Board Minutes April 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: Derek W's garage & 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, Adam, Heather, Derek W, Brad, Rebecca, Karl, Tom, Matt, Stella (virtual), Derek K (virtual), Colin
• Staff attendance: Coreen
• Regrets:
• Absent: none!
• Guests:

Call to Order

• Meeting called to order by Keith at 6:38 pm.

Logistics for Next Meeting

• Date: May 12, 2025, 6:30pm
• Location: Matt's space next to the Bike Edmonton storage, & Google Meet
• Chair: Keith
• Minute-taker: Karl

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this (month) agenda, the (month)(year) minutes), and reports as presented below.
Moved:	Matt
Seconded:	Colin

Aye	No	Abstain
all	none

President's Report

• Most of his work this month has been with finance committee. And signed our CIOG grant!

Treasurer's & Finance Committee Report

• Reports:
  • February_2025_CASH.pdf
  • February_2025_Grant_Tracking.pdf
  • February_2025-_Notes_to_the_Financial_Statements.pdf
  • February_2025-_Statement_of_Financial_Position.pdf
  • February_2025_Wage_Accrual.pdf
  • February_2025-_Comparative_Statement.pdf
  • February_2025-_DETAILED_Comparative_Statement.pdf
  • February_2025_Accounts_Payable.pdf

• We bottomed out in March at $46k! We're just happy it's black, so that's great. There's also a great surplus of built bikes at this point in time. The single locations is one driver of efficiencies.

• Finance Committee Terms of Reference: https://docs.google.com/document/d/1g863XyEHBauNvvlCfLtR0h6VhP5_wLUelqhvjNZt38Y/edit?usp=drive_link

MOTION

To approve the finance committee Terms of Reference as drafted.
Moved:	Adam
Seconded:	Matt

Aye	No	Abstain
all	none
passed

H.R. & Ops Committee Report

• Didn't meet. Colin has continued to meet with shop managers, but increasingly that information will come from the shop managers' report. Outstanding to do: obligatory performance assessments.

Fundraising Committee Report

• Casino volunteer roster is full. Not a lot of spares for the night shifts. Colin himself is out of town this weekend, will give documents (license; application for next year's license; cheques) to the volunteer "General Manager" and Derek will do something with cheques.
• Student Massimo finished last week. He seemed to enjoy himself, had lots of support from the shop managers. He did a lot-- Colin wishes we had more time & money to do more stuff with it. We did not get the Waste Reduction grant again, which could have helped with that. He did a bunch of analysis on our social media, who's responding, how are they responding, etc. Most unexpected finding: 75% of our 1000 members received it free with a bike purchase (lots of room for growth).
• Got CIOG grant, not for full $16k but for 11k. Rebecca starting to look at what's next-- project-based funding, or funding for the right to ride program (we can put in our tip-at-the-till income as a starting place / matching; there could be an anti-racism angle). Should hear from Eco Trust soon.
• Bike-friendly businesses-- the issue is they're all broke, but Matt's working on it. Heather suggests we could send a spontaneous cash mob, or a bike crawl. People had good response to the post on Sugared and Spiced "tell me more businesses to support."
• Full report: https://docs.google.com/document/d/1Tvo5ge5R5Ss6e7GWYoxffJPMw211aNRhwzK4fr6NifY/edit?pli=1&tab=t.0

Advocacy Committee Report

• The Advocacy Committee Survey is still circulating -- 177 responses. Will close soon. Karl is pleased with this. Some responses seem very clear, other were a little more ambiguous or perhaps questions were misunderstood.
• Had a good meeting last week, narrowed down to 3 campaign proposals:
  • City Nerd event - this even could be valuable with respect to the other two projects, hopeful he will address those issues and bring them more attn.
  • Building a bike network for those cycling (Bike Plan) - will be an election issue - will become apparent this summer if they can catch up on making actual progress, we can do a report card on that, leading up to the election in the fall.
  • Keep Edmonton connected at the highest level (High Level bridge project) - could end up being passed off to yegbikecoalition or another group.
• Heather got confirmation from a counsellor that the city has applied for a federal grant for active transportation related to new housing.

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

Tune Up / Waste Down invoicing and remuneration (4 min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Winter Cycling grant update (3 min)

• Discussion notes:

New Business

Old Strathcona Farmers Market (Karl - 15 min)

• Reinier Lamers contacted the board, interested in helping with Marcel's bike valet this year.
• Karl met with Rainer and Marcel, and Marcel will coordinate a proposal to OFSM that involves us expanding our presence at the market this summer to provide a viable alternative to driving and aiming to get revenue from it. Service to commence May long weekend. We want to leverage the loss of so-called 'free parking' to expand our presence, but also ensure we can coordinate volunteers to deliver good service on the ground and bring some money in, too. And sign up members!
• OSFM recently announced they will be expanding to open on Sunday as well as Saturday.
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Edmonton Folk Music Festival (10 min)

• Context per Chris Chan - We don't run anything about the bike parking at folk fest: they manage that entirely themselves. The site, the hardware, the coordination, the processes are all theirs, and we are not involved in any of it. We provide late night security volunteers for them at the end of each night, and in return they give us some passes and a small amount of money.
• Discussion notes:

Google Apps admin access (Adam - 10min)

• This came up in the context of creating an account for our newest hire. Context per Chris Chan: "Previously, Greg Gltaz, Kelly Granigan, Andi Eng, and others have also had superadmin access on our accounts. Former treasurer Geoff Hansen still has access as an emergency backup (he hasn't signed in in 5 years though--I'm not sure if he is currently able to sign in, or if his 2FA or other credentials need to be reset before he can). Right now, effectively, it's just myself that has access, but there should be more: at least one board member. It makes sense for the person(s) with the most technical skill to have access (rather than just automatically e.g. the president), as system administration is fairly technical, and many of the (simple) changes you can make can result in dramatic, irreversible change (including permanent loss of access to records, or even loss of access to administration of the system). It's also pretty important that anyone with access have good security practices, because if their account is compromised, that can lead to the compromise of everyone's accounts and all of our data. (I also prefer to set up the accounts myself, in general, because previously whenever board members have done it, they haven't followed the instructions very closely, which leads to new board members/staff not getting access to the things they need to, often for many months without anyone noticing that they're missing emails and unable to open essential documents.)"

Template:Motion: To ask Chris Chan to set up admin access for Alex, Coreen, Colin, Adam... & policy?

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

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