Board Retreat Minutes October 2011: Difference between revisions
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Board Retreat Minutes October 2011 (view source)
Revision as of 23:35, 16 November 2011
, 16 November 2011→8. Portfolios & Policies
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== Board Retreat Minutes October 29-30, 2011 == | == Board Retreat Minutes October 29-30, 2011 == | ||
== Saturday Attendance == | |||
* Meeting Chair: Anna | * Meeting Chair: Anna | ||
* Minute-taker: Elicia | * Minute-taker: Elicia | ||
| Line 11: | Line 11: | ||
* Guests: n/a | * Guests: n/a | ||
== 1. People In The Room == | |||
* 5 min biographies | * 5 min biographies | ||
== 2. Good Meetings == | |||
=== 2.1 retreat baselines === | |||
* purpose of retreat/meetings | * purpose of retreat/meetings | ||
* group expectations, ground rules | * group expectations, ground rules | ||
| Line 30: | Line 30: | ||
** Recuse yourself if there is a conflict of interest with a topic being discussed. Ensure transparency by having your name in the minutes noting that you 'stand aside' for the vote on the topic. | ** Recuse yourself if there is a conflict of interest with a topic being discussed. Ensure transparency by having your name in the minutes noting that you 'stand aside' for the vote on the topic. | ||
=== 2.2 honouring time and energy === | |||
* effective communication and listening (covered in 2.1) | * effective communication and listening (covered in 2.1) | ||
* time commitment (covered in 2.1 with these additions) | * time commitment (covered in 2.1 with these additions) | ||
| Line 36: | Line 36: | ||
** Board must establish manageable number of goals (Strategic Plan) for the year, not bite off more than we can chew | ** Board must establish manageable number of goals (Strategic Plan) for the year, not bite off more than we can chew | ||
== 3. Board Basics == | |||
=== 3.1 type, structure === | |||
* EBC is a | * EBC is a | ||
=== 3.2 roles, responsibilities, rewards === | |||
=== 3.3 skills, issues === | |||
== | == '''Potluck lunch''' == | ||
== 4. Job Description == | |||
=== | === 4.1 contracts, commitments === | ||
=== 7. Board Members Ambassador Tools & Techniques == | == 5. Defining Members & Membership == | ||
=== 5.1 vision, mission === | |||
=== 5.2 anti-oppression as a foundation === | |||
== 7. Board Members Ambassador Tools & Techniques == | |||
* moved from Sunday's agenda items | |||
=== 7.1 documenting time commitment === | |||
* office hours | * office hours | ||
=== 7.2 print, online, communications === | |||
* engaging your networks to grow our membership | * engaging your networks to grow our membership | ||
* recruiting committee volunteers | * recruiting committee volunteers | ||
== Sunday Attendance == | |||
* Meeting Chair: Anna | * Meeting Chair: Anna | ||
* Minute-taker: Duncan | * Minute-taker: Duncan | ||
| Line 69: | Line 71: | ||
* Guests: n/a | * Guests: n/a | ||
== 6. EBC Past & Present == | |||
* beginnings, milestones, changes in capacity/structure | * beginnings, milestones, changes in capacity/structure | ||
==== 6.1 strategic plan 2003, 2011 ==== | ==== 6.1 strategic plan 2003, 2011 ==== | ||
* current topics | * current topics | ||
== 7. Board Members Ambassador Tools & Techniques == | |||
* continued from yesterday | |||
=== 7.2 print, online, communications === | |||
* formal and informal communication | * formal and informal communication | ||
* wiki, website, shop, social media, community events | * wiki, website, shop, social media, community events | ||
== 8. Portfolios & Policies == | |||
=== 8.1 creating content === | |||
* types of policies | * types of policies | ||
* existing policies, gaps | * existing policies, gaps | ||
| Line 87: | Line 90: | ||
* Chairing, Terms of Reference, reporting back | * Chairing, Terms of Reference, reporting back | ||
'''Catered Lunch''' | == '''Catered Lunch''' == | ||
== 9. Executive Committee Voting == | |||
* job descriptions | * job descriptions | ||
* voting | * voting | ||
* transition plan | * transition plan | ||
== 10. Meeting Basics == | |||
=== 10.1 agendas, facilitation, decision-making === | |||
* what makes a good agenda? | * what makes a good agenda? | ||
* facilitation, group ground rules | * facilitation, group ground rules | ||
| Line 101: | Line 104: | ||
* minutes | * minutes | ||
* communication outside of meetings | * communication outside of meetings | ||
=== 10.2 how to read a financial statement === | |||
* legal liability | * legal liability | ||
Duncan's notes from Sunday | |||
* EBC Past and Present | |||
** Listened to the MP3 from past president | |||
EBC Past and Present | * Review of Stategic plans from 2003 and 2011 | ||
Review of Stategic plans from 2003 and 2011 | ** reviewed accomplishments and challenges | ||
EBC has a 3 year lease signed with the Nigerian Association in 2010 | * EBC has a 3 year lease signed with the Nigerian Association in 2010 | ||
The 2011 Strategic Plan has to be honed down to something more manageable. We did get this done. Neil color coded the various directives. | The 2011 Strategic Plan has to be honed down to something more manageable. We did get this done. Neil color coded the various directives. | ||
The Point of Sale system issue needs to be addressed. Apparently the Good Life in Calgary has an open source solution that could be a great fit for us. Needs to be investigated further as Chris's plan to build a custom one has fallen through. | * The Point of Sale system issue needs to be addressed. Apparently the Good Life in Calgary has an open source solution that could be a great fit for us. Needs to be investigated further as Chris's plan to build a custom one has fallen through. | ||
* BikeWorks issue - have clipboards on every stand to track time, parts etc for billing | |||
The issue of ethical funding came up | * The issue of ethical funding came up | ||
We need to develop a policy manual ie. how do we develop policy and for advocacy priorities we need 3-6 definitive asks | ** Should we or shouldn't we seek money from companies like Shell? | ||
We should book and organize a CanBike course for the board in the Spring | ** Need to develop a policy manual on this issue for clearer directives for Anna | ||
* We need to develop a policy manual | |||
** ie. how do we develop policy and for advocacy priorities | |||
** we need 3-6 definitive asks | |||
* We should book and organize a CanBike course for the board in the Spring | |||
'''Bernadette''' to talk to Steph, Micah about nominations for Secretary position. | * '''Bernadette''' to talk to Steph, Micah about nominations for Secretary position. | ||
Appoint incoming exec today. Some board members not in attendance today. We will all vote online re: incoming exec positions. Send votes to Bernadette. From the results of that vote, outgoing and incoming exec will meet throughout November to discuss transition. Official vote for new executive will occur at the December board meeting. | ** Appoint incoming exec today. Some board members not in attendance today. We will all vote online re: incoming exec positions. | ||
** Send votes to Bernadette. From the results of that vote, outgoing and incoming exec will meet throughout November to discuss transition. | |||
** Official vote for new executive will occur at the December board meeting. | |||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2011-2012 Board minutes]] | [[Category:2011-2012 Board minutes]] | ||
[[Category:2010-2011 Board minutes]] | [[Category:2010-2011 Board minutes]] | ||