Spoke Committee
Spoke Committee 2011-2012
- Chair: (name)
- Members:
- (name)
- (name)
Topics of focus
- Develop Spoke goals, structure, and program parameters
- Develop volunteer system
- Supervise opening and setup of Eastwood School location
- Work with Rotary Club to develop paperless curriculum
- Formalize relationships with program partners
- Formalize program policies, insurance, etc.
- First re-launch of the Spoke in January, including leveraging media & PR
- Second re-launch in spring to promote Spoke and BikeWorks North
- Oversee ongoing grants and seek new funding and partnerships
- Export Spoke program to other communities (free? licensed?)
Terms of Reference
- The Terms of Reference (TOR) is used by a committee as a tool to help it guide its own direction, as well as to make clear its powers, boundaries, and role within the broader organization. It should answer most general questions that would arise during its work regarding the committee's relationship to the rest of EBC's governance structure. (e.g. does the hiring committee directly make job offers, or does it simply make hiring recommendations to the Board?) It should also answer, "what will this committee accomplish, what can I do as part of this committee, and why do we want to do this?"
- The TOR must be clear, specific, and tangible. The purpose of it isn't to be a meaningless form: it should provide clear guidelines and measurable goals.
- The following questions are examples of the kinds of considerations to make. The TOR doesn't have to answer every question, or go into every detail, nor are the questions exhaustive.
General Purpose
The Spoke is a relatively new program to mentor and teach bicycle mechanic skills to inner-city youth. Initially focused on youth involved with bicycle-related crimes, but now expanded to welcome all community members, The Spoke was fully taken on as a service of EBC in 2011. With support from the Stollery, Rotary, ECF, EPS, the City, and others, we are working in close partnership with Alberta Ave NET team to develop this program. It's already gained national and international media attention, and the funding and support targeted at the Spoke has allowed EBC to finally come close to realizing a stable, northside/downtown location.
The Spoke Committee will oversee and direct the development of this new program. It will direct staff and volunteer resources to ensure that the program is developed into a strong, sustainable, valuable program and with appropriate oversight and clear leadership. The Spoke is a key program for EBC, drawing exceptional community support (both financial and goodwill), publicity, and providing a remarkable opportunity for social change. Additionally, professional digital curriculum development with support from the Rotary will allow us to share our work with other communities across North America, so that we can simply send a web link to a bike group in Saskatoon or Chicago, and they can use our website and materials to replicate the program in their own community.
Key Duties and Responsibilities
Level of Authority
- Can the Committee speak for the board in discussions with Spoke partners?
- EBC spokesperson authority for The Spoke?
- Spending authority?
- Grant-writing and submission (on behalf of EBC) authority?
- How many hours of staff time can The Spoke Committee control?
Reporting Relationship
- Written reports will be submitted at the end of each month, including:
- Number of sessions
- Number of youth
- Number of volunteers
- Progress of physical facility development
- Progress of program development
- Issues of concern
- Outstanding tasks
Composition and Appointments
- How will the chair be nominated?
- Who will select the chair from nominations?
- Who should be ex officio members?
- How will members be selected?
- Can the chair appoint members?
- How many members should there be?
- Who should individual committee members represent? e.g. 1 person from the mountain biking community, 1 person with urban planning experience, etc.
Meetings
- How frequently will the committee meet, at minimum?
Resources
Financial
- How much money, and over what time period, will the committee need to complete its goals?
Staff
- How many volunteers will be needed?
- How many hours of volunteer time?
- What are the key volunteer roles?
- What kind of paid staff time is needed?
- Are paid staff required for meetings?
- How many hours of staff time is needed?
Specific Annual Objectives
- Goals with numbers, dates (e.g. 200 new members by June 2010)
- Goals made measurable (e.g. 20% improved BikeWorks user satisfaction, measured using a survey developed by the committee)
- Reason for prioritizing of these goals, if not clear
Reports and Target Dates
- e.g. user satisfaction report published one month prior to the AGM
Review and Evaluation Process
- How will progress and projects be evaluated?
- When?
- Who?
- How often?
- Using reports?
- How will stats be collected?
Approval Date and Review Date
- When was this TOR approved by the board?