Board Minutes December 2025 - Revision history

Adam.burgess: /* Co-directors Report */

2025-12-14T14:10:14Z

Co-directors Report

← Older revision		Revision as of 14:10, 14 December 2025
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	=== Co-directors Report ===		=== Co-directors Report ===
	*Good month, good volunteer turnout, revenues higher than last Nov and higher than October! Volunteer appreciation party. Did some strategic planning with an outside facilitator, who will be compiling notes and recommendations. We don't have a grant to give away studded tires this year-- but fundraising committee will take that as a note to look into for next year. Eco-trust came by for a tour, with some folks from one of their funders (Dow Chemical), and they seemed impressed. Coreen talked them about planned obsolescence and right to repair, and they seemed to vibe with that. Hired another bike-builder Joshua almost full-time, who will work mostly on Eco-trust stuff. Suzanne, Jan, and Caleb will also be doing a bit. We've already set aside some bikes from Spring bike sale, which will start to demonstrate for Eco-trust our increased capacity vs last year. ~~Last~~ Eco-Trust report is due shortly.		*Good month, good volunteer turnout, revenues higher than last Nov and higher than October! Volunteer appreciation party. Did some strategic planning with an outside facilitator, who will be compiling notes and recommendations. We don't have a grant to give away studded tires this year-- but fundraising committee will take that as a note to look into for next year. Eco-trust came by for a tour, with some folks from one of their funders (Dow Chemical), and they seemed impressed. Coreen talked to them about planned obsolescence and right to repair, and they seemed to vibe with that. Hired another bike-builder Joshua almost full-time, who will work mostly on Eco-trust stuff. Suzanne, Jan, and Caleb will also be doing a bit. We've already set aside some bikes from Spring bike sale, which will start to demonstrate for Eco-trust our increased capacity vs last year. Next Eco-Trust report is due shortly.

	== Current & Completed Business ==		== Current & Completed Business ==

Adam.burgess: /* Treasurer's & Finance Committee Report */

2025-12-14T14:08:10Z

Treasurer's & Finance Committee Report

← Older revision		Revision as of 14:08, 14 December 2025
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	*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.		*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.
	*[[Media:October_2025-_Wage_Accrual.pdf\|October_2025-_Wage_Accrual.pdf]]		*[[Media:October_2025-_Wage_Accrual.pdf\|October_2025-_Wage_Accrual.pdf]]
			*[[Media:October_2025-_Notes_to_the_Financial_Statements.pdf\|October_2025-_Notes_to_the_Financial_Statements.pdf]]
			*[[Media:October_2025-_Statement_of_Financial_Position.pdf\|October_2025-_Statement_of_Financial_Position.pdf]]
			*[[Media:October_2025-_Grant_Reporting.pdf\|October_2025-_Grant_Reporting.pdf]]
			*[[Media:October_2025-_DETAILED_Profit_Loss_Statement.pdf\|October_2025-_DETAILED_Profit_Loss_Statement.pdf]]
			*[[Media:October_2025-_Accounts_Payable.pdf\|October_2025-_Accounts_Payable.pdf]]
			*[[Media:October_2025-_Comparative_Statement.pdf\|October_2025-_Comparative_Statement.pdf]]
			*[[Media:October_2025-_Accounts_Receivable.pdf\|October_2025-_Accounts_Receivable.pdf]]
			*[[Media:October_2025-_Cash_Spreadsheet.pdf\|October_2025-_Cash_Spreadsheet.pdf]]

	=== H.R. & Ops Committee Report ===		=== H.R. & Ops Committee Report ===

Adam.burgess: /* Treasurer's & Finance Committee Report */

2025-12-14T14:03:14Z

Treasurer's & Finance Committee Report

← Older revision		Revision as of 14:03, 14 December 2025
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	*Working towards adding a Grant tracking field on the financials from Robin. This will likely be put into place for February once we have further data from the Co-Directors.		*Working towards adding a Grant tracking field on the financials from Robin. This will likely be put into place for February once we have further data from the Co-Directors.
	*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.		*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.
			*[[Media:October_2025-_Wage_Accrual.pdf\|October_2025-_Wage_Accrual.pdf]]

