Board Minutes August 2024

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: 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: Marcel, Adam, Derek, Colin, Sarah, Keith
• Staff attendance: Coreen
• Regrets: Jonathan
• Absent:
• Guests:

Call to Order

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

Logistics for Next Meeting

• Date: Monday, September 9th
• Location: Downtown shop & Google Meet
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

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

Aye	No	Abstain
all	none

President's Report

• Did some finance committee stuff. Have a preliminary budget that they will run by staff and then board, to be ready for AGM. Did some work prepping to provide bikes to Jasper wildfire refugees and bringing in bikes that were offered to us from Hinton eco-stations, + bikes for Boyle Street and intending to do some bikes for a winter bike project.

-Email invite to members re participation in audit and finance committee? - not discussed.

-Permit for shop upgrades? - Alex has taken this over.

Treasurer's Report

• Covers financial statments till end of June. (the end of Aug will be end of our financial year). YTD $26k positive. Shop fees and refurbished bike sales down, as would be typical for this month. Total salary down by $1500 due to perhaps bike builders not putting in as many hours. Operating account as of today: $98k, including $12k for winter cities grants-- we have learned that a Winter Cities grant in 2022 was never spent, so some board members have been putting together a proposal to spend it (see below). Also includes $13.5k CIOG (but that's very flexible $. Marcel feels we're looking good, surprisingly. As always, there's also the casino account and the outstanding loan from Adam.

-CIP grant reporting? - not discussed.

H.R. & Ops Committee Report

• Jonathan's recent email indicates that staff are working on a task list as requested by the board.

-TOR?

Finance Committee Report

• [Finance Committee Report (Month) (Year)]

-TOR

Fundraising Committee Report

• [Fundraising Committee Report (Month) (Year)]

-TOR?

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

COMPLETED

Waste Down Tune Up (WDTU) update (Heather - 8 mins)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Winter Biking grant update (Sarah - 15 mins)

• Discussion notes:

New Business

Value for Insurance Replacement Costs (Marcel - 15 mins)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

AGM Planning & Board recruitment (Adam - 10 mins)

• 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