Board Minutes February 2025 - Revision history

Adam.burgess: /* New Business */

2025-03-08T21:24:53Z

New Business

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 University wants to know information such as How we partner and possibly more historical operations. Keith willing to go in. Keith and Heather to coordinate next meeting. Keith: What staff commitment is required on our part? Heather will clarify.
 === "Next Up" Priorities for Bike Edmonton (_20_ min)===
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    |result=Unanimous
 }}
 == <i>In Camera</i> Session ==

Adam.burgess: /* Shop Managers' Report */

2025-03-08T21:17:18Z

Shop Managers' Report

← Older revision		Revision as of 21:17, 8 March 2025
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	=== Shop Managers' Report ===		=== Shop Managers' Report ===
	*[[Media:Community_Bike_Shop_Managers'_Report_January_2025.pdf\|Shop managers report 2025]]		*[[Media:Community_Bike_Shop_Managers'_Report_January_2025.pdf\|Shop managers report February 2025]]

	Coreen: January revenues have been low, lower than hoped.		Coreen: January revenues have been low, lower than hoped.

Adam.burgess: /* Shop Managers' Report */

2025-03-08T21:16:58Z

Shop Managers' Report

← Older revision		Revision as of 21:16, 8 March 2025
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	=== Shop Managers' Report ===		=== Shop Managers' Report ===
			*[[Media:Community_Bike_Shop_Managers'_Report_January_2025.pdf\|Shop managers report 2025]]

	Coreen: January revenues have been low, lower than hoped.		Coreen: January revenues have been low, lower than hoped.
	Good volunteer turnout. Spending a lot of time sorting parts, shop improvements.		Good volunteer turnout. Spending a lot of time sorting parts, shop improvements.
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	\|result= Unanimous		\|result= Unanimous
	}}		}}

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

Adam.burgess at 04:13, 11 February 2025

2025-02-11T04:13:11Z

Show changes

Adam.burgess at 02:45, 11 February 2025

2025-02-11T02:45:21Z

← Older revision		Revision as of 02:45, 11 February 2025
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	* Meeting Chair: Keith		* Meeting Chair: Keith
	* Minute-taker: Karl		* Minute-taker: Karl
	* Board attendance:		* Board attendance: Derek W, Matt, Tom, Colin, Coreen (staff), Vaughan (staff), Alex (staff), Stella (online), Heather (online)
	* Staff attendance:		* Staff attendance:
	* Regrets: Adam		* Regrets: Adam, Rebecca, Derek C?
	* Absent:		* Absent:
	* Guests:		* Guests:

	== Call to Order ==		== Call to Order ==
	* Meeting called to order by at pm.		* Meeting called to order by Keith at 6:46 pm.

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
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	* Chair: Keith		* Chair: Keith
	* Minute-taker: Adam		* Minute-taker: Adam
			Heather and Tom will find a spot for April 2025

	== Approval of Agenda, Minutes, Reports (5 min) ==		== Approval of Agenda, Minutes, Reports (5 min) ==
	{{Motion		{{Motion
	\|motion=To approve this ~~(month)~~ agenda, the ~~(month)(year) minutes)~~, and reports as presented below.		\|motion=To approve this February agenda, the January 2025, and reports as presented below.
	\|first=		\|first=
	\|second=		\|second=
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	=== President's Report ===		=== President's Report ===
	*[President's Report (Month) (Year)]		*[President's Report (Month) (Year)]
			Keith attended Advocacy and Finance committee meeting. Both went well. Winter bike to work day. No hosts yet. Coffee outside has offered to host. City not giving out free coffee south side. City sent info a month ago but has reneged. Instagram support and email to members requested by City. Coffee outside will relocate to south side of the bridge.

			Bike Edmonton will continue to say it is hosting.


