Bike Edmonton - User contributions [en]

Board Minutes November 2012

2012-11-21T08:43:45Z

James P: /* Switching to Spark for our Electricity bill */

== Attendance ==
* Meeting Chair:
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*
* Sunday January 6, 2013 Board Retreat (time, location TBA)

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]

Most of my volunteer time as president has been focused on the Complete Streets Strathcona project. We've had a meeting, done some strategic planning, held an open house and synthesized the data into a map. You can see a recap of what we've done so far here - [http://edmontonbikes.ca/complete-streets-strathcona/]

CSS is advocating for safe and comfortable bicycling infrastructure in Old Strathcona. We're focusing on 83rd ave and the 104th street counterflow bus lane.

The next steps happen after the summary of findings from our open house is done. We're going to open up the map that is on that page to anyone who has an idea for infrastructure in that area. We're going to have a general meeting and set some goals for the subgroups we've created.

I've set up a meeting with Bob Boutillier, the general manager of transportation in December. He's aware of our project. We're going to let him know what our objectives and processes are and what we're looking for.

I've contacted the city's open data catalogue to follow up on a request I made for the city to open up the data it collects already for cycling. No movement so far on that.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
=== Committee 1 Report ===
[[Committee 1 Report (Month) (Year)|Committee 1 Report]]
=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== Business Item 1 ===
*

=== Switching to Spark for our electricity bill ===
* Deferred from [http://edmontonbikes.ca/w/Board_Minutes_October_2012#Switching_to_Spark_for_our_electricity_bill Last meeting]

== New Business ==

=== Board Elect ===
* Vote whether Sarah's "conflict of interest" prevents her from becoming a board member

=== Election of New Board Executive ===
* We were supposed to elect new exec within 1 month of our AGM, i.e. Oct 30 2012: "The Board is required to hold a meeting... within one calendar month of the AGM. The date for this meeting must be set at the AGM. At this meeting, the Board shall elect a President, Vice President, Secretary, and Treasurer" (quoted from 2011 Bylaws under [[http://edmontonbikes.ca/w/Bylaws_(2011)#Duties_of_the_Board_of_Directors Duties of the Board of Directors point a]])
* Review draft job descriptions for President, VP, Treasurer, Secretary
* Nominations and elections

=== Document Storage Policy ===
* [[Document Storage Policy]]
* Section 1a appears to have a typo: "There must be a reasonable assumption that the service provider will not <strike>be </strike>lose the documents or discontinue service in the foreseeable future."
* Google does not guarantee compliance with section 1c: "Documents should be accessible by each of the board members." Since the software is stored server side, and is often changed without notice. Even if notice is given, it is often impossible to opt out or roll back from the change.
* Section 3 is not clear if a physical location must be known, or it a Uniform Resource Indicator is sufficient to disclose the location.
* James Phillips is uneasy with our apparent new reliance on Google. In particular, it appears that the Corporate Google accounts are being used as a form of Information Rights Management, which can never work since that would violate the law of cause and effect.

=== Sub Committee to Organize January 6th Retreat ===
* temporary sub committee needed to draft retreat agenda, organize logistics, gather required materials for orientation, plan activities for "working together"/group dynamics, food, etc.

=== Board Contact Info ===
* What is each person's preferred method of contact? Email, phone, text?
* Collect current contact info

=== New Business Item ===
*

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes November 2012

2012-11-19T07:38:47Z

James P: /* Document Storage Policy */ Section 1C

Board Minutes November 2012

2012-11-19T07:21:56Z

James P: /* Document Storage policy */

Board Minutes November 2012

2012-11-19T06:57:57Z

James P: Created from agenda template

File:IMC June2012.pdf

2012-07-09T23:41:45Z

James P: uploaded a new version of "File:IMC June2012.pdf": Second interim version.

Report covers lessons learned from network cable measuring and Spoke computer CentOS test projects. -- Interim version --

Board Minutes July 2012

2012-07-09T20:12:56Z

James P: /* Information Management Committee Report */

These minutes are not yet approved.

== EBC Board Meeting Minutes for July 9, 2012 ==

* Time: 6:30
* Location: Room 101, U of A Law Building.
* Food by: Duncan

== Call to order ==

* Call to order:
* In attendance:
* Regrets:
* Absent:
* Guests:

* Chair: Bernadette
* Minute-taker: Micah

== Approval of agenda ==

== Approval of minutes ==

== Next meeting ==
* Date:
* Location: Law 101
* Food:

== Reports ==
=== President's Report ===

=== Treasurer's Report ===

=== Executive Director's Report ===

=== BikeWorks Report ===

=== Committee Report ===

=== Information Management Committee Report ===
[[File:IMC June2012.pdf]]

== Old business ==

=== Action Items from Last Meeting ===

==== Carried forward from earlier meetings ====

==== New action items from last meeting ====

== New business ==

===Casino call-out===
===Use of BW space for functions===
===LRT bike racks/art===

== In Camera ==

== End of Meeting ==

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

File:IMC June2012.pdf

2012-07-09T20:11:04Z

James P: Report covers lessons learned from network cable measuring and Spoke computer CentOS test projects. -- Interim version --

Report covers lessons learned from network cable measuring and Spoke computer CentOS test projects. -- Interim version --

Board Minutes June 2012

2012-06-08T21:33:00Z

James P: /* Information Management Committee Report */ why no work?

These minutes are not yet approved.

== EBC Board Meeting Minutes for June 11, 2012 ==

* Time:
* Location:
* Food by:

== Call to order ==

* In attendance:
* Regrets:
* Absent:
* Guests:

* Chair:
* Minute-taker:

== Approval of agenda ==
* Motion to approve by . Seconded by .

== Approval of minutes ==
* Motion to approve May 2012 minutes by . Seconded by .

== Next meeting ==
* Date:
* Location:
* Food:

== Reports ==
=== President's Report ===

=== Treasurer's Report ===

=== Executive Director's Report ===

=== BikeWorks Report ===

=== Committee Report ===

=== Information Management Committee Report ===
[[File:IMC may2012.pdf | Information Management Committee May 2012 report]]

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
==== New action items from last meeting ====

== New business ==
===Transportation Reimbursement Policy===
[[Transportation Reimbursement Policy]]

== In Camera ==

== End of Meeting ==

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

Board Minutes May 2012

2012-06-08T21:16:54Z

James P: /* Information Management Committee */ oops, broke link

These minutes are not yet approved.

== EBC Board Meeting Minutes for May 10, 2011 ==

* Time: 6:30pm
* Location: LAW 101
* Food by: Lee

== Call to Order ==
* Time: 6.40 pm

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Micah
* Board attendance: Bern, Micah, James, Alex Choby, Adam, Duncan, Lee
* Staff attendance: Chris Chan
* Regrets: Steph, Neil, Chris Corrigan
* Absent: Brett, Paul
* Guests: none

== Approval of Agenda ==

Going over agenda; approval.
Duncan: I move to approve this month's agenda.
Seconded: Bern.
Carried.

== Approval of Last Month's Minutes ==

Last month's minutes: too chatty and informal, stop being so silly. OK. content good.

:Duncan: I move to approve last month's minutes.
:Seconded by Adam.
:Carried.

== Date, Location & Food for Next Meeting ==
*Date: [extensive consultation of respective calendars] Monday 11 June @ 6.30
*Location: Micah will attempt to book same room again, Law 101
*Chair: Duncan
*Food: Adam

== Reports ==

=== President's Report ===

There isn't one because Adam was busy doing governance and exams.

=== Treasurer's Report ===

There isn't one owing to fiscal dates not aligning with meeting dates.

===Executive Director's Report ===

discussion last year about changing membership to twice a year (i.e. membership good for one year to 18 months).
Duncan questions for clarification
Adam: what's up with Alex taking June off? Chris: he is, it's on the google calendar which you all have access to.
Bern: do you need any guidance on anything in/to do with your report? Feedback? Chris: not needed, but some points wouldn't mind. [discussed a few points off report]

===BikeWorks Report ===

Alex sent it out, none of us have read it cos it kind of slipped under our respective radars. Going over it now.

=== Information Management Committee ===
[[File:IMC Apr2012.pdf | Information Management Committee April 2012 report]]

James filed a quite lengthy report via the wiki (above) but none of us realised it. Going over now. TOR to be approved. Looking over. Some discussion.

'''Action item''': all board members to read James' TOR, edit at will within reason. Or at least initiate email discussion if concerns

=== Advocacy Committee Report ===

Duncan's main concern/point discussed in New Business below (LRT bike parking/public art).

