Board Minutes September 2025: Difference between revisions

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== Logistics for Next Meeting ==
== Logistics for Next Meeting ==
* Date:  
* Date: October 6th
* Location:  
* Location: Maybe MEC - Derek W will try to book
* Chair:
* Chair: Keith
* Minute-taker:
* Minute-taker: Adam


== Approval of Agenda, Minutes, Reports (5 min) ==
== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
{{Motion
   |motion=To approve this month's agenda, the previous month's minutes), and reports as presented below.
   |motion=To approve this month's agenda, the previous month's minutes, and reports as presented below.
   |first=
   |first= Rebecca
   |second=
   |second= Adam
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
Line 38: Line 38:


=== President's Report ===
=== President's Report ===
*[President's Report (Month) (Year)]
*Some planned panel discussions have been postponed to the new year.


=== Treasurer's & Finance Committee Report ===
=== Treasurer's & Finance Committee Report ===
*draft budget?
* There is a new lease for the storage space to be finalized shortly.
* Casino brought in $84k-- more than expected.
* The draft budget is essentially a status quo budget. Currently projecting a $70k surplus, might be more like 30-40k with the bike builder raises in the budget. There are no retroactive raises in the agreement. COL incr is not currently budgetted-- general agreement that it should be.
* We will vote on the budget next meeting.
*[[Media:July_2025_Notes_to_the_Financial_Statements.pdf|July_2025_Notes_to_the_Financial_Statements.pdf]]
*[[Media:July_2025_Statement_of_FInancial_Position.pdf|July_2025_Statement_of_FInancial_Position.pdf]]
*[[Media:July_2025_Comparative_Statement.pdf|July_2025_Comparative_Statement.pdf]]
*[[Media:July_2025_Grant_Reporting_Spreadsheet.pdf|July_2025_Grant_Reporting_Spreadsheet.pdf]]


=== H.R. & Ops Committee Report ===
=== H.R. & Ops Committee Report ===
*[H.R. Committee Report (Month) (Year)]
*No report.


=== Fundraising Committee Report ===
=== Fundraising Committee Report ===
*[Fundraising Committee Report (Month) (Year)]
*Met last week re: operationalizing the eco-trust grant. Probably will not put much work into detailing that for the budget because it will be either self-contained project funding, or will offset operational expenses to some extent, so keeping it self-contained in the budget is essentially a conservative scenario.


=== Advocacy Committee Report ===
=== Advocacy Committee Report ===
* Karl is busy trying to get a pop-up event going for Int'l Parking Day. Keith has gone around to look at the new bike lanes that are going in, looks good so far, will go again. YEG Bike coalition has put out a list of report cards on councillors and mayoral candidates-- we should link to that in our newsletter.


=== Bargaining Committee Report ===
=== Bargaining Committee Report ===
*Discuss overtime.
*Rebecca shared some updates from Brad. He is talking to CUPE rep Stephanie. One sticking point seems to be overtime, the CUPE boilerplate is for double-time overtime, we were hoping for 1:1 for salaried (ie just banked hours) and 1:1.5 for hourly employees (to be rarely used). CUPE said no to the 1:1, they would accept 2x banked overtime. Question - does overtime start over their contracted hours, or over 44h/wk? We'll see before we ratify it. Generally seems fine-- we would just have a no overtime policy, or at least track is closely. Hoping to ratify at next board meeting-- if board fails to ratify, we might be pushed to mediation, which we wouldn't want.
*Schedule a ratification.


=== Governance Committee Report ===
=== Governance Committee Report ===
* Final draft was sent out, with changes as discussed last time.


{{Motion
{{Motion
   |motion=To put forward the next AGM a Special Resolution to amend the bylaws as per the draft recently circulated by the Governance Committee.
   |motion= To put forward at the next AGM a Special Resolution to amend the bylaws as per the draft recently circulated by the Governance Committee.
   |first=
   |first= Keith
   |second=
   |second= Rebecca
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
}}
}}
ACTION ITEM: Tom will send Adam a pdf of the new bylaws, for posting prior to the AGM.
=== Co-directors Report ===
* We currently have more bikes than ever, got some from bike swap, etc. Lot of business as usual. Alex has been away. Jan came back this wk. August revenue down year over year, but last year August was anomalous. Bike builder hours may come out lower than budgetted. Still wondering about hiring for the winter-- Suzanne wants to come back, so we're happy about that-- Jesse and Jay haven't been putting in a lot hours, if they and Brahm come back for the winter we should be good, otherwise might need to hire. Did some repairs- AC, hot water, doors. Will make a rough reno plan and budget for possibly knocking out a wall in the front and getting rid of the new parts room to make more room for bike sales. Coreen will send Adam a written report with some nice reviews, to link in the minutes. Jan may put on some more classes, we'll see how much demand there is in the winter. We've soft-launched Right-to-Ride, tracking participants, running into some hiccups to work out before we start outreach or publicity (though word is getting out among the houseless, introducing some conundrums for reflection).
* Co-directors want to talk about getting a CSJ student for next summer to help with events, outreach, maybe help somehow with the Eco-Trust work. It could be used as an in-kind expense for the Eco-trust grant. There was no opposition from the board.
* Met with Dylan from CoE archives, will send him some more stuff that relates to BE and EBC history.