	=== Treasurer's & Finance Committee Report ===		=== Treasurer's & Finance Committee Report ===
	*Michelle Trinh has resigned from the Finance Committee due to too many committments.		*Michelle Trinh has resigned from the Finance Committee due to too many committments.
	*The internal audit committee presented their 2023-24 report, which was favourable. [[Media:BE_Audit_Report_2023-2024.docx\|BE_Audit_Report_2023-2024.docx]]		*The internal audit committee presented their 2023-24 report, which was favourable. [[Media:BE_Audit_Report_2023-2024.docx\|BE_Audit_Report_2023-2024.docx]]

			Derek: Still Waiting for access to bank. Hoping for this week.
			Marcel is stepping back/aside.
			Derek will submit to the Board within the next week: Treasurer's written report once access has been granted.
			What Robyn sent us

			Keith: in December we lost $8000, not atypical. Not concerned about running out out money in March. A better update expected next month.
			Have we put in the invoice to the city for Tune up, waste down, for buying parts?
			Heather: Not ready yet. Jan paid, not sure how. Coreen: EFT. Gave Karly invoice to fill in blanks and submit for City.
			Heather received a report but nothing about the invoice.
			What will the procedure for paying be going forward? Coreen: if contracted, then invoice. If a regular employee, if we pay someone out of a grant, we should pay them via timesheet and hourly pay.
			Derek: why didn't we do that here?
			Transition issue. May have assisted Robyn to facilitate the payment and a paper trail. Robyn cannot pay out of the account directly, but we could facilitate the 'invoice' payment.
			Keith: If Karly hasn't invoiced yet, we need to manage those for cashflow purposes. Karly invoices both the City and us. We need Karly to invoice us. Heather will email Karly and request a timesheet.

			Finance Committee
			Good group with experience. Looking at communications. Organising a lot of the files. Recommendations approved and being actioned.
			Coreen: two big things are invoicing city for Tune up, Waste Down
			Alex: received a debit credit card.
			Vaughan has not signed a form for the card yet. Derek will follow up with Vaughan.
			Coreen received a new credit card; she will check if the new card is a credit or a debit credit card

			TOR to be approved next month.

	=== H.R. & Ops Committee Report ===		=== H.R. & Ops Committee Report ===
	*[H.R. Committee Report ~~(Month) (Year)~~]		*[H.R. Committee Report February 2025]
			Colin: Overtime policy written
			Includes a time in lieu provision
			Distinction between salaried versus non-salaried staff
			Colin talking to Robyn about changes.
			Committee has adopted the policy, recommends the Board does the same at this meeting.
			No one opposed to that course of action.

			Some flex in the bike builder budget. A couple of months where we can fill in an extra bike builder or two. Applications sought. Will come to the Committee for approval.

			Suzanne just put in notice for Feb 21. That may accelerate timeline.

			Matt and Colin to try and implement Performance Assessment Policy in first half of 2025.

	=== Fundraising Committee Report ===		=== Fundraising Committee Report ===
	*[Fundraising Committee Report ~~(Month) (Year)~~]		*[Fundraising Committee Report February 2025]
	* Casino volunteer recruitment update:		* Casino volunteer recruitment update:
			Casino in motion. COlin signed up to contact things. Alex will help send out request for volunteer coordinator. Application needs to be sent in by February 19.
			Tom, Brad, Heather.
			Keith: AGLC sent paperwork to fill out. Board membership update. Colin handling.
			Derek: when is big call out? Colin: very soon (in the next week). For April 19/20.

			Communications intern is trucking along. Has completed a messaging analysis. Ready to start a membership. Materials linked in Colin's report.

			Grants: Rebecca has submitted CIOG grant to Keiran. We didn't do the 2024 reporting; this was flagged as soon as it was submitted.

			We got approved at EOI stage for Alberta EcoTrust grant. Rebecca and Keiran to work on that. Expand our circular economy credentials. Once set up and going, should be self-sustaining. We would have to do it thoughtfully receive and spend $50,000 every two.

			Heather forwarded waste reduction grant. Same as Waste down tune up grant. If we apply again, we should use it to drive more use of the shop. Could be used for Commmunications. Alex: we could potentially use this grant for Event outreach services. Jesse did 20-24 events
			Waste reduction grant wants to see actual decreases in waste to landfill.

			Waste reduction grant is very restrictive on funding. The Committee needs to decide its approach on how the funding will be actually used if granted

			Matt: Bike-friendly certified program. Matt wants a page set up on the BE webpage


			Alex: we should investigate a reciprocal discount program.


