Board Minutes March 2026

Bike Edmonton Board Meeting Minutes for March 2026

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

• Location: BE Storage Space & 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: Adam
• Minute-taker: Adam
• Board attendance: Adam, Tom, Derek W, Brad, Cristian, Rebecca, Colin (online), Karl (online), Reinier
• Staff attendance: Coreen
• Regrets:
• Absent: Keith, Derek K
• Guests: Tom Forbes

Call to Order

• Meeting called to order by Adam at 640 pm.

Logistics for Next Meeting

• Date: April 13
• Location: BE Storage Space 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:	Rebecca
Seconded:	Tom

Aye	No	Abstain
all	none

President's Report

• Went on a ride with the snow clearing team, and will meet with them again as a smaller team (with representation from various active transport groups). Going to the open house tomorrow re: LRT construction shutting down 102 ave bike lane, yeg cycling coalition is pushing for a lane on 103 ave. In may will meet with city to talk about their west end bike lanes, talking about aligning it with a BIA that will be mutually beneficial. Paths for ppl thinks they'll be able to keep a pedestrian pathway open through construction-- Keith thinks it may be a Lucy/football situation, so Advocacy Committee will push for that to happen. Went to bikes and brunch yest and interacted with a bunch of people, met someone from Mike Elliot's ward who wants to join the Advocacy committee. And he signed the Collective Agreement.

Treasurer's & Finance Committee Report

• January_2026-_Notes_to_Financials.pdf
• January_2026-_Grant_Reporting.pdf
• Accounts are looking good, revenue is starting to increase. And it's March, which is the bottom out month, so that's great! MyVic property management of storage space has been inconsistent in withdrawing the appropriate amt each month.

H.R. Committee Report

• https://docs.google.com/document/d/1x1aYBGUy1OAd2ZzSVBWP2PPG6v19t-NLLgoRgAqbxaQ/edit?tab=t.0
• Colin reaching out to the membership for someone who can help us align our HR policies with the collective agreement. Performance reviews started.
• HR Covered is a company that does a ton of work with non-profits, helping them determine if their policies are legally compliant with everything they should be.

Fundraising Committee Report

• https://docs.google.com/document/d/1rScaizEoxke271aWoNQ1sf020QokMbG2TeJHPfFLTck/edit?tab=t.0
• Chris Chan recommended Zeffy to manage donors and donations. Right now we use Paypal, which doesn't track who's given us money. Only downside seems to be a 3% fee. Actually Derek W says Chris did said up an account with Zeffy, and he got it set up with the bank. Next step might be to change the website? Cristian wants to look at who has donated to us in the past year and starting thanking and following up with them-- Coreen will help him with that in terms of accessing records. Sent 450 emails to businesses around Edmonton, using the business association lists, using the idea of memberships for employees, a few supportive responses so far, not necessarily interest in the proposal per se. Also looking into signs that say "Did you bike here today? Support Bike Edmonton" to place in local businesses.
• Cristian met with Sarah Thomas of Our Community Bikes in Vancouver, which has a parallel charitable foundation, which gives most of its money to the shop as a grant. Since 2022 charities can give grants to non-charities. Cristian was looking at all the reasons we got rejected previously, and feels that if the charitable purpose is narrowly defined, without involving the whole of shop operations, it would be a lot more feasible. This would be a multiyear project. Could be part of the strategic planning process-- or maybe stay with the fundraising committee. Cristian will find out more about what will be entailed.

-Colin has emailled Casinos about booking ourselves in for Q1 2027.

Advocacy Committee Report

• Keith Budget for the year is $500 for HLB, $1k in case of ON bike lane case -> supreme court, and $200 to Edmonton transit riders to help them get started.
• Reinier: OSFM bike valet gearing up, thinking about offering sponsorship opportunities ex branding the volunteer tent, or maybe overall naming rights. Maybe we could chip in memberships for a certain level of organizational donations. Have some ideas on how to recruit volunteers that doesn't detract from the shop.
• Karl: We were asked by CoE to engage on the safe mobility strategy for 2025-30, and he has some ideas. Wants board approval to formalize that input-- there was general agreement.
• Reinier also talked to Sarnia about their experience with the bike wayfinding app. We'll hear more about how their rollout goes.