== Current & Completed Business ==
===Action Items===
*Last month's action items:
**FB event & advocacy email: got added to newsletter. Add page on website re: ward reps.
**MBC: shelving: did not follow up, sorry. Chris says he's since obtained shelving
**reports were a bit last-minute but arrived before meeting. CC said actually did it a couple weeks ago but forgot to send it out.
**bike parking art stuff: see agenda item below.
**AB did verily obsess over Cycling Event Promotion Policy
:: Adam: I move that we pass the Cycling Event Promotion Policy
:: Duncan seconds
:: Carried; Alex Choby abstained because she was not at last meeting and has not had chance to read it.

*New Action items
**'''Action item''': MBC & CC: still to discuss library-archives

=== Cycling Event Policy ===
[[Cycling Event Promotion Policy]]

== New Business ==

=== Casino volunteer recruitment letter (Micah) ===

*Bern: forms
*Micah: I'll resend my draft email for feedback before it goes to the masses '''action item!'''
*Adam: who should work casinos??? parents of Spoke participants! parents of special needs learn to ride course too says Chris!
*Micah: '''action item''': get back to emails from folks interested in casino volunteering!'''

===Summer Student===

*What's to discuss?
*CC: May I have authority to make hiring decision? Whose responsibility? HR committee? Chris' responsibility to do hiring, it's only summer staff. Adam: would like Chris and Alex to do it. Would you like us to move to give you the authority to hire a summer student?
:Adam: I move to grant Chris the authority hire our summer student.
:Bern: I second.
:carried.

===BW North===
*fencing the yard: AH requested 1500$+ for materials. Most of us consider this to be reasonable and we trust Alex's judgment etc. But: can we afford it? If we don't hire 2nd summer student we could def afford it.
:Micah: I move to grant permission and no more than 2000$ for the construction of a fence at BikeWorths North.
:Bern: seconds.
:carried.

*Signage: AH has also requested funds for signage. We are unclear about what Stollery grant can be applied to - things connected to Spoke? Shall we authorise $ for high-quality exterior sign and less $ for lower-quality interior sign?
**'''Action item''': Chris will tell AH to purchase exterior sign and investigate cheaper alt for interior sign

*Alarm: purchased security system for BWN motion sensors, all kinds of sensors, to be hooked into phone system, no monthly fee cos it will just call our cell phones (up to 6 numbers). CC: are you concerned that we should get an actual monitored system, considering the area? Bern: does the existing make lots of noise? CC: yes, and it's off-board so you can't just like punch it or something to shut it up.

*Stollery grant: what do we know? still 5000$ left, to be allocated how? re-allocatable? Kris A might know - AH to talk to him apparently.
**'''Action item''': Chris to talk to Alex about talking to Kris.

*Advertising: advertise north shop more so folks know it's there. Folks generally agree this is a good idea. Posters? Handbills? CC says posters in businesses less effective than handbills and more $. And garden opening happening 2 June. Adam says posters could be good, could be more demand, Adam basically volunteering to poster neighbourhood.
**'''Action item''': CC will make legal-sized B&W posters.

===BW South===
*Limiting access: too many in shop at once: dangerous and unproductive, volunteers can't help everyone. AH: perhaps can't have bike in shop if don't have stand. Operational. Desk at front to say oh no stands…… Anyway, Ops so not our purview.

*Special Needs supports: increase in volunteers with special needs: how to encourage, accommodate without impinging on effectiveness of running shop etc.
:AC: it's going to be case by case, probably, because of differences in individuals etc. Have changes talked about by AC and Pals been implemented?
:CC: no.
:AC: a lot of changes would just be good to have anyway. eg clear system to have volunteers identifiable. would benefit everyone. These things discussed with Pals that are specific and would benefit everyone and should have been done a long time ago, should be implemented with some urgency. But one of the special needs volunteers comes in with aide. Trish wants for people to build relationships with Peter. Meetings on weekly basis? Difficult to accommodate. Should Peter maybe have an aide to help him navigate?
:CC: Alex meeting with PP once a week could be reasonable, both are there like every day.
:AB: should we tell AH that current level of support is appropriate but when questions arise he request to consult with inclusion committee?
:AC: do we need policy about degree to which issues are addresses by project(?) manager?
:CC: if it doesn't look like we can handle it we can just say no.
:AC & BB: not nice to have someone required to bring an aide.
:AC: risk mgmt, liability? We can cross those bridges when we come to them.

**Proposed changes are in the pipeline; it's a matter of getting all our stuff done, EBN etc. Hence the usefulness of getting a host for EBS. So, under control/in progress for now. 
**Volunteer certification in works will reinforce training.

*Price Increases: possible need to do this on new parts. Not a board thing! So pass.

===LRT Bike Parking/Public Art===

*currently in design phase for SW LRT. DK says we should lead the proposal to have public art = bike parking at LRT stops. organise community members, other citizens, etc. to support this. large contingent of metal artists & sculptors in E'ton. proposals to Strathearn & Cloverdale comm. leagues. DK wants to build a website for this great big proposal/project. Wants to act as spokesperson for this project.

*Funds for domain and hosting: 20$ and 10$/month respectively unless we share domain and then 'we are laughing'. Subdomain! says CC.

*interested in helping? come to mtng (yet to be announced)

*AB: can we just say that sounds like a really good idea.

== In Camera Session ==
(CC to be excused)
:Bern: I move for us to go in camera.
:Duncan seconds.
:Carried.

== Adjournment ==

:Micah: I move to adjourn.
:Lee: seconds.
:Carried.

*I (Micah) regret to note that I failed to write down the time of adjournment. However, based on the save history of the text document I was taking minutes into, it was at approximately 8.11 pm. It was the shortest meeting this incarnation of the board has yet experienced.

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

Board Minutes May 2012

2012-06-08T21:08:36Z

James P: /* Information Management Committee */ descriptive link.

These minutes are not yet approved.

== EBC Board Meeting Minutes for May 10, 2011 ==

* Time: 6:30pm
* Location: LAW 101
* Food by: Lee

== Call to Order ==
* Time: 6.40 pm

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Micah
* Board attendance: Bern, Micah, James, Alex Choby, Adam, Duncan, Lee
* Staff attendance: Chris Chan
* Regrets: Steph, Neil, Chris Corrigan
* Absent: Brett, Paul
* Guests: none

== Approval of Agenda ==

Going over agenda; approval.
Duncan: I move to approve this month's agenda.
Seconded: Bern.
Carried.

== Approval of Last Month's Minutes ==

Last month's minutes: too chatty and informal, stop being so silly. OK. content good.

:Duncan: I move to approve last month's minutes.
:Seconded by Adam.
:Carried.

== Date, Location & Food for Next Meeting ==
*Date: [extensive consultation of respective calendars] Monday 11 June @ 6.30
*Location: Micah will attempt to book same room again, Law 101
*Chair: Duncan
*Food: Adam

== Reports ==

=== President's Report ===

There isn't one because Adam was busy doing governance and exams.

=== Treasurer's Report ===

There isn't one owing to fiscal dates not aligning with meeting dates.

===Executive Director's Report ===

discussion last year about changing membership to twice a year (i.e. membership good for one year to 18 months).
Duncan questions for clarification
Adam: what's up with Alex taking June off? Chris: he is, it's on the google calendar which you all have access to.
Bern: do you need any guidance on anything in/to do with your report? Feedback? Chris: not needed, but some points wouldn't mind. [discussed a few points off report]

===BikeWorks Report ===

Alex sent it out, none of us have read it cos it kind of slipped under our respective radars. Going over it now.

=== Information Management Committee ===
[['File:IMC Apr2012.pdf' | Information Management Committee April 2012 report]]

James filed a quite lengthy report via the wiki (above) but none of us realised it. Going over now. TOR to be approved. Looking over. Some discussion.

'''Action item''': all board members to read James' TOR, edit at will within reason. Or at least initiate email discussion if concerns

=== Advocacy Committee Report ===

Duncan's main concern/point discussed in New Business below (LRT bike parking/public art).

== Current & Completed Business ==
===Action Items===
*Last month's action items:
**FB event & advocacy email: got added to newsletter. Add page on website re: ward reps.
**MBC: shelving: did not follow up, sorry. Chris says he's since obtained shelving
**reports were a bit last-minute but arrived before meeting. CC said actually did it a couple weeks ago but forgot to send it out.
**bike parking art stuff: see agenda item below.
**AB did verily obsess over Cycling Event Promotion Policy
:: Adam: I move that we pass the Cycling Event Promotion Policy
:: Duncan seconds
:: Carried; Alex Choby abstained because she was not at last meeting and has not had chance to read it.

