Board Minutes December 2025

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

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

• Location: Bike Cellar (Rm 102) & 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, Brad, Karl, Rebecca, Rainier, Derek W, Derek K, Tom, Keith, Cristian
• Staff attendance:
• Regrets: Colin
• Absent:
• Guests:

Call to Order

• Meeting called to order by Keith at 6:50 pm.

Logistics for Next Meeting

• Date: Monday, January 12th, 2026, 6:30pm
• Location: Bike Cellar & Google Meet
• 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:	Keith
Seconded:	Cristian

Aye	No	Abstain
all	none

President's Report

• Met with CoE Active Transportation group. They achieved 71% of their goal for this year, which is better than last year. On track for 55km by 2027, which is less than we hoped but more than we had before. We are increasingly getting more engagement from them, and we seem to be perceived as increasingly useful. They asked us for some help in designing 148th St (Candy Cane Lane). Karl feels there may be an opportunity for the Advocacy Committee to look closely for some specific changes to advocate for to improve the speed of implementation.

Treasurer's & Finance Committee Report

• Rental agreement being followed up by Phil Harvey of MYVIC Realty as to why the payment has not been withdrawn. It appears that Kamil has not shared the lease agreement yet and we should have an update this week on a withdrawal schedule.
• Mastercard payment has been setup to automatically withdrawal the due amount each month
• Rent to MacEwan is set to automatically transfer from the casino High Yield into the chequing account to cover rent of the main shop.
• Working towards adding a Grant tracking field on the financials from Robin. This will likely be put into place for February once we have further data from the Co-Directors.
• GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to.
• October_2025-_Wage_Accrual.pdf
• October_2025-_Notes_to_the_Financial_Statements.pdf
• October_2025-_Statement_of_Financial_Position.pdf
• October_2025-_Grant_Reporting.pdf
• October_2025-_DETAILED_Profit_Loss_Statement.pdf
• October_2025-_Accounts_Payable.pdf
• October_2025-_Comparative_Statement.pdf
• October_2025-_Accounts_Receivable.pdf
• October_2025-_Cash_Spreadsheet.pdf

H.R. & Ops Committee Report

• 1-1 Meetings scheduled with Alex and Vaughan over next two weeks. Waiting on feedback from Coreen on availability
• Will try to schedule an HR meeting prior to year end with new committee to align on priorities and assign activities: Performance assessments, Administration of Collective Agreement (LMCC, Hours of work policy, Vacation scheduling/calculation)
• Incident management - No update since last meeting. Aiming on decision in January.

Fundraising Committee Report

• Grants - CIOG is open again, Rebecca leading
• Memberships and Donations - Colin and Christian met to discuss what's been done, and what's next. Christian to lead. Some key areas: Increased visibility of organization, Use of social media, Improved usability and traceability of donation function.

Advocacy Committee Report

• See President's Report. Also, met with Paths for People, Edmonton Transit Riders, Climate Justice, and Bikeology to talk about a united front for 2026. They agreed to meet quarterly, and there was a lot of agreement about what we could work together on. Reinier will lead the OSFM bike valet next year.

Governance Committee Report

• No report. Will meet in January.

Co-directors Report

• Good month, good volunteer turnout, revenues higher than last Nov and higher than October! Volunteer appreciation party. Did some strategic planning with an outside facilitator, who will be compiling notes and recommendations. We don't have a grant to give away studded tires this year-- but fundraising committee will take that as a note to look into for next year. Eco-trust came by for a tour, with some folks from one of their funders (Dow Chemical), and they seemed impressed. Coreen talked to them about planned obsolescence and right to repair, and they seemed to vibe with that. Hired another bike-builder Joshua almost full-time, who will work mostly on Eco-trust stuff. Suzanne, Jan, and Caleb will also be doing a bit. We've already set aside some bikes from Spring bike sale, which will start to demonstrate for Eco-trust our increased capacity vs last year. Next Eco-Trust report is due shortly.

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

Election of incoming executive and formation of committees (__ min)

• Committee chairs should try to circular a Terms of Reference for approval at the next meeting.

MOTION

To name as incoming executive members, the following: Keith (president), Colin (vice president), Derek W (treasurer), Adam (secretary); and to establish the following committees (with membership as listed): Advocacy (Keith--chair, Tom, Karl, Derek W, Reinier, Stella--non-board, Sarah Bisbee--non-board), Finance (Derek W--chair, Keith, Coreen, Nathan B--non-board), HR/LMCC (Colin--chair, Rebecca, Keith, Brad), Governance (Tom--chair, Derek K, Christian, Adam), Fundraising (Colin--chair, Rebecca, Christian, Coreen, Kieran--non-board).
Moved:	Karl
Seconded:	Rebecca

Aye	No	Abstain
all	none

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

Business Item 2 (__ min)

• Discussion notes:

New Business

Approval of CSJ positions for next summer (__ min)

• Alex's email:
• One of the topics we discussed at our shop strategic planning session yesterday was Canada Summer Jobs and we are seeking the Board's approval to apply for CSJ funding for two positions at 16 weeks each for summer 2026 . The CSJ application deadline is Thursday December 11th.

• Some CSJ info:

• We have had CSJ funded employees many times before and it would be extremely helpful to them again this year. You can find info about the CSJ program here, but in a nutshell it offers the following:
  • provides minimum wage and all mandatory employment related costs to hire youth between 15-30 for summer work
  • must be full time (30-40 hours/week) and run from 6 to 16 consecutive weeks between April 20th and August 29th
  • needs to provide 'quality work experiences for youth', i.e. we can't hire them to just strip bikes or something menial
  • In the past we have 'topped up' the pay above minimum wage by around $3/hour, and my suggestion is to do this again to help us attract desirable candidates.

• There's a number of important areas we could direct CSJ worker help towards. Our top are:
  • communications
  • updates and improvements to the website
  • newsletter content
  • in-shop messaging (Bike Edmonton overview poster, services offered, etc.)
  • social media content
  • community partnerships and engagement (promotion, requests for member benefits, etc).
  • outreach, events and volunteer coordination
  • managing outreach mechanical events
  • bike rack/parking requests
  • lunch and learn requests
  • delivering new classes such as learn to ride or cycling 101 (overview of cycle commuting)
  • organizing volunteer events and trainings
• Another approach is to post more general positions (Assistant Shop Manager, for example) and then have them work on more general things, as needed. We've done that before and it's an acceptable approach.

• To recap, we're asking for Board approval to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. I would leave the weekly hours open and allow the hire to choose, but it would be between 30 and 40. Assuming 2 positions at 40 hours per week, the cost would be about $3840.00. I'll submit an application if the Board agrees that this would be useful. Please discuss this at the meeting tomorrow and let me know your decision.

MOTION

To approve the co-directors to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026.
Moved:	Keith
Seconded:	Rebecca

Aye	No	Abstain
all	none

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

New Business Item 2 (__ min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:	Adam
Seconded:	Keith

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:	Keith

Aye	No	Abstain
all	none

Adjournment

MOTION

To adjourn the meeting at _0820_pm.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none