Bike Edmonton - User contributions [en]

Board Minutes July 2018

2018-07-10T00:19:03Z

Ali.charkeih:

'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''

== EBC Board Meeting Minutes for July 2018 ==

Board meetings are open to the EBC members and the public.

* Date: Monday, July 9, 2018
* Location: Room 113 Education South [http://www.campusmap.ualberta.ca/?l=53.523734163366676,-113.52514466156002&z=16&c=&campus=south_campus&dirA=9305%20111%20avenue%2C%20edmonton&dirB=Education%20Centre%20South%20(ED)&dirAPos=&dirBPos=53.523278%2C-113.523467&travel=BICYCLING Education South], University of Alberta
* Start Time: 6:30pm

Please RSVP to [mailto:board@edmontonbikes.ca board@edmontonbikes.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: Geoff
* Minute-taker: Jasmine
* Food by: Helen
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Meeting called to order by ________ at ______ pm.

== Logistics for Next Meeting ==
* Date: Monday, August 13, 2018 6:30pm
* Location: U of A, Education South 113
* Chair:________
* Minute-taker: Jasmine
* Food by: _______
----
_

== Approval of Agenda, Minutes, Reports (5 min) ==
{{Motion
|motion=To approve this July 9 agenda, the [[Board Minutes June 2018|June 2018]] minutes, and reports as presented below.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

=== President's Report - Jeremy ===
* [ Presidents Report July 2018]
'''President's Report Discussion'''
*

=== H.R. Committee Report - Nancy ===
* [https://docs.google.com/spreadsheets/d/1I42cRzGSsgIJdxvpRj7wvEnYZkXRkn-3P5KmoP05nxc/edit?ts=5a98bae3#gid=875505195 HR Workplan]
* [https://docs.google.com/document/d/1rTaOzuZ0yoyRWNnKbA78BLVxD2-5Zk3vMayoZtkkjq0/edit Volunteer Engagement Motivations and Barriers 2018]
'''HR Report Discussion'''
*

=== Treasurer's Report - Ali ===
* [Treasurer's Report June 2018]
* [https://docs.google.com/document/d/12Vfc014iU789UsF3AtUfzEv02qkFp3Z6oEpssvYkhb4/edit]
'''Treasurer's Report Discussion'''

* Geoff would like to discuss BikeWorks North renovation commitment given various other items from budget
** shop fee increase was in the budget for the whole year, and did not happen (will only be in for 3 weeks of the fiscal year)
** had significant rental income in the budget - we've cancelled that program (and it was over estimated)
** had significant grant revenue increases in budget - my understanding is Molly doesn't think that will happen
** on the up side, we are ahead on bike sales as of the end of April
* Geoff suggests it is risky to commit to expenses, without doing some fundraising first, especially since we expect we will not hit budget on various other items

=== Administrative Committee Report - Jonathan/Ali ===
* [https://docs.google.com/spreadsheets/u/1/d/1ApIHCnNd4wf6G2-5-0587CwmarmsdHEFFrilF9j7bps/edit?usp=gmail#gid=1732529024 Administrative Committee Workplam]
* [https://docs.google.com/document/d/1jd0nFiYE4ANGkFySWJFLtT55NNQx3aHIxhkagP7Cx0k/edit?ts=5b3fcc99 Administrative Committee July 2018 report]

=== Strategic Planning Committee Report ===

[https://docs.google.com/document/d/1i13Jdzdnl2v0Mjo0rrRP6KJLwmDbdISqTVhMLrWmoqs/edit# June Meeting Notes]
[https://docs.google.com/spreadsheets/d/1FJhjwzm3MKe3lXdXpfoD50vXMZ1PWw35zIZHMBnzHFU/edit?pli=1#gid=289189497 Work Plan]

