Board Minutes May 2024: Difference between revisions
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Board meetings are open to Bike Edmonton members and the public. | Board meetings are open to Bike Edmonton members and the public. | ||
* Location: Google Meet | * Location: Google Meet Bike https://meet.google.com/qhz-qnor-riv | ||
* Start Time: 7:00pm | * Start Time: 7:00pm | ||
| Line 11: | Line 11: | ||
== Attendance == | == Attendance == | ||
* Meeting Chair: | * Meeting Chair: Keith | ||
* Minute-taker: | * Minute-taker: Adam | ||
* Board attendance: Adam, Marcel, Heather, Keith, Jonathan, Matt, Sarah, Derek, Colin | |||
* Board attendance: | * Staff attendance: Coreen | ||
* Staff attendance: | |||
* Regrets: | * Regrets: | ||
* Absent: | * Absent: Daniel | ||
* Guests: | * Guests: | ||
== Call to Order == | == Call to Order == | ||
* Meeting called to order by | * Meeting called to order by Keith at 705 pm. | ||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: | * Date: June 10th | ||
* Location: | * Location: Google Meet + IN PERSON!!! (deets TBD, Adam to arrange) | ||
* Chair: | * Chair: TBD | ||
* 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 | |motion=To approve this May agenda, the April 2024 minutes, and reports as presented below. | ||
|first= | |first= Jonathan | ||
|second= | |second= Matt | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |||
|result= | |||
}} | |||
{{Motion | |||
|motion=To recognize Stephen's and Nazz's resignations from the board, and to recognize Keith as president and Sarah as vice-president (as agreed to at the recent Board Retreat). | |||
|first= Keith | |||
|second= Adam | |||
|yes= all | |||
|no= none | |||
|abstain= | |abstain= | ||
|result= | |result= | ||
| Line 42: | Line 50: | ||
=== President's Report === | === President's Report === | ||
* | *Keith apologizes for no written report in the last 2 wks. Has been updating financial forecasting. Had convo with counsellor Knack in the bicycle lane. Interfaced with Jonathan re handing over the Grant MacEwan bike library project to him (ACTION ITEM for Jonathan?). Received instructions on sending out email to members. | ||
ACTION ITEM: Someone to take over the outstanding CIP grant reporting & communicate with outgoing president Stephen as to the status of that-- Marcel. | |||
ACTION ITEM: Keith to email membership re: audit, what’s going on with BE’s governance, and special volunteers we might be looking for. | |||
=== Treasurer's Report === | === Treasurer's Report === | ||
*[Treasurer's Report (Month) (Year)] | *[Treasurer's Report (Month) (Year)] | ||
March had a $7k surplus. Currently $61.5k in operating account, $42.5k with the $5.5k for Winter Cities grant and $13.5 for CIOG. Probably $32k in Casino acct. First payment on the loan to Adam was made. Mastercard is paid off. The bike sale made ~$14.5k Downtown + $1.5k South. | |||
It was noted that we will need a robust process for documenting our use of restricted grant funds (WRR, CIOG, & Winter Cities) --> Finance Committee ACTION ITEM. | |||
Bergeron was paid off after bike sale? --yes. | |||
OSBA window repair grant went through? --In Progress with Colin, waiting for landlord to sign something (maybe because Marcel is still going back and forth with them about the $4.6k we allegedly owe them). | |||
Utility Payments to come out of Casino acct? Still pending (Marcel). | |||
=== H.R. Committee Report === | === H.R. Committee Report === | ||
* | They had a meeting and talked about bringing Jonathan into his role, talked with staff about possible roles for them going forward. | ||
Jonathan spoke to staff and reported back to committee on a plan for the shop closure, and roles and responsibilities in the unified Downtown shop-- from his perspective the staff have this worked out, and just need board available to support. It was decided that Jonathan would attend every other shop manager's meeting, and maintain open lines of communication with shop managers in between. | |||
Jonathan will also meeting the HROPS committee to discuss some other points that came up. | |||
* Storage lease signed? - Matt has received and will return it. | |||
* Matt to obtain building permit for downtown minor renos? - Done. | |||
=== Finance Committee Report === | === Finance Committee Report === | ||
Audit is still outstanding. | |||
South Shop Maintenance reconciliation - should be less than previously discussed as we are exempt from property taxes. Remains unclear if property mgmt fees should be included. | |||
Finance committee membership: since we lost Nazz it's now Marcel, Sarah, Keith-- all have to show up to make quorum. There were no volunteers to join at this time. | |||
