Board Minutes August 2024: Difference between revisions
→Value for Insurance Replacement Costs (Marcel - 15 mins)
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'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' | '''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.''''' | ||
== Bike Edmonton Board Meeting Minutes for | == Bike Edmonton Board Meeting Minutes for August 2024 == | ||
Board meetings are open to Bike Edmonton members and the public. | Board meetings are open to Bike Edmonton members and the public. | ||
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*Did some finance committee stuff. Have a preliminary budget that they will run by staff and then board, to be ready for AGM. Did some work prepping to provide bikes to Jasper wildfire refugees and bringing in bikes that were offered to us from Hinton eco-stations, + bikes for Boyle Street and intending to do some bikes for a winter bike project. | *Did some finance committee stuff. Have a preliminary budget that they will run by staff and then board, to be ready for AGM. Did some work prepping to provide bikes to Jasper wildfire refugees and bringing in bikes that were offered to us from Hinton eco-stations, + bikes for Boyle Street and intending to do some bikes for a winter bike project. | ||
-Email invite to members re participation in audit and finance committee? - not discussed. | -Email invite to members re participation in audit and finance committee? - not discussed. [The email has since gone out.] | ||
-Permit for shop upgrades? - Alex has taken this over. | -Permit for shop upgrades? - Alex has taken this over. | ||
=== Treasurer's Report === | === Treasurer's Report === | ||
*Covers financial statments till end of June. (the end of Aug will be end of our financial year). YTD $26k positive. Shop fees and refurbished bike sales down, as would be typical for this month. Total salary down by $1500 due to perhaps bike builders not putting in as many hours. Operating account as of today: $98k, including $12k for winter cities grants-- we have learned that a Winter Cities grant in 2022 was never spent, so some board members have been putting together a proposal to spend it (see below). Also includes $13.5k CIOG (but that's very flexible $. Marcel feels we're looking good | *Covers financial statments till end of June. (the end of Aug will be end of our financial year). YTD $26k positive. Shop fees and refurbished bike sales down, as would be typical for this month. Total salary down by $1500 due to perhaps bike builders not putting in as many hours. Operating account as of today: $98k, including $12k for winter cities grants-- we have learned that a Winter Cities grant in 2022 was never spent, so some board members have been putting together a proposal to spend it (see below). Also includes $13.5k CIOG (but that's very flexible $). Marcel feels we're looking good. As always, there's also the casino account and the outstanding loan from Adam. | ||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
*Jonathan's recent email indicates that staff are working on a task list as requested by the board. | *Jonathan's recent email indicates that staff are working on a task list as requested by the board. | ||
=== Finance Committee Report === | === Finance Committee Report === | ||
*Nothing for now. | *Nothing for now. | ||
=== Fundraising Committee Report === | === Fundraising Committee Report === | ||
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=== Winter Biking grant update (Sarah - 15 mins)=== | === Winter Biking grant update (Sarah - 15 mins)=== | ||
* | * | ||
* Taking a page from Banff/Canmore, the proposal is to provide tires for participants, as well as 5 bikes for a few lucky participants (Keith to build up), | * Taking a page from Banff/Canmore, the proposal is to provide studded tires for participants, as well as 5 bikes for a few lucky participants (Keith to build up), and as some upcycled pogeys (Keith), also some lights and fenders up to 10 sets based on needs, and 5 winter cycling skirts/kilts from local upcycling business JJ Wool, a great way to keep thighs warm. The idea is to remove barriers to women and other communities cycling. Also a mentorship program pairing participants with a mentor in their neighborhood, who would meet with the novice cyclist at onset of winter conditions and help them through their first few rides. Also to partner with Let's Bike There, YEG Bike Coalition, and Fancy Womens Bike Ride on some event rides. Would also like to offer 4h shop time to participants (Nov to Feb) for winter upgrades/repairs. All funds will come from existing outstanding grants, only the shop time would have to come from BE. The administrative time would be done by Sarah, in coordination with the shop managers. Coreen reflects that this sounds like a great plan-- could the shop time be charged to the grant? Sarah thinks maybe not, the CoE person wants the majority to still go to studded tires as originally granted. Coreen would like notice if other supplies like fenders are required in the shops. Adam flagged that two of our busiest board members are offering a lot of time in this proposal-- Sarah feels this a big priority in terms of the organization's vision and mission. Coreen notes that previous board initiatives have ended up falling to staff-- Sarah reiterates her commitment. | ||
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=== AGM Planning & Board recruitment (Adam - 10 mins)=== | === AGM Planning & Board recruitment (Adam - 10 mins)=== | ||
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* Needs to be completed before Nov 30th (new board starts Dec 1st). Need to give 30d notice to membership, and determine as a board if there are any changes to bylaws or other resolutions that need to be brought to membership (Sarah thinks there isn't). Probably second half of Oct, first half of Nov, between thanksgiving and Remembrance Day. We're supposed to deliver the auditted financial statements, Marcel might have to deliver 2 yrs as the last yr is still outstanding (request has gone out to staff to send the email re members to participate in the audit-- there's a 2FA issue). People are in favour of in-person-- perhaps a community league space. Most of the current board is returning, so we won't be absolutely under the gun to recruit new members, but everyone who was not elected at the last AGM will have to be confirmed by membership. Goal: everyone to recruit 1 member! Especially a treasurer. | * Needs to be completed before Nov 30th (new board starts Dec 1st). Need to give 30d notice to membership, and determine as a board if there are any changes to bylaws or other resolutions that need to be brought to membership (Sarah thinks there isn't). Probably second half of Oct, first half of Nov, between thanksgiving and Remembrance Day. We're supposed to deliver the auditted financial statements, Marcel might have to deliver 2 yrs as the last yr is still outstanding (request has gone out to staff to send the email re members to participate in the audit-- there's a 2FA issue). People are in favour of in-person-- perhaps a community league space. Most of the current board is returning, so we won't be absolutely under the gun to recruit new members, but everyone who was not elected at the last AGM will have to be confirmed by membership. Goal: everyone to recruit 1 member! Especially a treasurer. Marcel will put together a list of what he does to aid in transition. | ||
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== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at _20:51_pm. | ||
|first= | |first= | ||
|second= | |second= | ||