Board Minutes July 2025

Bike Edmonton Board Meeting Minutes for (month)(year)

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

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

Call to Order

• Meeting called to order by Keith at 6:34 pm.

Logistics for Next Meeting

• Date: August 11th
• Location: Bike Cellar and Google Meet
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this month's agenda, the previous month's minutes), and reports as presented below.
Moved:	Keith
Seconded:	Adam

Aye	No	Abstain
all	none

President's Report

• Was on a panel for Paths for People at the City Nerd event, got good feedback.
• Should have a preliminary budget for next meeting.

Treasurer's & Finance Committee Report

• June_2025_Wage_Accrual.pdf
• June_2025_Accounts_Payable.pdf
• June_2025_Notes_to_the_Financial_Statements.pdf
• June_2025_Statement_of_FInancial_Position.pdf
• June_2025_Grant_Tracking.pdf
• June_2025_DETAILED_Comparative_Statement.pdf
• June_2025_Comparative_Statement.pdf
• June_2025_Cash_Spreadsheet.pdf

H.R. & Ops Committee Report

• At bargaining it was brought up that there's a historical issue with Vaughan's pay dating back to 2021 as she was hired initially as a student and her pay was never raised. Wasn't resolved till March of 2023, till then made ~$4.50 less than the others, staff have asked that we resolve this as part of the CBA. HR wants to propose that we back-pay Vaughan for much of that time period, which would be ~$5k. There seems to be capacity in the budget for this.

MOTION

The committee moves to resolve Vaughan Hill’s pay discrepancy with backpay for the period of February 1, 2022 to March 26, 2023. Raising her wage over that time period from $17.50/hr to $22.08/hr.
Moved:	Matt
Seconded:	Keith

Aye	No	Abstain
all	none

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

Advocacy Committee Report

• City Nerd visit seemed to go well.
• Reached out to a City team that relates to the bike valet program, and there may be opportunity to collaborate there.
• Committee has advised Tap Root that we'd like to be an election partner, giving us access to some survey responses as the election nears.
• Here is a short report from Marcel, Rainier and I concerning the 2025 Bike Edmonton bike valet at Old Strathcona farmers market.

1. Graph of usage per week compared to 2024. PastedGraphic-1.png Note that weather heavily influences demand. Week 1 (14 June) and Week 6 (July 19) were rainy days.

2. Tips We currently have approximately $160 in cash tips collected from users.

3. Improvements we have implemented: 1. Process improvements to contact volunteers and keep records of shifts 2. Updated tagging procedure 3. Improved permeter fence with Flex bollards

4. Future Improvements (currently in planning) 1. Overhaul the tagging system 2. Invest in a better perimeter fence 3. Detailled analysis of usage to secure funding from the City as part of a Parking Benefit District

5. Correspondence: I wrote to the Old Strathcona Public Realm Strategy on July 4 indicating Bike Edmonton has in-house expertise that could assist with analysing the merits of a parking benefit district.

I received the following response on July 10: "Thanks for the email and your interest in the Old Strathcona Public Realm Strategy. Bike Edmonton is an important partner supporting cycling and active modes in the city!"

Thanks for your questions regarding the April motion from Council. Our Mobility Strategies section within our Urban Planning & Economy department, which includes transportation planners and engineers, is working on the motion and related analysis. I've included my colleague Jordan Reimer on the cc who is involved and can provide more info on the scope and timelines."

I can provide verbal commentary as to role the Old Strathcona farmers market and Business association have played thus far.

We are still in need for more volunteers for our Saturday shifts. Sign up here

MOTION

1. That Marcel, Reinier and Karl are authorised by the Board to manage and distribute tip money in this order: To subsidise volunteer meals up to $10 per shift; To use it for petty cash, including perimeter fence upgrades, consumables; To give Mike the bike mechanic at least one third of tips collected whenever he attends and provides minor tune ups 2. That staff are authorised to purchase either a Square EFT device (approximately $118 for a Square Reader or $400 for a Square Terminal) that can be used to collect EFT tips. 3. That Karl advise Old Strathcona Farmers Market in writing of usage so far and that Bike Edmonton will not provide service on Sundays without payment for service.
Moved:	Colin
Seconded:	Rebecca

Aye	No	Abstain
all	none

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

Bargaining Committee Report

• Rebecca: We've been working so hard. We were hoping to ratify today, but there's just a few language pieces to be clarified. Brad has a tentative meeting with Stephanie later this week to hopefully iron out a final draft, which will be presented to the board to ratify at or prior to the next meeting. The staff will also have to ratify. Colin may connect with Brad about his concerns around the role of the LMC. It should be remembered that CUPE has given us a long leash, and the LMC is basically an alternative to having CUPE itself in the room, making BE more self-governing. Brad doesn't see the LMC as currently conceived being very busy or usurping decisions that could otherwise be made informally among the co-directors.

Governance Committee Report

• Hasn't met, but he will re-forward to us the link to proposed bylaw changes for review. Those will have to be circulated to membership 30d before the AGM. It will clarify that the budget needs to be presented, not voted on, at the AGM, among other changes.

Co-directors Report

• Shop continues to be busy. Selling as quickly as we can tune up. Down on bike builders as Jan is away and another one (is recovering from illness or something). Caleb has taken over the classes-- 3 bike 101 classes in the last month. Tracking donations which will be good for the EcoTrust report. Shop renos, final inspection on the 31st. Next step will be adding a level of bike storage, hoping for some Eco-Trust money to fund that. Had 7 ppl at a volunteer orientation last week, and all have done a first shift already! (We're screening those ppl a little in order to retain them better.) Soft-launched Right to Ride in a finalish form, set some numbers for how much ppl can get out of the program, how often, tracking that, co-directors are working through the procedures. Jonathan Woelber donated $1k seed money. We were at Street Sparks events with City the last 2 weekends.

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

AGM Planning (__ min)

• AGM will be Sunday, October 26th. Wanted to find something closer to the shop, but will probably just book Strathcona Community League again. Board retreat will be 2-3 wks later. Will need more helpers than last time to greet and check memberships. Would also like some kind of engagement for people who are waiting for the meeting to start? It was suggested there could be paper up for brainstorming or dot-ocracy type exercise-- agreement. There was a suggestion for the board retreat to be somewhere outside the city-- generally this was thought to be too taxing a commitment.

New Business

45th anniversary (__ min)

• Coming up mid_August. Coreen wondering if we'd like to plan something for it. She's been thinking of a "Tour de Magpie"-- all the Magpie public art in Edmonton, culminating in a bbq or something.
• No firm committments for Board involvement but we encouraged her to keep thinking about it.

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:	Adam
Seconded:	Rebecca

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:	Rebecca

Aye	No	Abstain
all	none

Adjournment

MOTION

To adjourn the meeting at _7:57_pm.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none