Board Minutes December 2012: Difference between revisions

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Board Minutes December 2012 (view source)

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** Leila: Once again, her report is really great, awesome.
** Leila: Once again, her report is really great, awesome.
** Anna: WCB coverage: volunteer coverage through WCB; board of director coverage: through what?  Chris: we don't have it.  Anna: co-operators insurance?  Chris: that's for Directors & Officers (D&O)- directors' liability, not injury.  We pay for our volunteers as workers.
** Anna: WCB coverage: volunteer coverage through WCB; board of director coverage: through what?  Chris: we don't have it.  Anna: co-operators insurance?  Chris: that's for Directors & Officers (D&O)- directors' liability, not injury.  We pay for our volunteers as workers.
** Alex: when I left there was no clear training on safety; Adam: there are things we could do: have work gloves; we could come up with some other things.  Anna: good thread on [http://www.bikecollectives.org/about.html Think Tank listserv]: what is your shop doing for OH&S?  Might be worthwhile to look into this. eg, WHMIS on everything.  Coreen is going over the volunteer training; maybe we could ask her to go over safety.  Sarah: Health and safety is def board.  Duncan: really? - workplace.  Chris: staff responsible for volunteers, therefore Coreen.  Problem is she's on;y 20 hours.  Leila: if we do download this responsibility to her, we should send her to training and pay for it so that she's qualified.  We've never had MSDS forms.  Maybe write it into manual.  Adam: or help her form a committee.  Sarah: yeah, collaborative effort.
** Alex: when I left there was no clear training on safety; Adam: there are things we could do: have work gloves; we could come up with some other things.  Anna: good thread on [http://www.bikecollectives.org/about.html Think Tank listserv]: what is your shop doing for OH&S?  Might be worthwhile to look into this. eg, WHMIS on everything.  Coreen is going over the volunteer training; maybe we could ask her to go over safety.  Sarah: Health and safety is def board.  Duncan: really? - workplace.  Chris: staff responsible for volunteers, therefore Coreen.  Problem is she's only 20 hours.  Leila: if we do download this responsibility to her, we should send her to training and pay for it so that she's qualified.  We've never had MSDS forms.  Maybe write it into manual.  Adam: or help her form a committee.  Sarah: yeah, collaborative effort.
** Coreen's big-picture questions.  Adam: Spoke with Coreen and she realises that answers might take a while to develop.  Anna/Duncan: this would be ongoing.
** Coreen's big-picture questions.  Adam: Spoke with Coreen and she realises that answers might take a while to develop.  Anna/Duncan: this would be ongoing.
** Coreen's hurdles: Leila: re: anti-oppression training- would we pay for this?  Duncan/Chris: we should see what she wants first; she might already have connections.  Micah: like one of the workshops APIRG puts on?  Leila: not sure.  Justin: seems to me that she's looking and if we know of anything, we could volunteer the information, but not particularly soliciting.  Anna: The Good Life has held anti-oppression workshops, and now they have volunteers who run them.  Could liaise with them.  Even just ask them to come up and deliver a workshop.  Duncan: I'm in Calgary frequently, maybe in new year, could meet up with them.  Knows Ethan?  Anna: Jackie and Johnny are good people to connect with.  Anyway, Leila will talk to her (non-action item).
** Coreen's hurdles: Leila: re: anti-oppression training- would we pay for this?  Duncan/Chris: we should see what she wants first; she might already have connections.  Micah: like one of the workshops APIRG puts on?  Leila: not sure.  Justin: seems to me that she's looking and if we know of anything, we could volunteer the information, but not particularly soliciting.  Anna: The Good Life has held anti-oppression workshops, and now they have volunteers who run them.  Could liaise with them.  Even just ask them to come up and deliver a workshop.  Duncan: I'm in Calgary frequently, maybe in new year, could meet up with them.  Knows Ethan?  Anna: Jackie and Johnny are good people to connect with.  Anyway, Leila will talk to her (non-action item).
* <span style="background: yellow;">Motion</span>: Anna: I move that we sign her up for WHMIS training. Adam: should we research whether this would be effective?  Alex: I've taken it and it's not that rigorous, it's mainly common sense.  Leila: something more institutional; talk to her and see what course she would find most appropriate.  Anna: '''I withdraw my motion.'''  Alex: I think it would be a good idea for BW manager to have current first aid.
* <span style="background: yellow;">Motion</span>: Anna: I move that we sign her up for WHMIS training. Adam: should we research whether this would be effective?  Alex: I've taken it and it's not that rigorous, it's mainly common sense.  Leila: something more institutional; talk to her and see what course she would find most appropriate.  Anna: '''I withdraw my motion.'''  Alex: I think it would be a good idea for BW manager to have current first aid.
* Action Items:  
* Action Items:  
**'''Duncan''' will send Coreen another note of thanks and praise for another excellent report.
** '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting.  (Duncan: remember budget for board & staff dev'pt!)
** '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting.  (Duncan: remember budget for board & staff dev'pt!)