Governance Committee Report

• Tom: We drafted a conflict resolution policy and Volunteer & User code of conduct. Will send those to codirectors and HR committee for review.

Co-directors' Report

• https://docs.google.com/document/d/1cVJuBqSv3Xvt_CpEL1mYOAQ-l_L3QmHeIq_eNLS2SGA/edit?usp=sharing
• They will make a google doc with an inventory of our banners and etc.
• Tentative bike sale date April 18. Lots in storage. We won't run out of storage space, but it's getting there.
• Decided to reduce full service repairs-- won't be offering on weekends. Intention to prioritize education and empowerment. On the other hand 50% of our shop fees are full service and some people aren't wanting to learn but are still interested in supporting us, so will still be offered by appt on weekdays.

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)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Business Item 2 (__ min)

• Discussion notes:

New Business

Program coordinator position (__ min)

• From Alex: I'm sharing a proposal to hire a Program Coordinator for your consideration. This will allow us to grow outreach programming, in alignment with the Ecotrust grant, and say yes to more of the many requests we get for events (tune up events, 'lunch and learn' sessions, etc.) which we are typically paid for. This position will also help us to:

expand our public mechanical courses develop and grow other shop programming. lead Canada Summer Jobs hires (if funded) working on outreach apply to new and existing funding opportunities increase programming and outreach for underrepresented groups (women, newcomers, etc.) You can see the position description here (& attached), and there's a few points worth noting: First, this position is responsive to demand and the hours can vary from 10 to 40 per week. Our bike builder Caleb has shown strong interest and is qualified so it's designed as a hybrid position that can include bike building hours (at the bike builder wage) when there isn't as much Program Coordinator work. However, we want to follow the Collective Agreement and make the opportunity available to any qualified staff and active volunteers, so the hybrid approach is optional. Second, one of our two Canada Summer Jobs applications was for a position working primarily on outreach. We won't know if this is funded until later in spring, and there's a lot of outreach work to do asap, so it's important to have ongoing outreach support even if the CSJ position covers some of this work during the summer. If that happens, the Program Coordinator will supervise the CSJ staff and put more time into other valuable work (e.g. funding and program development). Third, I've discussed this proposal with Rebecca Houle and Brad Goertz and they do not see any issue with approaching it as a hybrid position. Brad said he's happy to answer any questions you have around the union/CA and this job. Last, Coreen will need medical leave sometime in the spring/summer. She's not yet sure how much time she'll be off, but having another capable staff member help with coverage will be essential during the busy season. I've heard general support at the Board level around hiring for a similar role and Coreen, Vaughan and I agree this is the right time to do it. I don't think the role should be dependent upon covering its own costs, but it will realistically bring in revenue through event fees, course fees, shop and service improvements and hopefully grant applications. Also, a portion of the wages can be paid through the Ecotrust grant if desired. My preference would be to have it as an ongoing position, but the hours can be adjusted over time as needed.

Let me know if you have questions or want to see changes. I don't want to rush you, but we should post this asap if we're going to do it, because we're right on the brink of the busy season. It would be great if you can bring it forward at tomorrow's Board meeting. I don't plan to be there but can hop in virtually if needed.

MOTION

To permit Alex to post the proposed position internally, and hire someone into the role.
Moved:	Rebecca
Seconded:	Colin

Aye	No	Abstain
all	none

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

Strategic Planning committee (__ min)

• Tom Forbes, Colin, and Alex had a meeting going over who the players are in the bike community in Edmonton. They talked about "solidifying" the advocacy ecosystem, perhaps defining roles and thereby becoming more effective. Education was a piece. Community engagement was a piece. Final piece was: all of it depends on volunteers, so we might think about a volunteer plan, to get volunteers where they want to be. What's coming is a plan and a proposal.

In Camera Session

MOTION

To move in camera.
Moved:	Adam
Seconded:	Keith

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
al	none

Adjournment

MOTION

To adjourn the meeting at _810_pm.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none