2024 AGM - Revision history

Adam.burgess: /* Attendance */

2024-11-05T12:40:25Z

Attendance

← Older revision		Revision as of 12:40, 5 November 2024
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	* Meeting Chair: Keith		* Meeting Chair: Keith
	* Minute-taker: Adam Burgess		* Minute-taker: Adam Burgess
	* Attendance: n members in good standing		* Attendance: 41 members in good standing
	* Regrets:

	* Membership Lookup: https://apps.bikeedmonton.ca/membership/		* Membership Lookup: https://apps.bikeedmonton.ca/membership/

Adam.burgess: /* Treasurer's Report */

2024-11-05T12:35:04Z

Treasurer's Report

← Older revision		Revision as of 12:35, 5 November 2024
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	=== Treasurer's Report ===		=== Treasurer's Report ===
	~~(attach written version)~~
	*$48k surplus this year, compared to deficits of $98k and $70k in the previous years. As of Aug 31st: $99k in operating acct, $17.5k in Casino acct (which pays rent). The biggest changes in our financial status this year were: the donation drive earlier in the year, removing the executive director (at his own recommendation) in February, and closing the south shop in July.		*$48k surplus this year, compared to deficits of $98k and $70k in the previous years. As of Aug 31st: $99k in operating acct, $17.5k in Casino acct (which pays rent). The biggest changes in our financial status this year were: the donation drive earlier in the year, removing the executive director (at his own recommendation) in February, and closing the south shop in July.
	*Audits were done for 2022-23 and 2023-24 financial years-- the latter is not quite completed due to some delays, the audit committee got all the information from the treasurer last week. An audit commit with 10(!) volunteer members did a really good job. The audit of the 2022-23 financial year was favourable. They did recommend exploring options for inventory tracking.		*Audits were done for 2022-23 and 2023-24 financial years-- the latter is not quite completed due to some delays, the audit committee got all the information from the treasurer last week. An audit commit with 10(!) volunteer members did a really good job. The audit of the 2022-23 financial year was favourable. They did recommend exploring options for inventory tracking.

Adam.burgess: /* Board Elections */

2024-11-04T02:09:54Z

Board Elections

@@ Line 111: / Line 111: @@
 == Board Elections ==
-*Nominations: Karl
+*Nominations: Karl Tracksdorf, Rebecca Houle, Brent Adam, Derek Walter, Derek Kramar, Colin Margetts, Thomas Lee, Adam Burgess, Heather Young-Leslie, Brad Goertz.
 {{Motion

Adam.burgess: /* Adjournment */

2024-11-03T22:30:10Z

Adjournment

← Older revision		Revision as of 22:30, 3 November 2024
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	{{Motion		{{Motion
	\|motion=To adjourn.		\|motion=To adjourn.
	\|first=		\|first= Heather
	\|second=		\|second= Matt
	\|yes= All		\|yes= All
	\|no= 0		\|no= 0

Adam.burgess: /* Board Elections */

2024-11-03T22:29:49Z

Board Elections

← Older revision		Revision as of 22:29, 3 November 2024
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	== Board Elections ==		== Board Elections ==

	Karl		*Nominations: Karl
	Rebecca		Rebecca
	Brent		Brent

Adam.burgess: /* Board Elections */

2024-11-03T22:27:41Z

Board Elections

← Older revision		Revision as of 22:27, 3 November 2024
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	== Board Elections ==		== Board Elections ==

	*Explanation of returning members vs members needing confirmation by the membership.		Karl
			Rebecca
	*Outline of board responsibilities, time commitments, and attributes of good board members: passion for cycling and Edmonton's cycling community, commitment to service and stewardship of the organization, reliable participation in meetings and committees, ability to work collaboratively on a team and independently as required, and willingness to listen, learn, and make informed decisions.		Brent
			Derek Walter
			Derek K
			Colin
			Thomas Lee
			Adam Burgess
			Heather Young-Leslie
			Brad

