Board Minutes February 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 February 2024

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

• Google Meet
• Start Time: 7:00 pm

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: Stephen
• Minute-taker: Alexandra
• Board attendance: Marcel, Daniel, Matt, Nazz, Sarah, Keith
• Staff attendance: Alex, Vaughan, Coreen
• Regrets:
• Absent:
• Guests: Derek Kramar, Devin Clark, Colin Margetts, Adam Burgess

Call to Order

• Meeting called to order by Stephen at 7:02 pm.

Logistics for Next Meeting

• Date:
• Location:
• Chair:
• Minute-taker:
• Food by:

President's Report

• Verbal report
• Still waiting to hear if conditions will clear for South Shop lease option
• Continued discussion around pop-up shops. Nothing finalized.
• Several media appearances by Keith.
• Fair bit of success with fundraising.
• Lots of interest in fulfilling our remaining board seats.

Treasurer's Report

• [Treasurer's Report February 2024]
• Need link
• CIOG: working on reporting for 2022. Then can apply for 2023.
• Keith: There are about 50 bikes that are greentags and 20 bikes that are yellowtags at the downtown shop. 70 bikes ready to sell at the south shop.
• Coreen: There are 0 bikes ready to go at downtown shop. They need to be built or checked by the mechanic again, including greentag. Bikes sales have been good at the shops. We check all bikes twice and double-check pricing and our records. 90% of the bikes require additional adjustment after the first mechanic works on them.
• Marcel: I noticed more revenue from the shops.
• Coreen: Our bike sales have basically doubled from this time last year.
• Marcel: Why?
• Coreen: We have sold some high-end bikes. We have more selection. Weather is better. Donation drive has put us on people's radar. We had a discount-the-temp. promotion.
• Nazz: How is our cash flow and what does the next three months look like?
• Marcel: In my mind, the donation drive carries us through to the summer. The condition is what happens to the south side shop. What I'm scared of is next winter and if we can get through NEXT winter.
• Alex: I want to note with CIOG that it's definitely worth applying for, but that we do less outreach programming than we used to. This month, revenue from bike sales for downtown shop was 8k.
• Stephen: We should include a shop managers report in the next board meeting.
• Stephen: Do we have a comparative statement?
• Marcel: Yes. [NEED LINK.]
• Alexandra: As of Feb 8th, the donation drive has raised $34,704.10, not including the 5k matching.

Finance Committee Report

• [Strategic Planning Committee Report (Month) (Year)]

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this February agenda, the January 2024 minutes, and reports as presented
Moved:	Keith
Seconded:	Devin

Aye	No	Abstain
Passed

Current & Completed Business

Updates on Action Items From Previous Meeting, Reminders (5 min)

• Everyone log your 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

Transfer of signing authority

• No update

Crowdfunding Campaign

• See Treasurer's Report discussion for update
• Crowdfunding campaign shoud be considered as "finished" as we have met our goal.
• Donor thank-you email to go out.

South Shop

• Deadline for conditions clear later this week

Social Enterprise Fund

• Marcel: We are not going to pursue this funding option at this time because of other things on the front burner. South shop, CIOG, etc. We are free to apply to the SEF at any time. We would need to present a business case.

Finance Audit

COMPLETED

• Nazz: I am finishing writing/creating the audit. We have considered opening it up to the membership to sit-in.
• Sarah: Yes, I wrote an email to that effect to invite members. Ready to send whenever.

CEBA Loan

• Funding was secured and load was paid off

Casino Audit Report

• Marcel: Looks like it went through.

New Business

Bargaining Committee

• Need more members, can't be president or vice. Right now it's only Matt and Denise (negotiator).
• See if Jonathan Wilbur would be interested.
• New board members may be interested.
• Sarah will join

Resignation Notice

• Alexandra resigning from Board at end of the month.
• Will need secretary.

Media Appearances

• Keith did great! Probably had a significant impact on donation drive and visits to the shops.
• Stephen: We should develop centralized talking points for future media appearances by the board.
• Keith: CBC has reached out to Bike Edmonton to do a longer spot when we want.
• Coreen: Staff are also interested in doing media apperances.
• Stephen: Yes, Alex is doing some as well at the library.
• Stephen & Sarah: We should also be making commentary on the new bylaw.
• Coreen: I'd like to raise awareness against this thing on social media, if the board is okay.
• Keith: I was going to say that before we make an official BE stance, we need to vote on what our stance is.
• Nazz: I know little about the bylaw issue so I am going to need background to make a decision.
• Alex: Is there precedent for us offering our opinion on things not directly related to cycling?
• Stephen: Yes, because there are aspects of it related to cycling, such as fines or cycling in groups.
• Matt: Yeah, fines for cycling on the sidewalk would be more than driving on the sidewalk.
• Coreen: I think we should follow Paths for People's lead: https://pathsforpeople.org/2024/02/paths-for-people-urgently-calls-on-city-council-to-rethink-bylaw-20700-public-spaces-bylaw/
• Sarah; We should come up with a small group, 2 or 3 people including Coreen, to come up with a position and share it and then the whole board can approve it.
• Stephen: You can also register to speak at council about this.
• Keith: I was planning on putting my name forward personally. I could represent BE instead.
• Coreen: Because of deadlines, I think we should just amplify PfP's messaging.
• DECISION: Keith and Alex to write email to council about BE's stance on bylaw by wednesday and have Matt edit/review it, and then have Stephen approve. Coreen should amplify PfP's messaging using BE's channels.
• Sarah: You can describe the email as coming on behalf of BE, from the vice-pres.

Donor Appreciation

• Email copy written, needs to be sent before 18th to give members enough time to register for the Winter Cycling Congress with their membership promo code being included in the email.

Winter Cycling Congress

• Shop manager attendance
• Congress Promotion
• Marcel: The cost will be about $600 to send all three shop managers. I don't have a problem financially taking on that expenditure.
• Sarah: I have no qualms, but do we have a spot in our budget for "professional development" or something like that?
• Coreen: In previous years, we have always had a "staff training" budget.

Bike Builder Hours

• One of our other bike builders likely to be available for less time in the near future
• Recommendation from Coreen to offer Jesse Cunningham some building hours

Board applications

• Colin Margetts
• Adam Burgess
• Heather Young-Leslie
• Derek Kramar

Winter Cycling Congress

MOTION

Board moves to cover the costs, up to $600, of shop managers Alex, Coreen, and Vaughan attending Winter Cycling Congress.
Moved:	Marcel
Seconded:	Keith

Aye	No	Abstain
Passed

Bargaining Committee Motion

MOTION

Board moves to add Sarah Bisbee to Bargaining Committee and remove Keith Heslinga. Committee membership will be Matt, Sarah, and Stephen (ex oficio)
Moved:	Keith
Seconded:	Sarah

Aye	No	Abstain
Passed

In Camera Session

MOTION

To move in camera.
Moved:
Seconded:

Aye	No	Abstain

MOTION

To move out of camera] discussion.
Moved:
Seconded:

Aye	No	Abstain

Adjourned at 9:14pm