Board Minutes September 2025

Bike Edmonton Board Meeting Minutes for September 2025

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

• Location: Bike Cellar & 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: Adam, Keith, Rebecca, Derek K, Derek W, Colin, Matt, Tom
• Staff attendance: Coreen
• Regrets: Stella, Heather, Karl, Brad
• AWOL: none
• Guests: none

Call to Order

• Meeting called to order by Keith at 6:42 pm.

Logistics for Next Meeting

• Date: October 6th
• Location: Maybe MEC - Derek W will try to book
• 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:	Rebecca
Seconded:	Adam

Aye	No	Abstain
all	none

President's Report

• Some planned panel discussions have been postponed to the new year.

Treasurer's & Finance Committee Report

• draft budget?

H.R. & Ops Committee Report

• [H.R. Committee Report (Month) (Year)]

Fundraising Committee Report

• Met last week re: operationalizing the eco-trust grant.

Bargaining Committee Report

• Rebecca shared some updates from Brad. He is talking to CUPE rep Stephanie. One sticking point seems to be overtime, the CUPE boilerplate is for double-time overtime, we were hoping for 1:1 for salaried (ie just banked hours) and 1:1.5 for hourly employees (to be rarely used). CUPE said no to the 1:1, they would accept 2x banked overtime. Question - does overtime start over their contracted hours, or over 44h/wk? We'll see before we ratify it. Generally seems fine-- we would just have a no overtime policy, or at least track is closely. Hoping to ratify at next board meeting-- if board fails to ratify, we might be pushed to mediation, which we wouldn't want.

Governance Committee Report

• Final draft was sent out, with changes as discussed last time.

MOTION

To put forward at the next AGM a Special Resolution to amend the bylaws as per the draft recently circulated by the Governance Committee.
Moved:	Keith
Seconded:	Rebecca

Aye	No	Abstain
all	none

ACTION ITEM: Tom will send Adam a pdf of the new bylaws, for posting prior to the AGM.

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

AGM and Board Retreat planning (__ min)

• 2 board members welcoming:
• 2 board members with laptops for verifying memberships and recording attendance:
• How to sell memberships:
• Date for retreat: Nov 9, 16, 23?

MOTION

To provide notice of the Annual General Meeting (October 26th) and Special Resolution to amend bylaws at the earliest opportunity.
Moved:
Seconded:

Aye	No	Abstain

• Action Items: Adam will email the text of notice to Alex by tomorrow.

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