	*1 min introductions by board members seeking re-election or confirmation by the membership, or new candidates.		*1 min introductions by board members seeking re-election or confirmation by the membership, or new candidates.
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	{{Motion		{{Motion
	\|motion=To ~~recognize~~		\|motion=To accept the nominations.
	*Matt Hoyt, Sarah Bisbee, and Keith Heslinga (returning);		\|first= Sarah
	*Adam Burgess, Colin Margetts, Heather Young-Leslie, and Derek Kramer (confirmed);		\|second= Adam
	*and __, __, __, __, and __ (new)
	as the ~~2024-2025 Bike Edmonton Board of Directors~~.
	\|first=
	\|second=
	\|yes=All		\|yes=All
	\|no=0		\|no=0

Adam.burgess: /* Budget 2024-25 */

2024-11-03T22:22:11Z

Budget 2024-25

← Older revision		Revision as of 22:22, 3 November 2024
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	===Questions===		===Questions===
	*~~Alex~~: What are our staffing costs now compared to last year? A: $15k, from $26k. Budgetted going forward: $12k.		*Question: What are our staffing costs now compared to last year? A: $15k, from $26k. Budgetted going forward: $12k.
			*Molly: Can you provide the math on the cost-effectiveness of bike building? A: We can provide the board's rough analysis.
			*Question: This has all been about running a bike shop. What about advocacy and outreach? A: Most of that work has been going on through volunteer efforts. We continue to try to talk to city counsellors to talk about the execution of a bike lane plan. And do have granted projects going forward.



	{{Motion		{{Motion
	\|motion=To approve the 2024-25 budget as presented.		\|motion=To approve/accept the 2024-25 budget as presented.
	\|first= Keith		\|first= Keith
	\|second=		\|second= Adam
	\|yes=~~All~~		\|yes=most
	\|no=0		\|no=4
	\|abstain=		\|abstain=
	\|result=~~Carried~~		\|result=Accepted
	}}		}}

Adam.burgess: /* Budget 2024-25 */

2024-11-03T22:08:12Z

Budget 2024-25

← Older revision		Revision as of 22:08, 3 November 2024
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	== Budget 2024-25 ==		== Budget 2024-25 ==
	*Highlights: small surplus. 20% cut in staffing costs.		*Highlights: small surplus. 20% cut in staffing costs.
	*What I really appreciate about this budget is that we've started to project our finances month-to-month so that we understand how our accounts will look in 6 months from now.		*Marcel: What I really appreciate about this budget is that we've started to project our finances month-to-month so that we understand how our accounts will look in 6 months from now.
			*Keith: These numbers are like reading the tea leaves, and it won't be all on the backs of staff. The biggest part will be the work volunteers and membership continue to do.

			===Questions===
			*Alex: What are our staffing costs now compared to last year? A: $15k, from $26k. Budgetted going forward: $12k.





	{{Motion		{{Motion
	\|motion=To approve the 2024-25 budget as presented.		\|motion=To approve the 2024-25 budget as presented.
	\|first=		\|first= Keith
	\|second=		\|second=
	\|yes=All		\|yes=All

Adam.burgess: /* Budget 2024-25 */

2024-11-03T22:02:45Z

Budget 2024-25

← Older revision		Revision as of 22:02, 3 November 2024
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	== Budget 2024-25 ==		== Budget 2024-25 ==
	**~~See appended Budget package~~		*Highlights: small surplus. 20% cut in staffing costs.
			*What I really appreciate about this budget is that we've started to project our finances month-to-month so that we understand how our accounts will look in 6 months from now.