*New Action items
**'''Action item''': MBC & CC: still to discuss library-archives

=== Cycling Event Policy ===
[[Cycling Event Promotion Policy]]

== New Business ==

=== Casino volunteer recruitment letter (Micah) ===

*Bern: forms
*Micah: I'll resend my draft email for feedback before it goes to the masses '''action item!'''
*Adam: who should work casinos??? parents of Spoke participants! parents of special needs learn to ride course too says Chris!
*Micah: '''action item''': get back to emails from folks interested in casino volunteering!'''

===Summer Student===

*What's to discuss?
*CC: May I have authority to make hiring decision? Whose responsibility? HR committee? Chris' responsibility to do hiring, it's only summer staff. Adam: would like Chris and Alex to do it. Would you like us to move to give you the authority to hire a summer student?
:Adam: I move to grant Chris the authority hire our summer student.
:Bern: I second.
:carried.

===BW North===
*fencing the yard: AH requested 1500$+ for materials. Most of us consider this to be reasonable and we trust Alex's judgment etc. But: can we afford it? If we don't hire 2nd summer student we could def afford it.
:Micah: I move to grant permission and no more than 2000$ for the construction of a fence at BikeWorths North.
:Bern: seconds.
:carried.

*Signage: AH has also requested funds for signage. We are unclear about what Stollery grant can be applied to - things connected to Spoke? Shall we authorise $ for high-quality exterior sign and less $ for lower-quality interior sign?
**'''Action item''': Chris will tell AH to purchase exterior sign and investigate cheaper alt for interior sign

*Alarm: purchased security system for BWN motion sensors, all kinds of sensors, to be hooked into phone system, no monthly fee cos it will just call our cell phones (up to 6 numbers). CC: are you concerned that we should get an actual monitored system, considering the area? Bern: does the existing make lots of noise? CC: yes, and it's off-board so you can't just like punch it or something to shut it up.

*Stollery grant: what do we know? still 5000$ left, to be allocated how? re-allocatable? Kris A might know - AH to talk to him apparently.
**'''Action item''': Chris to talk to Alex about talking to Kris.

*Advertising: advertise north shop more so folks know it's there. Folks generally agree this is a good idea. Posters? Handbills? CC says posters in businesses less effective than handbills and more $. And garden opening happening 2 June. Adam says posters could be good, could be more demand, Adam basically volunteering to poster neighbourhood.
**'''Action item''': CC will make legal-sized B&W posters.

===BW South===
*Limiting access: too many in shop at once: dangerous and unproductive, volunteers can't help everyone. AH: perhaps can't have bike in shop if don't have stand. Operational. Desk at front to say oh no stands…… Anyway, Ops so not our purview.

*Special Needs supports: increase in volunteers with special needs: how to encourage, accommodate without impinging on effectiveness of running shop etc.
:AC: it's going to be case by case, probably, because of differences in individuals etc. Have changes talked about by AC and Pals been implemented?
:CC: no.
:AC: a lot of changes would just be good to have anyway. eg clear system to have volunteers identifiable. would benefit everyone. These things discussed with Pals that are specific and would benefit everyone and should have been done a long time ago, should be implemented with some urgency. But one of the special needs volunteers comes in with aide. Trish wants for people to build relationships with Peter. Meetings on weekly basis? Difficult to accommodate. Should Peter maybe have an aide to help him navigate?
:CC: Alex meeting with PP once a week could be reasonable, both are there like every day.
:AB: should we tell AH that current level of support is appropriate but when questions arise he request to consult with inclusion committee?
:AC: do we need policy about degree to which issues are addresses by project(?) manager?
:CC: if it doesn't look like we can handle it we can just say no.
:AC & BB: not nice to have someone required to bring an aide.
:AC: risk mgmt, liability? We can cross those bridges when we come to them.

**Proposed changes are in the pipeline; it's a matter of getting all our stuff done, EBN etc. Hence the usefulness of getting a host for EBS. So, under control/in progress for now. 
**Volunteer certification in works will reinforce training.

*Price Increases: possible need to do this on new parts. Not a board thing! So pass.

===LRT Bike Parking/Public Art===

*currently in design phase for SW LRT. DK says we should lead the proposal to have public art = bike parking at LRT stops. organise community members, other citizens, etc. to support this. large contingent of metal artists & sculptors in E'ton. proposals to Strathearn & Cloverdale comm. leagues. DK wants to build a website for this great big proposal/project. Wants to act as spokesperson for this project.

*Funds for domain and hosting: 20$ and 10$/month respectively unless we share domain and then 'we are laughing'. Subdomain! says CC.

*interested in helping? come to mtng (yet to be announced)

*AB: can we just say that sounds like a really good idea.

== In Camera Session ==
(CC to be excused)
:Bern: I move for us to go in camera.
:Duncan seconds.
:Carried.

== Adjournment ==

:Micah: I move to adjourn.
:Lee: seconds.
:Carried.

*I (Micah) regret to note that I failed to write down the time of adjournment. However, based on the save history of the text document I was taking minutes into, it was at approximately 8.11 pm. It was the shortest meeting this incarnation of the board has yet experienced.

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

Board Minutes June 2012

2012-06-08T21:07:10Z

James P: /* Reports */ IMC + figured out descriptive link.

These minutes are not yet approved.

== EBC Board Meeting Minutes for June 11, 2012 ==

* Time:
* Location:
* Food by:

== Call to order ==

* In attendance:
* Regrets:
* Absent:
* Guests:

* Chair:
* Minute-taker:

== Approval of agenda ==
* Motion to approve by . Seconded by .

== Approval of minutes ==
* Motion to approve May 2012 minutes by . Seconded by .

== Next meeting ==
* Date:
* Location:
* Food:

== Reports ==
=== President's Report ===

=== Treasurer's Report ===

=== Executive Director's Report ===

=== BikeWorks Report ===

=== Committee Report ===

=== Information Management Committee Report ===
[['File:IMC may2012.pdf' | Information Management Committee May 2012 report]]

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
==== New action items from last meeting ====

== New business ==
===Transportation Reimbursement Policy===
[[Transportation Reimbursement Policy]]

== In Camera ==

== End of Meeting ==

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

File:IMC may2012.pdf

2012-06-08T20:56:20Z

James P: uploaded a new version of "File:IMC may2012.pdf": Typos. Will get a spell-checker configured one of these days.

Not as much happened this month. The Terms of Reference should be ready for approval now. The manufacturer of the “Fraudulently labeled” network cable got back to me. Their testing of the cable sample I sent revealed that the cable was in fact 24 AWG as advertised. Since their testing was more rogourous than mine was, I have to go back and firgure out where I went wrong.

File:IMC may2012.pdf

2012-06-08T20:49:11Z

James P: Not as much happened this month. The Terms of Reference should be ready for approval now. The manufacturer of the “Fraudulently labeled” network cable got back to me. Their testing of the cable sample I sent revealed that the cable was in fact 24 AWG

Information Management Committee

2012-06-06T23:11:52Z

James P: /* Review and Evaluation Process */

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
This committee may spend up to $300/yr on infrastructure. Any larger expenses must be approved by the board and should be properly ammortized. This committee's activities may affect the following budget items:
*$210/yr for hosting
*$50/yr for domain names
*$1600/yr for phone and Internet access (two locations)
*Office supplies
*Note: Microfiche conversion is not expected to be a budget item in the near future. The mere act of paginating and removing external dependencies from the information is important.

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

===== Website redesign =====
The web redesign is making progress, and should be done before the AGM.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

==== Review and Evaluation Process ====
The committee will rely on reports for evaluation at this time.
The 'Key Duties and Responsibilities' should be reviewed anually for relevance.

==== Approval Date and Review Date ====
* When was this TOR approved by the board?

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

Information Management Committee

2012-05-24T16:50:34Z

James P: /* Financial */

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
This committee may spend up to $300/yr on infrastructure. Any larger expenses must be approved by the board and should be properly ammortized. This committee's activities may affect the following budget items:
*$210/yr for hosting
*$50/yr for domain names
*$1600/yr for phone and Internet access (two locations)
*Office supplies
*Note: Microfiche conversion is not expected to be a budget item in the near future. The mere act of paginating and removing external dependencies from the information is important.

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

===== Website redesign =====
The web redesign is making progress, and should be done before the AGM.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Information Management Committee

2012-05-24T16:25:56Z

James P: /* Financial */ The committee is not directly reponsible for reoccurring costs.

