Board Minutes April 2023: Difference between revisions

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== Attendance ==
== Attendance ==
* Meeting Chair:  
* Meeting Chair: Kelly Granigan
* Minute-taker:  
* Minute-taker: Charlotte Thomasson
* Board attendance:  
* Board attendance: Andi Eng, Stephen Paskaluk, Marcel Huculak, Kelly Granigan, Maxine Myre, Matt Hoyt, Charlotte Thomasson, Alexandra Stout,
* Staff attendance:  
* Staff attendance: Greg Glatz
* Regrets:
* Regrets: Jason Wong, John Fuller, Ceileigh Cunningham
* Absent:
* Absent: Michelle Bourdon
* Guests:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order at 7:__ PM
* Meeting called to order at 7:16 PM


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
Line 33: Line 33:


=== President's Report ===
=== President's Report ===
[https://docs.google.com/document/d/1z0OvtShZQrqWpxq5YDKaz6vVd9E8i-PL8cUJPUF0WA4/edit?usp=share_link President's report]


=== Treasurer's Report ===
[https://docs.google.com/document/d/1tbDspOZuZyPAbKYpWdFVb2fcRXTFKR6Ox7zuhd9ywXo/edit?usp=share_link Finance Report]
[https://drive.google.com/file/d/1F6XGR9fTWoAcKG7sepbC8Jp9-kkers03/view?usp=share_link Profit-Loss Statement]


=== Treasurer's Report ===
[https://drive.google.com/file/d/1H_q5KN6SIPlpbNu1hdLNpl_IurU8YQgo/view?usp=share_link February Comparative Financial Position Statement]


=== H.R. Committee Report ===
=== H.R. Committee Report ===
*no meeting


=== Governance Committee Report ===
=== Governance Committee Report ===
[https://docs.google.com/document/d/1CCJ_U5XMGVwp-Cw_nupMxqMoTxtsjELvSywXbOOIGbA/edit?usp=share_link Governance Report]
==Reports to be reviewed, not in the consent agenda ==


=== Executive Director's Report ===
=== Executive Director's Report ===
 
[https://docs.google.com/document/d/1zaPLwgcr0Zs2e3kktwPJvEOkxNeNHedB93wQVJNILoA/edit?usp=share_link Executive Director Report]
==Reports to be reviewed, not in the consent agenda ==


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this April agenda, the March 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_March_2023 minutes], and reports as presented
   |motion=To approve this April agenda, the March 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_March_2023 minutes], and reports as presented
   |first=  
   |first= Marcel Huculak
   |second=  
   |second= Matt Hoyt
   |yes=  
   |yes=  
   |no=  
   |no=  
Line 55: Line 63:
   |result=  
   |result=  
}}
}}


== Current & Completed Business ==
== Current & Completed Business ==
Line 71: Line 78:
=== Special General Meeting Wrap Up (10 min)===
=== Special General Meeting Wrap Up (10 min)===


* Welcome Stephen!
* the budget is approved!
* Include discussion of fee changes/messaging
* Include discussion of fee changes/messaging
 
**3 weeks late on roll out with staff
=== First Aid Training for Staff (15 min) ===
**Introducing sliding scale fees
**Spoke program - buy a spoke ($10), then someone can take a spoke if they need that $10 off (similar to suspended meals)
**Fees are currently super low, Marcel hasnt seen a lot of push back
**Was an increase about 3 years ago


== New Business ==
== New Business ==


=== Ad-hoc Committee and Process for deciding South Side Shop future ===
=== Ad-hoc Committee and Process for deciding South Side Shop future (20 min) ===
* Like preparing the budget, the discussion of the the future of the South Side shop would benefit from a process where all voices are heard and all options are thoroughly investigated. We need an ad-hoc committee to lead this process. As the lease is up on November 30, and the building is up for sale, this is an opportune time to complete a review. There are a variety of opinions and feelings regarding this topic, which would benefit from thorough, careful discussion. By including as much input from people as possible, the best decision for Bike Edmonton can be made. Target for decision: August, to coincide with budget discussions beginning for 2023-2024 fiscal year.
* Like preparing the budget, the discussion of the the future of the South Side shop would benefit from a process where all voices are heard and all options are thoroughly investigated. We need an ad-hoc committee to lead this process. As the lease is up on November 30, and the building is up for sale, this is an opportune time to complete a review. There are a variety of opinions and feelings regarding this topic, which would benefit from thorough, careful discussion. By including as much input from people as possible, the best decision for Bike Edmonton can be made. Target for decision: August, to coincide with budget discussions beginning for 2023-2024 fiscal year.
* Some options discussed to date (but should not limit other options raised as part of the process):
* Some options discussed to date (but should not limit other options raised as part of the process):
Line 84: Line 96:
** stay in current location and renegotiate lease
** stay in current location and renegotiate lease
** close South shop, redeploy staff to North shop and increase hours of North shop
** close South shop, redeploy staff to North shop and increase hours of North shop
**New landlord moving in upstairs
**Need renewal clause in new lease
**Some options discussed to date (but should not limit other options raised as part of the process):
**temporary closure during slow season, move to new location
**seek location where fewer commercial bike shops exist
**stay in current location and renegotiate lease
**close South shop, redeploy staff to North shop and increase hours of North shop
*Committee Members
**Marcel Huculak
**Stephen - strong pos feelings,
**Kelly
**Greg Glatz cc’d
**Matt Hoyt - working in Quebec, prob cant make it happen, kept in loop
=== e-transfer procedure ===
*Normally need 2 signatures, there is an exception
*For etransfers only one person needs to authorize them
*Only marcel and robyn have authorization
*Propose to have a procedure
*Currently robyn gets permission from Marcel
*If marcel needs to pay something cc Kelly or Andi via email and attach to quickbooks
*Kelly checking for policy
**No policy already
*Task governance committee w this
*Marcel will make draft, send to Kelly, Kelly will bring to governance, bring back to board next mtg
== Optional items pending time ==


=== Potential New Projects (20 min) ===
=== Potential New Projects (20 min) ===
Line 111: Line 150:
** Guerrilla bike repair street crew
** Guerrilla bike repair street crew


== Optional items pending time ==
== <i>In Camera</i> Session ==
 
{{Motion
  |motion= To move into in camera session with Dr. Greg Glatz as guest
  |first= Matt Hoyt
  |second= Marcel Huculak
  |yes=
  |no=
  |abstain=
  |result=
}}


== <i>In Camera</i> Session ==
*Kelly (15 min)


* None
{{Motion
  |motion= To move out of in camera session
  |first= Stephen Paskaluk
  |second= Andi Eng
  |yes=
  |no=
  |abstain=
  |result=
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at  pm.
   |motion=To adjourn the meeting at  pm.
   |first=  
   |first= Marcel Huculak
   |second=  
   |second= Andi Eng
   |yes=  
   |yes=  
   |no=
   |no=

Latest revision as of 00:48, 8 May 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 April 2023

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

  • Location: Google Meet
  • Start Time: April 17, 2023 7pm

Please RSVP to board@bikeedmonton.ca 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: Charlotte Thomasson
  • Board attendance: Andi Eng, Stephen Paskaluk, Marcel Huculak, Kelly Granigan, Maxine Myre, Matt Hoyt, Charlotte Thomasson, Alexandra Stout,
  • Staff attendance: Greg Glatz
  • Regrets: Jason Wong, John Fuller, Ceileigh Cunningham
  • Absent: Michelle Bourdon
  • Guests:

Call to Order

  • Meeting called to order at 7:16 PM

Logistics for Next Meeting

  • Date: May 8, 2023, 7pm
  • Location: Google Meet
  • Chair:
  • Minute-taker:

Discussion of agenda (5 min)

Consent Agenda (5 min)

President's Report

President's report

Treasurer's Report

Finance Report

Profit-Loss Statement

February Comparative Financial Position Statement

H.R. Committee Report

  • no meeting

Governance Committee Report

Governance Report

Reports to be reviewed, not in the consent agenda

Executive Director's Report

Executive Director Report

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this April agenda, the March 2023 minutes, and reports as presented
Moved: Marcel Huculak
Seconded: Matt Hoyt
Aye No Abstain
Expression error: Unexpected < operator.

