Board Minutes April 2025: Difference between revisions

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


* Location: ___ & Google Meet
* Location: Derek W's garage & Google Meet
* Start Time: 6:30pm
* Start Time: 6:30pm


Line 13: Line 13:
* Meeting Chair: Keith
* Meeting Chair: Keith
* Minute-taker: Adam
* Minute-taker: Adam
* Board attendance:
* Board attendance: Keith, Adam, Heather, Derek W, Brad, Rebecca, Karl, Tom, Matt, Stella (virtual), Derek K (virtual), Colin
* Staff attendance:
* Staff attendance: Coreen
* Regrets:
* Regrets:
* Absent:
* Absent: none!
* Guests:
* Guests:


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Keith  at 6:38  pm.


== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date: May 12, 2025, 6:30pm
* Date: May 12, 2025, 6:30pm
* Location:  
* Location: Matt's space next to the Bike Edmonton storage, & Google Meet
* Chair: Keith
* Chair: Keith
* Minute-taker: Adam
* Minute-taker: Karl


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
   |motion=To approve this month's agenda, the previous month's, and reports as presented below.
   |first=
   |first= Matt
   |second=
   |second= Colin
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
Line 40: Line 40:


=== President's Report ===
=== President's Report ===
*[President's Report (Month) (Year)]
*Most of his work this month has been with finance committee. And signed our CIOG grant!


=== Treasurer's & Finance Committee Report ===
=== Treasurer's & Finance Committee Report ===
*Reports:
*Reports:
**[[Media:February_2025_CASH.pdf|February_2025_CASH.pdf]]
**[[Media:February_2025_CASH.pdf|February_2025_CASH.pdf]]
[[Media:February_2025_Grant_Tracking.pdf|February_2025_Grant_Tracking.pdf]]
**[[Media:February_2025_Grant_Tracking.pdf|February_2025_Grant_Tracking.pdf]]
[[Media:February_2025-_Notes_to_the_Financial_Statements.pdf|February_2025-_Notes_to_the_Financial_Statements.pdf]]
**[[Media:February_2025-_Notes_to_the_Financial_Statements.pdf|February_2025-_Notes_to_the_Financial_Statements.pdf]]
[[Media:February_2025-_Statement_of_Financial_Position.pdf|February_2025-_Statement_of_Financial_Position.pdf]]
**[[Media:February_2025-_Statement_of_Financial_Position.pdf|February_2025-_Statement_of_Financial_Position.pdf]]
[[Media:February_2025_Wage_Accrual.pdf |February_2025_Wage_Accrual.pdf ]]
**[[Media:February_2025_Wage_Accrual.pdf |February_2025_Wage_Accrual.pdf ]]
[[Media:February_2025-_Comparative_Statement.pdf|February_2025-_Comparative_Statement.pdf]]
**[[Media:February_2025-_Comparative_Statement.pdf|February_2025-_Comparative_Statement.pdf]]
[[Media:February_2025-_DETAILED_Comparative_Statement.pdf|February_2025-_DETAILED_Comparative_Statement.pdf]]
**[[Media:February_2025-_DETAILED_Comparative_Statement.pdf|February_2025-_DETAILED_Comparative_Statement.pdf]]
[[Media:February_2025_Accounts_Payable.pdf|February_2025_Accounts_Payable.pdf]]
**[[Media:February_2025_Accounts_Payable.pdf|February_2025_Accounts_Payable.pdf]]
*Discussion notes
 
*We bottomed out in March at $46k! We're just happy it's black, so that's great. There's also a great surplus of built bikes at this point in time. The single locations is one driver of efficiencies.
 
