Board Minutes November 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 November 2024

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

• Location: Strathcona Community League Upper Hall.
• Start Time: November 3rd, immediately following the AGM.

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: Keith, Adam, Heather, Sarah, Marcel, Colin, Derek, Matt
• Staff attendance: Coreen
• Regrets: none
• Absent: none
• Guests: none

Call to Order

• Meeting called to order by Keith at 1600 pm.

Logistics for Next Meeting

• Date: December 9th, 6:30pm
• Location: Downtown Shop
• Chair:
• Minute-taker:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this agenda, & the October 2024 minutes.
Moved:	Adam
Seconded:	Sarah

Aye	No	Abstain
all	none

President's Report

• see AGM minutes

Treasurer's Report

• see AGM minutes

H.R. & Ops Committee Report

• Colin: overtime policy is still being worked on, almost finished, got feedback from staff this week.
• Colin has gone through a two part exercise with staff, 1) understanding the division of responsibilities at the shop, not to be an exhaustive formulation / job description but to be a de facto accountability structure - that has been divvied - doesn't change much for the board as we will still use Colin as a point of contact.
• Compared to the Molly, Chris and Coreen, the current shop managers have 30 fewer hours, but we are moving directionally back in that direction. So while an ED remains out of reach, Colin foresees us being able to get closer back to being a governance board. Hopefully less board member burnout.
• At last meeting with staff, got agreement that the core ED roles: budget, annual report, AGM-- they are very interested in taking those things on going forward.
• For example a staff member is now tagged as being responsible for tracking new parts inventory (exists already 95% per Coreen).
• Sarah concerned some of this work could be deemed "out of scope" re union. Colin acknowledges that's not his main focus and we will have to keep this in mind.
• The committee has taken the budget passed and decided to implement the staff cut by eliminating the bike builders aside from Jan. This was a committee decision that doesn't require board approval, unless anyone today wants to motion that we delay/re-examine that-- and Colin would like to do so.
• Coreen feels that revenue reduction from that cut, now that they've looked at it more, will be $60k, putting us into a deficit situation.
• September was +$6k actual over budgetted. October might be $2k. Sarah feels that represents sufficient $ to fund a deferral to December.
• There was a lot of discussion, and an idea emerged to defer the lay-offs and hold Coreen tightly accountable to the cost-effectiveness of bike building going forward. Sarah: as a board, we would have to talk to our negotiator as to whether this would put our staff out of scope, and staff should also speak to their union reps about that.

MOTION

To defer the decision to act on the HR committee's recommendation on the bike builder cuts until the December meeting.
Moved:	Colin
Seconded:	Marcel

Aye	No	Abstain
Keith, Marcel, Colin, Derek, Adam, Matt.	Sarah, Heather
Passed

• Action Items: Colin will email the bike builders about this decision by tomorrow. He will also convey to staff that we want to know monthly going forward the number of buildable and unbuildable bikes we have; number in progress with a bike builder or volunteer attached; green tags and yellow tags on hand for sale; month on month sales. Also: how many hours the bike builders spent building bikes vs other work, and number of bikes they built.

Finance Committee Report

• None

Fundraising Committee Report

• None

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

Board Retreat Planning (10 min)

• Booked for Saturday November 16th, 9:30am to ~4pm, Civic Employees Fund Room 3 @ Stanley A. Milner library. Bring two u-locks! The room overlooks the Citadel Theatre.
• Agenda: Adam will set up a google doc to collaborate on this.

Update on Winter Bike grant

• We are already approved to do a grant involving studded tires only. We have verbal oks for the other proposals-- they may get us paperwork next wk. So Sarah feels we should go ahead and get the winter tire program opened to applicants-- the rest maybe by the end of the week. Sarah will talk with Coreen about volunteering as the program coordinator going forward-- she is still planning to implement the parts of the program she had planned to implement.
• Coreen: we have a few tires coming in tomorrow, but they've been slow to come in.

New Business

• None

In Camera Session

• None.

Adjournment

MOTION

To adjourn the meeting at 17:08 pm.
Moved:	Keith
Seconded:	Adam

Aye	No	Abstain
all	none