Board Minutes May 2025

Bike Edmonton Board Meeting Minutes for May 2025

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

• Location: Matt's space next to the Bike Edmonton 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: Keith
• Minute-taker: Karl
• Board attendance: Colin, Rebecca, Derek W, Derek K, Keith, Karl, Tom, Brad (online), Stella (online)
• Staff attendance: Coreen
• Regrets: Adam
• Absent:
• Guests: Karly Coleman

Call to Order

• Meeting called to order by Keith at 6:45 pm.

Logistics for Next Meeting

• Date: June 9, 2025
• Location:
• Chair: Keith
• Minute-taker: Adam

every second Monday Stella is working. Next meeting is June 9. Tom will be away Hopefully July 14 Stella, her birthday, she will be able to attend

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:	Keith

Aye	No	Abstain
unanimous

President's Report

• [President's Report (Month) (Year)]

Hung with Finance Committee, attended the City of Edmonton bike plan implementation, biggest takeaway is that they are busy this year, catching up on 12 km and a new 12/13km. Conditional approval to talk to the 107 Ave to the Design team between Groat Rd and 163 St. An opportunity to talk about/revisit the design. Rare opportunity. Keith will be talking to Christine, design engineer. Derek K wants to be part of that.

Attended Yellowbird waste down tune up. Has thoughts on how to improve consumables and parts. How do they get more? => New Business

Treasurer's & Finance Committee Report

• [Treasurer's Report (Month) (Year)]
• March_2025-Cash_Spreadsheet.pdf
• March_2025_Wage_Accrual.pdf
• March_2025-_AP_Aging_Summary.pdf
• March_2025_Grant_Tracking.pdf
• March_2025-_Statement_of_Financial_Position.pdf
• March_2025-_Comparative_Statement.pdf
• March_2025-_DETAILED_Comparative_Statement.pdf
• March_2025-_Notes_to_the_Financial_Statements.pdf

Things are looking good with the general account. We should receive the funds in August. Proceeds split across the quarter. Estimated income anywhere between $60-90k. 43 in general account, and 35 k in high yield, $2852 on the Mastercard. Not much that is constrained. Rebecca wants a summary report, a snapshot of what's coming out. A couple of bullet points. Coreen- if you only read one document, then read the notes to the financial statements. A summary put together from Robyn.

H.R. & Ops Committee Report

• [H.R. Committee Report (Month) (Year)]
• Plan for obligatory performance assessments?

Nothing to report

Fundraising Committee Report

• [Fundraising Committee Report (Month) (Year)]

Casino was a success; special thanks to Colin. For grants, Ecotrust $50k grant awarded, 2 years to spend it. Colin, Coreen and Rebecca met. Supercharging bike building program. Recovering more bikes, the cash injection we need to increase the capacity. Fundraising Committee will provide support, staff will take over operations. Rebecca will slow down on grant writing. In group chat trying to follow through on bike friendly business program. Committee to Support Coreen on content. @Karly - in 2010, crafted a tonne of information on companies, policy, it might be still kicking around.

Right to Ride - still on the list of the grants. Finance Committee was asking how to take some of the operating money and backfeed it into that program. An equity fund that we can establish and build seed funding from. @Colin Idea On membership or donations, we can highlight part of membership dues to go this. How do we use Right2Ride as a fundraising tool? An org in Peterborough, ON transitioned to a charity and the transition was difficult. @Coreen - if we ask for donations, 'do you want to put it towards locks for cyclists?', etc... Shop Managers want to prioritise RIght2Ride launch when we can find the time.

Advocacy Committee Report

report delivered prior to meeting, 3 days after our last meeting Devan Dreeshan gave his announcement, we have partnered with Path;s for People Yet Bike Coalition, Bike Calgary, Toronto Bike Coalition, everactive Schools. We have done much work to be on top of responding to the Provincial government, Thanks to all the help given to Karl.

We are continuing to work to meet the threat to the current bike lane infrastructure. We have a lot of momentum including 50 people on the street last weekend collecting signatures.

we have linked up cycle Toronto to coordinate with the Ontario governments actions and possible legal actions

Karl spent around 100 hrs on this in the last month, 1000 subscribers likely.

needs: respond to advocacy survey, and call to action for those who have indicated interest in helping.

give a thank you to those who have supported us especially if no bills are passed.

risks: maintaining responsiveness to current events and workload sharing.

