Board Minutes February 2025

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

Bike Edmonton Board Meeting Minutes for February 2025

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

• Location: Downtown shop & Google Meet
• Start Time: 6:30pm, Monday, February 10th.

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: Karl
• Board attendance: Derek W, Matt, Tom, Colin, Coreen (staff), Vaughan (staff), Alex (staff), Stella (online), Heather (online)
• Staff attendance:
• Regrets: Adam, Rebecca, Derek C?
• Absent:
• Guests:

Call to Order

• Meeting called to order by Keith at 6:46 pm.

Logistics for Next Meeting

• Date: Monday, March 10th, 6:30pm
• Location: Bike Edmonton shop & Google Meet?
• Chair: Keith
• Minute-taker: Adam

Heather and Tom will find a spot for April 2025

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February agenda, the January 2025 draft minutes, and reports as presented below.
Moved:	Matt
Seconded:	Tom

Aye	No	Abstain
Unanimous

President's Report

• [President's Report (Month) (Year)]

Keith attended Advocacy and Finance committee meeting. Both went well. Winter bike to work day. No hosts yet. Coffee outside has offered to host. City not giving out free coffee south side. City sent info a month ago but has reneged. Instagram support and email to members requested by City. Coffee outside will relocate to south side of the bridge.

Bike Edmonton will continue to say it is hosting.

Treasurer's & Finance Committee Report

• Michelle Trinh has resigned from the Finance Committee due to too many committments.
• The internal audit committee presented their 2023-24 report, which was favourable. BE_Audit_Report_2023-2024.docx

Derek: Still Waiting for access to bank. Hoping for this week. Marcel is stepping back/aside. Derek will submit to the Board within the next week: Treasurer's written report once access has been granted. What Robyn sent us

Keith: in December we lost $8000, not atypical. Not concerned about running out out money in March. A better update expected next month. Have we put in the invoice to the city for Tune up, waste down, for buying parts? Heather: Not ready yet. Jan paid, not sure how. Coreen: EFT. Gave Karly invoice to fill in blanks and submit for City. Heather received a report but nothing about the invoice. What will the procedure for paying be going forward? Coreen: if contracted, then invoice. If a regular employee, if we pay someone out of a grant, we should pay them via timesheet and hourly pay. Derek: why didn't we do that here? Transition issue. May have assisted Robyn to facilitate the payment and a paper trail. Robyn cannot pay out of the account directly, but we could facilitate the 'invoice' payment. Keith: If Karly hasn't invoiced yet, we need to manage those for cashflow purposes. Karly invoices both the City and us. We need Karly to invoice us. Heather will email Karly and request a timesheet.

Finance Committee Good group with experience. Looking at communications. Organising a lot of the files. Recommendations approved and being actioned. Coreen: two big things are invoicing city for Tune up, Waste Down Alex: received a debit credit card. Vaughan has not signed a form for the card yet. Derek will follow up with Vaughan. Coreen received a new credit card; she will check if the new card is a credit or a debit credit card

TOR to be approved next month.

H.R. & Ops Committee Report

• [H.R. Committee Report February 2025]

Colin: Overtime policy written Includes a time in lieu provision Distinction between salaried versus non-salaried staff Colin talking to Robyn about changes. Committee has adopted the policy, recommends the Board does the same at this meeting. No one opposed to that course of action.

Some flex in the bike builder budget. A couple of months where we can fill in an extra bike builder or two. Applications sought. Will come to the Committee for approval.

Suzanne just put in notice for Feb 21. That may accelerate timeline.

Matt and Colin to try and implement Performance Assessment Policy in first half of 2025.

Fundraising Committee Report

• [Fundraising Committee Report February 2025]
• Casino volunteer recruitment update:

Casino in motion. COlin signed up to contact things. Alex will help send out request for volunteer coordinator. Application needs to be sent in by February 19. Tom, Brad, Heather. Keith: AGLC sent paperwork to fill out. Board membership update. Colin handling. Derek: when is big call out? Colin: very soon (in the next week). For April 19/20.

Communications intern is trucking along. Has completed a messaging analysis. Ready to start a membership. Materials linked in Colin's report.

Grants: Rebecca has submitted CIOG grant to Keiran. We didn't do the 2024 reporting; this was flagged as soon as it was submitted.

We got approved at EOI stage for Alberta EcoTrust grant. Rebecca and Keiran to work on that. Expand our circular economy credentials. Once set up and going, should be self-sustaining. We would have to do it thoughtfully receive and spend $50,000 every two.

Heather forwarded waste reduction grant. Same as Waste down tune up grant. If we apply again, we should use it to drive more use of the shop. Could be used for Commmunications. Alex: we could potentially use this grant for Event outreach services. Jesse did 20-24 events Waste reduction grant wants to see actual decreases in waste to landfill.

Waste reduction grant is very restrictive on funding. The Committee needs to decide its approach on how the funding will be actually used if granted

Matt: Bike-friendly certified program. Matt wants a page set up on the BE webpage

Alex: we should investigate a reciprocal discount program.

Advocacy Committee Report

• https://docs.google.com/document/d/1rLJ5ZsOFRenm8PxBCJxrkXcKqjbTF2SXbwwQHKP_kYY/edit?tab=t.0&usp=gmail

Main issue to resolve: power of the Committee to make quick decisions.

Our members benefit from infrastructure not just from council members. AN incentive should be offered if needed.

