Bike Edmonton Board Meeting Minutes for November 2022
Board meetings are open to Bike Edmonton members and the public.
- Location: Google Meets
- Start Time: 7 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: Andi Eng
- Minute-taker:
- Food by: N/A
- Board attendance: Kelly Granigan, Andi Eng, Maxine Myre, Keith Heslinga, John Fuller, Stephen Paskaluk, Matt Hoyt
- Staff attendance: Greg Glatz
- Regrets: Michelle Bourdon
- Absent:
- Guests: Alexandra Stout, Marcel Huculak, Jason Wang, Ceileigh Cunningham
Call to Order
- Meeting called to order by Andi at 7:05 pm.
Logistics for Next Meeting
Regular Board Meeting
- Date: Monday, December 12, 2022; 7pm
- Location: Google Meet
- Chair:
- Minute-taker:
- Food by: N/A
Announcements
Approval of Agenda
MOTION
| To approve this November agenda.
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| Moved:
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Kelly
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| Seconded:
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Keith
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Approval of October 2022 Minutes
MOTION
| To approve Minutes from October board meeting.
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| Moved:
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Keith
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| Seconded:
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Stephen
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Reports (25 min)
President's Report (Andi - 5 min)
- [ Acting President's Report October 2022]
- Onboarding ED has continued
- Payroll tasks transferred to ED
- Ongoing budget discussion after AGM
- Preparations being done for board retreat
- Google workspace management being transferred to ED
- [ Executive Committee Report October 2022]
- Did not have quorum for schedule Executive Committee
- Byron resigned from board effective Oct 31, will continue working with ED, accountant, and 2023 treasurer
Executive Director's Report (Greg Glatz - 10 min
Verbal Report: Will be presented to board in writing, ED would like permission to share with staff
- Keith observes that these minutes are public so content can be shared with staff and is available by default
- Met with exec, past and current members, presidents, staff, etc
- Met with Michael Janz, introduced to city admin
- Taken on payroll and benefits, will take on financials
- High level of commitment from board and staff, long history with Bike Edmonton
- Concern about budget, as there was at AGM
- Concern about shop expenses vs revenue
- Concern from staff about board operations
- Staff opinions generally prefer funding from grants than from shops
- Need strategic mandate from board, preferably developed in concert with staff
- Next steps: performance agreements (already discussed, chance to meet one on one) advising on board retreat
Treasurer's Report
Finance Committee Report
- Seat is vacant, committee has not met
- Financial Reports for September and October will be available from bookkeeper and will be added to wiki as soon as they are available
Advocacy and Outreach Committee Report (Keith - 2 Min)
- [ Advocacy and Outreach Committee October 2022]
- Verbal Report:
- Committee has not met
- Previously had advocated for candidates for Board positions
- Keith and other members of AOC have handed off city contacts to ED.
MOTION
| To receive these reports as delivered above.
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| Moved:
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Keith
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| Seconded:
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John
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| Aye
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No
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Abstain
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| Expression error: Unexpected < operator.
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Current & Completed Business
EDI Workshop - Tabled
Google Drive backup - Tabled
Collective Bargaining Update - Andi (2 Min)
- Negotiator has reached out to chief negotiator from CUPE
- Choosing appropriate date
- Will begin in 2023
- CUPE has been informed ED has been added to bargaining committee
ED Recruitment Update - Andi (5 Min)
- ED has been hired, onboarded in October
- Operational tasks are being transferred
- Operational tasks still being undertaken by board members should be handed off
AGM wrap up (Keith - 10 min)
- AGM Happened
- Introduced ED
- Presented financials
- Presented budget
- Elected 2023 Board
- Lots of interest and questions for ED
- Concern regarding outflow of money
- Budget was not accepted by membership (overly optimistic, not developed with staff inclusion, not representative of where membership thinks society should go)
- New budget being developed
- Interest in board seats was high and warranted an election
- AGM planning documents from this year and previous years available on google drive
- AGM draft minutes are on google drive
- Annual report draft on google drive
New Business
2023 Budget - Andi (10 min)
- Extraordinary that BE budget is presented and approved by full membership
- As per our bylaws we can:
- Can develop budget and present at Special General Meeting again
- Can have new board and ED approve new budget before presenting to membership at SGM
- (Andi) Latter option might make it easier to develop the budget
- (Keith) AGM seemed to indicate that the membership would expect to be consulted, could change to board meeting if quorum isn’t met at general meeting
- (Kelly) Response at AGM was that it would go back to a Special General Meeting; board consultation on budget would be valuable
- (Andi) Options being looked at included significant change to balance budget in a couple of years, moderate change which would balance on a longer timeframe, and major scaling back; status quo is not a current option
- (Keith) Are we at risk of looking at a long delay which would prevent making the necessary changes?