Adam.burgess: /* Questions */

2024-11-03T21:55:49Z

Questions

← Older revision		Revision as of 21:55, 3 November 2024
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	*Do we know how we're doing on volunteer hours compared to last year? Reason for asking being that if bike building is more on volunteers. Answer - we have a number of 4200 volunteer hours logged. By the way, the bike building night that Jan runs is the most under-rated thing we do! Our budget does account for lower bike sales to offset the decrease in paid bike building.		*Do we know how we're doing on volunteer hours compared to last year? Reason for asking being that if bike building is more on volunteers. Answer - we have a number of 4200 volunteer hours logged. By the way, the bike building night that Jan runs is the most under-rated thing we do! Our budget does account for lower bike sales to offset the decrease in paid bike building.
	*Molly - From financial reports in years past, BE has established that bike building is a net gain, and adds to foot traffic for accessory sales and word of mouth, and the free membership with a bike sale sometimes turns into a recurring membership. A lot of volunteers don't have the time and interest to fully build up a bike. So this will end up putting more on the plate of staff who already do a lot of work. Keith - Looking historically, when only Jan was building bikes (2019) we were selling $80k in bikes, and after adding more paid bike building there was only a small increase. Coreen - That number you're looking at includes rack sales and bike rentals as well. Keith - It's listed as bike sales. Molly - But bike building nets money. Matt - We haven't seen that. Nobody on the current board is against building bikes, but we've just gone through a season of begging for money, and we owe it to those people to show some [finanical discipline]. Maybe we can hire more bike builders and build more bikes in the future. We welcome more help on the board to make these decisions over the next year. Keith - if we look at total bike builder hours and how many bikes that should equate to, it's more than what they produce. Sarah - I'm glad the membership is hearing this, but we had to make hard decisions. The budget was the most contentious vote we had all year and was not unanimous. We went through several scenarios, and the majority of the board felt we owed it to membership to present a budget that was balanced with a bit of surplus so we wouldn't have to come cap in hand again. One of the difficulties the board has run into with not having an ED is that the board is made up of volunteers; we are not able to put in the direct time that a full-time ED is able to. There have been failures of communication with staff this year, but the reality of moving from a governance to operational board has been very challenging. There has been burnout, fatigue, attrition from the board. Alex - I acknowledge what Sarah just said. The budget that was passed was a split vote from a small board, and I know that Colin has moved to defer implementation of this change until the new board meets in December. Alex is looking at numbers that show a profit from bike building, and I do believe it's correct. Sarah - if it's from staff, we requested that many times. Alex - I disagree, and I think out of an understandable desire to be cautious, we're shrinking when we need to be bold. Chris Chan - On these bike builder numbers, the board can make a different decision, but I didn't see a request for these numbers. My analysis shows they make profit.		*Molly - From financial reports in years past, BE has established that bike building is a net gain, and adds to foot traffic for accessory sales and word of mouth, and the free membership with a bike sale sometimes turns into a recurring membership. A lot of volunteers don't have the time and interest to fully build up a bike. So this will end up putting more on the plate of staff who already do a lot of work. Keith - Looking historically, when only Jan was building bikes (2019) we were selling $80k in bikes, and after adding more paid bike building there was only a small increase. Coreen - That number you're looking at includes rack sales and bike rentals as well. Keith - It's listed as bike sales. Molly - But bike building nets money. Matt - We haven't seen that. Nobody on the current board is against building bikes, but we've just gone through a season of begging for money, and we owe it to those people to show some [finanical discipline]. Maybe we can hire more bike builders and build more bikes in the future. We welcome more help on the board to make these decisions over the next year. Keith - if we look at total bike builder hours and how many bikes that should equate to, it's more than what they produce. Sarah - I'm glad the membership is hearing this, but we had to make hard decisions. The budget was the most contentious vote we had all year and was not unanimous. We went through several scenarios, and the majority of the board felt we owed it to membership to present a budget that was balanced with a bit of surplus so we wouldn't have to come cap in hand again. One of the difficulties the board has run into with not having an ED is that the board is made up of volunteers; we are not able to put in the direct time that a full-time ED is able to. There have been failures of communication with staff this year, but the reality of moving from a governance to operational board has been very challenging. There has been burnout, fatigue, attrition from the board. Alex - I acknowledge what Sarah just said. The budget that was passed was a split vote from a small board, and I know that Colin has moved to defer implementation of this change until the new board meets in December. Alex is looking at numbers that show a profit from bike building, and I do believe it's correct. Sarah - if it's from staff, we requested that many times. Alex - I disagree, and I think out of an understandable desire to be cautious, we're shrinking when we need to be bold. Chris Chan - On these bike builder numbers, the board can make a different decision, but I didn't see a request for these numbers. My analysis shows they make profit.
			* Were the previous deficits cumulative reported cumulative?
			* Where did the 3-year membership option go? Answer - we'll take that as a note.
			*


	{{Motion		{{Motion
	\|motion=To receive the reports as presented.		\|motion=To receive the reports as presented.
	\|first=		\|first= Adam
	\|second=		\|second= Heather
	\|yes=All		\|yes=All
	\|no=0		\|no=0