*Finance Committee Terms of Reference: https://docs.google.com/document/d/1g863XyEHBauNvvlCfLtR0h6VhP5_wLUelqhvjNZt38Y/edit?usp=drive_link
*Finance Committee Terms of Reference: https://docs.google.com/document/d/1g863XyEHBauNvvlCfLtR0h6VhP5_wLUelqhvjNZt38Y/edit?usp=drive_link


{{Motion
{{Motion
   |motion=To approve the finance committee Terms of Reference.
   |motion=To approve the finance committee Terms of Reference as drafted.
   |first=
   |first=Adam
   |second=
   |second=Matt
   |yes=
   |yes=all
   |no=
   |no=none
   |abstain=
   |abstain=
   |result=
   |result=passed
}}
}}


=== H.R. & Ops Committee Report ===
=== H.R. & Ops Committee Report ===
*[H.R. Committee Report (Month) (Year)]
*Didn't meet. Colin has continued to meet with shop managers, but increasingly that information will come from the shop managers' report. Outstanding to do: obligatory performance assessments.


=== Fundraising Committee Report ===
=== Fundraising Committee Report ===
*[Fundraising Committee Report (Month) (Year)]
* Casino volunteer roster is full. Not a lot of spares for the night shifts. Colin himself is out of town this weekend, will give documents (license; application for next year's license; cheques) to the volunteer "General Manager" and Derek will do something with cheques.
* Student Massimo finished last week. He seemed to enjoy himself, had lots of support from the shop managers. He did a lot-- Colin wishes we had more time & money to do more stuff with it. We did not get the Waste Reduction grant again, which could have helped with that. He did a bunch of analysis on our social media, who's responding, how are they responding, etc. Most unexpected finding: 75% of our 1000 members received it free with a bike purchase (lots of room for growth).
* Got CIOG grant, not for full $16k but for 11k. Rebecca starting to look at what's next-- project-based funding, or funding for the right to ride program (we can put in our tip-at-the-till income as a starting place / matching; there could be an anti-racism angle). Should hear from Eco Trust soon.
* Bike-friendly businesses-- the issue is they're all broke, but Matt's working on it. Heather suggests we could send a spontaneous cash mob, or a bike crawl. People had good response to the post on Sugared and Spiced "tell me more businesses to support."
* And Coreen has joined the Committee! Which will help with communication.
* Full report: https://docs.google.com/document/d/1Tvo5ge5R5Ss6e7GWYoxffJPMw211aNRhwzK4fr6NifY/edit?pli=1&tab=t.0


=== Advocacy Committee Report ===
=== Advocacy Committee Report ===
*The Advocacy Committee Survey is still circulating -- 177 responses. Will close soon. Karl is pleased with this. Some responses seem very clear, other were a little more ambiguous or perhaps questions were misunderstood.
*Had a good meeting last week, narrowed down to 3 campaign proposals:
**City Nerd event - this even could be valuable with respect to the other two projects, hopeful he will address those issues and bring them more attn.
**Building a bike network for those cycling (Bike Plan) - will be an election issue - will become apparent this summer if they can catch up on making actual progress, we can do a report card on that, leading up to the election in the fall.
**Keep Edmonton connected at the highest level (High Level bridge project) - could end up being passed off to yegbikecoalition or another group.
*Heather got confirmation from a counsellor that the city has applied for a federal grant for active transportation related to new housing.


=== Bargaining Committee Report ===
=== Bargaining Committee Report ===
*Brad caught up with Jodi Lern (sp?) from CUPE; they're in a period of transition in multiple ways; but we're looking at dates in May and June. Brad confirmed that we are not in a "freeze period," and so could make changes to working conditions at this time. Brad feels that practically we have a good start with bargaining, the current counter-parties (who may change, unfortunately) seem flexible with respect to the fact that it's hard to draw firm lines between employers and employees at Bike Edmonton, Brad thinks we'll have latitude to be creative, prioritise meaningful staff participation in management decisions as an outcome, etc. Maybe the union can take the first crack at drafting in areas where they're deeply engaged, and vice verse-- but that's a weird way to do it, so it would be nice to get a meeting on the books to set that direction while we have this person at CUPE to work with. It might be helpful if board and staff could come together on dates and present those to Jodi. Coreen mentions that for her and Jan it's basically Thursday and Friday night.