{{Motion | |||
|motion=To receive all these reports. | |||
|first= Heather | |||
|second= Matt | |||
|yes= all | |||
|no= none | |||
|abstain= | |||
|result= | |||
}} | |||
== Current & Completed Business == | == Current & Completed Business == | ||
=== Updates on Action Items From Previous Meeting (5 min)=== | === Updates on Action Items From Previous Meeting (5 min)=== | ||
* '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1eS3VmWxQk-iDWLC4ujnfvp6QUoIbIiPelcgm6EuIbFU/edit?usp=sharing volunteer hours] for the past month. | * '''Everyone''' log your [https://docs.google.com/spreadsheets/d/1eS3VmWxQk-iDWLC4ujnfvp6QUoIbIiPelcgm6EuIbFU/edit?usp=sharing volunteer hours] for the past month. ACTION ITEM: Adam will create a simpler spreadsheet and we'll all just estimate our monthly hours. | ||
* '''Everyone''' sign reports that you have reviewed each 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 post all committee meetings to Bike Edmonton Events calendar (unless the event must explicitly be private: then use "Bike Edmonton Internal" calendar) | ||
| Line 65: | Line 108: | ||
* | * | ||
=== WRR & CoE 20 Bike Clinics Projects (__ min)=== | |||
* | * Discussion notes: On WRR, we were funded for the full amount we asked for. $20k for bike repair tools and supplies to go out to the participating (maximum 5) community leagues. $16k for program oversight, including 400h of program coordinator work. Outreach work would have to start now, most work would start in July through next spring, with reporting finished in May. Possibly a renewable project. No staff member to lead this has emerged-- Coreen feels the shop managers won't have capacity-- there will still be a lot of figuring-out the transition to a single shop even in July after the move. Luckily the grant is written such that a separate program coordinator can be recruited. Jonathan has connections that may be helpful in recruiting community leagues. Heather mentions that part of the framing of the proposal was in terms of communities with lower incomes and more new Canadians. | ||
* On CoE they've offered us $275 for a 3h commitment, and bike builder Jesse is offering to help organize this. Coreen confirms Jesse is capable of this, recommends we let him run with this, however she feels he should be paid a shop manager's wage for this-- the funding should cover this, with a little left over. We would have to confirm our commitment with Laura at CoE. (She was particularly interested in Jesse running the project due to previous experience with him.) ACTION ITEM: Marcel to confirm with Laura, and put her in touch with Jesse for them to keep communicating with each other. | |||
* | |||
== New Business == | |||
=== | === Creation of Fundraising Committee === | ||
* | * As discussed at the retreat. | ||
{{Motion | {{Motion | ||
|motion= | |motion= To create fundraising committee, chaired by Colin, and including Heather and Matt. | ||
|first= | |first= Adam | ||
|second= | |second= Derek | ||
|yes= | |yes= all | ||
|no= | |no= no | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
=== HR & Operations Committee === | |||
* Keith will work on updating ToR. | |||
== | |||
* | |||
{{Motion | {{Motion | ||
|motion= | |motion= To add Jonathan and change name to HR & Operations Committee. | ||
|first= | |first= Heather | ||
|second= | |second= Adam | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
=== | === Pedal and Sea Adventures offer (__ min)=== | ||
* | * Fundraising Committee (Colin) to follow up. | ||
* | |||
* | === #YEGBikeCoalition requesting letter of support for bike navigation app thing (__ min)=== | ||
* | * This organization was contacted by a company out of Hamilton to put together a google mapsy thing. Asking for a letter of support from us that this is needed. Board members feel that Aaron who runs this organization is a good guy. Actually the window of opportunity has passed, so it's moot. | ||
=== Bike Valet Parking on Saturdays for the Old Strathcona Farmers' Market === | |||
* It would be across 83 Ave in the parklet. We'd have to rent the space from CoE $28/h (which is ironic because the market gets the car parking for free); OSBA would give us $500-1000k, which might not go far. Marcel's apartment building is adjacent and would offer some storage space for free (packs down to 8' tubes). The idea for valet parking came from the market-- apparently they've had feedback that this is wanted. Won't be subsidized out of BE's $s-- some more funding would have to emerge. It could be an opportunity to maintain our profile on the south side, maybe promote Bike Index. Could ask for donations, sell memberships. Would require at least 4 volunteers-- might be good to identify those ppl before planning to go forward (Marcel might do so in the next few wks)-- important that we're not poaching volunteers from the shop. There is a precedent that those ppl get an honorarium (there was funding for that downtown last year). Sarah thinks it's a great idea and would come to help out some of those Saturdays. | |||
