Board Minutes September 2020

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Bike Edmonton Board Meeting Minutes for September 2020

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

• Date: Monday, September 14, 2020
• Location: n/a - Held over Zoom
• Start Time: 7:00pm

Please email [email protected] if you cannot attend. Feel free to submit agenda items with a brief summary of what you would like to discuss. Thank you!

Attendance

• Meeting Chair: Jeremy
• Minute-taker: Jasmine
• Food by: Mike S.
• Board attendance: Rachel, Matt, Sarah, Husam
• Staff attendance: Chris C.
• Regrets:
• Absent:
• Guests: Jarett S.

Call to Order

• Meeting called to order by Jeremy at 7:20pm.

Logistics for Next Meeting

• Date: October 3, 2020 @ 3pm
• Location: In-Person
• Chair: Matt
• Minute-taker: Jasmine
• Food by:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this September 14 agenda, the August 2020 minutes, and reports as presented below.
Moved:	Jasmine
Seconded:	Mike S.

Aye	No	Abstain
5	0	0
Carried

President's Report - Jeremy

• President's Report
• AGM will be business-focused, regarding financials and operations given current situation (uncertainty with funding sources).
• Some losses this year were around used parts, due to lack of drop-in capacity at bike shops.
• Are projecting a deficit from factors outside of our control.
• Priorities of incoming board members is to focus on financial sustainability.

Treasurer's Report - Talha

• [specific updates were provided; those will not be recorded publicly]

Program Review Committee - Annya/Matt/Rachel/Sarah/Husam

• Will potentially have 2 new Non-Profit Board Interns for the coming year. Annya and Sarah will work together to supervise these interns.

Exec Committee - Jeremy

• Have been evaluating financial situation - this will go into budget discussion.
• Has been working on board succession, and optimistic that we'll be able to fill vacancies.

Current and Completed Business

Operational Updates - Chris/Molly (15 min)

• Shops are still operating with appointments filling up as they're opened.
• South shop is quite full with bikes to sell as a bike builder catches up on time off.
• Molly & Chris have been working on bike tour (Sept 19, 10:30am-1pm) of the history of Edmonton during Bike Edmonton's time in it. Tour will visit locations of past shops, other interesting infrastructure, and will end at new downtown shop with food truck sponsored by Sustainable Food Edmonton.
• Updates made to website, work with bookkeeper to finalize year-end financials. Still waiting on July-August financials.

Board Volunteer Hour Tracking - Annya (10 min)

• Hour Tracking Form
• Reminder provided.

New Business

Financials - Chris C (10 min)

• Budget is set up to show budget vs. average from past 3 years
• Revenues
  • Bike sales is projected to do better than anticipated, due to output of bike builders. Increased bike building hours by 28 hours/month, and aim to increase in winter to sell next summer.
  • Casino revenue has dropped to zero, and anticipate at least a 6-month delay in our slot. A lot of uncertainty on how the reopening of casinos is being handled.
  • Had been regularly receiving community grants, though might be impacted by City of Edmonton budget cuts; may not receive full amount.
  • Hoping to increase donations next year
  • Not expecting much from private grants
  • Rentals of tandem bike & bike racks are off the table, as this is typically tied to events.
  • Shop fees are going up due to appointment bookings, and full-service rather than DIY repairs
  • Used parts sales will go down due to lack of DIY bike repairs
  • Expecting to pay more for new parts because it's easier to sell new parts online
  • Received significant funds in wage subsidy this year, which has helped the financial situation.
• Expenses
  • Hefty accounting costs this year, but hoping this will stabilize over time
  • Increase in payroll costs, in line with having additional staff
  • Rent is up with new downtown location
• Scenarios at the right side of the budget can show how various scenarios/changes could impact the budget.
• Budget needs to be reviewed and approved for presentation at the AGM (at the latest); approval will be September 21st over email.

* Financials to be included as a standing agenda item for upcoming board meetings.

2020 AGM Planning and Committee - All (10 min)

• Adhoc Subcommittee members established: Matt, Annya, Mike, Jeremy, Jasmine, Chris, Molly
• [AGM Task List https://docs.google.com/document/d/189oSvFK_asEHlTUyFezPL6JUA3AKco4IW0cdvCRsmNk/edit]

Annual Report

Schedule a time to meet with your committees - ALL BOARD (10 min)

• This will be a standing agenda item during board meetings to encourage some momentum in committees

In Camera:

MOTION

To go in camera
Moved:
Seconded:

Aye	No	Abstain

MOTION

To go out of camera
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting.
Moved:
Seconded:

Aye	No	Abstain