=== Governance Committee Report ===
=== Governance Committee Report ===
* Tom and Derek have been communicating by email. They will meet to discuss the ToR. They are looking at the bylaws.
=== Shop Managers Report ===
* Intending to hire another Bike Builder: Jay W (longtime Bike Edmonton associate).
* Income is >2024 month-by-month.
* The space is oversubscribed in busy hours.
* Not scheduling a spring bike sale at this point. Maybe in May. Specific issue: we don't have any large bikes! We're getting a lot of inquiries about it, although a lot a them might be mistaking us for Bike Swap, which is postponed to September. Training more volunteers to fit and sell bikes.
* City is happy with how our Eco station program is going, and they will be expanding us to another Eco station.
* We are getting requests for outreach mechanics; it seems like bike builder Caleb will be doing that. The city has canned their bike education team-- it's even moreso on us that in the past. It doesn't make money-- but maybe if we sell memberships.
* There is a draft webpage up re: Right to Ride that Coreen suggests we look at.
* Classes are full, Caleb may be helping with that.
*[[Media: Community_Bike_Shop_Managers'_Report_March_2025.pdf|Community_Bike_Shop_Managers'_Report_March_2025.pdf]]


== Current & Completed Business ==
== Current & Completed Business ==
Line 92: Line 118:


=== Tune Up / Waste Down invoicing and remuneration (4 min)===
=== Tune Up / Waste Down invoicing and remuneration (4 min)===
*
* The project proceeds. May 10th one Queen Alex community leagues is doing their volunteer bike repair event, Jan is helping with that. Yellowbird May 24th. What's not on track is sitting down with Karly re invoices being submitted and $ coming back from the sitting, Heather says she dropped the ball on this. ACTION ITEM for Heather (and Derek W): Meet with Karly and arrange for how to invoice the city.
* Discussion notes:
**
**
 
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
 
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Winter Cycling grant update (3 min)===
=== Winter Cycling grant update (3 min)===
*
* We got verbal approval from the city but no signed documents on our proposed expansion of the program-- we then determined we didn't have capacity, did the project based on old requirements, and then finally heard back that they loved our proposal-- Keith has given them the info on what we did, less the final report, which Coreen is working on. For next year: Colin thinks we should try to move a lot of winter tires, it's a big barrier to entry and there was lots of interest. Any events or aspects that staff don't have capacity and interest in implementing should not be tied to grant commitments.
* Discussion notes:
**
**


== New Business ==
== New Business ==
Line 119: Line 127:
=== Old Strathcona Farmers Market (Karl - 15 min)===
=== Old Strathcona Farmers Market (Karl - 15 min)===
* Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year.
* Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year.
* Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members!
* Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' (it'e becoming paid) to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members!
*OSFM recently announced they will be expanding to open on Sunday as well as Saturday.
*OSFM recently announced they will be expanding to open on Sunday as well as Saturday. Could we staff that?
* Discussion notes:
* Capacity was 20 bikes last year. Karl challenged Reinier and Marcel to increase that to 40-- they're drafting a budget to put to the OSFM. Options: OSFM pays, vs we fund it-- more risky, but we could charge. Reinier's super-thrifty budget was $500, Karl thinks $1k is more reasonable.
**
* Adam doesn't mind spending a little money on it, but given that it's volunteer-run, he doesn't want to be more any more committed than something we can walk away from at any moment. Colin points out that even if they've given us $500, our liability is probably limited to just handing that back.
**
* If wanting to sign up members, we'd need another Square device for $400-- probably well worth it.
 
* We probably need some canopies with Bike Edmonton branding to protect volunteers from the elements.
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).


=== Edmonton Folk Music Festival (10 min)===
=== Edmonton Folk Music Festival (10 min)===
*Context per Chris Chan - We don't run anything about the bike parking at folk fest: they manage that entirely themselves. The site, the hardware, the coordination, the processes are all theirs, and we are not involved in any of it. We provide late night security volunteers for them at the end of each night, and in return they give us some passes and a small amount of money.
*we staff their bike lockup with volunteers.
*
*Karl proposed some kind of bike washing angle-- they advised him it's unlikely as they don't have the logistics to support that. But maybe if we could have a trailer with water?
* Discussion notes:
*Coreen suggests selling lights as a lower hanging fruit-- everyone's leaving there in the dark. (They might be sensitive about us selling things, vendors pay a lot of $ for that). Keith: maybe grooving music festival-worthy lights.
**
*Keith: sure could approach Epcor, but maybe it's more about creating connections for future years.
**
*Maybe we can do some tuneups, have a QR code for memberships.
*Decision: no bike washing. Karl to think about what else we can do in a more limited scope.


=== Google Apps admin access (Adam - 10min) ===
=== Google Apps admin access (Adam - 10min) ===
*This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)"
*This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)"
* There's a larger issue of our mass of overlapping computer systems, that could probably be rationalized into a single modern system-- but we'd have to pay for that. And we should move. Colin is talking a friend about, Derek W might talk to his wife about it.




{{Motion: To ask Chris Chan to set up admin access for Alex, Coreen, Colin, Adam... & policy?
{{Motion  
  |motion=
  |motion= To ask Chris Chan to set up admin access for Alex, Coreen, & Adam  
   |first=
   |first= Adam
   |second=
   |second= Colin
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result= passed
}}
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
Line 161: Line 161:
{{Motion
{{Motion
   |motion=To move <i>in camera</i>.
   |motion=To move <i>in camera</i>.
   |first=
   |first= Adam
   |second=
   |second= Keith
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
Line 174: Line 174:
{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move out of camera]</i> discussion.
   |first=
   |first= Adam
   |second=
   |second= Matt
   |yes=
   |yes= all
   |no=
   |no= no
  |abstain=
  |result= passed
}}
 
 
{{Motion
  |motion=To approve a 10% raise for the shop managers, retroactive to February 1st, 2025, contingent upon positive reaction from CUPE (Brad to speak to Jodi, and get back to Derek W and Robyn. This is will be reflected in an amendment to the approved budget.
  |first= Colin
  |second= Heather
  |yes= all
  |no= none
   |abstain=
   |abstain=
   |result=
   |result=
}}
}}


{{Motion
  |motion=To approve the job description for Coreen, Alex, and Vaughan, here-after the Co-directors, as circulated, with minor edits as discussed.
  |first= Colin
  |second= Heather
  |yes= Adam, Derek W, Brad, Rebecca, Karl, Heather, Colin, Tom, Matt.
  |no= Keith
  |abstain=
  |result= passed
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at _9:37_pm.
   |first=
   |first=Adam
   |second=
   |second=Keith
   |yes=
   |yes=all
   |no=
   |no=none
   |abstain=
   |abstain=
   |result=
   |result=passed
}}
}}


Latest revision as of 03:08, 5 May 2025

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

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

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

  • Location: Derek W's garage & 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, Adam, Heather, Derek W, Brad, Rebecca, Karl, Tom, Matt, Stella (virtual), Derek K (virtual), Colin
  • Staff attendance: Coreen
  • Regrets:
  • Absent: none!
  • Guests:

Call to Order

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

Logistics for Next Meeting

  • Date: May 12, 2025, 6:30pm
  • Location: Matt's space next to the Bike Edmonton storage, & Google Meet
  • Chair: Keith
  • Minute-taker: Karl

Approval of Agenda, Minutes, Reports (5 min)

MOTION
To approve this month's agenda, the previous month's, and reports as presented below.
Moved: Matt
Seconded: Colin
Aye No Abstain
all none
Expression error: Unrecognized word "all".

President's Report

  • Most of his work this month has been with finance committee. And signed our CIOG grant!

Treasurer's & Finance Committee Report

  • We bottomed out in March at $46k! We're just happy it's black, so that's great. There's also a great surplus of built bikes at this point in time. The single locations is one driver of efficiencies.
MOTION
To approve the finance committee Terms of Reference as drafted.
Moved: Adam
Seconded: Matt
Aye No Abstain
all none
passed

H.R. & Ops Committee Report

  • Didn't meet. Colin has continued to meet with shop managers, but increasingly that information will come from the shop managers' report. Outstanding to do: obligatory performance assessments.