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*re: 150$ budget
*re: 150$ budget
**Anna: can we give honoraria to presenters?  Adam: our budget is already not awesome; can we approve it with the caveat that it doesn't all HAVE to get spent?  Discussion re: this budget vs. overall budget.  Anna: goal is really zero; it's just that if we have a facilitator it would be nice to have something for them.  Duncan: if it comes up, run it by us and we can have an email vote.  Anna: should get approval from board in advance; point of subcommittee.  We are really hoping to spend no money but someone really awesome might come up.
**Anna: can we give honoraria to presenters?  Adam: our budget is already not awesome; can we approve it with the caveat that it doesn't all HAVE to get spent?  Discussion re: this budget vs. overall budget.  Anna: goal is really zero; it's just that if we have a facilitator it would be nice to have something for them.  Duncan: if it comes up, run it by us and we can have an email vote.  Anna: should get approval from board in advance; point of subcommittee.  We are really hoping to spend no money but someone really awesome might come up.
* Discussion notes:
* <span style="background: yellow;">Motion:</span> Anna moves to approve the $150 budget for the retreat, to come out of Board & Staff Development.  Seconded: Leila.  Opposed: Adam.  '''Carried'''.
* <span style="background: yellow;">Motion:</span> Anna moves to approve the $150 budget for the retreat, to come out of Board & Staff Development.  Seconded: Leila.  Opposed: Adam.  Carried.
* Action Items:  
* Action Items:  
**'''All Board members''' will complete the 3 parts (survey, 3 personal goals, group presentation) of the Board Inventory Kickass Evaluation (homework) by Friday Dec 28 and submit to Retreat Committee (Sarah, Lee, Anna).
**'''All Board members''' will complete the 3 parts (survey, 3 personal goals, group presentation) of the Board Inventory Kickass Evaluation (homework) by Friday Dec 28 and submit to Retreat Committee (Sarah, Lee, Anna).
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* '''Micah''' to book a room for Board Retreat ASAP. DONE.
* '''Micah''' to book a room for Board Retreat ASAP. DONE.
* '''Board Members''' to review [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dGNIaWhBUXEwWTdFOEFsOHZyLUpwWWc#gid=8 EBC Organization Contacts doc] re: updating your personal contact info.
* '''Board Members''' to review [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AiPA_mxTBvz1dGNIaWhBUXEwWTdFOEFsOHZyLUpwWWc#gid=8 EBC Organization Contacts doc] re: updating your personal contact info.
*Action items:
**'''Duncan''' will send Coreen another note.


=== Election of Board Executive - Update on VP (2 min)===
=== Election of Board Executive - Update on VP (2 min)===
* Update from Lee and Leila regarding VP position.  LEILA WINS.
* Update from Lee and Leila regarding VP position.  LEILA WINS.
* Discussion notes:
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)


