Board Minutes March 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 March 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: Adam
• Board attendance: Keith, Marcel, Matthew, Derek, Colin, Sarah, Daniel
• Staff attendance: Coreen, Alex, Vaughan
• Regrets:
• Absent:
• Guests:

Call to Order

• Meeting called to order by at 7:13 pm.

Logistics for Next Meeting

• Date: April 8, 2024
• Location: Google Meet
• Chair:
• Minute-taker:

President's Report

• Verbal report: MacEwan lease was expanded. Signing authority was changed over. Will soon have lease on storage space (Sarah working to draft it, which Marcel will need for the casino people). President attended one event at Winter Cycling Congress.

Treasurer's Report

$21,700 surplus in January, thanks to donations, which are now at $48k on the year (already $15k over target for the year). Salary/wages now down $3k per 2 weeks with Greg gone, now at ~$7300 (will go up slightly). Operating acct balance $30k (pending an upcoming payroll, and that includes $ from the winter bike tire program). We owe $6k to Bergeron and $7k to CRA-- repayment is planned. Casino acct is at $50k. Will soon be paying $8300/mo out of casino acct (with the expanded spaces on north side). He will make sure AGLC is ok with board member Matt receiving our sublease payments on the storage space. He's also going to try to start making utility payments out of the casino acct. Loan repayment ~$550/month to board member Adam will start in May. He's letting the Mastercard run some balance for the time being. We are still waiting for matching $5k from the AB govt crowd-funding platform.

Marcel went over the comparative statement prepared by book-keeper Robin.

Finance Committee Report

None today.

Bargaining Committee Update

They've met with Denise, and have more meetings scheduled. They are asking CUPE to restart negotiations.

Approval of Agenda, Minutes, Reports (5 min)

MOTION

To approve this March agenda, the February 2024 [1], and reports as presented
Moved:	Keith
Seconded:	Sarah

Aye	No	Abstain
	none	none
pass

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

South Shop

• February 15 conditions cleared, still conditions for March 15. Looks like it will go forward, meaning the South shop will close in about 6 weeks. They will message this news to members once the landlord formally gives us notice. Coreen says shop managers are working on moving plans and will make their asks of Board, volunteers, and members when the time comes. There will not be a blowout sale, high-value items will be moved North, some items donated to Bike Library on campus, some culling.

Downtown Shop Annex and Storage

• Entered into new lease with Macewan with extra space, access as of March 7th, hopefully the rent increases formally April 1st.
• Agreement expected this week for storage space.

Finance Audit

• Email invitation nearly ready, offering members a chance to be part of the audit. Marcel will ask Chris how to do that.
• Audit plan prepared, does timeline need to be revised? Naz's projected timeline was to be done end of March. So ... yes.

CIOG Grant

• Marcel is working on it. Background: it's an ideal grant to get, as it's for operating $, with less strings attached. Should be for helping marginalized communities. One challenge is that we did not file a report for the last time we got it in 2022 (which was justified because at that time you didn't file that report until you applied the next year), but Marcel sent that in last week, and received acknowledgement from a City employee Lise at it seems to meet the requirements. Marcel got help from previous employee Molly in making sure his information was accurate. He's now working on the new application, which is due next Wednesday. Molly was not optimistic we would get funding this year, but feels it's important to submit, at least to "put our foot in the door for next year." (Alex mentions that Chris feels we have a decent change of getting the grant).

OSBA Window Repair Grant

• Staff has provided necessary info, Stephen to coordinate the last of the forms.

Property Tax Exemption

• Completed for South Shop. Marcel will tell them when we have a firm move-out date.
• Status for Downtown? We're probably waiting to send them the new lease.

Pop-up store options

• Marcel & Keith talked to Old Strathcona farmer's market about a pop-up, they made a counter-proposal for us to run bike valet parking. They also offered us a free booth once a month to promote Bike Edmonton in the market. He also reached out to Earth's General Store, with some positive response. When he gets some more-concrete leads, he'll take it back to the shop managers to talk about what could work-- Coreen welcomed him to CC them as he goes, and he will send them his notes so far.

COMPLETED

Transfer of signing authority

• Stephen and Keith now have signing authority, in addition to Marcel
• Need updated list of info from all of Board, email to follow

Winter Cycling Congress

• Some board members attended. Keith heard positive feedback on our shops, and on our shop managers who presented. Coreen shared a moment near the end of the event where some old-time EBC people were assembled and had a moment of 'wow, look how far we've come.' It was a moment to savour. And our shop managers' fees were waived!

Crowdfunding Campaign

• Donor thank-you email sent. And 6 people took advantage of our discount code for Winter Cycling Congress.

War on Cars and About Here/Shifter/Oh The Urbanity Events

• No comments.

WCB Annual Report

• Robin complete it.

New Business

Filling Secretary Position

• Adam volunteers.

MOTION

Adam Burgess is name Secretary.
Moved:	Keith
Seconded:	Matt

Aye	No	Abstain
Keith, Stephen, Adam, Matt, Sarah, Heather, Marcel, Daniel, Derek	none	none
pass

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 pm