=== Keith's item re: email === | |||
* Who can help monitor the info@bikeedmonton email? Currently the staff have access-- but it is a big job for them. No volunteers .... to reflect on. | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
{{Motion | {{Motion | ||
|motion=To move <i>in camera</i>. | |motion=To move <i>in camera</i>. | ||
|first= | |first= Heather | ||
|second= | |second= Sarah | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
}} | }} | ||
{{Motion | {{Motion | ||
|motion=To move out of camera]</i> discussion. | |motion=To move out of camera]</i> discussion. | ||
|first= | |first= Heather | ||
|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 _10_pm. | ||
|first= | |first= Adam | ||
|second= | |second= Keith | ||
|yes= | |yes= all | ||
|no= | |no= none | ||
|abstain= | |abstain= | ||
|result= | |result= | ||
Latest revision as of 02:28, 16 May 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 (month)(year)
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meet Bike https://meet.google.com/qhz-qnor-riv
- 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: Adam, Marcel, Heather, Keith, Jonathan, Matt, Sarah, Derek, Colin
- Staff attendance: Coreen
- Regrets:
- Absent: Daniel
- Guests:
Call to Order
- Meeting called to order by Keith at 705 pm.
Logistics for Next Meeting
- Date: June 10th
- Location: Google Meet + IN PERSON!!! (deets TBD, Adam to arrange)
- Chair: TBD
- Minute-taker: Adam
Approval of Agenda, Minutes, Reports (5 min)
| To approve this May agenda, the April 2024 minutes, and reports as presented below. | ||
| Moved: | Jonathan | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
| To recognize Stephen's and Nazz's resignations from the board, and to recognize Keith as president and Sarah as vice-president (as agreed to at the recent Board Retreat). | ||
| Moved: | Keith | |
| Seconded: | Adam | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
President's Report
- Keith apologizes for no written report in the last 2 wks. Has been updating financial forecasting. Had convo with counsellor Knack in the bicycle lane. Interfaced with Jonathan re handing over the Grant MacEwan bike library project to him (ACTION ITEM for Jonathan?). Received instructions on sending out email to members.
ACTION ITEM: Someone to take over the outstanding CIP grant reporting & communicate with outgoing president Stephen as to the status of that-- Marcel.
ACTION ITEM: Keith to email membership re: audit, what’s going on with BE’s governance, and special volunteers we might be looking for.
Treasurer's Report
- [Treasurer's Report (Month) (Year)]
March had a $7k surplus. Currently $61.5k in operating account, $42.5k with the $5.5k for Winter Cities grant and $13.5 for CIOG. Probably $32k in Casino acct. First payment on the loan to Adam was made. Mastercard is paid off. The bike sale made ~$14.5k Downtown + $1.5k South.
It was noted that we will need a robust process for documenting our use of restricted grant funds (WRR, CIOG, & Winter Cities) --> Finance Committee ACTION ITEM.
Bergeron was paid off after bike sale? --yes.
OSBA window repair grant went through? --In Progress with Colin, waiting for landlord to sign something (maybe because Marcel is still going back and forth with them about the $4.6k we allegedly owe them).
Utility Payments to come out of Casino acct? Still pending (Marcel).
H.R. Committee Report
They had a meeting and talked about bringing Jonathan into his role, talked with staff about possible roles for them going forward.
Jonathan spoke to staff and reported back to committee on a plan for the shop closure, and roles and responsibilities in the unified Downtown shop-- from his perspective the staff have this worked out, and just need board available to support. It was decided that Jonathan would attend every other shop manager's meeting, and maintain open lines of communication with shop managers in between.
Jonathan will also meeting the HROPS committee to discuss some other points that came up.
- Storage lease signed? - Matt has received and will return it.
- Matt to obtain building permit for downtown minor renos? - Done.
Finance Committee Report
Audit is still outstanding.