== Current and Completed Business ==

=== Volunteer Survey update - Nancy (15 min)
*

=== Executive Committee update on staffing models - Jeremy and Nancy (30 min)
*

=== End-of-term Evaluation - Jasmine (5 min)
*

=== Annual General Meeting Location - Jasmine (5 min)
*

== New Business ==

=== In Camera: ===
{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

{{Motion
|motion=
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

== Adjournment ==
{{Motion
|motion=To adjourn the meeting at _____.
|first=
|second=
|yes=
|no=
|abstain=
|result=
}}

[[Category:minutes]]
[[Category:2017-2018 Board minutes]]

Administrative Committee

2018-01-24T03:37:09Z

Ali.charkeih: /* Topics of focus */

= Administrative Committee 2017-2018 =
* '''Chair:''' Ali Charkeih
* '''Members:'''
** Helen Frost
** Kabir Nadkarni
** Mike Sacha
** Jeremy Shephard
** Jonathan Woelber

= Topics of focus =
* Operations Management - Establish an organizational structure for Bike Edmonton Operations
* Re-branding - Provide oversight and direction for re-branding are met
* Events and Programs - Provide a strategy for designing program and events that support the operational goals and objectives
* Margins and Fee Reviews - Develop new pricing strategy at shops with the help of the staff
* Grant Applications and seeking donations - Review of grant applications, and submissions and ensuring criteria are successfully met. Building and executing a plan to collect corporate and personal donations

= 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 raison d'être for this committee?

= Key Duties and Responsibilities =

== Level of Authority ==
* Is the committee's work public-facing?
** Can the committee make decisions regarding public-facing matters?
** Is board approval required?
** Publications, blogs, and public representation?

* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?

== Reporting Relationship ==
* Who will submit reports?
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?

= 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?
* What meeting process will be used? (eg. Robert's Rules, Rusty's Rules)
* What decison making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc)

= Resources =

== Financial ==
* How much money, and over what time period, will the committee need to complete its goals?

== People ==
* 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?

= Meetings Minutes =
* [[Committee Name Minutes November 2011]]
* [[Committee Name Minutes December 2011]]
* [[Committee Name Minutes January 2012]]

Administrative Committee

2018-01-24T03:36:28Z

Ali.charkeih: /* Topics of focus */

= Administrative Committee 2017-2018 =
* '''Chair:''' Ali Charkeih
* '''Members:'''
** Helen Frost
** Kabir Nadkarni
** Mike Sacha
** Jeremy Shephard
** Jonathan Woelber

= Topics of focus =
* Operations Management - Establish an organizational structure for Bike Edmonton Operations*
* Re-branding - Provide oversight and direction for re-branding are met
* Events and Programs - Provide a strategy for designing program and events that support the operational goals and objectives
* Margins and Fee Reviews - Develop new pricing strategy at shops with the help of the staff
* Grant Applications and seeking donations- Review of grant applications, and submissions and ensuring criteria are successfully met. Building and executing a plan to collect corporate and personal donations

= 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 raison d'être for this committee?

= Key Duties and Responsibilities =

== Level of Authority ==
* Is the committee's work public-facing?
** Can the committee make decisions regarding public-facing matters?
** Is board approval required?
** Publications, blogs, and public representation?

* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?

== Reporting Relationship ==
* Who will submit reports?
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?

= 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?
* What meeting process will be used? (eg. Robert's Rules, Rusty's Rules)
* What decison making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc)

= Resources =

== Financial ==
* How much money, and over what time period, will the committee need to complete its goals?

== People ==
* 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?

= Meetings Minutes =
* [[Committee Name Minutes November 2011]]
* [[Committee Name Minutes December 2011]]
* [[Committee Name Minutes January 2012]]

Administrative Committee

2018-01-24T03:35:53Z

Ali.charkeih: /* Topics of focus */

= Administrative Committee 2017-2018 =
* '''Chair:''' Ali Charkeih
* '''Members:'''
** Helen Frost
** Kabir Nadkarni
** Mike Sacha
** Jeremy Shephard
** Jonathan Woelber

= Topics of focus =
* Brief point form summary of major focus
* Operations Management - Establish an organizational structure for Bike Edmonton Operations*
* Rebranding - Provide oversight and directtion for rebranding are met
* Events and Programs - Provide a strategy for designing program and events that support the operational goals and objectives
* Margins and Fee Reviews - Develop new pricing strategy at shops with the help of the staff
* Grant Applications and seeking donations- Review of grant applications, and submissions and ensuring criteria are successfully met. Building and executing a plan to collect corporate and personal donations
*

= 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 raison d'être for this committee?