== Current & Completed Business ==
== Current & Completed Business ==
Line 76: Line 91:
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]
* Reminder of [https://apps.bikeedmonton.ca/w/Conflict_of_Interest_Policy conflict of interest policy]
*
*
'''COMPLETED'''
*
*
=== Business Item 1 (__ min)===
*
* Discussion notes:
**
**
{{Motion
  |motion=
  |first=
  |second=
  |yes=
  |no=
  |abstain=
  |result=
}}
* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).
=== Business Item 2 (__ min)===
*
* Discussion notes:
**
**


== New Business ==
== New Business ==


=== AGM and Board Retreat planning (__ min)===
=== AGM and Board Retreat planning (__ min)===
* 2 board members welcoming:
* 2 board members welcoming: --
* 2 board members with laptops for verifying memberships and recording attendance:
* 2 board members with laptops for verifying memberships and recording attendance: Rebecca, Adam. Coreen could bring shop laptop.
* How to sell memberships:
* How to sell memberships: Coreen can bring a square terminal to accept payments.
*  
* Brainstorming area for sharing fun, celebratory ideas.
*  
*  
**
**
* Date for retreat: Nov 9, 16, 23?
* Date for retreat: November 16th.
**
**
**
**
Line 121: Line 107:
{{Motion
{{Motion
   |motion=  To provide notice of the Annual General Meeting (October 26th) and Special Resolution to amend bylaws at the earliest opportunity.
   |motion=  To provide notice of the Annual General Meeting (October 26th) and Special Resolution to amend bylaws at the earliest opportunity.
   |first=
   |first= Adam
   |second=
   |second= Colin
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
Line 131: Line 117:


=== New Business Item 2 (__ min)===
=== New Business Item 2 (__ min)===
*
* Sports Central and You Can Ride 2 are looking or more space-- they floated the possibility to partner with us. Keith feels the timing probably doesn't work well.
* Discussion notes:
 
**
=== Conflict of Interest disclosure===
**
*A bike rack client will be paying Keith to do an installation. Bike Edmonton is not paying him.


== <i>In Camera</i> Session ==
== <i>In Camera</i> Session ==
{{Motion
{{Motion
   |motion=To move <i>in camera</i>.
   |motion=To move <i>in camera</i>.
   |first=
   |first= Adam
   |second=
   |second= Colin
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
}}
}}
* Please list how long you believe your topic will take to discuss:
 
** Name (___ min)
** Name (___ min)


{{Motion
{{Motion
   |motion=To move out of camera]</i> discussion.
   |motion=To move out of camera]</i> discussion.
   |first=
   |first= Adam
   |second=
   |second= Colin
   |yes=
   |yes= all
   |no=
   |no= none
   |abstain=
   |abstain=
   |result=
   |result=
}}
}}


== Adjournment ==
== Adjournment ==
{{Motion
{{Motion
   |motion=To adjourn the meeting at __pm.
   |motion=To adjourn the meeting at _826_pm.
   |first=
   |first= Adam
   |second=
   |second= Keith
   |yes=
   |yes=all
   |no=
   |no=none
   |abstain=
   |abstain=
   |result=
   |result=

Latest revision as of 16:07, 6 November 2025

Bike Edmonton Board Meeting Minutes for September 2025

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: Adam, Keith, Rebecca, Derek K, Derek W, Colin, Matt, Tom
  • Staff attendance: Coreen
  • Regrets: Stella, Heather, Karl, Brad
  • AWOL: none
  • Guests: none

Call to Order

  • Meeting called to order by Keith at 6:42 pm.

Logistics for Next Meeting

  • Date: October 6th
  • Location: Maybe MEC - Derek W will try to book
  • 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: Adam
Aye No Abstain
all none
Expression error: Unrecognized word "all".