Fundraising Committee Report

  • Casino volunteer roster is full. Not a lot of spares for the night shifts. Colin himself is out of town this weekend, will give documents (license; application for next year's license; cheques) to the volunteer "General Manager" and Derek will do something with cheques.
  • Student Massimo finished last week. He seemed to enjoy himself, had lots of support from the shop managers. He did a lot-- Colin wishes we had more time & money to do more stuff with it. We did not get the Waste Reduction grant again, which could have helped with that. He did a bunch of analysis on our social media, who's responding, how are they responding, etc. Most unexpected finding: 75% of our 1000 members received it free with a bike purchase (lots of room for growth).
  • Got CIOG grant, not for full $16k but for 11k. Rebecca starting to look at what's next-- project-based funding, or funding for the right to ride program (we can put in our tip-at-the-till income as a starting place / matching; there could be an anti-racism angle). Should hear from Eco Trust soon.
  • Bike-friendly businesses-- the issue is they're all broke, but Matt's working on it. Heather suggests we could send a spontaneous cash mob, or a bike crawl. People had good response to the post on Sugared and Spiced "tell me more businesses to support."
  • And Coreen has joined the Committee! Which will help with communication.
  • Full report: https://docs.google.com/document/d/1Tvo5ge5R5Ss6e7GWYoxffJPMw211aNRhwzK4fr6NifY/edit?pli=1&tab=t.0

Advocacy Committee Report

  • The Advocacy Committee Survey is still circulating -- 177 responses. Will close soon. Karl is pleased with this. Some responses seem very clear, other were a little more ambiguous or perhaps questions were misunderstood.
  • Had a good meeting last week, narrowed down to 3 campaign proposals:
    • City Nerd event - this even could be valuable with respect to the other two projects, hopeful he will address those issues and bring them more attn.
    • Building a bike network for those cycling (Bike Plan) - will be an election issue - will become apparent this summer if they can catch up on making actual progress, we can do a report card on that, leading up to the election in the fall.
    • Keep Edmonton connected at the highest level (High Level bridge project) - could end up being passed off to yegbikecoalition or another group.
  • Heather got confirmation from a counsellor that the city has applied for a federal grant for active transportation related to new housing.

Bargaining Committee Report

  • Brad caught up with Jodi Lern (sp?) from CUPE; they're in a period of transition in multiple ways; but we're looking at dates in May and June. Brad confirmed that we are not in a "freeze period," and so could make changes to working conditions at this time. Brad feels that practically we have a good start with bargaining, the current counter-parties (who may change, unfortunately) seem flexible with respect to the fact that it's hard to draw firm lines between employers and employees at Bike Edmonton, Brad thinks we'll have latitude to be creative, prioritise meaningful staff participation in management decisions as an outcome, etc. Maybe the union can take the first crack at drafting in areas where they're deeply engaged, and vice verse-- but that's a weird way to do it, so it would be nice to get a meeting on the books to set that direction while we have this person at CUPE to work with. It might be helpful if board and staff could come together on dates and present those to Jodi. Coreen mentions that for her and Jan it's basically Thursday and Friday night.

Governance Committee Report

  • Tom and Derek have been communicating by email. They will meet to discuss the ToR. They are looking at the bylaws.

Shop Managers Report

  • Intending to hire another Bike Builder: Jay W (longtime Bike Edmonton associate).
  • Income is >2024 month-by-month.
  • The space is oversubscribed in busy hours.
  • Not scheduling a spring bike sale at this point. Maybe in May. Specific issue: we don't have any large bikes! We're getting a lot of inquiries about it, although a lot a them might be mistaking us for Bike Swap, which is postponed to September. Training more volunteers to fit and sell bikes.
  • City is happy with how our Eco station program is going, and they will be expanding us to another Eco station.
  • We are getting requests for outreach mechanics; it seems like bike builder Caleb will be doing that. The city has canned their bike education team-- it's even moreso on us that in the past. It doesn't make money-- but maybe if we sell memberships.
  • There is a draft webpage up re: Right to Ride that Coreen suggests we look at.
  • Classes are full, Caleb may be helping with that.
  • Community_Bike_Shop_Managers'_Report_March_2025.pdf

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

Tune Up / Waste Down invoicing and remuneration (4 min)

  • The project proceeds. May 10th one Queen Alex community leagues is doing their volunteer bike repair event, Jan is helping with that. Yellowbird May 24th. What's not on track is sitting down with Karly re invoices being submitted and $ coming back from the sitting, Heather says she dropped the ball on this. ACTION ITEM for Heather (and Derek W): Meet with Karly and arrange for how to invoice the city.