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

Special General Meeting Wrap Up (10 min)

  • Welcome Stephen!
  • the budget is approved!
  • Include discussion of fee changes/messaging
    • 3 weeks late on roll out with staff
    • Introducing sliding scale fees
    • Spoke program - buy a spoke ($10), then someone can take a spoke if they need that $10 off (similar to suspended meals)
    • Fees are currently super low, Marcel hasnt seen a lot of push back
    • Was an increase about 3 years ago

New Business

Ad-hoc Committee and Process for deciding South Side Shop future (20 min)

  • Like preparing the budget, the discussion of the the future of the South Side shop would benefit from a process where all voices are heard and all options are thoroughly investigated. We need an ad-hoc committee to lead this process. As the lease is up on November 30, and the building is up for sale, this is an opportune time to complete a review. There are a variety of opinions and feelings regarding this topic, which would benefit from thorough, careful discussion. By including as much input from people as possible, the best decision for Bike Edmonton can be made. Target for decision: August, to coincide with budget discussions beginning for 2023-2024 fiscal year.
  • Some options discussed to date (but should not limit other options raised as part of the process):
    • temporary closure during slow season, move to new location
    • seek location where fewer commercial bike shops exist
    • stay in current location and renegotiate lease
    • close South shop, redeploy staff to North shop and increase hours of North shop
    • New landlord moving in upstairs
    • Need renewal clause in new lease
    • Some options discussed to date (but should not limit other options raised as part of the process):
    • temporary closure during slow season, move to new location
    • seek location where fewer commercial bike shops exist
    • stay in current location and renegotiate lease
    • close South shop, redeploy staff to North shop and increase hours of North shop
  • Committee Members
    • Marcel Huculak
    • Stephen - strong pos feelings,
    • Kelly
    • Greg Glatz cc’d
    • Matt Hoyt - working in Quebec, prob cant make it happen, kept in loop

e-transfer procedure

  • Normally need 2 signatures, there is an exception
  • For etransfers only one person needs to authorize them
  • Only marcel and robyn have authorization
  • Propose to have a procedure
  • Currently robyn gets permission from Marcel
  • If marcel needs to pay something cc Kelly or Andi via email and attach to quickbooks
  • Kelly checking for policy
    • No policy already
  • Task governance committee w this
  • Marcel will make draft, send to Kelly, Kelly will bring to governance, bring back to board next mtg

Optional items pending time

Potential New Projects (20 min)

  • Review Pet Projects list to see what we want to take on next, and who will do it.
  • Potential projects:
    • No Period Without
    • social family friendly bike ride/cargobike meet up during summer
  • Pet Projects from Retreat:
    • Bike parking at events
    • BE working with organizations and grassroots movements to make biking accessible for houseless people.
    • A learn to ride program. (this may potentially happen, Greg has started looking into learn to ride for adults)
    • offering under-housed/un-housed folks who use bikes DIY repair support or bike maintenance education
    • Engage members to identify locations needing better bike parking, then approach the owners/lessees to install the parking
    • A bike service van
    • Website revamp
    • community tourism
    • Building relationships with funders or other revenue supporters to support the org
    • Tube-bogganing
    • Bike With Us (previously bike to the symphony)
    • weaving used tubes
    • BE History/Archive project
    • Unpaid artist in residence
    • Bike of the month Tiktok/youtube video series
    • Online bike art/invention challenge
    • Repair videos series
    • Guerrilla bike repair street crew

In Camera Session

MOTION
To move into in camera session with Dr. Greg Glatz as guest
Moved: Matt Hoyt
Seconded: Marcel Huculak
Aye No Abstain
Expression error: Unexpected < operator.
  • Kelly (15 min)
MOTION
To move out of in camera session
Moved: Stephen Paskaluk
Seconded: Andi Eng
Aye No Abstain
Expression error: Unexpected < operator.

Adjournment

MOTION
To adjourn the meeting at pm.
Moved: Marcel Huculak
Seconded: Andi Eng
Aye No Abstain
Expression error: Unexpected < operator.
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_April_2023&oldid=6688"