President's Report

  • Some planned panel discussions have been postponed to the new year.

Treasurer's & Finance Committee Report

H.R. & Ops Committee Report

  • No report.

Fundraising Committee Report

  • Met last week re: operationalizing the eco-trust grant. Probably will not put much work into detailing that for the budget because it will be either self-contained project funding, or will offset operational expenses to some extent, so keeping it self-contained in the budget is essentially a conservative scenario.

Advocacy Committee Report

  • Karl is busy trying to get a pop-up event going for Int'l Parking Day. Keith has gone around to look at the new bike lanes that are going in, looks good so far, will go again. YEG Bike coalition has put out a list of report cards on councillors and mayoral candidates-- we should link to that in our newsletter.

Bargaining Committee Report

  • Rebecca shared some updates from Brad. He is talking to CUPE rep Stephanie. One sticking point seems to be overtime, the CUPE boilerplate is for double-time overtime, we were hoping for 1:1 for salaried (ie just banked hours) and 1:1.5 for hourly employees (to be rarely used). CUPE said no to the 1:1, they would accept 2x banked overtime. Question - does overtime start over their contracted hours, or over 44h/wk? We'll see before we ratify it. Generally seems fine-- we would just have a no overtime policy, or at least track is closely. Hoping to ratify at next board meeting-- if board fails to ratify, we might be pushed to mediation, which we wouldn't want.

Governance Committee Report

  • Final draft was sent out, with changes as discussed last time.
MOTION
To put forward at the next AGM a Special Resolution to amend the bylaws as per the draft recently circulated by the Governance Committee.
Moved: Keith
Seconded: Rebecca
Aye No Abstain
all none
Expression error: Unrecognized word "all".

ACTION ITEM: Tom will send Adam a pdf of the new bylaws, for posting prior to the AGM.

Co-directors Report

  • We currently have more bikes than ever, got some from bike swap, etc. Lot of business as usual. Alex has been away. Jan came back this wk. August revenue down year over year, but last year August was anomalous. Bike builder hours may come out lower than budgetted. Still wondering about hiring for the winter-- Suzanne wants to come back, so we're happy about that-- Jesse and Jay haven't been putting in a lot hours, if they and Brahm come back for the winter we should be good, otherwise might need to hire. Did some repairs- AC, hot water, doors. Will make a rough reno plan and budget for possibly knocking out a wall in the front and getting rid of the new parts room to make more room for bike sales. Coreen will send Adam a written report with some nice reviews, to link in the minutes. Jan may put on some more classes, we'll see how much demand there is in the winter. We've soft-launched Right-to-Ride, tracking participants, running into some hiccups to work out before we start outreach or publicity (though word is getting out among the houseless, introducing some conundrums for reflection).
  • Co-directors want to talk about getting a CSJ student for next summer to help with events, outreach, maybe help somehow with the Eco-Trust work. It could be used as an in-kind expense for the Eco-trust grant. There was no opposition from the board.
  • Met with Dylan from CoE archives, will send him some more stuff that relates to BE and EBC history.

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

New Business

AGM and Board Retreat planning (__ min)

  • 2 board members welcoming: --
  • 2 board members with laptops for verifying memberships and recording attendance: Rebecca, Adam. Coreen could bring shop laptop.
  • How to sell memberships: Coreen can bring a square terminal to accept payments.
  • Brainstorming area for sharing fun, celebratory ideas.
  • Date for retreat: November 16th.
MOTION
To provide notice of the Annual General Meeting (October 26th) and Special Resolution to amend bylaws at the earliest opportunity.
Moved: Adam
Seconded: Colin
Aye No Abstain
all none
Expression error: Unrecognized word "all".
  • Action Items: Adam will email the text of notice to Alex by tomorrow.

New Business Item 2 (__ min)

  • Sports Central and You Can Ride 2 are looking or more space-- they floated the possibility to partner with us. Keith feels the timing probably doesn't work well.

Conflict of Interest disclosure

  • A bike rack client will be paying Keith to do an installation. Bike Edmonton is not paying him.

In Camera Session

MOTION
To move in camera.
Moved: Adam
Seconded: Colin
Aye No Abstain
all none
Expression error: Unrecognized word "all".


MOTION
To move out of camera] discussion.
Moved: Adam
Seconded: Colin
Aye No Abstain
all none
Expression error: Unrecognized word "all".

Adjournment

MOTION
To adjourn the meeting at _826_pm.
Moved: Adam
Seconded: Keith
Aye No Abstain
all none
Expression error: Unrecognized word "all".
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