Board Minutes April 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 April 2024

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

• Location: Google Meet
• Start Time: 7:00pm

Please RSVP to board@bikeedmonton.ca 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: Derek, Heather, Sarah, Colin, Matt, Marcel, Keith, Adam
• Staff attendance: Vaughan, Alex, Coreen
• Regrets: Stephen
• Absent:
• Guests: Ken Hemmerling, Jonathan Woelber

Call to Order

• Meeting called to order by Keith at 7:09 pm.

Logistics for Next Meeting

• Date: May 13th, 2024
• Location: Google Meet
• Chair: Stephen
• Minute-taker: Adam

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this (April) agenda, the March 2024 minutes), and reports as presented below.
Moved:	Derek
Seconded:	Heather

Aye	No	Abstain
	none
passed

President's Report

None available this month, Stephen has been busy.

Treasurer's Report

February's deficit was small, $2k, which is good. The general acct is at ~$30k, meaning we probably made money in March. We paid off most of the credit card to make room for a parts order. Marcel has lost online access to the Casino acct-- so he's banking in person till they fix that. It's probably at about $41k or so. We owe 2 months $800 on our storage sublease (Sarah sent out a draft lease this afternoon-- Pres and VP have the authority to sign, so provide feedback to Keith if needed).

Profit/Loss statement: again, Feb deficit was down to $2k from maybe 10k last year, so that's great-- mostly due to Greg's salary.

Treasurer or Secretary will try to add financial statements to the wiki prior to the meeting next time, for folks to be able to review on their own screens.

Checklist of action items from last month's Treasurer's report:

• Debts $6k to Bergeron and $7k to CRA: - the former was half-paid today, the rest may be paid after bike sale this month. The latter is being paid off $2100/mo.
• AGLC ok with board member Matt receiving sublease payments on the storage space?: - no, so that can't come from Casino acct. That's probably fine for us.
• Utility payments to come out of Casino acct going forward: - Marcel will ask again. Jonathan's experience on another board is that they are ok with this.
• Matching $5k from AB govt crowd-funding platform: - received.

H.R. Committee Report

They met. Will get TOR done soon. Plans for this year: do employee reviews, gather employee files together in one spot. Matt is to be "the point person" for communications with staff.

Finance Committee Report

Nothing to add to the Treasurer's report right now.

MOTION

To receive these reports.
Moved:	Matt
Seconded:	Sarah

Aye	No	Abstain
	none
passed

Current & Completed Business (30 mins if we keep it really tight!)

Updates on Action Items From Previous Meeting (1 min)

• Everyone log your 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.

Update on move plans (5 mins)

• Staff had not been informed that end of June was definitely the end of our lease, so they will need more time to provide a perspective.

Alex is interested in a board member obtaining a building permit to make changes to the internal walls at the downtown shop (we want this done before the south shop closes)-- Matt volunteers. Marcel is concerned about permit and related costs adding up, so ideally Alex to provide him with a cost estimate-- Alex agrees to do so but feels the timeline will be a simple rubberstamp and the cost should be low.

CIP Grant Reporting (1 min)

• Stephen:

Individualized Donors Thank-Yous (3 mins)

• Per Chris Chan's suggestion.

The spreadsheet is at https://docs.google.com/spreadsheets/d/1UaufChrrLeE4A7zDpmlHXQHtjK4av2gngWGO30LdL8I/edit?usp=sharing

Update on CoE 20 Bike Clinics thing (__ min)

• Discussion notes:

Introduction to Jonathan Woelber

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Business Item 2 (__ min)

• Discussion notes:

New Business

Keys For Shops

• Discussion notes:

6 month Board Retreat

• Discussion notes:

Funding for Shop Manager Facilitator

• Discussion notes:

New Business Item 1 (__ min)

• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Resignation of Board Member Gino

• Whereas our bylaws state that a member absent from 3 meetings in a row without adequate notice or excuse will be considered to have resigned, we recognize Gino's resignation from the board.
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

Documentation of Whatsapp thread (5 min)

• Whereas our Whatsapp chat contains a wealth of information for ourselves and for future board members to reference, transcripts of the preceeding month's Whatsapp discussion thread will be appended to the in-camera minutes of each board meeting going forward.
• Discussion notes:

MOTION

Moved:
Seconded:

Aye	No	Abstain

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

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