Board Minutes October 2025

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

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

• Location: MEC comunity room & 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, Tom, Derek K, Derek W, Keith, Matt, Heather, Karl, Rebecca, Brad
• Staff attendance: Coreen
• Regrets: Stella, Colin
• Absent:
• Guests:

Call to Order

• Meeting called to order by Adam at 640 pm.

Logistics for Next Meeting + Board Retreat

• Date: Sunday, November 16th, 10:15am
• Location: Civic Employees Fund Room 2, Main Floor, Stanley Milner Library
• 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

• No report.

Treasurer's & Finance Committee Report

• Operating account is steady around $140k. Casino revenue is in place, rent for more storage space will soon be coming out of that for an additional $300/mo.

H.R. & Ops Committee Report

• No report.

Fundraising Committee Report

• Colin and Rebecca met with co-directors and Jan and Caleb to plan around Eco-trust grant, which has proven a good opportunity to look at some operational things to increase capacity.

Advocacy Committee Report

• The last OSFM Bike Valet is this Saturday, and Karl & OSFM will be making it a media event calling on candidates to endorse the Bike Valet-- specifically with respect to receiving a part of the parking proceeds. Candidates have been shy to talk about bikes this election, but this is a good news story about people doing something for free.
• Yegbike coalition made candidate report cards-- would like to send out a newsletter on that as well. Coreen agreed Alex should be able to do that, if Karl can get him specific language shortly. Keith agrees. Coreen will also post to social media.

Bargaining Committee Report

• The CBA is largely unchanged from last time. Minor changes: changed "shop manager" to "co-director." Articles 23 & 24 combined. Details re general holiday pay: "average daily wage is 5% of what an employee has earned in the previous 4 wks." There was some back and forth around OT-- OT will be banked as in-lieu time only, at double-time.
• Definition of overtime? Derek K says AB govt definition is >8h/d or >44h/wk. Language in the CBA is vague. Heather believes the intention was for it to be any hours greater than their regularly contracted. Brad says "regular works hours" means "the average of the last 2 pay periods." Adam noted that if this was overused it might lead to a need for a "no overtime" policy, but Brad advocated that this would indicate too much of a pre-emptive lack of trust in staff, and also there is sometimes a legitimate need overtime. Adam brought up whether, to retain flexibility, the staff could be work fewer hours one week and then work those hours the next week without calling it overtime. This was not directly answered-- it could be up to the LMCC. Rebecca felt that if there's a concern for flexibility, that concern needs to come from staff as the CBA is re-assessed in the bargaining process going forward. CUPE already showed some flexibility by giving up cash overtime.
• Banked time: Derek K feels there's usually a maximum, and a timeframe in which is has to be used-- those restrictions are not reflected in the CBA currently. Brad thinks the board could set a policy limit on how much can be banked-- disagreement about whether the current text allows this. Maybe the LMCC could set a policy.
• 23.02: "If additional funding is received, the Parties, with mandatory Union attendance, will discuss options for the disbursement of the funds at the Labour-Management Consultation Committee." In what situations would this apply? Becomes a little more clear in the context of 23.01.
• The dispute resolution clause purports to govern disputes beyond just those between board and staff. Brad says that only staff would be able to insist on rights bestowed by the CBA, but as written maybe staff could insist on board help mediating a dispute with a client or volunteer. Brad also feels that under 11.04a, the path to request an in-house mediator must be validated by either Board or Union.
• Where the CBA mandates board to draft policy or take steps to maintain understanding of the CBA, Brad commits to help with that over the next year.
• These and any other concerns can be viewed as a "watch list" as we implement and think about updating the CBA.

Governance Committee Report

• No report.

Co-Directors Report

• Cold weather, shop starting to slow down, bike inventory starting to grow faster than we sell, this is also peak donation season. Shop revenue up 10% over last year. With the eco-trust grant, we need more bike builder hours, so a job is posted, will do more publicity on it. Had a volunteer orientation. Right to Ride chugging along. Surprisingly racist response to a social media post on pronouncing the indigenous name of the new footbridge. Some people have been complaining to us when they want ghost motorcycles removed, which have nothing to do with us.
• Alex has found some resources for strategic planning, at the staff and board level, which he may share with us.
• Alex would like a copy of the new lease, if Keith could please forward it to Alex.

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

Budget Approval

• Derek W reveiced no feedback on the budget or the notes. Coreen confirms co-directors have reviewed, with no major differences of opinion.

MOTION

To approve the draft budget as circulated.
Moved:	Derek W
Seconded:	Karl

Aye	No	Abstain
all	none

CBA Ratification

MOTION

To ratify the draft collective agreement as circulated.
Moved:	Heather
Seconded:	Adam

Aye	No	Abstain
all	none

AGM Planning

• Agenda was discussed - Adam is drafting.
• Coreen will bring Point of Sale machine. Bike racks and banner will be brought from OSFM.
• It was agreed to resusitate the Jack Grainge award, and award it this year posthumously to Darren Markland. Heather will have opportunity to mention this to his family (but will not request their attendance, out of respect for their very recent loss). Keith will speak to Darren's contributions at the AGM.

Board Retreat Planning

• Adam called for suggestions for the agenda, as there won't be a lot of new members, and the budget and CBA don't need to be revisited again right now. Coreen would like board feedback on prioritizing between a number of different tasks-- she will prepare a list. Rebecca may do the same with respect to Board capacity. Karl is interested in learning more about our members-- we'll see if Colin can present some of Massimo's data.

New Business

Darren Markland memorial ride

• Sunday October 12th. There will also be a plaque placed on a bench at Ezio Farone Park - the police union was approached and agreed to this.

In Camera Session

MOTION

To move in camera.
Moved:	Adam
Seconded:	Rebecca

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
all	none

Adjournment

MOTION

To adjourn the meeting at 830 pm.
Moved:	Adam
Seconded:	Rebecca

Aye	No	Abstain
all	none