Board Minutes March 2025

Bike Edmonton Board Meeting Minutes for March 2025

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

• Location: Bike Edmonton 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: Keith, Karl, Derek K, Derek W, Rebecca, Brad, Adam, Tom (online), Matt (online), Heather
• Staff attendance: Coreen
• Regrets: Colin, Stella
• Absent:
• Guests:

Call to Order

• Meeting called to order by Keith at 6:41 pm.

Logistics for Next Meeting

• Date: Monday, April 14th
• Location: TBD
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this agenda, the February 2025 minutes, and reports as presented.
Moved:	Karl
Seconded:	Keith

Aye	No	Abstain
all	none

President's Report

• Met with advocacy committee, finance committee.

Treasurer's & Finance Committee Report

• Current bank balance: $57,198.12. And $1200 in the casino account (the plan is to leave it there until the new money is in the account, and then pay the next rent payment after that out of the casino account-- Derek W will check this with AGLC. Last time we put money into the casino account in order to make a complete rent payment including that remainder-- AGLC did not like that.)
• Accounts_Payable_at_31Jan2025
• January_2025-_DETAILED_Comparative_Statement
• January_2025-_Notes_to_the_financial_reports
• January_2025-_Comparative_Statement
• January_2025-_Statement_of_Financial_Position
• January_2025_Wage_Accrual
• January_2025-_Grant_Tracking
• Derek has met with Marcel and continues to get up to speed on some things.
• Terms of reference has been worked on. Derek will forward it the board for discussion and hopefully voting on next meeting.
• Matt wants us to rent the storage space directly rather than sub-leasing through him. He will get a lease agreement to Keith and Derek W. We've flirted with the idea of renting more space in that bldg for bike-building, depending on additional funding received, but we won't know about that until later in the summer.
• Keith: just noting in the grant tracking sheet it shows we lost $1k on the CoE Mobile bike mechanic project last summer.
• Winter bike grant: Keith sent info back to Holly, hasn't heard anything back except "thanks," hopes to talk to her later.

H.R. & Ops Committee Report

• New builder hired -- Caleb. Has been a long-term Bike Edmonton volunteer, has also volunteered in Vancouver and was on the board of a DIY bike shop there. Has worked as a professional bike mechanic, and as a math professor, and is a very good teacher and will take on some teaching roles that Jan has done, if and when Jan is not available for those or is beyond what Jan wants to put on. He will start on bike building first, but the City is cancelling their bike education and bike parking programs this year, so we're likely to get increased requests like that, and Caleb may be helpful for those roles.
• May still hire someone else later on.
• We got quite a few applications!
• March_2025_HR_Committee_report.pdf

Fundraising Committee Report

• Casino is next month. Colin is the volunteer coordinator, but needs help getting slots filled.
• Communications student Massimo is doing work.
• CoE thankfully accepted our CIOG 2024 reporting late, and we are now in good standing for our 2025 application to be considered.
• Tonight Rebecca will submit the Alberta EcoTrust grant, which volunteer Keiran helped out with lots with the budget. The ask is $50k to partner with even more organizations to divert even more bikes from the wastestream, some of those $ could go to an additional space.
• Rebecca recently came across a volunteer appreciation grant!
• Coreen is receiving interest in the bike-friendly business initiative, and would like to get more info about it onto our website. This might be dovetail with the "buy local" trend. Businesses are essentially self-identifying as bike-friendly-- they can write us a line or two about what makes them bike-friendly. City has offered to forward a list of business that participated in a similar City project last year. We should automate the cue to renewal somehow.
• March_2025_Fundraising_Committee_report.pdf

Advocacy Committee Report

• Intending to get a survey out soon. Karl will need shop managers' help sending it out to members and promoting it on socials. There are questions on aspects of bikes that municipal candidates are starting to get their teeth into, and also re: federal support of bike infrastructure & tariffs.
• At their last meeting, the advocacy committee came up with a few ideas for campaigns. Alex has been working with Edmonton Transit Riders on bringing City Nerd, an urbanist influencer, to Edmonton in July. Other ideas that are being kicked around are: advocating for completion of implementing the bike plan, which is behind-- only 4km has been completed, despite some preening; there's been a rumor that City will be paring back Vision Zero due to loss of photo radar revenue; advocating for cyclists' alternatives during the future High Level Bridge closure.
• Keith as the spokesperson would not name and shame individual candidates, but would potentially highlight the overall failure of council and administration to implement the plan.
• Brad wonders if there's a way to allign with potential contractors who aren't getting the work of all this infrastructure that's been budged but not built. But that's probably not for during the election.

Bargaining Committee Report

• Brad finally got some feedback today, Aidan has been on leave, but the national office committed to getting back to him this week.

Governance Committee Report

• Met end of January to discuss ToR and going through the bylaws. They haven't met since, not much to report at this time.

Shop Managers' Report

• Community_Bike_Shop_Managers'_Report_February_2025
• We implemented a workaround on Square's crackdown on donations, which was in response to some federal legislation changes. Should be ok since we're not giving out tax receipts? Might be good for Derek W to look into? Maybe Robyn would have insight into it.

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

Remunerating / Invoicing (Tune-Up/Waste-Down) (Derek W, 8 min)

• Heather understands that we have invoiced the City. Keith: it should be in the grant tracking spreadsheet. Heather will connect with Derek W about it later this week, and will try to loop Karly in. It's a big line item, would be good to pin down. The latest was that Karly needs to invoice the city, Heather thinks that's happened but not certain.
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Business Item 2 (__ min)

• Discussion notes:

New Business

New Business Item 1 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:	Adam
Seconded:	Derek K

Aye	No	Abstain
all	none

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

MOTION

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

Aye	No	Abstain
all	none

Adjournment

MOTION

To adjourn the meeting at _8:24_pm.
Moved:	Keith
Seconded:	Derek K

Aye	No	Abstain
all	none