Board Minutes January 2025

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

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

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

• Location: Downtown shop & 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: Keith, Rebecca, Adam, Derek K, Derek W, Stella, Matt, Heather (video), Karl (video), Tom
• Staff attendance: Coreen
• Regrets: Colin
• Absent:
• Guests: Ken Amesbury

Call to Order

• Meeting called to order by Keith at 645 pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this January agenda, the December 'meeting to approve the minutes' minutes), and reports as presented below.
Moved:	Adam
Seconded:	Keith

Aye	No	Abstain
all	none

President's Report

• No big news.

Treasurer's & Finance Committee Report

• Derek W sought direction on how he can provide information most helpfully to the board. He will continue to orient himself to the role.
• Marcel reports by email that we made a small surplus in November, which is fantastic for that month. Keith will update our projections-- should be good.
• Coreen needs admin access to our Stripe account, is currently locked out. Chris has not got back to her yet.

H.R. & Ops Committee Report

• Will attach report.

Fundraising Committee Report

• No report as Colin is not here, but Rebecca will work on the CIOG grant, due Jan 29th.
• Adam will email Colin to make sure we have a casino volunteer coordinator.

Advocacy Committee Report

• There will be a TOR for next meeting, particularly with respect to the 2 elections next yr.

Bargaining Committee Report

• Rebecca presented. Our negotiator Denise has stepped down. Brad is working on getting in touch with the CUPE negotiator Aiden who's been kind of hard to get ahold of. They're going to work on some proposals and start bargainging soon.

Governance Committee Report

• Will meet in Jan.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

• Everyone log your estimated volunteer hours for the past month.
• Everyone sign reports that you have reviewed each 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

Shop Manager's Update on Bike Building & etc (15 min)

• We have permits for renos, just waiting for a master electrician to sign off.
• Suzane and Brahm will be working as bike builders-- they are available only until April.
• Shop has been fairly quit Dec-Jan, as usual.

Waste Grant update (__ min)

• We got a bike order of parts for this-- Coreen has asked Karly to invoice the City, hasn't heard back about that yet.
• Heather notes that Jan is awaiting payment for his work on Waste Down Tune Up-- Derek W will look into that. Coreen says he should have just submitted that with his regular hours.
• 1 league dropped out, so we do have most of a full kit sitting around-- luckily we didn't order more. Heather says that may not pass muster, the grants may require us to submit a new receipt-- Coreen sent Karly all that information, hopefully we can make that case from the city if they have questions. Most important next step is to get invoices to the City-- that should be Karly's role. Heather will talk to her-- Karly does have some personal matters going on. Heather says the project is moving along the timeline approved-- however due to some drop-out from leagues, only 2 are actually continuing with the training now. Jan & Karly should still be able to get paid for their time.

Winter Cycling grant update (__ min)

• Almost all participants have picked up their tires. A few ghosted, so Coreen did a second draw, and there are about 5/50 ppl left to bike up their tires. Participants will get a final questionare end ofFeb, and then we will submit a report to the city. Holly from the city did let us know that she approved some changes to grant after we already implemented the original program, and hasn't got back to Keith yet. We can try to improve this next year.

New Business

Overtime and Volunteer Policy (7 min)

• Tabled.

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Film Festival proposal from volunteer Ken (8 min)

• Discussion notes:

In Camera Session

MOTION

To move in camera.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Name (___ min)
  • Name (___ min)

MOTION

To move out of camera] discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the meeting at __pm.
Moved:
Seconded:

Aye	No	Abstain