Board Minutes February 2023: Difference between revisions

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== Attendance ==
== Attendance ==
* Meeting Chair:  
* Meeting Chair: Kelly Granigan
* Minute-taker:  
* Minute-taker: Alexandra Stout
* Board attendance:  
* Board attendance: Andi Eng, Ceileigh Cunningham, Matthew Hoyt, John Fuller, Jason Wang, Charlotte Thomasson, Michelle Bourdon
* Staff attendance:  
* Staff attendance: Greg Glatz, Coreen
* Regrets: Maxine Myre
* Regrets: Maxine Myre
* Absent:
* Absent:
Line 20: Line 20:


== Call to Order ==
== Call to Order ==
* Meeting called to order at __ pm.
* Meeting called to order at 7:12 pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
Line 29: Line 29:


== Discussion of agenda (10 min) ==
== Discussion of agenda (10 min) ==


== Consent Agenda (5 min) ==
== Consent Agenda (5 min) ==


=== President's Report ===
=== President's Report ===
*[https://docs.google.com/document/d/1bZp-DUsCWRttgeCE-XBj-6VkNtmnKGzl2-lPp5Fy0XU/edit?usp=share_link President's Report]
*[https://docs.google.com/document/d/1RE9-eIgXHP4Z3RUFn-HSJChEcoPnuNqsIesFC6oEll4/edit?usp=share_link President's Report]


=== Treasurer's Report ===
=== Treasurer's Report ===
* [https://docs.google.com/document/d/1OmZzB3e28eptfJRLcfYMVwOhT2dM4mGnexnvatDDuCY/edit?usp=share_link Treasurer's Report]
* [https://docs.google.com/document/d/1i0qPaEV9LozPw0uVYO3ZYkE-BTzo5jimijdw1FpbzQ4/edit?usp=share_link Treasurer's Report]


=== H.R. Committee Report ===
=== H.R. Committee Report ===
*[https://docs.google.com/document/d/1c4ITPikbCkct1VK-jik1v0Ai1S6mz-eesbojMM4t-Pw/edit?usp=share_link HR Committee Report]
*[https://drive.google.com/file/d/19bxIrsQj4av92usLgXBtpn_lIji-LvPA/view?usp=sharing HR Committee Report]


=== Governance Committee Report ===
=== Governance Committee Report ===
*[https://docs.google.com/document/d/1Qx8jtQPyFsVFT85NsMQyuJDUMpeZuVTVJJh6c4LBQKQ/edit?usp=share_link Governance Committee Report]
*[https://docs.google.com/document/d/1friH3Tm9MR2nqKhc_vl720-7XC5GaBY4fE1O2NF5m8Q/edit?usp=share_link Governance Committee Report]


== Reports not included in Consent Agenda ==
== Reports not included in Consent Agenda ==


=== Executive Director's Report (10 min) ===
=== Executive Director's Report (10 min) ===
*
[https://docs.google.com/document/d/1wcHkXUpzvbDTaszmJmsLdd4GMlE0eT7DJBRsg2-eHlE/edit?usp=share_link Executive Director's Report]


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this February agenda, the January 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_January_2023 minutes], and reports as presented
   |motion=To approve this February agenda, the January 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_January_2023 minutes], and reports as presented
   |first=  
   |first= Matthew
   |second=  
   |second= Andi
   |yes=  
   |yes=  
   |no=  
   |no=  
   |abstain=
   |abstain=
   |result=  
   |result= Passed
}}
}}


Line 79: Line 78:
=== Budget (20 min)===
=== Budget (20 min)===
*
*
FEE QUESTIONS
*Suggestion from Ceileigh to introduce a "ten-punch pass" style of membership. You can visit a shop ten times, as opposed to paying a monthly fee.
BIKE SALES QUESTIONS
*Is $275/a bike our norm?
**Yes
*Is there room to increase what we're charging for a used bike?
**Greg thinks that during the busy season, yes. However, a lot of our demand in the past 2 years has been driven by the pandemic and may potentially drop.
*From a marketing stand-point, is it possible to adjust our prices: offer a "discount" in the off-season, and then charge the more expensive "normal" price in the busy season?
*Williams-Sonoma sales model
**Could we position high value/speciality bikes next to more normal bikes to make the normal bikes seem more approachable?
**Coreen says that we already do this to an extent
*Could we change prices dynamically? If this spring, they fly off the shelves, can we increase prices?
BIKE BUILDING QUESTIONS
*Is it possible to add more nuance to Bike Builders' hours? How many of their logged hours are based in bike building, how much in teaching, etc.
CONTRACTED FEES
*Treasurer suggests that accounting fees will increase because accountant is working more hours than contracted.
*Additionally, treasurer suggests that a SECOND audit fee may fall into this budget (as we are already half-way through this fiscal year)
CEBA LOAN QUESTIONS
*Is it possible to renegotiate?
**No. Only leeway is if federal government decides to defer the due date.
*When/how will we found out if there is a deferral?
**It was announced in fall last year. If it happens, it could potentially be late 2023.
**Many other businesses are in a similar boat, which could influence the likelihood of deferral
OTHER QUESTIONS
*What is the process from here to approve the budget?
**ED suggests that the Board should agree what they would like to present to membership by end of the week, receive feedback from membership and staff, and at that point review and approve


