2025 AGM: Difference between revisions

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== Bike Edmonton Annual General Meeting Minutes for 2024 ==
== Bike Edmonton Annual General Meeting Minutes for 2025 ==


* Location: Strathcona Community League Upper Hall
* Location: Strathcona Community League Upper Hall
* Date: October 26, 2024, 1pm.
* Date: October 26, 2025, 1pm.


== Attendance ==
== Attendance ==
* Meeting Chair: Keith
* Meeting Chair: Keith
* Minute-taker: Adam
* Minute-taker: Adam
* Attendance: nn members in good standing
* Attendance: 26 members in good standing




Line 15: Line 15:


== Call to Order ==
== Call to Order ==
* Meeting called to order by at pm.
* Meeting called to order by Keith at 13:23pm.


*Land acknowledgment (Keith)
*Land acknowledgment (Keith)
Line 24: Line 24:
{{Motion
{{Motion
   |motion=To approve the agenda.
   |motion=To approve the agenda.
   |first=  
   |first= Adam
   |second=  
   |second= Heather
   |yes=  
   |yes=All
   |no=0
   |no=
   |abstain=
   |abstain=
   |result= carried
   |result=
}}
}}


Line 35: Line 35:
{{Motion
{{Motion
   |motion=To approve the [[2024 AGM|minutes from the 2024 Annual General Meeting]]
   |motion=To approve the [[2024 AGM|minutes from the 2024 Annual General Meeting]]
   |first=  
   |first= Nathan Binnema
   |second=  
   |second= Adam
   |yes=  
   |yes=All
   |no=0
   |no=
   |abstain=
   |abstain=
   |result= Carried
   |result=
}}
}}


Line 47: Line 47:


=== President's Report ===
=== President's Report ===
*report, Darren Markland award
*Keith has been president for 1.5yrs and is happy to be involved. This year has been great-- we've made money-- staff and volunteer have made consolidated shop hopping busy.
 
*Also a good year for advocacy, partnering with Paths for People and other orgs, and "Bike Nerd" visited to the city. Partnered with YEG Cycling Coalition to GOTV in the municipal election-- and it seems like results were good. A sympathetic counsellor stopped by the bike valet and mentioned to Marcel how great the cycling community is at showing up at the polls- being useful to a politician is an important step in holding political power.
=== Treasurer's Report ===
*Collective Agreement was approved at the committee level by the union and ratified by the board, worker ratification expected soon.
 
*This year the board retained all it's members for the whole year! Which is exceptional, and good.
*$48k surplus this year, compared to deficits of $98k and $70k in the previous years. As of Aug 31st: $99k in operating acct, $17.5k in Casino acct (which pays rent). The biggest changes in our financial status this year were: the donation drive earlier in the year, removing the executive director (at his own recommendation) in February, and closing the south shop in July.
*Audits were done for 2022-23 and 2023-24 financial years-- the latter is not quite completed due to some delays, the audit committee got all the information from the treasurer last week. An audit commit with 10(!) volunteer members did a really good job. The audit of the 2022-23 financial year was favourable. They did recommend exploring options for inventory tracking.


=== Co-Directors Report ===
=== Co-Directors Report ===
* report, questions
*Fantastic feedback from happy shop users was shared.
*We have a 40-year history, and that's been confirmed as the longest-running community bike shop in Canada!
*51 bells, 924 ties, 428 lights, 484 sets of brake pads, etc, sold.
*Found bikes for 386 riders.
*17 bike repair courses. Dedicated volunteer nights on Friday. Bike building nights on Mondays.
*Waste Reduction grant.
*Crisis intervention training took place (shout out to Ken Amesbury).
*Improvements to the space. Expanded off-site storage.
*Extended public hours to 5d/wk.
*Right to Ride program supports low income riders (shout out to Jonathan Woelber).
*Winter cycling program feedback was great. "I always thought winter cycling would be so much harder and scarier than it really is."
*Recently $50K Eco-Trust grant to expand our bike refurbishing/recycling.
*Volunteers: contribute immensely. Many hours contributed.
*Net sales up 5% over last year.
*Volunteer appreciation party later this month!