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
This committee may spend up to $300/yr on infrastructure. Any larger expenses must be approved by the board and should be properly ammortized. This committee's activities may affect the following budget items:
*$210/yr for hosting
*$50/yr for domain names
*$1600/yr for phone and Internet access (two locations)
*Note: Microfiche conversion is not expected to be a budget item in the near future. The mere act of paginating and removing external dependencies from the information is important.

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

===== Website redesign =====
The web redesign is making progress, and should be done before the AGM.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Information Management Committee

2012-05-12T17:01:16Z

James P: /* Specific Annual Objectives */ Website redesign

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

===== Website redesign =====
The web redesign is making progress, and should be done before the AGM.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Information Management Committee

2012-05-12T16:54:41Z

James P: /* Key Duties and Responsibilities */ TOS Back link

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Information Management Committee

2012-05-12T16:37:52Z

James P: /* General Purpose */ No chair bias to see here.

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.

The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to track TOS and Privacy Policy changes) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Information Management Committee

2012-05-12T16:23:15Z

James P: /* Key Duties and Responsibilities */ formatting

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.
The chair of the committee has a bias for Free and Open Source Software (FOSS), as well as open data formats. The chair believes that using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
#Selection and maintenance of computer equipment used by EBC.
#Selection and maintenance of paper/microfiche handing equipment.
#Selection and maintenance of software used by EBC.
#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
#Develop a data archival and destruction policy. Automate as much as is practical.
#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to track TOS and Privacy Policy changes) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
#Work with other committees to help them with any data storage needs
#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
#Document how we went about opening the second location so that others can benefit from our experience.
#Migrating primary EBC website to new platform (Wordpress)
#Maintain phone and network equipment
#Monitoring and archiving media
#Maintain EBC Library/bookshelves
#Some data entry, collection of photos for EBC use.
#Audit IPv6 compliance.
#Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

Board Minutes May 2012

2012-05-08T20:21:28Z

James P: /* Information Management Committee */ report

These minutes are not yet approved.

== EBC Board Meeting Minutes for May 10, 2011 ==

* Time: 6:30pm
* Location:
* Food by:

== Call to Order ==
* Time:

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker:
* Board attendance:
* Staff attendance:
* Regrets:
* Absent:
* Guests:

== Approval of Agenda ==

== Approval of Last Month's Minutes ==

== Date, Location & Food for Next Meeting ==
*Date: 10 May @ 6.30
*Location: Micah will attempt to book same room again, Law 101
*Food: Lee

== Reports ==

=== President's Report ===

=== Treasurer's Report ===

===Executive Director's Report ===

===BikeWorks Report ===

=== Information Management Committee ===
[[File:IMC Apr2012.pdf | Information Management Committee April 2012 report]]

=== Advocacy Committee Report ===

== Current & Completed Business ==
===Action Items===
*'''Action item''': DK: FB event & advocacy email; CCh will update in next newsletter for community meeting about bike routes

*'''Action item''': Micah will find email about library getting rid of shelving; might still be in ualberta account

*'''Action item''': CCh and MBC will discuss library-archives.

*'''Action item''': Reports to be done 3 days in advance of each meeting.

*'''Action item''': way for us to lead the way re: bike parking/public art? Larry (someone) keen to have art=bike parking. Next step for us: making contacts with metal artists and metal sculptors. approach, put together short proposal, speak to LRT/transport people. General consensus among board. MBC: make sure art is also actually functional for locking your bike to.

*'''Action item''': AB will further obsess over wording of cycling event promotion policy

=== Cycling Event Policy ===
[[Cycling Event Promotion Policy]]

== New Business ==

=== Casino volunteer recruitment letter (Micah) ===

== In Camera Session ==

== Adjournment ==

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

File:IMC Apr2012.pdf

2012-05-08T20:16:33Z

James P: Information Management Committee April 2012 report. Still not an offical committee. This report mainly covers activities at EBC north.

Information Management Committee April 2012 report.

Still not an offical committee. This report mainly covers activities at EBC north.

Board Minutes April 2012

2012-05-08T20:13:02Z

James P: /* Information Management Committee */ Not present.

These minutes are not yet approved.

== EBC Board Meeting Minutes for April 5, 2011 ==

* Time: 6:30pm
* Location: Law 101, U of A
* Food by: Bern, Steph

== Call to Order ==
* Time: 18.35

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Micah
* Board attendance: Bern, Chris Corrigan, Steph, Adam, Lee, Duncan, Micah, Neil, Brett
* Staff attendance: Chris Chan
* Regrets: Alex Choby, James Phillips
* Absent:
* Guests: -

== Approval of Agenda ==
* Motion to approve by Steph. Seconded by Bern. CARRIED

== Approval of Last Month's Minutes ==
=== Minutes style ===
* At minimum, our minutes need to include all of: motions made, who by, who seconds, and whether they pass or fail. Having proper minutes is critical both from a legal standpoint (as a registered society), as well as for funding (granters will ask for copies of our approved minutes). All or parts of this is missing from a number of minutes (e.g. names are listed, but not whether or not the motion passes or fails, nor the text of the motion). Minutes should also include start time and adjournment time. [[User:Cwc|Cwc]] 01:48, 5 April 2012 (PDT)
* Motion: Move to approve February 2012 minutes. MOVED BY: Bern. SECONDED: Duncan. CARRIED
* Motion: Move to approve March 2012 minutes. MOVED BY: Adam. SECONDED: Duncan. CARRIED

== Date, Location & Food for Next Meeting ==
*Date: 10 May @ 6.30
*Location: Micah will attempt to book same room again, Law 101
*Food: Lee

== Reports ==

=== President's Report ===
[[President's Report (April) (2012)|President's Report]]

*116 St lane consultation
** tried & failed to go to 1st consult, next week is more imp; opposition cos 1st row of houses to W of uni that would lose on-street parking but they all have lots for like 6 cars, not losing actual parking just income from illegal selling of parking spots. AB doesn't feel like quite understands how imp consult. mtng is, maybe youtube video or numbers to say how important it is.... guidance please: how imp is this, how should we handle this.
**Duncan: find by-law that states it is illegal to sell on-street parking. Adam: not by-law? but they have enough parking constructed into their lots.
**Steph: plenty of parking avail. in the area for residents. Adam: so how should I approach this?
**Duncan, Neil: pretty informal. Not like LRT.
**DK: just need enough cyclists to say Yes bike lane please, maybe only a few homeowners will show up to say Hey parking! Or vice-versa: can depend on numbers of vocal turnouts. Maybe take photos of humongous driveways, bring to mtngs.
**AB: but what about homeowners calling up and complaingin about lanes?
**DK: hopefully we have enough connections in dept that we'll hear about controversy.
**AB: we've already heard about it. Chris Chan: get 100 people to go or write letters saying I'd love that, I'd use it every day. **Steph: might do mailout to advocacy and/or general membership.
**DK: Could we get letter to action out by Tuesday?
**DK will use FB and advocacy committee; mention outcome in next newsletter
**Chris Chan: Public consultations don't have any more weight than letters, really.
**Meeting is 11 April 4-7 Windsor Park Hall
**'''Action item''': DK: FB event & advocacy email; CCh will update in next newsletter

*ideas for using the Velo-city opportunity?
**AB: publicity: pump it up on FB, release video every day of conference of CCh doing stuff? Maybe too much to ask of Chris?
**DK: Presentation with City person as EBC event, 30-45 min presentation present to interested parties & memebers (in addition to lunch & learn); we could nicely ask them (CoE) to present at our own thing too.

*Projector? Yes?
**For the Spoke, with attendant grant (just checking in, approval not required, in Spoke budget)

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
*Comments
**SG: budget shot, so, any idea when we can revise budget accordingly?
**Neil: according to forecasts that I've done is an option, but as far as knowing how much $ north shop will bring in, still vague until maybe summer's over
**SG: worthwhile trying to revamp budget?
**NC: can certainly approve changes to budget, but not really worth it; can make it better but not necessarily accurate.
**DK: re: membership numbers being low...
**NC: yes, a bit concerned, lots of people buying bikes but not memberships. Shop folks need to be more diligent at checking membership cards and charging for shop hours. Membership purchase becomes a benefit when you are being charged shop hours!