=== Special General Meeting (10 min)===
=== Special General Meeting (10 min)===
*
*
* Date: Propose Saturday March 25, 2-4pm.
* Date: Propose Wednesday March 22, evening
** need to provide minimum 21 days notice, need time to prepare notice
** need to provide minimum 21 days notice, need time to prepare notice
* Items to be provided in notice of meeting:
* Items to be provided in notice of meeting:
** Budget
** Budget
**Donation Calls
** Call for board nominations - make sure requirements of board position, including personal liability, is clear in call for nominations
** Call for board nominations - make sure requirements of board position, including personal liability, is clear in call for nominations
** Other reports? President? ED?
***This needs to be deadline for Governance Committee to update board job description
* Could do "Update from the Society" from ED or President. Does not need to be sent in advance.
*Chris Chan provided advice as to how to captures votes online


== New Business ==
== New Business ==
Line 94: Line 127:
*
*
*Discussion
*Discussion
**
**How do we choose between companies?
***Cost and previous positive experiences


{{Motion
{{Motion
   |motion= That Bike Edmonton retain Bergeron & Co. to conduct an audit of our financial records for the year ending August 2022. Further Bike Edmonton's current budget shall include fees for an Audit of our financial records for the year ending August 2023.
   |motion= That Bike Edmonton retain Bergeron & Co. to conduct an audit of our financial records for the year ending August 2022. Further Bike Edmonton's current budget shall include fees for an Audit of our financial records for the year ending August 2023, up to amount as discussed in Treasurer's email dated February 11th, 2023.
   |first= Marcel Huculak
   |first= Marcel Huculak
   |second=  
   |second=Andi Eng
   |yes=  
   |yes=  
   |no=
   |no=
   |abstain=
   |abstain=
   |result=  
   |result= Passed
}}
}}
ACTION:
Treasurer to inform book-keeper and prepare needed information for auditors


== Optional items pending time ==
== Optional items pending time ==


NOT DISCUSSED
=== Snow clearing standards for high traffic pathways (20 min) ===
=== Snow clearing standards for high traffic pathways (20 min) ===
*
*
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{{Motion
{{Motion
   |motion=To move <i>in camera with Greg Glatz as guest</i>.
   |motion=To move <i>in camera with Greg Glatz as guest</i>.
   |first=  
   |first= Marcel
   |second=  
   |second= Jason
   |yes=  
   |yes=  
   |no=
   |no=
   |abstain=
   |abstain=
   |result=  
   |result= Passed
}}
}}
* Please list how long you believe your topic will take to discuss:
* Please list how long you believe your topic will take to discuss:
Line 132: Line 171:
{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move out of camera]</i> discussion.
   |first=  
   |first= Marcel
   |second=  
   |second= Matthew
   |yes=  
   |yes=  
   |no=
   |no=
   |abstain=  
   |abstain=  
   |result=  
   |result= Passed
}}
 
==Budget==
{{Motion
  |motion= To approve the budget for presentation to the membership, pending minor changes and an explanatory note about the deficit 
  |first= Marcel
  |second= Ceileigh
  |yes=
  |no=
  |abstain=
  |result= Passed
}}
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at 9:10 pm.
   |first=  
   |first= Marcel
   |second=  
   |second= Jason
   |yes=  
   |yes=  
   |no=
   |no=
   |abstain=
   |abstain=
   |result=  
   |result= Passed
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2022-2023 Board minutes]]
[[Category:2022-2023 Board minutes]]

Latest revision as of 19:43, 27 April 2023

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for February 2023

Board meetings are open to Bike Edmonton members and the public.

  • Location: Google Meet
  • Start Time: February 13, 2023 7pm

Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Kelly Granigan
  • Minute-taker: Alexandra Stout
  • Board attendance: Andi Eng, Ceileigh Cunningham, Matthew Hoyt, John Fuller, Jason Wang, Charlotte Thomasson, Michelle Bourdon
  • Staff attendance: Greg Glatz, Coreen
  • Regrets: Maxine Myre
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order at 7:12 pm.