MOTION

To adopt to Advocacy Committee Terms of Reference as circulated and addressing Colin's comments.
Moved:	Karl
Seconded:	Matt

Aye	No	Abstain
All
unanimous

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

Bargaining Committee Report

Matt: Nothing to report.

Governance Committee Report

Tom: Derek K and Tom met. Some by-laws made in a grey area. Meet in next couple of months. At the AGM is there a budget that gets approved.

Shop Managers' Report

• Shop managers report February 2025

Coreen: January revenues have been low, lower than hoped. Good volunteer turnout. Spending a lot of time sorting parts, shop improvements. Got lots of bikes built 55 refurbished bikes worth $23,000 in stock 28 quick tune bike 224? bikes in total electrician took out the outlets so we can put doors in between shop and storage spring is looking promising putting out feelers for bike builders Spring hours: plan on opening Tuesday evenings in March. Some appointment only times for bike sales April 5 is tentative date for spring bike sale

Alex: renovations. electrical and building permits in place Will start tomorrow. Volunteers don't have a space to park their bikes 12 x 8 merchandising gridwall. Makes stock more visible. Rejig parts room Ran bike 101 course in January 201 is full bike builder analysis incoming next month Jonathan at Jasper Place wellness centre with Boyle Street

New parts inventory before spring

Bike buying and selling guides If you are able to afford Right 2 Ride program. Donations as constrained revenue. Program is work in progress, should be ready for late March/April

Heather: Can we combine Bike Approved Shops with Right 2 Ride? Colin: lots of options to explore

Heather: Managers Report question. Once renovation is done, is there discussion about launching? Von: 45th anniversary coming up in August.

Keith: Do we need to transport bikes to the storage prior to sale? Alex: Check in at the beginning of March

MOTION

To approve reports as presented.
Moved:	Keith
Seconded:	Colin

Aye	No	Abstain
Unanimous

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your estimated 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

Business Item 1 (__ min)

• Motion:
• Discussion notes:

MOTION

TO approve the HR Committee's New Overtime Hours of Work Policy as tabled by Colin
Moved:	Colin
Seconded:	Matt

Aye	No	Abstain
All	No
Unanimous

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

Waste Grant Update (8 min)

• Discussion notes: Even though we wanted to have 5 community leagues, we got 2. Jan got paid. Yellowwood and Queen Alex. Next step is to set up spring launch with bike repair fair. 24 May for Yellowwood. Karly is leaning on them. Karly went and approached Chris and Laura from Alberta Bike Swap so volunteers get the people they need. Karly says she has submitted invoices to Marcel before Derek came to the board, possibly back in December. Invoices should have gone to waste reduction program. Marcel, Heather and Derek to chat. Derek to check with Marcel.

Winter Cycling grant update (3 min)

• Discussion notes: Given out tyres to 48 people. Spent $12,000 on tyres. No more left for tyre sets. Initial challenges were due by Jan 31. Half of people submitted their challenges. Questionnaire going out at the end of February.

Keith: Can we do social media with it? Can we fund it ourselves.

Film Festival proposal (_5_ min)

• Discussion notes: Colin: Will not happen by itself. We appreciate Ken's interest and we explored if it was the best use of our time. Ken emailed Cr. Janz and Janz said Metro will book the space but you will need to work to get the audience. We don't believe it will make us money. We don't want to de-prioritise existing work.

Keith brought it up at the Advocacy Committee and we didn't get enough uptake.

Doesn't quite fit in the priorities right now. We will not pursue for now

New Business

To discuss the impending evaluation by the Team at University of Alberta In December we submitted an application. Course taught at U of A where students learn to do evaluations. We got picked. Karl and Heather met with students and talking about mission and mandate, how the shop operates. University asked for a follow up meeting. Is Bike Edmonton meeting its mission and mandate.

University wants to know information such as How we partner and possibly more historical operations. Keith willing to go in. Keith and Heather to coordinate next meeting. Keith: What staff commitment is required on our part? Heather will clarify.

"Next Up" Priorities for Bike Edmonton (_20_ min)

• The staff have suggested that our next priority should be getting back to doing community events (mostly sending mechanics and/or staff members to workplaces, schools, etc. to do some mechanic and general bike education), as we still get regular requests (and so wouldn't have to drum up support), and helps expand our reach (plus generally pays for itself)
• Discussion notes: Things that floated to the top of the list: more money for bike building.

If shop managers can free up time, we get requests for company events. Potentially revenue neutral.

Other ideas: Bike Washing at Folk Fest Cost it out, come with a proposal Discretionary time will be spent on

Storage Space

• Matt wants input and direction on the storage space. Two year term, 1000 sq ft space. Existing cost is $400/month. Stores around 200 bikes, can be filled more filler. Alex: Has potential as a workspace. A place that is easy to get stuff from quicker and with less pain. Going rate is $30 per square foot on the south side.

When Answer needed? Not urgent. Colin: bring a recommendation to the board.

Migration of Board chat from Messenger to Signal (5 min)

MOTION

To move to Signal from Messenger
Moved:	Keith
Seconded:	Heather

Aye	No	Abstain
Unanimous

In Camera Session

MOTION

To move in camera.
Moved:	Karl
Seconded:	Heather

Aye	No	Abstain
Unanimous

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

Colin:

MOTION

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

Aye	No	Abstain
Unanimous

Adjournment

MOTION

To adjourn the meeting at _21:12_pm.
Moved:	Keith
Seconded:	Tom

Aye	No	Abstain
Unanimous

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