===Executive Director's Report ===
[https://docs.google.com/document/pub?id=1gD59pWdusfkg3M3FtSwUhDX47vSQY1_J5IDHJMgHyBw Executive Director's Report]
*discussion points?
**benefit of attending BikeBike: networking, information-sharing, seeing what other shops are up to and how they are organised
**Alex still needs a bit of overseeing to make sure things move forward at BWN re: parts, tools, etc., at appropriate pace; Alex is in process of ordering fingerprint lock for shop.
**where did mailbox key go? Oh AB still has it.
**membership: CCh has ideas! will enact.
**shelving: find some!
**'''Action item''': Micah will find email about library getting rid of shelving; might still be in ualberta account
**storage: big room we don't really use (meeting space): could use for storage somehow? Somehow using it better ourselves. Don't have to close shop every time their is a class going on.
**Alex H wants to go to BikeBike; discussion is should he? Hell yeah, and we won't expect funding though we could pay his reg fee.
**re: Vue article: highlight bike routes, getting info from Chris; should add volunteer or something? Bring more ideas and bike routes? But apparently you can't do that with the media, they just want to meet with one person, and that's CCh.
**re: archives: apparently Chris is working on EBC archives; MBC says Oh that was going to be my project but I've been super-busy. Can we collaborate?
**'''Action item''': CCh and MBC will discuss library-archives.
**AB: SCIP interns: what to advert for? market BWN; fundraising/event mgmt; telephone/it/server; advocacy (somehow)
**AB: Heritage festival donations would go to Food Bank? Really? Should they not come to EBC? Yes.
**AB: Callingwood mrkt: who would do that? volunteer? staff? CCh- we could do it and make $ off of it. Our fees should really be higher, in order to cover our costs. Our currents rates don't do that. AB: As long as you can get at least one person to do it. SG: no prob with doing them as long as we follow through once committed. CCh: I could do this since it's close to my house. Rest of Board: As long as it doesn't interfere with your other jobs.
**AB: Sustainable Food Edmonton? What is it? (Brief descrip. of organisation.)
**'''Action item''': Report to be done 3 days in advance of each meeting.

===BikeWorks Report ===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]

None.

=== Information Management Committee ===
[[File:IMC Feb-Mar2012 report.pdf | 'Information Management Committee February-March report']]

James Phillips (not present) writes: I am going to say the Terms of reference will not be ready for the meeting. They are still on Google Docs linked to in the February meeting minutes. I will be moving the document to the wiki since no collaboration is happening, and I can no longer edit the Google Docs document effectively after an interface change.

=== Advocacy Committee Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

*Community conversation re: SLRT: basically an angry pitchfork meeting.
**Mill Woods line: Have largely lost battle for parallel bike lanes. Road right-of-way is priority, alread losing enough road space to LRT, no-one wants to cede more to bikes apparently.
**How to get bike onto LRT: DK keeps bringing it up.
**ample bike parking at stations; SLRT existing is basically ridiculous.
**bike infrastructure: ride to stations & stops
**'''Action item''': way for us to lead the way re: bike parking/public art? Larry (someone) keen to have art=bike parking. Next step for us: making contacts with metal artists and metal sculptors. approach, put together short proposal, speak to LRT/transport people. General consensus among board. MBC: make sure art is also actually functional for locking your bike to. DK: we have those resources.
**couple of bike lane consultations, pretty chill, looking forward to upcoming.

== Current & Completed Business ==

=== Board Job Description ===
[[Job Description: Board Member]]
*any changes being made will be made to main article
*slightly heady discussion re: # of hours; on avg 3 hours per month?; AB thinks better to illustrate possibilities by saying between 3-10; BR: but we're talking about minimums; BB: so put low-end commitment or small range; SG thinks should put 'minimum' in there. Changes being effected in main article by DK.
*CCh: translation services? Board expects its members to be able to participate in board discussions conducted in English, both verbal and written.

Motion: Steph; Seconded: Adam; carried.

=== Cycling Event Policy ===
[[Cycling Event Promotion Policy]]
*any changes being made will be made to main article
*discussions on a few points but were pretty straightforward, non-contorversial.
*CCh: might want to define 'representative of EBC' for legal purposes. Or attribute same def as 'leader of EBC'. Great big discussion about talking to people casually in shop about Critical Mass etc. Emphasising self as individual and not as representative of organisation. Perhaps we need more word-smithing. Spoken rules diff from written rules. But as long as we're clear in convo that we're disassociating ourselves.

'''Action item''': AB will further obsess over wording.

== New Business ==
=== Upcoming election ===
*SG: should we be lobbying? General response is no.

=== Edmonton Free School launch party on 7 April (Micah) ===
*letter for AGLC licence - edit? approval?
Moved: Duncan; Seconded: Steph; carried.
*some details/questions:
**screen for projecting (Malcolm?) Brett says there is one there.
**Free School members allowed upstairs? Restrict side rooms, offices. Empty cash drawer: count out 100$ for float; say how much moving on cash sheet; move to safe. MBC will do it.
**are there tables? yes.
**should we warn our irascible neighbour? no, but keep door closed and keep quiet outside
**security for space: Brett, me
**parking: remind people not to park in alley

=== Casino volunteer recruitment letter (Micah) ===
*feedback on content
**to be done online
**include CCh
*distribution?
**send to lists and separately through newsletter
*BB: let's have a spreadsheet

== In Camera Session ==
*MOVED BY: Micah. SECONDED: Duncan. CARRIED.

== Adjournment ==
*MOVED BY: Steph. SECONDED: Chris Corrigan. CARRIED TIME: 8.55.

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

Information Management Committee

2012-04-06T07:43:17Z

James P: Copied TOR from Google docs

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

'''DRAFT'''
== Information Management Committee 2011-2012 ==
* '''Chair:''' James Phillips
* '''Members:'''
** (your name here)
** (call today!)

=== Topics of focus ===
* Document where and how data is stored in the organization
* Plan data retention and security
* Maintenance of EBC's IT infrastructure.
* Network with other organizations experiencing similar challenges

=== Terms of Reference ===

==== General Purpose ====
While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.
The chair of the committee has a bias for Free and Open Source Software (FOSS), as well as open data formats. The chair believes that using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

==== Key Duties and Responsibilities ====
1. Selection and maintenance of computer equipment used by EBC.
2. Selection and maintenance of paper/microfiche handing equipment.
3. Selection and maintenance of software used by EBC.
4. Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
5. Developing a security policy for access to sensitive documents, taking into account Board turn-over.
6. Develop a data archival and destruction policy. Automate as much as is practical.
7. Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
8. Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to track TOS and Privacy Policy changes) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
9. Work with other committees to help them with any data storage needs
10. Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
11. Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
12. Document how we went about opening the second location so that others can benefit from our experience.
13. Migrating primary EBC website to new platform (Wordpress)
14. Maintain phone and network equipment
15. Monitoring and archiving media
16. Maintain EBC Library/bookshelves
17. Some data entry, collection of photos for EBC use.
18. Audit IPv6 compliance.
19. Audit bandwidth usage as needed.

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure, $1600/yr for phone and Internet access (two locations). ''subject to change''

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis
Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====
The above list may be too long and general. Things to be accomplished by the AGM should be listed here
===== Document the establishment of Bikeworks north =====
By August 31, 2012, the IMC will have added information about setting up the second location to:
http://www.bikecollectives.org/wiki/index.php?title=Bike_Collective_Starter_Kit
Chris Chan explains in a January 24, 2012 e-mail:
“I know it's additional work to something that's already a lot, but EBC is in a position to really contribute to bike collectives internationally, since BikeCollectives.org (which runs the ThinkTank mailing list and is a hub of discussion for things like Bike!Bike!) is pretty heavily referenced even though it's pretty slim on actual information. So a little bit of info from us would heavily influence all the community bike shops springing up over Canada and the US.”
Neil Cary started this documentation on the wiki: http://edmontonbikes.ca/w/Setting_up_the_North_Shop

===== Document where information is stored =====
By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.

==== Reports and Target Dates ====
Report detailing activity over the year should be available 1 month ahead of AGM (fall).

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

File:IMC Feb-Mar2012 report.pdf

2012-04-05T20:00:54Z

James P: uploaded a new version of "File:IMC Feb-Mar2012 report.pdf": $name=Steve Anderson

Information Management Committee February-March report.

The committee is still not fully formed yet, so essentially describes what the committee chair has been doing.

Included is discussion about provision for (but not installation of) a server rack for EBC North.

Board Minutes April 2012

2012-04-05T18:37:19Z

James P: /* Information Management Committee */

These minutes are not yet approved.