Logistics for Next Meeting

  • Date: March 13, 2023, 7pm
  • Location: Google Meet
  • Chair:
  • Minute-taker:

Discussion of agenda (10 min)

Consent Agenda (5 min)

President's Report

Treasurer's Report

H.R. Committee Report

Governance Committee Report

Reports not included in Consent Agenda

Executive Director's Report (10 min)

Executive Director's Report

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this February agenda, the January 2023 minutes, and reports as presented
Moved: Matthew
Seconded: Andi
Aye No Abstain
Passed

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

  • Everyone log your volunteer hours for the past month.
  • Committee Chairpersons to post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar)
  • Committee Chairpersons to ensure wiki is up-to-date with committee TOR.
  • Reminder of our Code of Conduct
  • Reminder of conflict of interest policy

COMPLETED


Budget (20 min)

FEE QUESTIONS

  • Suggestion from Ceileigh to introduce a "ten-punch pass" style of membership. You can visit a shop ten times, as opposed to paying a monthly fee.

BIKE SALES QUESTIONS

  • Is $275/a bike our norm?
    • Yes
  • Is there room to increase what we're charging for a used bike?
    • Greg thinks that during the busy season, yes. However, a lot of our demand in the past 2 years has been driven by the pandemic and may potentially drop.
  • From a marketing stand-point, is it possible to adjust our prices: offer a "discount" in the off-season, and then charge the more expensive "normal" price in the busy season?
  • Williams-Sonoma sales model
    • Could we position high value/speciality bikes next to more normal bikes to make the normal bikes seem more approachable?
    • Coreen says that we already do this to an extent
  • Could we change prices dynamically? If this spring, they fly off the shelves, can we increase prices?

BIKE BUILDING QUESTIONS

  • Is it possible to add more nuance to Bike Builders' hours? How many of their logged hours are based in bike building, how much in teaching, etc.

CONTRACTED FEES

  • Treasurer suggests that accounting fees will increase because accountant is working more hours than contracted.
  • Additionally, treasurer suggests that a SECOND audit fee may fall into this budget (as we are already half-way through this fiscal year)

CEBA LOAN QUESTIONS

  • Is it possible to renegotiate?
    • No. Only leeway is if federal government decides to defer the due date.
  • When/how will we found out if there is a deferral?
    • It was announced in fall last year. If it happens, it could potentially be late 2023.
    • Many other businesses are in a similar boat, which could influence the likelihood of deferral

OTHER QUESTIONS

  • What is the process from here to approve the budget?
    • ED suggests that the Board should agree what they would like to present to membership by end of the week, receive feedback from membership and staff, and at that point review and approve

Special General Meeting (10 min)

  • Date: Propose Wednesday March 22, evening
    • need to provide minimum 21 days notice, need time to prepare notice
  • Items to be provided in notice of meeting:
    • Budget
    • Donation Calls
    • Call for board nominations - make sure requirements of board position, including personal liability, is clear in call for nominations
      • This needs to be deadline for Governance Committee to update board job description
  • Could do "Update from the Society" from ED or President. Does not need to be sent in advance.
  • Chris Chan provided advice as to how to captures votes online

New Business

Audit (10 min)

  • Discussion
    • How do we choose between companies?
      • Cost and previous positive experiences
MOTION
That Bike Edmonton retain Bergeron & Co. to conduct an audit of our financial records for the year ending August 2022. Further Bike Edmonton's current budget shall include fees for an Audit of our financial records for the year ending August 2023, up to amount as discussed in Treasurer's email dated February 11th, 2023.
Moved: Marcel Huculak
Seconded: Andi Eng
Aye No Abstain
Passed

ACTION: Treasurer to inform book-keeper and prepare needed information for auditors

Optional items pending time

NOT DISCUSSED

Snow clearing standards for high traffic pathways (20 min)

  • Discussion Notes:
    • High level bridge has high traffic, but an 81h snow clearing standard
    • Pathway snow clearing standard map to be released soon by city
    • traffic counts available on open data
    • would BE have capacity/ability to review traffic counts, ask members, for high traffic pathways that may be good candidates for 24h clearing, such as the High Level Bridge, and advocate for it with council in the summer?

In Camera Session

MOTION
To move in camera with Greg Glatz as guest.
Moved: Marcel
Seconded: Jason
Aye No Abstain
Passed
  • Please list how long you believe your topic will take to discuss:
    • Budget conversation continued: leases and staffing


MOTION
To move out of camera] discussion.
Moved: Marcel
Seconded: Matthew
Aye No Abstain
Passed

Budget

MOTION
To approve the budget for presentation to the membership, pending minor changes and an explanatory note about the deficit
Moved: Marcel
Seconded: Ceileigh
Aye No Abstain
Passed

Adjournment

MOTION
To adjourn the meeting at 9:10 pm.
Moved: Marcel
Seconded: Jason
Aye No Abstain
Passed
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_February_2023&oldid=6668"