management decisions as an outcome, etc. Maybe the union can take the first crack at drafting in areas where they're deeply engaged, and vice verse-- but that's a weird way to do it, so it would be nice to get a meeting on the books to set that direction while we have this person at CUPE to work with. It might be helpful if board and staff could come together on dates and present those to Jodi. Coreen mentions that for her and Jan it's basically Thursday and Friday night. | |||
=== Governance Committee Report === | === Governance Committee Report === | ||
* Tom and Derek have been communicating by email. They will meet to discuss the ToR. They are looking at the bylaws. | |||
=== Shop Managers Report === | |||
* Intending to hire another Bike Builder: Jay W (longtime Bike Edmonton associate). | |||
* Income is >2024 month-by-month. | |||
* The space is oversubscribed in busy hours. | |||
* Not scheduling a spring bike sale at this point. Maybe in May. Specific issue: we don't have any large bikes! We're getting a lot of inquiries about it, although a lot a them might be mistaking us for Bike Swap, which is postponed to September. Training more volunteers to fit and sell bikes. | |||
* City is happy with how our Eco station program is going, and they will be expanding us to another Eco station. | |||
* We are getting requests for outreach mechanics; it seems like bike builder Caleb will be doing that. The city has canned their bike education team-- it's even moreso on us that in the past. It doesn't make money-- but maybe if we sell memberships. | |||
* There is a draft webpage up re: Right to Ride that Coreen suggests we look at. | |||
* Classes are full, Caleb may be helping with that. | |||
*[[Media: Community_Bike_Shop_Managers'_Report_March_2025.pdf|Community_Bike_Shop_Managers'_Report_March_2025.pdf]] | |||
== Current & Completed Business == | == Current & Completed Business == | ||
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=== Tune Up / Waste Down invoicing and remuneration (4 min)=== | === Tune Up / Waste Down invoicing and remuneration (4 min)=== | ||
* | * The project proceeds. May 10th one Queen Alex community leagues is doing their volunteer bike repair event, Jan is helping with that. Yellowbird May 24th. What's not on track is sitting down with Karly re invoices being submitted and $ coming back from the sitting, Heather says she dropped the ball on this. ACTION ITEM for Heather (and Derek W): Meet with Karly and arrange for how to invoice the city. | ||
=== Winter Cycling grant update (3 min)=== | === Winter Cycling grant update (3 min)=== | ||
* | * We got verbal approval from the city but no signed documents on our proposed expansion of the program-- we then determined we didn't have capacity, did the project based on old requirements, and then finally heard back that they loved our proposal-- Keith has given them the info on what we did, less the final report, which Coreen is working on. For next year: Colin thinks we should try to move a lot of winter tires, it's a big barrier to entry and there was lots of interest. Any events or aspects that staff don't have capacity and interest in implementing should not be tied to grant commitments. | ||
== New Business == | == New Business == | ||
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=== Old Strathcona Farmers Market (Karl - 15 min)=== | === Old Strathcona Farmers Market (Karl - 15 min)=== | ||
* Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year. | * Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year. | ||
* Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members! | * Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' (it'e becoming paid) to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members! | ||
*OSFM recently announced they will be expanding to open on Sunday as well as Saturday. | *OSFM recently announced they will be expanding to open on Sunday as well as Saturday. Could we staff that? | ||
* | * Capacity was 20 bikes last year. Karl challenged Reinier and Marcel to increase that to 40-- they're drafting a budget to put to the OSFM. Options: OSFM pays, vs we fund it-- more risky, but we could charge. Reinier's super-thrifty budget was $500, Karl thinks $1k is more reasonable. | ||
* | * Adam doesn't mind spending a little money on it, but given that it's volunteer-run, he doesn't want to be more any more committed than something we can walk away from at any moment. Colin points out that even if they've given us $500, our liability is probably limited to just handing that back. | ||
* If wanting to sign up members, we'd need another Square device for $400-- probably well worth it. | |||
* We probably need some canopies with Bike Edmonton branding to protect volunteers from the elements. | |||
=== Edmonton Folk Music Festival (10 min)=== | === Edmonton Folk Music Festival (10 min)=== | ||
* | *we staff their bike lockup with volunteers. | ||
* | *Karl proposed some kind of bike washing angle-- they advised him it's unlikely as they don't have the logistics to support that. But maybe if we could have a trailer with water? | ||
*Coreen suggests selling lights as a lower hanging fruit-- everyone's leaving there in the dark. (They might be sensitive about us selling things, vendors pay a lot of $ for that). Keith: maybe grooving music festival-worthy lights. | |||
* | *Keith: sure could approach Epcor, but maybe it's more about creating connections for future years. | ||
* | *Maybe we can do some tuneups, have a QR code for memberships. | ||
*Decision: no bike washing. Karl to think about what else we can do in a more limited scope. | |||
=== Google Apps admin access (Adam - 10min) === | === Google Apps admin access (Adam - 10min) === | ||
*This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)" | *This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)" | ||
* There's a larger issue of our mass of overlapping computer systems, that could probably be rationalized into a single modern system-- but we'd have to pay for that. And we should move. Colin is talking a friend about, Derek W might talk to his wife about it. | |||
{{Motion | {{Motion | ||
|motion= To ask Chris Chan to set up admin access for Alex, Coreen, & Adam | |||
|first= | |first= Adam | ||
|second= | |second= Colin | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= passed | ||
}} | }} | ||
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | * <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date). | ||
| Line 173: | Line 161: | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 186: | Line 174: | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first= Adam | ||
|second= | |second= Matt | ||
|yes= | |yes= all | ||
|no= | |no= no | ||
|abstain= | |||
|result= passed | |||
}} | |||
{{Motion | |||
|motion=To approve a 10% raise for the shop managers, retroactive to February 1st, 2025, contingent upon positive reaction from CUPE (Brad to speak to Jodi, and get back to Derek W and Robyn. This is will be reflected in an amendment to the approved budget. | |||
|first= Colin | |||
|second= Heather | |||
|yes= all | |||
|no= none | |||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
{{Motion | |||
|motion=To approve the job description for Coreen, Alex, and Vaughan, here-after the Co-directors, as circulated, with minor edits as discussed. | |||
|first= Colin | |||
|second= Heather | |||
|yes= Adam, Derek W, Brad, Rebecca, Karl, Heather, Colin, Tom, Matt. | |||
|no= Keith | |||
|abstain= | |||
|result= passed | |||
}} | |||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at _9:37_pm. | ||
|first= | |first=Adam | ||
|second= | |second=Keith | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result=passed | ||
}} | }} | ||