== EBC Board Meeting Minutes for April 5, 2011 ==

* Time: 6:30pm
* Location: Law 101, U of A
* Food by: Alex C

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion to approve by . CARRIED/NOT CARRIED

== Approval of Last Month's Minutes ==
=== Minutes style ===
* At minimum, our minutes need to include all of: motions made, who by, who seconds, and whether they pass or fail. Having proper minutes is critical both from a legal standpoint (as a registered society), as well as for funding (granters will ask for copies of our approved minutes). All or parts of this is missing from a number of minutes (e.g. names are listed, but not whether or not the motion passes or fails, nor the text of the motion). Minutes should also include start time and adjournment time. [[User:Cwc|Cwc]] 01:48, 5 April 2012 (PDT)
* Motion: Move to approve February 2012 minutes. MOVED BY: . SECONDED: . CARRIED/NOT CARRIED
* Motion: Move to approve March 2012 minutes. MOVED BY: . SECONDED: . CARRIED/NOT CARRIED

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (April) (2012)|President's Report]]

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
=== Information Management Committee ===
[[File:IMC Feb-Mar2012 report.pdf | 'Information Management Committee February-March report']]

I am going to say the Terms of reference will not be ready for the meeting. They are still on Google Docs linked to in the February meeting minutes. I will be moving the document to the wiki since no collaboration is happening, and I can no longer edit the Google Docs document effectively after an interface change.

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== Business Item 1 ===
*

=== Business Item 2 ===
*

== New Business ==
=== Upcoming election ===
*
*
*

=== New Business Item 2 ===
*

== In Camera Session ==

== Adjournment ==
* MOVED BY: . SECONDED: . CARRIED/NOT CARRIED

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

File:IMC Feb-Mar2012 report.pdf

2012-04-05T18:21:36Z

James P: Information Management Committee February-March report. The committee is still not fully formed yet, so essentially describes what the committee chair has been doing. Included is discussion about provision for (but not installation of) a server rack for

Setting up the North Shop

2012-03-29T06:43:41Z

James P: /* Electrical and Communications */

Bikeworks North was the culmination of 2 years of various leads on space in the Alberta Avenue area. EBC became involved in this community when the Kris Andrychuk of the Neighbourhood Empowerment Team approached us for help in setting a up a youth earn-a-bike program, which eventually become '''The Spoke.''' The Spoke ran two or three test sessions out of the Alberta Cycle building during 2010. EBC eventually took on the Spoke as a program, but at about the time that decision was made, they were kicked out of their space after the discovery of hazardous mold problems.

In addition to a desire to find a home for the Spoke, the existing Bikeworks has also grown beyond its available space, and operates at capacity throughout the summer. Many potential mechanics stop by, and leave after seeing no available work stands. The Board decided that it was time to expand to a second location.

==Locating Space==
===Alberta Cycle===
We had initially investigated taking permanent space in the [http://www.artshab.com/pages/projects/ab_cycle.htm Alberta Cycle building], owned by the City of Edmonton with the intent on leasing it to [http://www.artshab.com/ Arts Habitat] to create a community space of artists and related businesses/non-profits. The rent was to be set on a cost recovery basis, so should cost less than market rent in the area.

The need for extensive renovations was always known, but as the process developed, unexpected delays and a lack of certainty surrounding the end result caused EBC to investigate other options.

===Eastwood School===
Eastwood is a closed school, about two block north of the Avenue. In 2011, it was sold to the Edmonton Police for $1, to be used to house community programs. EBC was promised free space, with occupancy expected in fall of 2011 or very early in 2012. After finding that asbestos needed to be removed from the school, this occupancy date was pushed back, first to May 2012, then to September 2012. Lacking certainty, we once again started looking for alternatives.

===9305 111 Ave===
Finally, in January 2012, EBC employees [[User:Alex_H|Alex Hindle]] and [[User:Anna|Anna Vesala]] contacted a realtor regarding an available space in a warehouse on 111 Ave. The space seemed ideal, with 1500 square feet of warehouse floor, and a mezzanine level adding another 500-600 square feet. The rent was higher than our existing shop, but still affordable, so a lease was signed with occupancy scheduled for January 27, 2012.
{| cellpadding="0" cellspacing="0" style="height:100%;width:725px"
|-
| align="center" valign="top" style="padding:7px 7px 0px 7px;background-color:#f8f4fd;" |
<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Our First Look at Bikeworks North</div>
[[file:111_Ave_Space_Preview.jpg|350px]] [[file:111_Ave_Space_Preview_2.jpg|350px]]
|}

Breadcrumb: '''[http://bikeworksnorth.tumblr.com/ Bikeworks North blog]'''

==Electrical and Communications==
[[File:EBC North-west incomming wide.jpg|Incomming building wiring]]

The challenge is figuring out what is safe to touch/remove, and what should be left as-is. When the above picture was taken, a digital PBX system was removed. Of interest is the right side of the cupboard. Most of our electrical actually runs through a sub-panel on the opposite (East) wall on the second floor. I also determined I did not want to touch the 24 telephone wire pairs going into the punch-down block in the lower center.

The line conditioner (lower center-left) that was used by the PBX was reused for the VOIP adapter and cable modem we had installed. The wire bundles for the PBX were later carefully removed from the upper right punch-down block. Most the wiring left-over from the (missing) security system was left in-place. Some wire pairs were connected to a wire bundle going to another part of the building (second from top-right). I removed a phone jack (above punch-down block for incomming phone) after determining it was not connected to anything. The landlord has requested that we hook up the ATCO gas meters (box lower right) to a live phone line (they apparently call home at night).

The black box is actually an ADSL filter/splitter for another building user. After consulting with the land-lord, I learned that line would not be in service until the 24th of March. I was able to temporarily break the line (after checking that there was no dial tone) to install a junction box in the conduit. I failed to take the opportunity to run string in the conduit all the way to the cupboard shown.

[[File:EBC North-secure room electrical.jpg|Junction box outside new parts/expensive tool room]]

The former painting room was converted partly to a wheel-chair accessible washroom. The balance is going to be used as a spare part/expensive tool room. I would also like to rough-in provision for (but not installation of) a server rack. This requires provison of communications, electrical, and cooling. Also stored in the room will be an compressor, which will also need electrical and possibly cooling.

The Compresser we purchased draws 13.5 amps (intermittant). This does not leave much room on the 15 amp circuit for other devices. When the bathroom was installed, a vent fan (CentriMaster 0.1 HP wall vent) was disconnected (orange wire). Those blue twist-on wire connectors in the upper right is where 240V split single phase power comes in (no other branches all the way to electrical sub-panel (by visual inspection of another junction box on east wall)). All of the outlets are powered by one side of that wire bundle. One set of lights in the room, plus the lights in the bathroom are on the same branch as the outlets. One set of lights is powered by the other branch. At 120Watts, the current draw is likely to be about 1.2 amps (assuming about 90% efficiency and 0.90 power factor). This leaves about 0.3 amps left over after the 13.5 amp compressor is added to the 15 amp circuit (for continuous draw, you would de-rate by 20%).

==Media Coverage==
* [http://www.gigcity.ca/2012/01/27/edmonton-bicycle-commuters-new-shop-brings-hope-to-blighted-neighbourhood/|Edmonton Bicycle Commuters’ new shop brings hope to blighted neighbourhood] Gig City
* [http://www.edmontonjournal.com/health/Bicycle+commuters+group+gears+north+side/6142326/story.html Bicycle commuters’ group gears up for north side] Edmonton Journal
* [http://www.edmontonjournal.com/health/Gearing+steer+more+kids+straight/6143361/story.html Gearing up to steer kids straight] Edmonton Journal (apparent duplicate)
* [http://bmcnews.org/story/edmonton-bicycle-commuters-to-open-shop-in-mccauley/ Edmonton Bicycle Commuters to Open Shop in McCauley] Boyle McCauley News

Setting up the North Shop

2012-03-29T06:36:15Z

James P: Added Electrical and comminications information, link to the Bikeworks North blog.

Bikeworks North was the culmination of 2 years of various leads on space in the Alberta Avenue area. EBC became involved in this community when the Kris Andrychuk of the Neighbourhood Empowerment Team approached us for help in setting a up a youth earn-a-bike program, which eventually become '''The Spoke.''' The Spoke ran two or three test sessions out of the Alberta Cycle building during 2010. EBC eventually took on the Spoke as a program, but at about the time that decision was made, they were kicked out of their space after the discovery of hazardous mold problems.

In addition to a desire to find a home for the Spoke, the existing Bikeworks has also grown beyond its available space, and operates at capacity throughout the summer. Many potential mechanics stop by, and leave after seeing no available work stands. The Board decided that it was time to expand to a second location.

==Locating Space==
===Alberta Cycle===
We had initially investigated taking permanent space in the [http://www.artshab.com/pages/projects/ab_cycle.htm Alberta Cycle building], owned by the City of Edmonton with the intent on leasing it to [http://www.artshab.com/ Arts Habitat] to create a community space of artists and related businesses/non-profits. The rent was to be set on a cost recovery basis, so should cost less than market rent in the area.

The need for extensive renovations was always known, but as the process developed, unexpected delays and a lack of certainty surrounding the end result caused EBC to investigate other options.

===Eastwood School===
Eastwood is a closed school, about two block north of the Avenue. In 2011, it was sold to the Edmonton Police for $1, to be used to house community programs. EBC was promised free space, with occupancy expected in fall of 2011 or very early in 2012. After finding that asbestos needed to be removed from the school, this occupancy date was pushed back, first to May 2012, then to September 2012. Lacking certainty, we once again started looking for alternatives.

===9305 111 Ave===
Finally, in January 2012, EBC employees [[User:Alex_H|Alex Hindle]] and [[User:Anna|Anna Vesala]] contacted a realtor regarding an available space in a warehouse on 111 Ave. The space seemed ideal, with 1500 square feet of warehouse floor, and a mezzanine level adding another 500-600 square feet. The rent was higher than our existing shop, but still affordable, so a lease was signed with occupancy scheduled for January 27, 2012.
{| cellpadding="0" cellspacing="0" style="height:100%;width:725px"
|-
| align="center" valign="top" style="padding:7px 7px 0px 7px;background-color:#f8f4fd;" |
<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Our First Look at Bikeworks North</div>
[[file:111_Ave_Space_Preview.jpg|350px]] [[file:111_Ave_Space_Preview_2.jpg|350px]]
|}

Breadcrumb: '''[http://bikeworksnorth.tumblr.com/ Bikeworks North blog]'''

==Electrical and Communications==
[[File:EBC North-west incomming wide.jpg|Incomming building wiring]]

The challenge is figuring out what is safe to touch/remove, and what should be left as-is. When the above picture was taken, a digital PBX system was removed. Of interest is the right side of the cupboard. Most of our electrical actually runs through a sub-panel on the opposite (East) wall on the second floor. I also determined I did not want to touch the 24 telephone wire pairs going into the punch-down block in the lower center.

The line conditioner (lower center-left) that was used by the PBX was reused for the VOIP adapter and cable modem we had installed. The wire bundles for the PBX were later carefully removed from the upper right punch-down block. Most the wiring left-over from the (missing) security system was left in-place. Some wire pairs were connected to a wire bundle going to another part of the building (second from top-right). I removed a phone jack (above punch-down block for incomming phone) after determining it was not connected to anything. The landlord has requested that we hook up the ATCO gas meters (box lower right) to a live phone line (they apparently call home at night).

The black box is actually an ADSL filter/splitter for another building user. After consulting with the land-lord, I learned that line would not be in service until the 24th of March. I was able to temporarily break the line (after checking that there was no dial tone) to install a junction box in the conduit. I failed to take the opportunity to run string in the conduit all the way to the cupboard shown.

[[File:EBC North-secure room electrical.jpg|Junction box outside new parts/expensive tool room]]

The former painting room was converted partly to a wheel-chair accessible washroom. The balance is going to be used as a spare part/expensive tool room. I would also like to rough-in provision for (but not installation of) a server rack. This prequires provison of communications, electrical, and cooling. Also stored in the room will be an compressor, which will also need electrical and possibly cooling.

The Compresser we purchased draws 13.5 amps (intermittant). This does not leave much room on the 15 amp circuit for other devices. When the bathroom was installed, a vent fan (CentriMaster 0.1 HP wall vent) was disconnected (orange wire). Those blue twist-on wire connectors in the upper right is where 240V split single phase power comes in (no other branches all the way to electrical sub-panel (by visual inspection of another junction box on east wall)). All of the outlets are powered by one side of that wire bundle. One set of lights in the room, plus the lights in the bathroom are on the same branch as the outlets. One set of lights is powered by the other branch. At 120Watts, the current draw is likely to be about 1.2 amps (assuming about 90% efficiency and 0.90 power factor). This leaves about 0.3 amps left over after the 13.5 amp compressor is added to the 15 amp circuit (for continuous draw, you would de-rate by 20%).

==Media Coverage==
* [http://www.gigcity.ca/2012/01/27/edmonton-bicycle-commuters-new-shop-brings-hope-to-blighted-neighbourhood/|Edmonton Bicycle Commuters’ new shop brings hope to blighted neighbourhood] Gig City
* [http://www.edmontonjournal.com/health/Bicycle+commuters+group+gears+north+side/6142326/story.html Bicycle commuters’ group gears up for north side] Edmonton Journal
* [http://www.edmontonjournal.com/health/Gearing+steer+more+kids+straight/6143361/story.html Gearing up to steer kids straight] Edmonton Journal (apparent duplicate)
* [http://bmcnews.org/story/edmonton-bicycle-commuters-to-open-shop-in-mccauley/ Edmonton Bicycle Commuters to Open Shop in McCauley] Boyle McCauley News

File:EBC North-secure room electrical.jpg

2012-03-29T05:54:48Z

James P: Junction box on outside west wall of spare parts romm. It was previously a painting room.

Junction box on outside west wall of spare parts romm. It was previously a painting room.

File:EBC North-west incomming wide.jpg

2012-03-29T05:14:11Z

James P: Picture of the cupboard where the Electrical and communications for the whole building come in for EBC north. Wide shot.

Picture of the cupboard where the Electrical and communications for the whole building come in for EBC north. Wide shot.

Main Page

2012-03-29T05:01:49Z

James P: Added Setting up the North Shop

== Welcome To the Edmonton Bicycle Commuters WIKI ==
Notice: This Wiki was only recently started, so a lot of content is missing. We are working to fill in this information.

{| cellpadding="0" cellspacing="0" style="width:100%;background-color:#F3F3F3;border:1px solid #808080"
|-
| align="left" style="width:80%;white-space: normal;padding:7px 0px 7px 7px" |
'''[[EBC:About|EBC]]''' is a non-profit society that supports and promotes utilitarian cycling in Edmonton. We operate a community bike shop, offer riding and mechanic courses, work with marginalised communities to provide safe and convenient transportation by bike, and advocate for cycle friendly policies in the city.

This WIKI is intended to help our members become more familiar with EBC by providing access to information related to its [[operations]] and [[governance]]. Please feel free to explore the content of this wiki to read approved [[Board of Director's Minutes]], learn about Board Members [[Board of Directors (past)|past]] and [[Board of Directors|present]], current [[committees]], [[staff]] and [[initiative]].
|}

{| width="100%"
|-
| style="height:100%;border:1px solid #de8ca7;background-color:#fcf0f4;width:50%" valign="top" |
{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
| valign="top" style="padding:7px 7px 7px 7px;background-color:#fcf0f4;" |
<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Community Pages</div>
* '''[[Mechanics Tips]]'''
* '''[[Bike Routes]]'''
* '''[[Riding Skills]]'''

|}

| style="height:100%;width:50%;border:1px solid #a48bbf;background-color:#f8f4fd;" valign="top" |

{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
|-
| align="left" valign="top" style="padding:7px 7px 0px 7px;background-color:#f8f4fd;" |
<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">About EBC</div>
* '''[[Objects]]'''
* '''[[Bylaws]]'''
* '''[[Policies]]'''
* '''[[General Meetings]]'''
** '''[[Annual Reports]]'''
* '''[[Financial Reports]]'''
* '''[[Board of Directors]]'''
** '''[[Board of Director's Minutes|Meeting Minutes]]'''
** '''[[Board E-mail Votes]]'''
** '''[[Board Development Workshop]]'''
* '''[[Committees]]'''
** '''[[2010 Committees]]'''
* '''[[BikeWorks]]'''
**'''[[Setting up the North Shop]]'''
* '''[[Volunteer Opportunities]]'''
* '''[[Volunteer Resources]]'''
* '''[[History]]'''
|-

| align="left" valign="top" style="padding:7px 7px 7px 7px;background-color:#f8f4fd;border:0px;" |

|}
|}

== Editing help ==

*[http://toolserver.org/~diberri/cgi-bin/html2wiki/index.cgi http://toolserver.org/~diberri/cgi-bin/html2wiki/index.cgi]
*[http://www.mediawiki.org/wiki/Help:Formatting http://www.mediawiki.org/wiki/Help:Formatting]

IMC Social Media Integration

2012-03-29T04:50:42Z

James P:

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] from [[Information Management Committee]]. The original rationale for this page was to point out that there is social media outside Facebook and Twitter. The author feels that those may be just a fad. As useful detail gets added, this page should probably be re-split in the future. For now, I just need to get it off the committee page.

