Board Minutes December 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: Bike Edmonton Downtown shop
• 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: Adam, Rebecca, Karl, Brad, Tom, Keith, Derek K, Derek W, Matt, Colin
• Staff attendance: Coreen, Vaughan, Alex
• Regrets: none
• Absent: Heather
• Guests: Marcel (outgoing treasurer), Stella Viviana

Call to Order

• Meeting called to order by Keith at 6:38 pm.

Logistics for Next Meeting

• Date: January 13, 2025, 6:30pm. Karl will be by zoom from Australia.
• Location: Bike Edmonton
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this month's agenda, the November 2024 minutes, and reports as presented below.
Moved:	Matt
Seconded:	Derek W

Aye	No	Abstain
Keith, Derek K, Adam (all that were present)	none

President's Report

• Went to CoE meeting on bike lane plan implementation-- details will be circulated later. They've only built 4 km out of the 17 intended. Also just attended meeting about Wikwentowin neighborhood renewal.

Treasurer's / Finance Committee Report

• Marcel and Derek W met to talk through transition, and will meet again.
• Marcel: Financial reports are done through end of October. Deficit in October was atypically small, and YTD (Sept + Oct) we're at a $10k surplus. Current bank balances: general acct $92k (recently paid a $6900 GST bill; South shop damage deposit got returned), casino acct $1300. Marcel has talked to MacEwan about switching rent over to the general acct, still has to give them a blank cheque. Loan to Adam is repaid at $550/monthly; 6/60 payments now done! There are 2 CCs-- will get a third one for Vaughan.
• Marcel: Grant tracking - 2 winter City grants totalling ~$12000 (mostly spent recently by Coreen, who will be the manager of that grant going forward rather than Sarah who has left the board); some Waste Down Tune Up $ were also spent, those have to be invoiced to the city before we get them back, Coreen predicts we should be able to invoice that next week, Karly Coleman is the grant manager for Waste Down Tune Up. Jesse is arranging for us to get the $5400 for the CoE bike workshops over the summer. Marcel will submit what he has for the CIP grant soon, we may get to keep 50% of the $, maybe none. Vaughan is the grant manager for a $250 Right to Ride grant-- actually that's more a private pledge/donation from Marcel, Jonathan Woelber, and someone else (this is basically a formalized way of tracking bikes that we donate). CIOG is a mostly-unrestricted operating grant.

H.R. & Ops Committee Report

• Colin: meeting with shop managers monthly been going well. A staff volunteering/overtime policy coming soon. Colin also working on refreshing shop manager job descriptions, which are outdated now in the absence of an ED.

Fundraising Committee Report

• Colin has written a fundraising plan, which will be circulated. Focus area: memberships, base operating grants (ex Alberta Eco-Trust, others), and corporate sponsorship and membership. A Communications student is starting in January. A gratitude report was finished. Casino coming up April 19-20 (Sat/Sun Easter weekend); we are signed up with a casino manager, who can help recruit "angel" volunteers. Volunteer coordination is currently Colin's responsibility-- he will canvass our membership for a volunteer to take that over-- Derek W says his friend Dominic might be interested. 43 cycling caps were ordered, netting $1k. Matt's got stickers to get a "bike-friendly business" program running. May see if employers will buy group memberships for their staff.

Media:Dec_2024_Fundraising_Committee_Report.docx

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

Shop Managers' Report on Bike Building (__ min)

• Discussion notes: We've already funded half of the previously budgetted staff cost cut by being $14k to the good YTD.
• Joshua.
• Karl and Rebecca feel that as new board members who haven't had time to read the report, they don't have enough information to vote for or against.

MOTION

To adjust the previously-passed budget to keep staffing costs the same (rather than 20% cut as previously budgetted), i.e. revert to the previously-discussed draft budget #1.
Moved:	Colin
Seconded:	Matt

Aye	No	Abstain
Colin, Matt, Brad, Adam, Derek W, Derek K, Tom	Keith	Karl, Rebecca
pass

• Action Items: Keith will update the budget tracking sheet.
• The detailed monthly tracking should continue for the next month-- not forever.

New Business

Stella Viviana introduction

• Bike Edmonton member x few years. 2 yrs ago started volunteering with her teenage dtr-- got injured after a few months and had to stop coming, now slowly coming back. Attended volunteer appreciation party and heard some things that got interested in the board. Interested in learning more through volunteering. Previous volunteer experience in food deliveries. Works in health care.

MOTION

To add Stella to the board.
Moved:	Keith
Seconded:	Adam

Aye	No	Abstain
all	none
pass

• Action Items: Colin will liaise with Chris Chan to get her set up on the computer accounts and let her know what committees are available, etc.

Confirmation of the new Board Executive & Committees

• Discussion notes: Brent Adam, elected at the AGM, has resigned.
• Committee TORs:
  • HR & Operations: https://docs.google.com/document/d/1JtFv8EfObv-5wUlSq571Ej8CpNpG36RxI8tll4h3lMg/edit?usp=sharing
  • Fundraising: https://docs.google.com/document/d/1UPxjavXRx5qpzNfaLptD-K6eroaL6E0y/edit?usp=sharing&ouid=105664673257411596136&rtpof=true&sd=true

MOTION

To appoint Keith Heslinga as President, Colin Margetts as Vice-President, Derek Walters as Treasurer, and Adam Burgess as Secretary of the Bike Edmonton board for 2024-25. We also create or recognize the following committees: Finance Committee with Derek W (chair), Karl, Keith, and non-board members Lee Wiseley, Nathan Binnema, Nathaniel Fournier, Kieran Dunch, Michelle Trinh, Christine Zielinski; Fundraising Committee with Colin (chair), Heather, Matt, and Rebecca; HR & Operations Committee with Colin (chair), Matt, Keith, Derek K, and Rebecca; Executive Committee with ex officio members as above + Heather (member at large); Bargaining Committee with Brad (chair), Heather, Matt, & Rebecca; Governance Committee with Tom (chair) and Derek K; and Advocacy Committee with Karl (chair), Keith, Derek W, and Tom. We also approve TORs for the Finance and HR & Ops Committees as linked above.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none
paa

• Action Items: The chairs of the Bargaining, Governance, Advocacy and Finance Committees will develop and circulate to the board Terms of Reference for their committees by January 6th (1 week before the next board meeting).

Transfer of Signing Authority

• Discussion notes:

MOTION

To remove signing authority for Sarah Bisbee and Marcel Huculak, and add signing authority for Colin Margetts and Derek Walters. Keith Heslinga keeps signing authority.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none
pass

• Action Items: Derek W will get that done by January 15th.

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:	Keith
Seconded:	Colin

Aye	No	Abstain
all	none
pass

MOTION

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

Aye	No	Abstain
all	none
pass

Adjournment

MOTION

To adjourn the meeting at 8:40pm.
Moved:	Matt
Seconded:	Keith

Aye	No	Abstain
all	none
pass