Board Minutes March 2026

Bike Edmonton Board Meeting Minutes for March 2026

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

• Location: BE Storage Space & 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: Adam
• Minute-taker: Adam
• Board attendance: Adam, Tom, Derek W, Brad, Cristian, Rebecca
• Staff attendance: Coreen
• Regrets: Colin
• Absent:
• Guests: Tom

Call to Order

• Meeting called to order by Adam at 640 pm.

Logistics for Next Meeting

• Date: April 13
• Location: BE Storage Space and Google Meet
• Chair: Keith
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this month's agenda, the previous month's minutes), and reports as presented below.
Moved:
Seconded:

Aye	No	Abstain

President's Report

• [President's Report (Month) (Year)]

Treasurer's & Finance Committee Report

• [Treasurer's Report (Month) (Year)]

H.R. & Ops Committee Report

• https://docs.google.com/document/d/1x1aYBGUy1OAd2ZzSVBWP2PPG6v19t-NLLgoRgAqbxaQ/edit?tab=t.0

Fundraising Committee Report

• https://docs.google.com/document/d/1rScaizEoxke271aWoNQ1sf020QokMbG2TeJHPfFLTck/edit?tab=t.0

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

Business Item 1 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Business Item 2 (__ min)

• Discussion notes:

New Business

Program coordinator position (__ min)

• I'm sharing a proposal to hire a Program Coordinator for your consideration. This will allow us to grow outreach programming, in alignment with the Ecotrust grant, and say yes to more of the many requests we get for events (tune up events, 'lunch and learn' sessions, etc.) which we are typically paid for. This position will also help us to:

expand our public mechanical courses develop and grow other shop programming. lead Canada Summer Jobs hires (if funded) working on outreach apply to new and existing funding opportunities increase programming and outreach for underrepresented groups (women, newcomers, etc.) You can see the position description here (& attached), and there's a few points worth noting: First, this position is responsive to demand and the hours can vary from 10 to 40 per week. Our bike builder Caleb has shown strong interest and is qualified so it's designed as a hybrid position that can include bike building hours (at the bike builder wage) when there isn't as much Program Coordinator work. However, we want to follow the Collective Agreement and make the opportunity available to any qualified staff and active volunteers, so the hybrid approach is optional. Second, one of our two Canada Summer Jobs applications was for a position working primarily on outreach. We won't know if this is funded until later in spring, and there's a lot of outreach work to do asap, so it's important to have ongoing outreach support even if the CSJ position covers some of this work during the summer. If that happens, the Program Coordinator will supervise the CSJ staff and put more time into other valuable work (e.g. funding and program development). Third, I've discussed this proposal with Rebecca Houle and Brad Goertz and they do not see any issue with approaching it as a hybrid position. Brad said he's happy to answer any questions you have around the union/CA and this job. Last, Coreen will need medical leave sometime in the spring/summer. She's not yet sure how much time she'll be off, but having another capable staff member help with coverage will be essential during the busy season. I've heard general support at the Board level around hiring for a similar role and Coreen, Vaughan and I agree this is the right time to do it. I don't think the role should be dependent upon covering its own costs, but it will realistically bring in revenue through event fees, course fees, shop and service improvements and hopefully grant applications. Also, a portion of the wages can be paid through the Ecotrust grant if desired. My preference would be to have it as an ongoing position, but the hours can be adjusted over time as needed.

Let me know if you have questions or want to see changes. I don't want to rush you, but we should post this asap if we're going to do it, because we're right on the brink of the busy season. It would be great if you can bring it forward at tomorrow's Board meeting. I don't plan to be there but can hop in virtually if needed.

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

New Business Item 2 (__ 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