	=== H.R. & Ops Committee Report ===		=== H.R. & Ops Committee Report ===

Adam.burgess: /* Treasurer's & Finance Committee Report */

2025-12-14T13:58:41Z

Treasurer's & Finance Committee Report

← Older revision		Revision as of 13:58, 14 December 2025
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	=== Treasurer's & Finance Committee Report ===		=== Treasurer's & Finance Committee Report ===
	*~~attach~~ from ~~email~~		*Rental agreement being followed up by Phil Harvey of MYVIC Realty as to why the payment has not been withdrawn. It appears that Kamil has not shared the lease agreement yet and we should have an update this week on a withdrawal schedule.
			*Mastercard payment has been setup to automatically withdrawal the due amount each month
			*Rent to MacEwan is set to automatically transfer from the casino High Yield into the chequing account to cover rent of the main shop.
			*Working towards adding a Grant tracking field on the financials from Robin. This will likely be put into place for February once we have further data from the Co-Directors.
			*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.

	=== H.R. & Ops Committee Report ===		=== H.R. & Ops Committee Report ===

Adam.burgess: /* Adjournment */

2025-12-02T03:19:56Z

Adjournment

← Older revision		Revision as of 03:19, 2 December 2025
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	== Adjournment ==		== Adjournment ==
	{{Motion		{{Motion
	\|motion=To adjourn the meeting at ~~__pm~~.		\|motion=To adjourn the meeting at _0820_pm.
	\|first=		\|first= Adam
	\|second=		\|second= Keith
	\|yes=		\|yes=all
	\|no=		\|no=none
	\|abstain=		\|abstain=
	\|result=		\|result=

Adam.burgess: /* In Camera Session */

2025-12-02T03:19:30Z

In Camera Session

← Older revision		Revision as of 03:19, 2 December 2025
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	{{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=
	}}		}}
	* Please list how long you believe your topic will take to discuss:		* Please list how long you believe your topic will take to discuss:
	** Name (___ min)		** Name (___ min)
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	{{Motion		{{Motion
	\|motion=To move out of camera]</i> discussion.		\|motion=To move out of camera]</i> discussion.
	\|first=		\|first=Adam
	\|second=		\|second=Keith
	\|yes=		\|yes=all
	\|no=		\|no=none
	\|abstain=		\|abstain=
	\|result=		\|result=
	}}		}}


	== Adjournment ==		== Adjournment ==

Adam.burgess: /* Approval of CSJ positions for next summer (__ min) */

2025-12-02T02:51:12Z

Approval of CSJ positions for next summer (__ min)

← Older revision		Revision as of 02:51, 2 December 2025
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	=== Approval of CSJ positions for next summer (__ min)===		=== Approval of CSJ positions for next summer (__ min)===
	*		* Alex's email:
	* One of the topics we discussed at our shop strategic planning session yesterday was Canada Summer Jobs and we are seeking the Board's approval to apply for CSJ funding for two positions at 16 weeks each for summer 2026 . The CSJ application deadline is Thursday December 11th.		* One of the topics we discussed at our shop strategic planning session yesterday was Canada Summer Jobs and we are seeking the Board's approval to apply for CSJ funding for two positions at 16 weeks each for summer 2026 . The CSJ application deadline is Thursday December 11th.

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	*There's a number of important areas we could direct CSJ worker help towards. Our top are:		*There's a number of important areas we could direct CSJ worker help towards. Our top are:
	**communications		**communications
	updates and improvements to the website		**updates and improvements to the website
	newsletter content		**newsletter content
	in-shop messaging (Bike Edmonton overview poster, services offered, etc.)		**in-shop messaging (Bike Edmonton overview poster, services offered, etc.)
	social media content		**social media content
	community partnerships and engagement (promotion, requests for member benefits, etc).		**community partnerships and engagement (promotion, requests for member benefits, etc).
	outreach, events and volunteer coordination		**outreach, events and volunteer coordination
	managing outreach mechanical events		**managing outreach mechanical events
	bike rack/parking requests		**bike rack/parking requests
	lunch and learn requests		**lunch and learn requests
	delivering new classes such as learn to ride or cycling 101 (overview of cycle commuting)		**delivering new classes such as learn to ride or cycling 101 (overview of cycle commuting)
	organizing volunteer events and trainings		**organizing volunteer events and trainings
	Another approach is to post more general positions (Assistant Shop Manager, for example) and then have them work on more general things, as needed. We've done that before and it's an acceptable approach.		*Another approach is to post more general positions (Assistant Shop Manager, for example) and then have them work on more general things, as needed. We've done that before and it's an acceptable approach.