===Questions===
=== Treasurer's Report ===
*Can you explain our involvement with a union? Keith - there was a unionization drive ~1.5yrs ago and CUPE accepted. A labour board hearing determined that all our staff were in scope except the ED who isn't here anymore. So we're working towards a collective agreement. CUPE provides a negotiator to the staff, and we have a negotiator on contract who has experience with non-profits who charges us very fairly.
*Coming out of the year with a surplus is fantastic. General account is at ~150k (will be more depleted by March).
*Do we know how we're doing on volunteer hours compared to last year? Reason for asking being that if bike building is more on volunteers. Answer - we have a number of 4200 volunteer hours logged. By the way, the bike building night that Jan runs is the most under-rated thing we do! Our budget does account for lower bike sales to offset the decrease in paid bike building.
*Casino yielded $85k, the largest ever. That funds our rent for 2 years!
*Molly - From financial reports in years past, BE has established that bike building is a net gain, and adds to foot traffic for accessory sales and word of mouth, and the free membership with a bike sale sometimes turns into a recurring membership. A lot of volunteers don't have the time and interest to fully build up a bike. So this will end up putting more on the plate of staff who already do a lot of work. Keith - Looking historically, when only Jan was building bikes (2019) we were selling $80k in bikes, and after adding more paid bike building there was only a small increase. Coreen - That number you're looking at includes rack sales and bike rentals as well. Keith - It's listed as bike sales. Molly - But bike building nets money. Matt - We haven't seen that. Nobody on the current board is against building bikes, but we've just gone through a season of begging for money, and we owe it to those people to show some [finanical discipline]. Maybe we can hire more bike builders and build more bikes in the future. We welcome more help on the board to make these decisions over the next year. Keith - if we look at total bike builder hours and how many bikes that should equate to, it's more than what they produce. Sarah - I'm glad the membership is hearing this, but we had to make hard decisions. The budget was the most contentious vote we had all year and was not unanimous. We went through several scenarios, and the majority of the board felt we owed it to membership to present a budget that was balanced with a bit of surplus so we wouldn't have to come cap in hand again. One of the difficulties the board has run into with not having an ED is that the board is made up of volunteers; we are not able to put in the direct time that a full-time ED is able to. There have been failures of communication with staff this year, but the reality of moving from a governance to operational board has been very challenging. There has been burnout, fatigue, attrition from the board. Alex - I acknowledge what Sarah just said. The budget that was passed was a split vote from a small board, and I know that Colin has moved to defer implementation of this change until the new board meets in December. Alex is looking at numbers that show a profit from bike building, and I do believe it's correct. Sarah - if it's from staff, we requested that many times. Alex - I disagree, and I think out of an understandable desire to be cautious, we're shrinking when we need to be bold. Chris Chan - On these bike builder numbers, the board can make a different decision, but I didn't see a request for these numbers. My analysis shows they make profit.
*We'd like to have more volunteers on the finance committee, folks with experience in finance or accounting to act as a sounding board for the treasurer.
* Were the previous deficits cumulative reported cumulative?
*Goal for this year to define and manualize some procedures for the ease and benefit of future boards.
* Where did the 3-year membership option go? Answer - we'll take that as a note.
*We'll spent a little more on advocacy (1% of budget, which is 2x last year).
*


   
   
{{Motion
{{Motion
   |motion=To receive the reports as presented.
   |motion=To receive the reports as presented.
   |first= Adam
   |first= Heather
   |second= Heather
   |second= Jeff Davis
   |yes=All
   |yes=
   |no=0
   |no=0
   |abstain=
   |abstain=
Line 76: Line 87:
}}
}}


== Budget 2024-25 ==
== Budget 2025-26 ==
*Highlights: small surplus. 20% cut in staffing costs.
*
*Marcel: What I really appreciate about this budget is that we've started to project our finances month-to-month so that we understand how our accounts will look in 6 months from now.
*Keith: These numbers are like reading the tea leaves, and it won't be all on the backs of staff. The biggest part will be the work volunteers and membership continue to do.
 
===Questions===
*Question: What are our staffing costs now compared to last year? A: $15k, from $26k. Budgetted going forward: $12k.
*Molly: Can you provide the math on the cost-effectiveness of bike building? A: We can provide the board's rough analysis.
*Question: This has all been about running a bike shop. What about advocacy and outreach? A: Most of that work has been going on through volunteer efforts. We continue to try to talk to city counsellors to talk about the execution of a bike lane plan. And do have granted projects going forward.
 


{{Motion
{{Motion
   |motion=To approve/accept the 2024-25 budget as presented.
   |motion=To accept the 2025-26 budget as presented.
   |first= Keith
   |first= Heather
   |second= Adam
   |second= Nathan Binnema
   |yes=most
   |yes=All
   |no=4
   |no=
   |abstain=
   |abstain=
   |result=Accepted
   |result=
}}
}}


== Board Elections ==
== More Discussion ==
===Marcel speaks on the OSFM Bike Valet===
*User numbers were >double last year.
*Possible ideas for next year: expand to Sundays; expand bike repair services (leads to higher donations); register to bikes to Bike Index; selling merchandise; be a part of the CoE Public Realm Strategy.


*Nominations: Karl Tracksdorf, Rebecca Houle, Brent Adam, Derek Walter, Derek Kramar, Colin Margetts, Thomas Lee, Adam Burgess, Heather Young-Leslie, Brad Goertz.
== Special Resolution to Amend the Bylaws ==
* There was concern as to why the bylaws as circulated did not require the board to present the budget at the AGM.
* A questions was also raised as to why AGMs are open to the public.
* Due to the first point, the bylaw changes were not moved today.


== Board Elections ==
*Continuing: Adam, Rebecca, Derek W, Derek K, Colin, Karl, Thomas, Brad
*Leaving: Heather, Stella, Matt
*Nominations: Reiniers Lamers, Keith Heslinga (re-election), Christian Gutierrez.


