Board Minutes December 2025: Difference between revisions
→Co-directors Report
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== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: Monday, January 12th, 2026, 6:30pm | * Date: Monday, January 12th, 2026, 6:30pm | ||
* Location: | * Location: Bike Cellar & Google Meet | ||
* Chair: | * Chair: Keith | ||
* Minute-taker: | * Minute-taker: Adam | ||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
{{Motion | {{Motion | ||
|motion=To approve this month's agenda, the previous month's minutes), and reports as presented below. | |motion=To approve this month's agenda, the previous month's minutes), and reports as presented below. | ||
|first= | |first=Keith | ||
|second= | |second=Cristian | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 41: | Line 41: | ||
=== Treasurer's & Finance Committee Report === | === Treasurer's & Finance Committee Report === | ||
* | *Rental agreement being followed up by Phil Harvey of MYVIC Realty as to why the payment has not been withdrawn. It appears that Kamil has not shared the lease agreement yet and we should have an update this week on a withdrawal schedule. | ||
*Mastercard payment has been setup to automatically withdrawal the due amount each month | |||
*Rent to MacEwan is set to automatically transfer from the casino High Yield into the chequing account to cover rent of the main shop. | |||
*Working towards adding a Grant tracking field on the financials from Robin. This will likely be put into place for February once we have further data from the Co-Directors. | |||
*GST has been filed by Robin for 2024-09-01 to 2025-08-31. We should consider making installment payments this year so we don't have to pay it all at once next November- maybe $700/month starting in December. Confirming with Robin the correct Rev Can account to make the installments to. | |||
*[[Media:October_2025-_Wage_Accrual.pdf|October_2025-_Wage_Accrual.pdf]] | |||
*[[Media:October_2025-_Notes_to_the_Financial_Statements.pdf|October_2025-_Notes_to_the_Financial_Statements.pdf]] | |||
*[[Media:October_2025-_Statement_of_Financial_Position.pdf|October_2025-_Statement_of_Financial_Position.pdf]] | |||
*[[Media:October_2025-_Grant_Reporting.pdf|October_2025-_Grant_Reporting.pdf]] | |||
*[[Media:October_2025-_DETAILED_Profit_Loss_Statement.pdf|October_2025-_DETAILED_Profit_Loss_Statement.pdf]] | |||
*[[Media:October_2025-_Accounts_Payable.pdf|October_2025-_Accounts_Payable.pdf]] | |||
*[[Media:October_2025-_Comparative_Statement.pdf|October_2025-_Comparative_Statement.pdf]] | |||
*[[Media:October_2025-_Accounts_Receivable.pdf|October_2025-_Accounts_Receivable.pdf]] | |||
*[[Media:October_2025-_Cash_Spreadsheet.pdf|October_2025-_Cash_Spreadsheet.pdf]] | |||
=== H.R. & Ops Committee Report === | === H.R. & Ops Committee Report === | ||
| Line 53: | Line 66: | ||
=== Advocacy Committee Report === | === Advocacy Committee Report === | ||
*See President's Report. Also, met with Paths for People, Edmonton Transit Riders, Climate Justice, and Bikeology to talk about a united front for 2026. They agreed to meet quarterly, and there was a lot of agreement about what we could work together on. Reinier will lead the OSFM bike valet next year. | |||
=== | === Governance Committee Report === | ||
*No report. Will meet in January. | |||
=== | === Co-directors Report === | ||
*Good month, good volunteer turnout, revenues higher than last Nov and higher than October! Volunteer appreciation party. Did some strategic planning with an outside facilitator, who will be compiling notes and recommendations. We don't have a grant to give away studded tires this year-- but fundraising committee will take that as a note to look into for next year. Eco-trust came by for a tour, with some folks from one of their funders (Dow Chemical), and they seemed impressed. Coreen talked to them about planned obsolescence and right to repair, and they seemed to vibe with that. Hired another bike-builder Joshua almost full-time, who will work mostly on Eco-trust stuff. Suzanne, Jan, and Caleb will also be doing a bit. We've already set aside some bikes from Spring bike sale, which will start to demonstrate for Eco-trust our increased capacity vs last year. Next Eco-Trust report is due shortly. | |||
== Current & Completed Business == | == Current & Completed Business == | ||
| Line 74: | Line 90: | ||
=== Election of incoming executive and formation of committees (__ min)=== | === Election of incoming executive and formation of committees (__ min)=== | ||
* | * | ||
* | * Committee chairs should try to circular a Terms of Reference for approval at the next meeting. | ||
** | ** | ||
** | ** | ||
{{Motion | {{Motion | ||