- (Greg) Important to act quickly and determine strategic direction in consultation with board, membership, and staff; timeframes depend on actions taken (increasing revenue generally quicker than cutting costs)
- (Kelly) Increasing revenue and soliciting donations should be prioritized
- (Andi) Strategic direction will have to come from new board, earliest timeline would be after board retreat, likely December
or January meeting; general meeting likely in January and held indoors
Board vacancy for 2023 - Andi (10 min)
- 2023 board has 11 out of 12 possible seats filled
- Option 1 – leave vacant
- Option 2 – 2023 board chooses to reach out to defeated candidates and elect to 1 year term at board meeting
- Option 3 – Open call for nominations and board election for the full term ending Nov 2024
- Option 3 could be combined with general meeting for budget
- Might still have ballot results from AGM, in case the board wants to use that as a metric to choose
- (Jason - Guest, Board member for 2023) Suggests option 3 seems advisable
- (Keith) 2023 board could reach out to anyone, regardless of nomination at AGM
- (Matt/Keith/Stephen/Andi) 2022 board should not address the vacancy
- (Andi/Max) Add vacancy to board retreat agenda
- (Keith) Election results might have been representative of membership feelings toward current board
- Conversation left open for 2023 Board to address as they see fit.
2023 Board Retreat - Maxine (10 min)
- Board Retreat will be Nov 26/27
- Survey has been sent out, provide a good indication of agenda and help determine priorities
- Discussions are underway to be able to incorporate staff input; could use the same survey the incoming board has received; staff has indicated desire for open forum with the board; could have a subset of continuing/new board members to meet with staff and be accountable for representing staff voices at the retreat (along with ED)
- Discussions will occur regarding duties going forward vs the expanded board duties that had been undertaken
- Schedule has been arranged to help stay on time
- Standing committee elections will happen on Sunday
- (Kelly and Greg) A mechanism would be beneficial to specifically consult with staff after the retreat and explain
strategic direction with respect to their input
- (Andi) Active involvement of the staff during ED recruitment was very valuable and provides a good basis for maintaining active staff involvement
- (Keith) Board accountability is to the membership and generally would be expected to have the feedback for the
board
- (Greg) Agrees with accountability to membership; membership concerns seem aligned with staff positions
- (Jason - guest, member of 2023 board) Makes sense from incoming board member perspective
MOTION
| Moves to identify continuing board members tonight (Kelly and potentially Maxine) and members elect via email after this meeting to meet with staff along with ED
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| Moved:
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Andi
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| Seconded:
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Maxine
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Maps Open Data project - Kelly (20 min)
Code is available on github from Bike Ottawa to provide interactive maps (https://maps.bikeottawa.ca/)
City of Edmonton open data can develop maps, interested in having Bike Edmonton host
Webinar coming up for open data on November 30, Eugene has footage from riding with lots of views. Stress maps are theoretically done
- (Matt) This seems like an ideally on-brand project for Bike Edmonton
- (Maxine) Curious about rationale for city not hosting; could be leveraging existing relationships or volunteer hours, disentangling from politics or bureaucracy
MOTION
| That the ED investigate the feasibility of hosting a bike route-finding webservice and report back with relevant requirements at the December board meeting
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| Moved:
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Kelly
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| Seconded:
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Stephen
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In Camera Session
MOTION
| To move in camera with Greg Glatz as guest
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| Moved:
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Matt
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| Seconded:
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John
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MOTION
| To move out of in camera discussion.
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| Moved:
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John
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| Seconded:
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Keith
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Adjournment
MOTION
| To adjourn the meeting at 9:05 pm.
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| Moved:
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Kelly
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| Seconded:
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Maxine
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| Aye
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No
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Abstain
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1 (Keith)
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| Carried
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