2023 AGM

These minutes are not yet approved. They must be approved at the 2024 AGM.

Bike Edmonton Annual General Meeting Minutes for 2023

• Location: Google Meets
• Date: Saturday, November 18, 2023, 2pm
• RSVP for meeting link: RSVP form

Attendance

• Meeting Chair: Kelly Granigan
• Minute-taker: Alexandra Stout
• Attendance: 27, names TBC

Call to Order

• Kelly Called to order at 2:12pm
• Land acknowledgment
• Direct members to section 6 of this page for documents
• Establish quorum
• Confirm member attendance (sign in)
• Explain “Members In Good Standing” voting for motions
• A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.

Approval of Agenda

MOTION

To approve the agenda.
Moved:	Devin Clarke
Seconded:	Matt Hoyt

Aye	No	Abstain
Passed

Approval of Minutes from 2022 Annual General Meeting

MOTION

To approve the minutes from the 2022 Annual General Meeting
Moved:	Maxine Myre
Seconded:	Andi Eng

Aye	No	Abstain
Passed

Reports

• 2023 Bike Edmonton Annual Report
• 2021-2022 Financial Audit Final Report

President's Report - Kelly Granigan

• See report in above annual report document

Questions from the Floor:

None

Executive Director's Report - Dr. Greg Glatz

• See report in above annual report document

Questions from the Floor:

Keith Heslinga: You spoke about how important the shop is to expenses and incomes. What are the percentages?

Greg: Three major pieces that cost us money to operate (ED, Staff managers, and leasing) comes from the shops. You could eliminate one of those pieces, and have a balanced budget. We tested various scenarios (go down to one shop, add a third, etc.). We save money on an expense side if we close a shop, but we lose all that revenue as well from bike sales. My philosophy is that the heartbeat of Bike Edmonton is the two shops. They are the first and ongoing point of contact. They are transformative spaces where people start riding and keep riding.

Coreen: Ballpark numbers: the cost for leasing, shop staff, etc. is $3000 a year. The income is also around $3000. Deficit is in a 5% range. That doesn't include the ED salary.

Treasurer's Report - Marcel Huculak

• See report in above annual report document

• $20,000.00 budgeted deficit, $75,000.00 actual deficit due to ambitious revenue budgeting.
• Less expenses than budgeted.
• Slightly more than budgeted bike sales.

Marcel: We cannot tolerate another year of losing money. Our bank account is getting quite low; we will be bankrupt. We are aiming for a break-even, or better yet, $20,000-40,000 revenue.

Questions from the Floor:

Devin Clarke: I thought we had a fundraiser from the movie. I don't see it there?

Marcel: That's the Metro fundraiser. It went into donations, not under "fundraisers".

Chris Chan: What's the status of repayment of the CEBA loan?

Marcel: We are asking for forgiveness via a letter. It is due in January; if we don't pay it goes to $60,000. We are asking to extend the foregiveness and keep owing $40,000 for another year.

Kelly: the letter goes out next week, and comes with a petition that Greg organized.

Marcel: We are not alone. The government extended forgiveness to small business, but not non-profits. That's what the petition is: to extend forgivness to non-profits.

Coreen: Have the in-shop donations and in-shop tips been incorporated into this statement?

Marcel: If they are in our bank account, then they are reported. They are recorded as donations.

Kelly: The "member - individual donations:" line item.

Kelly: When we tried to put together the Gratitude Report, I saw that we needed to record where and how our donations come in better. Getting names and contact info was tricky.

Coreen: Where are the tips going in the comparative statement?

Kelly: I am not sure. We will bring that question to Robin (book-keeper).

Coreen: No grant revenue is listed. But the expenses for the Bike valet is. Why?

Kelly and Marcel: The grant for the bike valet project came in late.

Chris: The normal accounting practice would be to record both the revenue and expenses on the same report. Can we properly reflect the grant revenue?

Kelly: We will bring that question to Robin (book-keeper).

Marcel: The expenses for the bike valet are also straddling two financial years. I am not sure how Robin split them.

Kelly: Greg also included an admin fee that covered his time, as part of the bike valet expenses.

Keith Heslinga: Even though we might go out and get audited, in reality we're still 70 grand in the hole? and you're gonna get us better numbers based on these questions?

Marcel: Yes.

MOTION

To approve the reports as presented, but with the understanding that the financial report should be edited based on where donations are recorded and the revenue of the valet project.
Moved:	Keith Heslinga
Seconded:	Devin Clarke

Aye	No	Abstain
Passed

New Business

Budget Update - Marcel Huculak

• With ongoing union negotiations, uncertainty in south shop location/rent, the board plans to finalize the budget in the new term
• The lease for the south shop expires at the end of November. We will then begin renting month-to-month at the same rate for now.
• We plan to approach the landlord one more time, leveraging a tax break in his property taxes.
• It is not required to approve budget at a general meeting by policy or bylaw, the board may approve budget. It's only very recently that the board has brought the budget for approval at a general meeting
• Both staff and board have been working on the budget

Questions from the Floor:

Charlotte: In that chat, we talked about how Greg and I started a fundraising team. Sign up if you want to help out by emailing me!

Kelly: You can sign up for an ad-hoc committee without being on the board.

Marcel: Do we have a fundraising plan?

Charlotte: Rough plan. We will need all hands on deck. Alexandra has fundraising experience.

Marcel: Additional comment, we can pay our rent with our Casino revenue for this year.

Board Elections Kelly, Andi, Ceileigh

Overview of Election Process

• We have 3 board members continuing in their second year of their two year terms: they do not need to stand for election.

• We aim for a full board of 12 members, so we have a total of 9 positions to be filled this year. A minimum of 7 members are required to form the board, so a minimum of 4 people need to be nominated.

• We have 2 nominations in advance. You may nominate someone else or you may nominate yourself. We will ask you to give a short, 1-minute introduction and what you will bring to the board and organization.

• Board meetings occur monthly, with additional committee meetings, typically also monthly.

• We will call for nominations from the floor 3 times.

• Nominees:
  • Nazz Baksh
  • Sarah Bisbee
  • Keith Heslinga
  • In absentia:
  • In absentia:

• Nominations and Candidate Introductions (1 min each)
• Vote by secret ballot (only “Members In Good Standing” may vote)
• Tally Votes (by software)
• Announce new board

MOTION

To recognize Marcel Hucalak, Alexandra Stout, Stephen Paskaluk, as the 2023-2024 Bike Edmonton Board of Directors.
Moved:
Seconded:

Aye	No	Abstain

Adjournment

MOTION

To adjourn the 2023 Bike Edmonton Annual General Meeting.
Moved:
Seconded:

Aye	No	Abstain

• Meeting adjourned by Kelly at