=== Board Job Descriptions(10 min)===
=== Board Job Descriptions(10 min)===
* Anna and Duncan submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
* Anna and Duncan submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
* Discussion notes:
* Discussion notes:
**We will approve at nect meeting since it is 8.45 already.
**We will approve at next meeting since it is 8.45pm already.
**re: chair, though: description unclear so we should go over it.  Should we vote on a new chair each meeting or president de facto chair each time?  Perhaps resolve at next meeting; so this & pres job descript very imp as pres job descript currently says is chair.  Justin: at APIRG: a lot of sharing; if we were to do that it would be valuable to have some sort of workshop.  Leila: that's a skill I'd like to develop.  Duncan: also imp for committees.  Laila: would really value formal facilitation training.  Also difference b/w how we operate and what is in our descriptions.  Robert's clear that pres is chair.  What we choose to do could be different.  Micah: Rusty's Rules.  Duncan: anyway, go read 7 comment on all of these, esp chair & pres.  Sarah: something discussed for board retreat was process.  Collective responsibility, not nec chair.
**re: chair description unclear so we should go over it.  Should we vote on a new chair each meeting or president de facto chair each time?  Perhaps resolve at next meeting; so this & pres job descript very imp as pres job descript currently says is chair.  Justin: at APIRG: a lot of sharing; if we were to do that it would be valuable to have some sort of workshop.  Leila: that's a skill I'd like to develop.  Duncan: also imp for committees.  Leila: would really value formal facilitation training.  Also difference b/w how we operate and what is in our descriptions.  Robert's Rules clear that pres is chair.  What we choose to do could be different.  Micah: Rusty's Rules.  Duncan: anyway, go read 7 comment on all of these, esp chair & pres.  Sarah: something discussed for board retreat was process.  Collective responsibility, not nec chair.
* <span style="background: yellow;">Motion:</span> Anna moves to approve the 7 documents (board member job description, Prez + VP + Tresurer + Secretary, code of conduct, chairperson job description).
* Action Items: '''Anna''' will finalize job descriptions and it will be on agenda at January meeting.
* Action Items: '''Name''' will... by (deadline)


=== Board Chair (10 min)===
=== Board Chair (10 min)===
* Discussion from Nov meeting on having an outside Chair + 12 board members (vs. 11 + 1 chair). Hindle has offered his time and services to Chair.
* Discussion from Nov meeting on having an outside Chair + 12 board members (vs. 11 + 1 chair). Hindle has offered his time and services to Chair.
* Discussion notes: for next meeting
* Action Items: for next meeting
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)


== New Business ==
== New Business ==
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* Ethical Funding Policy is needed. Nov meeting had a lengthy discussion on what corporate sponsorships or partnerships we were comfortable with, what funding bodies were would or would not get monies from, implications of becoming a charity, etc.
* Ethical Funding Policy is needed. Nov meeting had a lengthy discussion on what corporate sponsorships or partnerships we were comfortable with, what funding bodies were would or would not get monies from, implications of becoming a charity, etc.
* Board Committee (possibly Finance or Fundraising Committee) could be created to draft this policy. Who is interested?
* Board Committee (possibly Finance or Fundraising Committee) could be created to draft this policy. Who is interested?
* Discussion notes:  Chris Chan: call it Funding Policy Committee.
* Discussion notes:   
* <span style="background: yellow;">Motion:</span>: Lee: I move to start an Ethical Funding Committee; seconded: Sarah.  carried.
**Chris Chan: call it Funding Policy Committee.
* Action Items: '''Name''' will... by (deadline)
* <span style="background: yellow;">Motion:</span>: Lee: I move to start an Ethical Funding Committee; seconded: Sarah.  '''Carried'''.
* Action Items: '''Board Member''' to take this committee on. Must be assigned asap.  


=== Conflict Style Inventory (30 min)===
=== Conflict Style Inventory (30 min)===
* Sarah will lead an activity on conflict style assessments.
* Sarah will lead an activity on conflict style assessments.
* Discussion notes: Sarah: I put this here when the agenda was empty.  Let's push it to the retreat.
* Discussion notes:  
**Sarah: I put this here when the agenda was empty.  Let's push it to the retreat.
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Sarah''' will complete this presentation at the board retreat.


=== Signing of Greater Victoria Cycling Commission letter to the Federal Transportation Minister ===
=== Signing of Greater Victoria Cycling Commission letter to the Federal Transportation Minister ===
* [https://docs.google.com/open?id=1eaTY6De7W3GzExWhpLz3Zd6GmA2jfDGKhfUlVChSVEBLZqfU-Msj6n-NsOVM Letter for review]
* Discussion notes: Duncan sent the email around this morning; Micah and Adam noticed some mistakes.
* Discussion notes: Duncan sent the email around this morning; Micah and Adam noticed some mistakes.
* <span style="background: yellow;">Motion:</span>: Leila: I move to put our name on the letter.  Adam: seconded. carried.
* <span style="background: yellow;">Motion:</span>: Leila: I move to put our name on the letter.  Adam: seconded. '''Carried'''.
* Action Items: '''Micah''' will send corrections by tomorrow.
* Action Items:  
 