	=== Advocacy Committee Report ===		=== Advocacy Committee Report ===
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	*https://docs.google.com/document/d/1rLJ5ZsOFRenm8PxBCJxrkXcKqjbTF2SXbwwQHKP_kYY/edit?tab=t.0&usp=gmail		*https://docs.google.com/document/d/1rLJ5ZsOFRenm8PxBCJxrkXcKqjbTF2SXbwwQHKP_kYY/edit?tab=t.0&usp=gmail

			Main issue to resolve: power of the Committee to make quick decisions.

			Our members benefit from infrastructure not just from council members. AN incentive should be offered if needed.

	{{Motion		{{Motion
	\|motion= To adopt to Advocacy Committee Terms of Reference as circulated.		\|motion= To adopt to Advocacy Committee Terms of Reference as circulated and addressing Colin's comments.
	\|first=		\|first=
	\|second=		\|second=
	\|yes=		\|yes=
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	=== Bargaining Committee Report ===		=== Bargaining Committee Report ===

			Matt: Nothing to report.

	=== Governance Committee Report ===		=== Governance Committee Report ===
			Tom: Derek K and Tom met. Some by-laws made in a grey area. Meet in next couple of months. At the AGM is there a budget that gets approved.

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

Adam.burgess: /* Attendance */

2025-02-07T04:13:34Z

Attendance

← Older revision		Revision as of 04:13, 7 February 2025
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	== Attendance ==		== Attendance ==
	* Meeting Chair: Keith		* Meeting Chair: Keith
	* Minute-taker:		* Minute-taker: Karl
	* Board attendance:		* Board attendance:
	* Staff attendance:		* Staff attendance:
	* Regrets:		* Regrets: Adam
	* Absent:		* Absent:
	* Guests:		* Guests:

Adam.burgess: /* New Business */

2025-02-07T04:12:48Z

New Business

← Older revision		Revision as of 04:12, 7 February 2025
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	== New Business ==		== New Business ==

	=== Hours of Work and Overtime Policy (10 min)===		=== Hours of Work and Overtime Policy (5 min)===
	*[[Media:Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx\|Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx]]		*[[Media:Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx\|Bike_Edmonton_Hours_of_Work_and_Overtime_Policy_-_DRAFT_Rev.B.docx]]
	* Discussion notes:		* Discussion notes:
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	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).		* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== ~~New Business Item 2~~ (__ min)===		=== "Next Up" Priorities for Bike Edmonton (_20_ min)===
	*		*The staff have suggested that our next priority should be getting back to doing community events (mostly sending mechanics and/or staff members to workplaces, schools, etc. to do some mechanic and general bike education), as we still get regular requests (and so wouldn't have to drum up support), and helps expand our reach (plus generally pays for itself)
	* Discussion notes:		* Discussion notes:
	**		**
	**		**

			=== Migration of Board chat from Messenger to Signal (5 min) ===
			*

	== <i>In Camera</i> Session ==		== <i>In Camera</i> Session ==

Adam.burgess: /* Business Item 2 (__ min) */

2025-02-07T04:10:29Z

Business Item 2 (__ min)

← Older revision		Revision as of 04:10, 7 February 2025
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	**		**

	=== ~~Business Item 2~~ (__ min)===		=== Film Festival proposal (_5_ min)===
	*		*
	* Discussion notes:		* Discussion notes:

Adam.burgess: /* Advocacy Committee Report */

2025-02-07T04:09:38Z

Advocacy Committee Report

← Older revision		Revision as of 04:09, 7 February 2025
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	=== Advocacy Committee Report ===		=== Advocacy Committee Report ===
	*		*
	*		*https://docs.google.com/document/d/1rLJ5ZsOFRenm8PxBCJxrkXcKqjbTF2SXbwwQHKP_kYY/edit?tab=t.0&usp=gmail

Adam.burgess: /* Advocacy Committee Report */

2025-02-03T13:44:11Z

Advocacy Committee Report

← Older revision		Revision as of 13:44, 3 February 2025
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	=== Advocacy Committee Report ===		=== Advocacy Committee Report ===
			*
			*


			{{Motion
			\|motion= To adopt to Advocacy Committee Terms of Reference as circulated.
			\|first=
			\|second=
			\|yes=
			\|no=
			\|abstain=
			\|result=
			}}

			* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== Bargaining Committee Report ===		=== Bargaining Committee Report ===