= Key Duties and Responsibilities =

== Level of Authority ==
* Is the committee's work public-facing?
** Can the committee make decisions regarding public-facing matters?
** Is board approval required?
** Publications, blogs, and public representation?

* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?

== Reporting Relationship ==
* Who will submit reports?
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?

= 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?
* What meeting process will be used? (eg. Robert's Rules, Rusty's Rules)
* What decison making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc)

= Resources =

== Financial ==
* How much money, and over what time period, will the committee need to complete its goals?

== People ==
* 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?

= Meetings Minutes =
* [[Committee Name Minutes November 2011]]
* [[Committee Name Minutes December 2011]]
* [[Committee Name Minutes January 2012]]

Administrative Committee

2018-01-24T03:33:42Z

Ali.charkeih: /* Administrative Committee 2017-2018 */

= Administrative Committee 2017-2018 =
* '''Chair:''' Ali Charkeih
* '''Members:'''
** Helen Frost
** Kabir Nadkarni
** Mike Sacha
** Jeremy Shephard
** Jonathan Woelber

= Topics of focus =
* Brief point form summary of major focus
* topic
* topic

= 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 raison d'être for this committee?

= Key Duties and Responsibilities =

== Level of Authority ==
* Is the committee's work public-facing?
** Can the committee make decisions regarding public-facing matters?
** Is board approval required?
** Publications, blogs, and public representation?

* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?

== Reporting Relationship ==
* Who will submit reports?
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?

= 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?
* What meeting process will be used? (eg. Robert's Rules, Rusty's Rules)
* What decison making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc)

= Resources =

== Financial ==
* How much money, and over what time period, will the committee need to complete its goals?

== People ==
* 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?

= Meetings Minutes =
* [[Committee Name Minutes November 2011]]
* [[Committee Name Minutes December 2011]]
* [[Committee Name Minutes January 2012]]

Administrative Committee

2018-01-24T03:32:36Z

Ali.charkeih: /* (Administrative Committee) 2017-2018 */

= (Administrative Committee) 2017-2018 =
* '''Chair:''' (Ali Charkeih)
* '''Members:'''
** (Helen Frost)
** (Kabir Nadkarni)
** (Mike Sacha)
** (Jeremy Shephard)
** (Jonathan Woelber)

= Topics of focus =
* Brief point form summary of major focus
* topic
* topic

= 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 raison d'être for this committee?

= Key Duties and Responsibilities =

== Level of Authority ==
* Is the committee's work public-facing?
** Can the committee make decisions regarding public-facing matters?
** Is board approval required?
** Publications, blogs, and public representation?

* What authority does the committee have to make decisions involving cash? Limits, thresholds?
* What powers regarding privacy, security?
* Access to member information?
* Can the committee enter into contracts (verbal included) on behalf of EBC?
** What kind?
** Board approval required?

== Reporting Relationship ==
* Who will submit reports?
* How often will reports be made?
* When will they be submitted?
* How will they be submitted (written, oral)?

= 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?
* What meeting process will be used? (eg. Robert's Rules, Rusty's Rules)
* What decison making style will be used? (eg. Majority (51%) vote, 75% majority vote, consensus, etc)

= Resources =

== Financial ==
* How much money, and over what time period, will the committee need to complete its goals?

== People ==
* 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?

= Meetings Minutes =
* [[Committee Name Minutes November 2011]]
* [[Committee Name Minutes December 2011]]
* [[Committee Name Minutes January 2012]]