Board Minutes July 2024

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

Bike Edmonton Board Meeting Minutes for (month)(year)

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

• Location: Downtown Shop & Google Meet
• Start Time: 6:30pm

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: Keith
• Minute-taker: Adam
• Board attendance: Marcel, Derek, Heather, Marcel, Sarah, Keith, Colin, Adam, Matt.
• Staff attendance: Coreen, Alex, Vaughn
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by Keith at 640 pm.

Logistics for Next Meeting

• Date: Monday, August 12, 6:30pm
• Location: Downtown Shop (annex) + Google Meet
• Chair: TBD
• Minute-taker: Adam
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
Moved:	Heather
Seconded:	Sarah

Aye	No	Abstain
all	none

President's Report

• Not as busy last month. Did some prep for this meeting and helping with the move. Prepared the contract for Karly (Waste Reduction program coordination).
• Email to members re audit & etc? - Just re audit, will go out soon. Will also include an invitation for a member to join finance committee (perhaps as an introduction to joining the board).

Treasurer's Report

• $16k surplus for May, $18k YTD (i.e. we're in the black!). Trending to be in the black for June as well. General acct $75k balance (less some earmarked for Winter Cities). Casino acct $21k.
• Jonathan suggests going forward stripping out one-time costs so we can see how operating costs are comparing to operational revenues. Marcel thinks bookkeeper Robin is on that, insofar as she knows which expenses are one-time. Sarah says finance committee is in the process of developing a budget for next year that will address this, and hopefully present it at the AGM. Keith mentions that we will start to spread out the value of new inventory, which currently just shows up as a cost when it is bought.
• CIP Grant reporting?

H.R. & Ops Committee Report

• TOR?

Finance Committee Report

• Working on a budget, as above.
• Setting up a cash policy (night deposits, etc)
• Did discuss a separate restricted funds bank account-- at this point, we're just going to track expenses against each grant. Maybe a separate bank account in the future if our grant revenue becomes much more significant.
• Any new financial updates/specific targets for sales? (suggested by Alex) - Keith: not specifically, we're on track to meet his preferred cash reserve in August ($75k), which works out to $12k in March. Coreen suggests we pay Alex for 40h/wk this month for updating the Annex space. Alex adds: potentially $2k for supplies. Alex wants to clarify status of permit-- Matt sent some HVAC drawings to the city today.

Fundraising Committee Report

• TOR?

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your estimated volunteer hours for the past month.
• Everyone sign reports that you have reviewed each 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

Waste Reduction Grant update (5 min-- requested by Alex)

• Discussion notes:

Update From Shop Managers (30 min)

• Update on the move, and the ongoing work of consolidation:
• Work on the annex -
• Changes to the main shop space to maximize storage and capacity -
• Service changes/improvements -
• Clear staff work portfolios -
• Volunteer training improvements -
• Storage space organization -
• Anticipated long-term benefits (or challenges) from consolidation -

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Status of Rack Rentals and Rack Sales (suggested by Alex-- 5 min)

• Discussion notes:

Old Strathcona Farmers Market Bike Valet (5 min)

• Discussion notes:

CoE 20 Bike Clinics Project update (3 min)

• As per recent facebook post, it seems to be happening? Any issues with recruiting event, recruiting volunteers, other?

New Business

Offer of 60 donated bikes from Hinton (6 mins-- added by Alex)

• A community bike shop in Hinton recently closed and they've offered to donate between 60 and 70 bikes and parts. Neither the shop or the storage space can accommodate that volume of bikes donated all at once, so is anyone on the board would be willing to temporarily store bikes at their home, or has any other suggestions?
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

• Action Items: name will ____ by (date).

Board Recruitment (8 min-- suggested by Adam)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

MOTION

To move out of camera] discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain