Board Development Workshop - February 2012

Agenda

The importance rating of the action items is indicated by the (number*) at the end of the action item.

Introduction

• What are your expectations?
  • Representing the membership
  • Policy importance?
  • How to get a committee working
  • How to engage non-board volunteers
  • Board roles and responsibilties
  • Team building/fun
  • Building in habits of making time for commitments
  • Getting things done

Legal and Ethical

• Action Items
  • Policies on dealing with facility issues (theft, etc)
  • Policies re. volunteer access to assets (keys, cash, etc)
  • Develop key messages for appointed spokespeople (bikepaths, helmets, sidewalks) (7*)
  • Data backup and encryption consderation (review processes) (password protection and servers) (1*)
  • Review and discuss risks
  • Share and document knowledge (1*)
  • Schedule annual
• Risks
  • high number of people with keys to space
  • aggressive patrons
  • access to funds (many people)
  • perception of organization due to actions of members
  • past reputation (are we bound by that?)
  • access to data
  • technology - data backups
  • remittances to CRA
• A Board Dilemma
  • How would you define the problem(s)?
  • Why did it happen?
  • What are the possible consequences for the board, individual board members and the organisation?
  • What is the learning from this case you can apply to your organisation?

Roles and Responsibilities

• Action items
  • Vision Statement
  • Board member job description (including time commitments etc) (1*)
  • Transition plan to greater “Policy Board” activities and policy (5*)
  • Define target audience
  • 6 month review of GMI/responsibilties

Policy Development

• Action Items
  • Bike path policy (position)
  • Governance style policy
  • Helmet policy (position)
  • Riding on sidewalks policy (position)
  • Target/mission/vision updated (3*)
  • Update policy making policy?
    • how policy is created (ie. in pairs etc)
    • add #10 - reference to other related policies

Committees

• Action Items
  • Finish committee TORs
  • Review BikeWorks:commitee vs. staff Roles (6*)
  • Review committees for overlap with staff responsibility (3*)
  • volunteer recruitment for committees

Building a Better Board

• Action Items
  • Recruitment (nominating) committee (3*)
  • Orientation manual for new board members (3*)
  • Orientation session planning session
  • Casual/Informal event
  • BDP workshop in 2-4 years
  • Evaluation process

Government-Management-Implementation scale

Functions	Framework	Board Self-Governance	Operational	Advocacy
Governance		Foster the growth of EBC in Edmonton, Create policies to guide EBC, Meet monthly to set direction	Identify new opportunities for events, services or promotions, Set annual budget, Discuss financial statements, Instruct staff	Evaluate need for bike infrastructure throughout Edmonton
Management		Recruit new volunteers (including future board members), Have board members chair meetings, Manage the finances of EBC	Supervise ED, Oversee employees, Review efficiency and logic of existing practices, Apply for grants, Plan events for EBC, Pay bills, Set up 2nd location, File registration with government	Organize advocacy events
Implementation			Write grant proposals, Maintain financial records, Hold workshops	Advocate for bike infrastructure, Go to city council meetings, Provide bike parking and tune-ups at events around the city

Action Plan and Closing

Goals	Who?	Finish Date
Develop key messages for appointed spokespeople (bike paths, helmets, sidewalks)	Duncan	March meeting
Review committees for overlap with staff responsibilities	Individual committee chairs	Review for Feb, revise for March
Board member job descriptions	Exec	May
Transition plan to greater "policy board" activities and governance policy	Anna	June

Parking Lot

• Reporting/following Grant requirements
• Charity Status
• Grant applications
• Staff spending authority
• Representing membership

Resources

• BDP Website
• BDP Workbooks
• Volunteer Resource Centre
• Lawyer Referral Service (1-800-661-1095)

Ground Rules

• Be on time
• Solid facilitation
• Keep on task
• Participation from all
• Take your turn speaking
• Be present
• confidentiality