	To recap, we're asking for Board approval to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. I would leave the weekly hours open and allow the hire to choose, but it would be between 30 and 40. Assuming 2 positions at 40 hours per week, the cost would be about $3840.00. I'll submit an application if the Board agrees that this would be useful. Please discuss this at the meeting tomorrow and let me know your decision.		*To recap, we're asking for Board approval to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. I would leave the weekly hours open and allow the hire to choose, but it would be between 30 and 40. Assuming 2 positions at 40 hours per week, the cost would be about $3840.00. I'll submit an application if the Board agrees that this would be useful. Please discuss this at the meeting tomorrow and let me know your decision.
	**		**
	**		**

Adam.burgess: /* Approval of CSJ positions for next summer (__ min) */

2025-12-02T02:50:07Z

Approval of CSJ positions for next summer (__ min)

@@ Line 104: / Line 104: @@
 === Approval of CSJ positions for next summer (__ min)===
+*
-* Discussion notes:
+* One of the topics we discussed at our shop strategic planning session yesterday was Canada Summer Jobs and we are seeking the Board's approval to apply for CSJ funding for two positions at 16 weeks each for summer 2026 . The CSJ application deadline is Thursday December 11th.
 **
 **

Adam.burgess: /* Approval of CSJ positions for next summer (__ min) */

2025-12-02T02:48:50Z

Approval of CSJ positions for next summer (__ min)

← Older revision		Revision as of 02:48, 2 December 2025
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	{{Motion		{{Motion
	\|motion=To approve the co-directors to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026.		\|motion=To approve the co-directors to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026.
	\|first=		\|first=Keith
	\|second=		\|second=Rebecca
	\|yes=		\|yes=all
	\|no=		\|no=none
	\|abstain=		\|abstain=
	\|result=		\|result=

Adam.burgess: /* Election of incoming executive and formation of committees (__ min) */

2025-12-02T02:44:30Z

Election of incoming executive and formation of committees (__ min)

← Older revision		Revision as of 02:44, 2 December 2025
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	=== Election of incoming executive and formation of committees (__ min)===		=== Election of incoming executive and formation of committees (__ min)===
	*		*
	* ~~Discussion notes:~~		* Committee chairs should try to circular a Terms of Reference for approval at the next meeting.
	**		**
	**		**

← Older revision		Revision as of 14:08, 14 December 2025
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	*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.		*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.
	*[[Media:October_2025-_Wage_Accrual.pdf\|October_2025-_Wage_Accrual.pdf]]		*[[Media:October_2025-_Wage_Accrual.pdf\|October_2025-_Wage_Accrual.pdf]]
			*[[Media:October_2025-_Notes_to_the_Financial_Statements.pdf\|October_2025-_Notes_to_the_Financial_Statements.pdf]]
			*[[Media:October_2025-_Statement_of_Financial_Position.pdf\|October_2025-_Statement_of_Financial_Position.pdf]]
			*[[Media:October_2025-_Grant_Reporting.pdf\|October_2025-_Grant_Reporting.pdf]]
			*[[Media:October_2025-_DETAILED_Profit_Loss_Statement.pdf\|October_2025-_DETAILED_Profit_Loss_Statement.pdf]]
			*[[Media:October_2025-_Accounts_Payable.pdf\|October_2025-_Accounts_Payable.pdf]]
			*[[Media:October_2025-_Comparative_Statement.pdf\|October_2025-_Comparative_Statement.pdf]]
			*[[Media:October_2025-_Accounts_Receivable.pdf\|October_2025-_Accounts_Receivable.pdf]]
			*[[Media:October_2025-_Cash_Spreadsheet.pdf\|October_2025-_Cash_Spreadsheet.pdf]]

	=== H.R. & Ops Committee Report ===		=== H.R. & Ops Committee Report ===