South Shop Maintenance reconciliation - should be less than previously discussed as we are exempt from property taxes. Remains unclear if property mgmt fees should be included.
Finance committee membership: since we lost Nazz it's now Marcel, Sarah, Keith-- all have to show up to make quorum. There were no volunteers to join at this time.
| To receive all these reports. | ||
| Moved: | Heather | |
| Seconded: | Matt | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
Current & Completed Business
Updates on Action Items From Previous Meeting (5 min)
- Everyone log your volunteer hours for the past month. ACTION ITEM: Adam will create a simpler spreadsheet and we'll all just estimate our monthly hours.
- 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.
- Reminder of our Code of Conduct
- Reminder of conflict of interest policy
WRR & CoE 20 Bike Clinics Projects (__ min)
- Discussion notes: On WRR, we were funded for the full amount we asked for. $20k for bike repair tools and supplies to go out to the participating (maximum 5) community leagues. $16k for program oversight, including 400h of program coordinator work. Outreach work would have to start now, most work would start in July through next spring, with reporting finished in May. Possibly a renewable project. No staff member to lead this has emerged-- Coreen feels the shop managers won't have capacity-- there will still be a lot of figuring-out the transition to a single shop even in July after the move. Luckily the grant is written such that a separate program coordinator can be recruited. Jonathan has connections that may be helpful in recruiting community leagues. Heather mentions that part of the framing of the proposal was in terms of communities with lower incomes and more new Canadians.
- On CoE they've offered us $275 for a 3h commitment, and bike builder Jesse is offering to help organize this. Coreen confirms Jesse is capable of this, recommends we let him run with this, however she feels he should be paid a shop manager's wage for this-- the funding should cover this, with a little left over. We would have to confirm our commitment with Laura at CoE. (She was particularly interested in Jesse running the project due to previous experience with him.) ACTION ITEM: Marcel to confirm with Laura, and put her in touch with Jesse for them to keep communicating with each other.
New Business
Creation of Fundraising Committee
- As discussed at the retreat.
| To create fundraising committee, chaired by Colin, and including Heather and Matt. | ||
| Moved: | Adam | |
| Seconded: | Derek | |
| Aye | No | Abstain |
|---|---|---|
| all | no | |
| Expression error: Unrecognized word "all". | ||
HR & Operations Committee
- Keith will work on updating ToR.
| To add Jonathan and change name to HR & Operations Committee. | ||
| Moved: | Heather | |
| Seconded: | Adam | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
Pedal and Sea Adventures offer (__ min)
- Fundraising Committee (Colin) to follow up.
- This organization was contacted by a company out of Hamilton to put together a google mapsy thing. Asking for a letter of support from us that this is needed. Board members feel that Aaron who runs this organization is a good guy. Actually the window of opportunity has passed, so it's moot.
Bike Valet Parking on Saturdays for the Old Strathcona Farmers' Market
- It would be across 83 Ave in the parklet. We'd have to rent the space from CoE $28/h (which is ironic because the market gets the car parking for free); OSBA would give us $500-1000k, which might not go far. Marcel's apartment building is adjacent and would offer some storage space for free (packs down to 8' tubes). The idea for valet parking came from the market-- apparently they've had feedback that this is wanted. Won't be subsidized out of BE's $s-- some more funding would have to emerge. It could be an opportunity to maintain our profile on the south side, maybe promote Bike Index. Could ask for donations, sell memberships. Would require at least 4 volunteers-- might be good to identify those ppl before planning to go forward (Marcel might do so in the next few wks)-- important that we're not poaching volunteers from the shop. There is a precedent that those ppl get an honorarium (there was funding for that downtown last year). Sarah thinks it's a great idea and would come to help out some of those Saturdays.
Keith's item re: email
- Who can help monitor the info@bikeedmonton email? Currently the staff have access-- but it is a big job for them. No volunteers .... to reflect on.
In Camera Session
| To move in camera. | ||
| Moved: | Heather | |
| Seconded: | Sarah | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
| To move out of camera] discussion. | ||
| Moved: | Heather | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||
Adjournment
| To adjourn the meeting at _10_pm. | ||
| Moved: | Adam | |
| Seconded: | Keith | |
| Aye | No | Abstain |
|---|---|---|
| all | none | |
| Expression error: Unrecognized word "all". | ||