Winter Cycling grant update (3 min)

  • We got verbal approval from the city but no signed documents on our proposed expansion of the program-- we then determined we didn't have capacity, did the project based on old requirements, and then finally heard back that they loved our proposal-- Keith has given them the info on what we did, less the final report, which Coreen is working on. For next year: Colin thinks we should try to move a lot of winter tires, it's a big barrier to entry and there was lots of interest. Any events or aspects that staff don't have capacity and interest in implementing should not be tied to grant commitments.

New Business

Old Strathcona Farmers Market (Karl - 15 min)

  • Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year.
  • Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' (it'e becoming paid) to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members!
  • OSFM recently announced they will be expanding to open on Sunday as well as Saturday. Could we staff that?
  • Capacity was 20 bikes last year. Karl challenged Reinier and Marcel to increase that to 40-- they're drafting a budget to put to the OSFM. Options: OSFM pays, vs we fund it-- more risky, but we could charge. Reinier's super-thrifty budget was $500, Karl thinks $1k is more reasonable.
  • Adam doesn't mind spending a little money on it, but given that it's volunteer-run, he doesn't want to be more any more committed than something we can walk away from at any moment. Colin points out that even if they've given us $500, our liability is probably limited to just handing that back.
  • If wanting to sign up members, we'd need another Square device for $400-- probably well worth it.
  • We probably need some canopies with Bike Edmonton branding to protect volunteers from the elements.

Edmonton Folk Music Festival (10 min)

  • we staff their bike lockup with volunteers.
  • Karl proposed some kind of bike washing angle-- they advised him it's unlikely as they don't have the logistics to support that. But maybe if we could have a trailer with water?
  • Coreen suggests selling lights as a lower hanging fruit-- everyone's leaving there in the dark. (They might be sensitive about us selling things, vendors pay a lot of $ for that). Keith: maybe grooving music festival-worthy lights.
  • Keith: sure could approach Epcor, but maybe it's more about creating connections for future years.
  • Maybe we can do some tuneups, have a QR code for memberships.
  • Decision: no bike washing. Karl to think about what else we can do in a more limited scope.

Google Apps admin access (Adam - 10min)

  • This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)"
  • There's a larger issue of our mass of overlapping computer systems, that could probably be rationalized into a single modern system-- but we'd have to pay for that. And we should move. Colin is talking a friend about, Derek W might talk to his wife about it.


MOTION
To ask Chris Chan to set up admin access for Alex, Coreen, & Adam
Moved: Adam
Seconded: Colin
Aye No Abstain
all none
passed
  • Action Items: name will ____ by (date).

In Camera Session

MOTION
To move in camera.
Moved: Adam
Seconded: Keith
Aye No Abstain
all none
Expression error: Unrecognized word "all".
  • 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: Matt
Aye No Abstain
all no
passed


MOTION
To approve a 10% raise for the shop managers, retroactive to February 1st, 2025, contingent upon positive reaction from CUPE (Brad to speak to Jodi, and get back to Derek W and Robyn. This is will be reflected in an amendment to the approved budget.
Moved: Colin
Seconded: Heather
Aye No Abstain
all none
Expression error: Unrecognized word "all".
MOTION
To approve the job description for Coreen, Alex, and Vaughan, here-after the Co-directors, as circulated, with minor edits as discussed.
Moved: Colin
Seconded: Heather
Aye No Abstain
Adam, Derek W, Brad, Rebecca, Karl, Heather, Colin, Tom, Matt. Keith
passed

Adjournment

MOTION
To adjourn the meeting at _9:37_pm.
Moved: Adam
Seconded: Keith
Aye No Abstain
all none
passed
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