- is there help available in partners organisations.

  - currently there is help but no organisation to formalise this.

Motion: for 1000 dollar fund for this action

karl

Colin

Keith: what is the amount of that BE wants to spend on advocacy,

Colin: can finance committee look for amount of money available for advocacy

Derek: what is the goal of the action.

Colin: this is a fundraising opportunity

cycle Toronto, and bike lawyer indicated that their charter challenge is unlikely to succeed but to have money available is helpful.

motion passed.

Bargaining Committee Report

They need to have a meeting. Aware of how horrible it is to do a collective agreement in spring. CUPE negotiator is now Aiden. Committee needs to talk about how to move forward without overburdening the staff.

Is there an appetite to stretch bargaining out? Subject Matter Experts needed to navigate through. Potential to do more boilerplate stuff in the meantime? Brad suggests start making dates in September. @Coreen is meeting with CUPE this week.

Governance Committee Report

Met with Derek K. To remove the ambiguity around approving the budget at the AGM. Define Mandatory committees (Executive, Finance, HR, Governance). Another meeting planned. May need to change terms of reference for quorum from 2 to 3. Need to give notice of special resolutions at the AGM 30 days ahead of time.

Current & Completed Business

To accept the reports as tabled. Mover: Colin Seconder: Rebecca passed unanimously

Manager Report Consistently busy. Dealing with reduced hours because Von is away and working for Elections. Rack rentals Attempted break in; Alex fixed it Fourth bike builder on staff, snapped achilles tendon so he is out of commission renovations moving along Complete public door to the annex space Still investigating storage options to make space more efficient. 26 and 3rd - classes Outreach requests: Caleb has been willing to put it on. Want to be able to give him a higher rate of pay for organising these events Small parts order completed; larger parts one to go through later this month. Questions: Keith 'Price estimate for outreach work?' A: plan is for cost recovery with some profit. Can we pay Caleb as bike builder, contractor and outreach? Operational question of how Caleb is paid can be thrashed out between Coreen and Robyn. If a new employee hire, send to HR committee. However, only think HR or Board approval is hire and fire.

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your estimated volunteer hours for the past month. (Otherwise the secretary will guesstimate it for you.)
• 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

WDTU - Update from Karly (__ min)

• Discussion notes:
  • First event at Queen Alexander community league. Thank you to shop staff for their help with this. A lot of interest in doing more of this, but it needs restructuring. Timelines are too tight to take the course and once they do take it, they can't maintain the skills to do bike maintenance on a regular basis. eg: Jan helped Bradley from the CL to assess things, triage and that is in line with how the project was set up to work, but a lot more than Jan could have been expected to do. If you are not doing work on a regular basis, you lose the skill. Top part of Karly's report is to send to the City for their requirements, lower part is about goals, missions and milestones on when things happened.

Grant was for $37k Money left over. Only spent $11k so far. If we do it again, backload the mechanic effort and account for the time Coreen, Jan put in for getting it up and running internally. We will probably spend $15k in total. One of the other things that occured - grant started in May, Karly recruited in August. She is still required to report what's happening in May when they are not done yet. If appetite to continue it, we need to contact the City and ask about how to make use of delayed grant. Heather and Karly to reach out and gather info from the City to see where we are at. A shortfall if we don't invoice immediately. We have paid out of pocket $6k for staff time and parts. Marcel has the invoice, but we didn't invoice that. We need to find out what went on between Karly submitting Jan's invoice. Who to submit invoices for the City? Heather but Robyn as accountant. Karly has the receipts; it is a matter of who does what when. Between Derek, Heather, Karly and Robyn - send an email to Keith and Robyn by next Monday?

MOTION

To receive Karly's report
Moved:	Derek K
Seconded:	Rebecca

Aye	No	Abstain
unanimous

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

Business Item 2 (__ min)

• Discussion notes:

New Business

New Business Item 1 (__ min)

• Derek W TBC
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

New Business Item 2 (__ min)

• Discussion notes: Yellowbird
  • How do we support them as they go forward and use up consumables?
  • Can we do combined orders?

@Coreen. We have an agreement with U of A bike library; can piggyback off this. Get them to contact managers directly and we can set something up with them.

On the question of leases, Coreen will need support to sign a lease.

In Camera Session

MOTION

To move in camera.
Moved:	Rebecca
Seconded:	Colin

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:	Colin
Seconded:	Rebecca

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain