Board Minutes August 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 August 2024

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

• Location: 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: Marcel, Adam, Derek, Colin, Sarah, Keith
• Staff attendance: Coreen
• Regrets: Jonathan
• Absent:
• Guests:

Call to Order

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

Logistics for Next Meeting

• Date: Monday, September 9th
• Location: Downtown shop & Google Meet
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
Moved:	Sarah
Seconded:	Colin

Aye	No	Abstain
all	none

President's Report

• Did some finance committee stuff. Have a preliminary budget that they will run by staff and then board, to be ready for AGM. Did some work prepping to provide bikes to Jasper wildfire refugees and bringing in bikes that were offered to us from Hinton eco-stations, + bikes for Boyle Street and intending to do some bikes for a winter bike project.

-Email invite to members re participation in audit and finance committee? - not discussed. [The email has since gone out.]

-Permit for shop upgrades? - Alex has taken this over.

Treasurer's Report

• Covers financial statments till end of June. (the end of Aug will be end of our financial year). YTD $26k positive. Shop fees and refurbished bike sales down, as would be typical for this month. Total salary down by $1500 due to perhaps bike builders not putting in as many hours. Operating account as of today: $98k, including $12k for winter cities grants-- we have learned that a Winter Cities grant in 2022 was never spent, so some board members have been putting together a proposal to spend it (see below). Also includes $13.5k CIOG (but that's very flexible $). Marcel feels we're looking good. As always, there's also the casino account and the outstanding loan from Adam.

H.R. & Ops Committee Report

• Jonathan's recent email indicates that staff are working on a task list as requested by the board.

Finance Committee Report

• Nothing for now.

Fundraising Committee Report

• Will meet tomorrow. TOR is on the Drive for board to review.

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

Waste Down Tune Up (WDTU) update (Heather - 8 mins)

• Karly is really on-track, has contacted all community leagues in the city, 5 have responded (will wait a little longer to ensure equity). Jan is on-board for teaching workshops. She has pointed out that ppl need maybe 50h of hands-on experience to become a really good bike tech, so some of the service hours they are supposed to do later in the project will be tweaked to put in some of those hours earlier, perhaps at the shop or at another worthy location. Question for the board: how best to secure the community league's bike repair kits within our storage so they are not accidentally pilfered or mixed in with BE supplies? Coreen says for Karly to contact her directly, as she will be putting an order in soon. Keith mentions there is a separate under-the-stairs storage area with a closing door, which could be suitable. Karly will report to the board via Heather-- a lovely update on her work so far will be distributed by email.

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Winter Biking grant update (Sarah - 15 mins)

• Taking a page from Banff/Canmore, the proposal is to provide studded tires for participants, as well as 5 bikes for a few lucky participants (Keith to build up), and as some upcycled pogeys (Keith), also some lights and fenders up to 10 sets based on needs, and 5 winter cycling skirts/kilts from local upcycling business JJ Wool, a great way to keep thighs warm. The idea is to remove barriers to women and other communities cycling. Also a mentorship program pairing participants with a mentor in their neighborhood, who would meet with the novice cyclist at onset of winter conditions and help them through their first few rides. Also to partner with Let's Bike There, YEG Bike Coalition, and Fancy Womens Bike Ride on some event rides. Would also like to offer 4h shop time to participants (Nov to Feb) for winter upgrades/repairs. All funds will come from existing outstanding grants, only the shop time would have to come from BE. The administrative time would be done by Sarah, in coordination with the shop managers. Coreen reflects that this sounds like a great plan-- could the shop time be charged to the grant? Sarah thinks maybe not, the CoE person wants the majority to still go to studded tires as originally granted. Coreen would like notice if other supplies like fenders are required in the shops. Adam flagged that two of our busiest board members are offering a lot of time in this proposal-- Sarah feels this a big priority in terms of the organization's vision and mission. Coreen notes that previous board initiatives have ended up falling to staff-- Sarah reiterates her commitment.

Any other Grants-in-progress or Grants-in-planning? (Heather - 5 mins)

Tabled

New Business

Value for Insurance Replacement Costs (Marcel - 15 mins)

• Insurance agent viewed the shop and felt $36k was way too low. Do we need volunteers to take a more-detailed inventory? It should cover our whole cost to build back after a disaster. Ex rebuilding the mezzanine was done with volunteers, but would have to be paid for if we had to rebuild again quickly. Colin and Sarah feel it's not a big priority right now. Sarah thinks we could just ballpark it at $200k and defer a full inventory-- in her experience the difference in premium is minimal. We would not insure used bikes, because it doesn't make sense to repurchase those new even in the event of a fire or etc-- perhaps some measure of the value of put in by bike builders should be reflected. The storage unit would also need insurance, though much less.

AGM Planning & Board recruitment (Adam - 10 mins)

• Needs to be completed before Nov 30th (new board starts Dec 1st). Need to give 30d notice to membership, and determine as a board if there are any changes to bylaws or other resolutions that need to be brought to membership (Sarah thinks there isn't). Probably second half of Oct, first half of Nov, between thanksgiving and Remembrance Day. We're supposed to deliver the auditted financial statements, Marcel might have to deliver 2 yrs as the last yr is still outstanding (request has gone out to staff to send the email re members to participate in the audit-- there's a 2FA issue). People are in favour of in-person-- perhaps a community league space. Most of the current board is returning, so we won't be absolutely under the gun to recruit new members, but everyone who was not elected at the last AGM will have to be confirmed by membership. Goal: everyone to recruit 1 member! Especially a treasurer. Marcel will put together a list of what he does to aid in transition.

In Camera Session

MOTION

To move in camera.
Moved:	Sarah
Seconded:	Matthew

Aye	No	Abstain

• 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:	Colin

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at _20:51_pm.
Moved:
Seconded:

Aye	No	Abstain