|motion=To name as incoming executive members, the following: Keith (president), Colin (vice president), Derek W (treasurer), Adam (secretary); and to establish the following committees (with membership as listed): Advocacy (Keith--chair, Tom, Karl, Derek W, Stella--non-board, Sarah Bisbee--non-board), Finance (Derek W--chair, Keith, Coreen, Nathan B--non-board), HR/LMCC (Colin--chair, Rebecca, Keith, Brad | |motion=To name as incoming executive members, the following: Keith (president), Colin (vice president), Derek W (treasurer), Adam (secretary); and to establish the following committees (with membership as listed): Advocacy (Keith--chair, Tom, Karl, Derek W, Reinier, Stella--non-board, Sarah Bisbee--non-board), Finance (Derek W--chair, Keith, Coreen, Nathan B--non-board), HR/LMCC (Colin--chair, Rebecca, Keith, Brad), Governance (Tom--chair, Derek K, Christian, Adam), Fundraising (Colin--chair, Rebecca, Christian, Coreen, Kieran--non-board). | ||
|first= | |first= Karl | ||
|second= | |second=Rebecca | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 100: | Line 116: | ||
=== Approval of CSJ positions for next summer (__ min)=== | === Approval of CSJ positions for next summer (__ min)=== | ||
* | * Alex's email: | ||
* | * One of the topics we discussed at our shop strategic planning session yesterday was Canada Summer Jobs and we are seeking the Board's approval to apply for CSJ funding for two positions at 16 weeks each for summer 2026 . The CSJ application deadline is Thursday December 11th. | ||
*Some CSJ info: | |||
*We have had CSJ funded employees many times before and it would be extremely helpful to them again this year. You can find info about the CSJ program here, but in a nutshell it offers the following: | |||
**provides minimum wage and all mandatory employment related costs to hire youth between 15-30 for summer work | |||
**must be full time (30-40 hours/week) and run from 6 to 16 consecutive weeks between April 20th and August 29th | |||
**needs to provide 'quality work experiences for youth', i.e. we can't hire them to just strip bikes or something menial | |||
**In the past we have 'topped up' the pay above minimum wage by around $3/hour, and my suggestion is to do this again to help us attract desirable candidates. | |||
*There's a number of important areas we could direct CSJ worker help towards. Our top are: | |||
**communications | |||
**updates and improvements to the website | |||
**newsletter content | |||
**in-shop messaging (Bike Edmonton overview poster, services offered, etc.) | |||
**social media content | |||
**community partnerships and engagement (promotion, requests for member benefits, etc). | |||
**outreach, events and volunteer coordination | |||
**managing outreach mechanical events | |||
**bike rack/parking requests | |||
**lunch and learn requests | |||
**delivering new classes such as learn to ride or cycling 101 (overview of cycle commuting) | |||
**organizing volunteer events and trainings | |||
*Another approach is to post more general positions (Assistant Shop Manager, for example) and then have them work on more general things, as needed. We've done that before and it's an acceptable approach. | |||
*To recap, we're asking for Board approval to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. I would leave the weekly hours open and allow the hire to choose, but it would be between 30 and 40. Assuming 2 positions at 40 hours per week, the cost would be about $3840.00. I'll submit an application if the Board agrees that this would be useful. Please discuss this at the meeting tomorrow and let me know your decision. | |||
** | ** | ||
** | ** | ||
| Line 107: | Line 148: | ||
{{Motion | {{Motion | ||
|motion=To approve the co-directors to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. | |motion=To approve the co-directors to seek funding for 2 CSJ positions, at $18/ hour to start in late April/early May 2026. | ||
|first= | |first=Keith | ||
|second= | |second=Rebecca | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 127: | Line 168: | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first=Adam | ||
|second= | |second=Keith | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** Name (___ min) | ** Name (___ min) | ||
| Line 140: | Line 181: | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first=Adam | ||
|second= | |second=Keith | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
== Adjournment == | == Adjournment == | ||
{{Motion | {{Motion | ||
|motion=To adjourn the meeting at | |motion=To adjourn the meeting at _0820_pm. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes=all | ||
|no= | |no=none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||