{{Motion
{{Motion
   |motion=To accept the nominations.
   |motion=To accept the nominations.
   |first= Sarah
   |first= Adam
   |second= Adam
   |second= Heather
   |yes=All
   |yes=All
   |no=0
   |no=
   |abstain=
   |abstain=
   |result=Carried
   |result=Carried
Line 117: Line 130:
{{Motion
{{Motion
   |motion=To adjourn.
   |motion=To adjourn.
   |first= Heather
   |first= Keith
   |second= Matt
   |second= Adam
   |yes= All
   |yes=All
   |no= 0
   |no=  
   |abstain=
   |abstain=
   |result=Carried
   |result=
}}
}}


[[Category:minutes]]
[[Category:minutes]]
[[Category:2023-24 Board minutes]]
[[Category:2023-24 Board minutes]]

Latest revision as of 16:20, 6 November 2025

Bike Edmonton Annual General Meeting Minutes for 2025

  • Location: Strathcona Community League Upper Hall
  • Date: October 26, 2025, 1pm.

Attendance

  • Meeting Chair: Keith
  • Minute-taker: Adam
  • Attendance: 26 members in good standing


Call to Order

  • Meeting called to order by Keith at 13:23pm.
  • Land acknowledgment (Keith)
  • Explain “Members In Good Standing” voting for motions (Tom): A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues. Anyone may become a member today in order to join the board, but only Members in Good Standing can vote.

Approval of Agenda

MOTION
To approve the agenda.
Moved: Adam
Seconded: Heather
Aye No Abstain
All
Carried

Approval of Minutes from 2024 Annual General Meeting

MOTION
To approve the minutes from the 2024 Annual General Meeting
Moved: Nathan Binnema
Seconded: Adam
Aye No Abstain
All
Carried

Reports

President's Report

  • Keith has been president for 1.5yrs and is happy to be involved. This year has been great-- we've made money-- staff and volunteer have made consolidated shop hopping busy.
  • Also a good year for advocacy, partnering with Paths for People and other orgs, and "Bike Nerd" visited to the city. Partnered with YEG Cycling Coalition to GOTV in the municipal election-- and it seems like results were good. A sympathetic counsellor stopped by the bike valet and mentioned to Marcel how great the cycling community is at showing up at the polls- being useful to a politician is an important step in holding political power.
  • Collective Agreement was approved at the committee level by the union and ratified by the board, worker ratification expected soon.
  • This year the board retained all it's members for the whole year! Which is exceptional, and good.

Co-Directors Report

  • Fantastic feedback from happy shop users was shared.
  • We have a 40-year history, and that's been confirmed as the longest-running community bike shop in Canada!
  • 51 bells, 924 ties, 428 lights, 484 sets of brake pads, etc, sold.
  • Found bikes for 386 riders.
  • 17 bike repair courses. Dedicated volunteer nights on Friday. Bike building nights on Mondays.
  • Waste Reduction grant.
  • Crisis intervention training took place (shout out to Ken Amesbury).
  • Improvements to the space. Expanded off-site storage.
  • Extended public hours to 5d/wk.
  • Right to Ride program supports low income riders (shout out to Jonathan Woelber).
  • Winter cycling program feedback was great. "I always thought winter cycling would be so much harder and scarier than it really is."
  • Recently $50K Eco-Trust grant to expand our bike refurbishing/recycling.
  • Volunteers: contribute immensely. Many hours contributed.
  • Net sales up 5% over last year.
  • Volunteer appreciation party later this month!

Treasurer's Report

  • Coming out of the year with a surplus is fantastic. General account is at ~150k (will be more depleted by March).
  • Casino yielded $85k, the largest ever. That funds our rent for 2 years!
  • We'd like to have more volunteers on the finance committee, folks with experience in finance or accounting to act as a sounding board for the treasurer.
  • Goal for this year to define and manualize some procedures for the ease and benefit of future boards.
  • We'll spent a little more on advocacy (1% of budget, which is 2x last year).


MOTION
To receive the reports as presented.
Moved: Heather
Seconded: Jeff Davis
Aye No Abstain
0
Carried

Budget 2025-26

MOTION
To accept the 2025-26 budget as presented.
Moved: Heather
Seconded: Nathan Binnema
Aye No Abstain
All
Carried

More Discussion

Marcel speaks on the OSFM Bike Valet

  • User numbers were >double last year.
  • Possible ideas for next year: expand to Sundays; expand bike repair services (leads to higher donations); register to bikes to Bike Index; selling merchandise; be a part of the CoE Public Realm Strategy.

Special Resolution to Amend the Bylaws

  • There was concern as to why the bylaws as circulated did not require the board to present the budget at the AGM.
  • A questions was also raised as to why AGMs are open to the public.
  • Due to the first point, the bylaw changes were not moved today.

Board Elections

  • Continuing: Adam, Rebecca, Derek W, Derek K, Colin, Karl, Thomas, Brad
  • Leaving: Heather, Stella, Matt
  • Nominations: Reiniers Lamers, Keith Heslinga (re-election), Christian Gutierrez.
MOTION
To accept the nominations.
Moved: Adam
Seconded: Heather
Aye No Abstain
All
Carried

Adjournment

MOTION
To adjourn.
Moved: Keith
Seconded: Adam
Aye No Abstain
All
Carried
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