Board Minutes February 2023

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

Bike Edmonton Board Meeting Minutes for February 2023

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

• Location: Google Meet
• Start Time: February 13, 2023 7pm

Please RSVP to board@bikeedmonton.ca if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

• Meeting Chair: Kelly Granigan
• Minute-taker: Alexandra Stout
• Board attendance: Andi Eng, Ceileigh Cunningham, Matthew Hoyt, John Fuller, Jason Wang, Charlotte Thomasson, Michelle Bourdon
• Staff attendance: Greg Glatz, Coreen
• Regrets: Maxine Myre
• Absent:
• Guests:

Call to Order

• Meeting called to order at 7:12 pm.

Logistics for Next Meeting

• Date: March 13, 2023, 7pm
• Location: Google Meet
• Chair:
• Minute-taker:

Consent Agenda (5 min)

President's Report

• President's Report

Treasurer's Report

• Treasurer's Report

H.R. Committee Report

• HR Committee Report

Governance Committee Report

• Governance Committee Report

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February agenda, the January 2023 minutes, and reports as presented
Moved:	Matthew
Seconded:	Andi

Aye	No	Abstain
Successful

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

• Everyone log your 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

• Board retreat discussed with staff to close the loop
• Staff budget feedback Staff budget conversation
• Woman owned business justification woman owned business justification
• Donor agreement amended as per board direction, signed, and donation provided

Budget (20 min)

FEE QUESTIONS

• Suggestion from Ceileigh to introduce a "ten-punch pass" style of membership. You can visit a shop ten times, as opposed to paying a monthly fee.

BIKE SALES QUESTIONS

• Is $275/a bike our norm?
  • Yes
• Is there room to increase what we're charging for a used bike?
  • Greg thinks that during the busy season, yes. However, a lot of our demand in the past 2 years has been driven by the pandemic and may potentially drop.
• From a marketing stand-point, is it possible to adjust our prices: offer a "discount" in the off-season, and then charge the more expensive "normal" price in the busy season?
• Williams-Sonoma sales model
  • Could we position high value/speciality bikes next to more normal bikes to make the normal bikes seem more approachable?
  • Coreen says that we already do this to an extent
• Could we change prices dynamically? If this spring, they fly off the shelves, can we increase prices?

BIKE BUILDING QUESTIONS

• Is it possible to add more nuance to Bike Builders' expenses/compensation? How many of their logged hours are based in bike building, how much in teaching, etc.

CONTRACTED FEES

• Treasurer suggests that accounting fees will increase because accountant is working more hours than contracted.
• Additionally, treasurer suggests that a SECOND audit fee may fall into this budget (as we are already half-way through this fiscal year)

CEBA LOAN QUESTIONS

• Is it possible to renegotiate?
  • No, unless federal government decides to defer the due date.
• When/how will we found out if there is a deferral?
  • Announced in fall last year. Probably late this year.
  • Many other businesses are in a similar boat, which could influence the likelihood of deferral

OTHER QUESTIONS

• What is the process from here to approve the budget?
  • ED suggests that the Board should agree what they would like to present to membership by end of the week, receive feedback from membership and staff, and at that point review and approve

Special General Meeting (10 min)

• Date: Propose Wednesday March 22, evening
  • need to provide minimum 21 days notice, need time to prepare notice
• Items to be provided in notice of meeting:
  • Budget
  • Donation Calls
  • Call for board nominations - make sure requirements of board position, including personal liability, is clear in call for nominations
    • This needs to be deadline for Governance Committee to update board job description
• Could do "Update from the Society" from ED or President. Does not need to be sent in advance.
• Chris Chan provided advice as to how to captures votes online

New Business

Audit (10 min)

• Discussion
  • How do we choose between companies?
    • Cost and previous positive experiences

MOTION

That Bike Edmonton retain Bergeron & Co. to conduct an audit of our financial records for the year ending August 2022. Further Bike Edmonton's current budget shall include fees for an Audit of our financial records for the year ending August 2023, up to quoted $6000.00.
Moved:	Marcel Huculak
Seconded:	Andi Eng

Aye	No	Abstain
Passed

ACTION: Treasurer to inform book-keeper and prepare needed information for auditors

Optional items pending time

Snow clearing standards for high traffic pathways (20 min)

• Discussion Notes:
  • High level bridge has high traffic, but an 81h snow clearing standard
  • Pathway snow clearing standard map to be released soon by city
  • traffic counts available on open data
  • would BE have capacity/ability to review traffic counts, ask members, for high traffic pathways that may be good candidates for 24h clearing, such as the High Level Bridge, and advocate for it with council in the summer?

In Camera Session

MOTION

To move in camera with Greg Glatz as guest.
Moved:
Seconded:

Aye	No	Abstain

• Please list how long you believe your topic will take to discuss:
  • Budget conversation continued: leases and staffing

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