**'''Micah''' will send corrections by tomorrow.
Here are the contents of the letter - Mr. Denis Lebel
**'''Duncan''' will send signed copy to GVCC.
Hon. Minister of Transportation, Infrastructure and Communities Government of Canada
Dear Minister,
We are writing you as representatives (of some) of the largest and most active urban cycling organizations in Canada. Each of our organizations has worked for years promote the benefits of safe and functional cycling infrastructure in Canada’s cities.
Over the last decade or so, all three levels of government have made significant contributions to the renewal of urban infrastructure. Federal infrastructure programs have been critical to the vitality of Canada’s towns and cities, and renewed funding for public transit has been especially welcome. We support the efforts and leadership of the Federation of Canadian Municipalities in this regard, and are engaged in ongoing dialogue with them.1
We are aware that existing federal infrastructure programs will end in 2014, and of the current effort to refocus those programs. Canada Bikes - our ‘national voice’ – made a submission to the Federal Long Term Infrastructure Plan Roundtable in October 2012.
In the present letter, we would like to underline our concerns directly to Minister Lebel and his staff. In sum, we strongly believe that cycling projects needs much higher recognition and commitment with regards to future infrastructure investments in Canadian cities. We recommend that two per cent of all federal infrastructure dollars being directed to cycling projects in Canadian cities and towns.
The Federal Gas Tax program (made permanent by your government) and Building Canada, for instance, have supported multiple investments to municipal roads, utilities and transit improvements and the like. In some cases, those investments are channeled into cycling improvements. At their discretion, some municipalities have chosen to improve or introduce bike lanes or other cycling improvements as part of a utility upgrade, road reconstruction or resurfacing.
But our research and observation indicate that – with some exceptions – such cycling improvements are too often incidental to a larger road or highway project, or clear opportunities to improve or introduce cycling-friendly design are often missed or ignored.
We believe that the federal government should create explicit ‘active transportation’ and ‘complete streets’ criteria for a large portion of infrastructure dollars spent on urban transportation projects.
1 Canada Bikes has recently responded in detail to the FCM submission to the Federal Long-Term Plan Roundtable.
Dec. 10, 2012
 
It is critical that any renewed federal infrastructure program reflect the changing shape of Canadian cities and the habits of their residents. Urban residents are driving less and own fewer cars. Current trends show a decline in total vehicle miles driven in North America. The percentage of young people with driver’s licenses is dropping.
Meanwhile, walking, cycling and transit use in Canadian cities is increasing. Canadian cities and towns are striving to introduce more mixed-use and compact developments, comprehensive cycling networks, safer and more walkable neighbourhoods. Many cities are implementing ‘complete streets,’ policies and projects, where local roads accommodate bikes lanes, new or wider sidewalks and space for transit service.
The benefits are many: higher real estate values, job creation, more robust local economies, reduced congestion, fitter and healthier residents, lower health care costs, reduced air pollution and fewer carbon emissions.
It is imperative that a renewed Federal Infrastructure Plan reflect and encourage the emergence of a ‘new urbanism’ in our cities, with its strong emphasis on an active transportation, alternatives to the single-occupancy vehicle and the growing demand and interest in cycling in Canada.
Thank you for your consideration,
Regards, Ed Pullman (on behalf of)
Greater Victoria Cycling Coalition
HUB (Vancouver)
British Columbia Cycling Coalition Kelowna Cycling Coalition GEdmonton
Winnipeg
Toronto Cycle Union
Toronto Coalition for Complete Streets Etc. etc.
cc:
Olivia Chow, NDP Critic for Transportation, Infrastructure and Communities Denis Coderre, Liberal Critic for Transportation, Infrastructure and Communities. .....Federation of Canadian Municipalities


== In Camera Session (__ min)==
== In Camera Session (__ min)==
Adam: I move we go in camera; Micah seconds; carried.
<span style="background: yellow;">Motion:</span> Adam: I move we go in camera; Micah seconds; '''Carried'''.


== Adjournment ==
== Adjournment ==
* <span style="background: yellow;">Motion:</span> Micah: I move to adjourn; Sarah seconds. carried.
* <span style="background: yellow;">Motion:</span> Micah: I move to adjourn; Sarah seconds. '''Carried'''.


[[Category:minutes]]
[[Category:minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2012-2013 Board minutes]]
[[Category:2011-2012 Board minutes]]
[[Category:2011-2012 Board minutes]]
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