====Membership Database====

====Migrate Mailing list====

====Archives and File Security====
Nothing to put here at the moment except a link to the [[Document Storage Policy]].

====Websites and Social Media Integration====

=====Websites controlled by EBC=====

EBC controls the following websites:
*[http://EdmontonBikes.ca/ http://EdmontonBikes.ca/] The main Edmonton Bicycle Commuters website/portal.
*[http://CycleEdmonton.ca/ http://CycleEdmonton.ca/] A non-partisan advocacy page.
*[http://DingDing.ca/ http://DingDing.ca/] Promotional website. Initial AD campaign donated by [http://DDB.com/ DDB]

Do we want to make Mobile/low-bandwidth versions of the above pages? Will these be generated automatically from the same content as the main page?

We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.

====Social Media Used by EBC====

EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.

=====Information Tables=====
During the summer, we try to maintain a presence at many festivals and events. Information tables typically include the following media:
*Banners with our name, logo. We also have a banner briefly describing what we do (the stand is broken for that one).
*Glossy Brochures describing what we do, and including a registration form. (expensive)
*Business Cards with our contact information. (website/e-mail address and Bikeworks Address/phone number)
*[http://www.edmonton.ca/transportation/cycling_walking/bike-map.aspx Cycle Edmonton] Bike maps. This year they were kind of out-of date. It appears the City is in the process of developing a new, streamlined map.
*[http://www.edmonton.ca/transportation/ets/bikes-on-ets.aspx Bikes on Buses] Brochures from ETS.
*Several issues of [http://momentumplanet.com/ Momentum Maganzine].
*EBC Badges (for sale)
*On occasion we stuck "complements of EBC" stickers on the Cycle Edmonton Map.
*This summer we also offered free minor bike tune-ups at some events. Major repairs should be referred to Bikeworks or a commercial bike shop.

=====Newsletters=====
In the past, we mailed out paper newsletters. These were canceled in an aborted attempt to move to a "newspaper" format. In recent years, the mail-out happened bi-annually.

Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using [http://www.mailchimp.com/ MailChimp]. The November, 2010 e-mail included [http://www.glockeasymail.com/tracking-links-reduce-click-rate/ link tracking] and a [http://en.wikipedia.org/wiki/Web_bug web bug]. This was so MailChimp could provide lots of fancy charts.

The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email" is appended to all of the urls. That string will show up in the server logs of servers controlled by EBC and third-parties alike. PHP and CGI scripts not expecting that string should ignore those fields if properly written. It appears that string does not store enough information for per-user tracking. On the other hand, the 25 digit hex string stored in the image urls does appear to store enough information for per-user tracking. Readers can be assured that it is not tracking them specifically since the string "90810127c168b11d15b5444f4" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.

=====Event Participation=====
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
*We are an active participant in the [http://www.bikeology.ca/ Bikeology Festival]
*We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the [http://www.oldstrathconafoundation.ca/ Old Strathcona Foundation].
*At the 2010 [http://www.efmf.ab.ca/ folk fest] we attached handbills to bikes in the area. We noted grievous repairs needed at that time (The was a checklist on the handbill).
*Currently, we are [http://edmontonbikes.ca/calendar/more/call_for_bike_art_submissions/ asking for bike art submission] by distributing hand-bills at various events folk-artists are likely to attend. Events we would still like to visit in the next two weeks (Early Dec, 2010) include the [http://www.city-market.ca/marketnews.html City Centre Winter Market] In Churchill square and [http://www.worldofcrafts.ca/ Butterdome Craft Fair] at the UofA.

=====DingDing.ca stunts=====
In addition to the Web design, the DingDing.ca campaign included:
*A picnic set up at events featuring a lone bike sporting a DingDing.ca sign.
*Buttons including white "DING DING ca" and green "Ring my bell. dingding.ca"
*Plain white business card with a cryptic phrase like "Zero Interest in speed dating," with a dingding.ca mention.
*Plain white T-shirts with a saucy message, and link. I think "Ring my bell" was the most tame, but I don't recall the others.

=====Facebook=====
EBC has a [http://www.facebook.com/group.php?gid=50755059533 Facebook Group] which is now depricated; though many are still subscribed.

EBC has a [http://www.facebook.com/EdmontonBicycleCommuters Facebook fan page] which is better suited for larger organizations, but does not allow you to push event notices.

EBC also has a [http://www.facebook.com/edmontonbikes Facebook Person] to do things that a fan page can't.

=====Twitter=====
EBC has a [http://twitter.com/edmontonbicycle Twitter feed].

=====Google Apps=====
*Currently, EBC has a public [http://www.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho%40group.calendar.google.com&ctz=America/Denver Google Calendar].
*EBC has the following public mailing lists/google groups:
**[http://groups.google.com/group/ebc-members EBC Members] Low-volume mailing list
*EBC has the following private mailing lists (aliases are @thisdomain.ca):
**[http://groups.google.com/group/ebc-advocacy EBC Advocacy] mailing list for the advocacy committee. (Alias: ebc-advocacy)
**[http://groups.google.com/group/ebc-bikeworks EBC BikeWorks] mainly BikeWorks Volunteers. (Alias ebc-bikeworks)
**[http://groups.google.com/group/ebc-board EBC Board] mailing list for board members. (Alias: ebc-board)
**[http://groups.google.com/group/ebc-core EBC Core] Higher volume mailing list; receives inquiries from the public as well (alias: info). Keep in mind only designated people and the president or vice-president of EBC should respond directly to such inquiries. Discussion on the list is still valuable and encouraged. See the [[Official Spokesperson Policy]] for more information.
**[http://groups.google.com/group/ebc-employees EBC Employees] mailing list for staff members. (Alias: ebc-employees)
**[http://groups.google.com/group/ebc-volunteers EBC Volunteers] includes anyone who checks off that they are interested in volunteering on their membership registration (some have done the basic orientation, some have not). Generally used to send out volunteer opportunities. (Alias: ebc-volunteers)
*EBC also uses some Google apps internally.

====Broadcast media====
Broadcast media used by EBC includes:
*Posters used to advertise events and workshops.
*An [http://feeds2.feedburner.com/edmontonbikes RSS feed].
*The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.

====Wiki Maintenance====
Does the Official Spokesperson policy apply to this as well?

====Point of sales====

IMC Social Media Integration

2012-03-29T04:49:08Z

James P:

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] from [[Information Management Committee]]. The original rationale for this page was to point out that there is social medai outside Facebook and Twitter. The author feels that those may be just a fad. As useful detail gets added, this page should probably be re-split in the future. For now, I just need to get it off the committee page.

====Membership Database====

====Migrate Mailing list====

====Archives and File Security====
Nothing to put here at the moment except a link to the [[Document Storage Policy]].

====Websites and Social Media Integration====

=====Websites controlled by EBC=====

EBC controls the following websites:
*[http://EdmontonBikes.ca/ http://EdmontonBikes.ca/] The main Edmonton Bicycle Commuters website/portal.
*[http://CycleEdmonton.ca/ http://CycleEdmonton.ca/] A non-partisan advocacy page.
*[http://DingDing.ca/ http://DingDing.ca/] Promotional website. Initial AD campaign donated by [http://DDB.com/ DDB]

Do we want to make Mobile/low-bandwidth versions of the above pages? Will these be generated automatically from the same content as the main page?

We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.

====Social Media Used by EBC====

EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.

=====Information Tables=====
During the summer, we try to maintain a presence at many festivals and events. Information tables typically include the following media:
*Banners with our name, logo. We also have a banner briefly describing what we do (the stand is broken for that one).
*Glossy Brochures describing what we do, and including a registration form. (expensive)
*Business Cards with our contact information. (website/e-mail address and Bikeworks Address/phone number)
*[http://www.edmonton.ca/transportation/cycling_walking/bike-map.aspx Cycle Edmonton] Bike maps. This year they were kind of out-of date. It appears the City is in the process of developing a new, streamlined map.
*[http://www.edmonton.ca/transportation/ets/bikes-on-ets.aspx Bikes on Buses] Brochures from ETS.
*Several issues of [http://momentumplanet.com/ Momentum Maganzine].
*EBC Badges (for sale)
*On occasion we stuck "complements of EBC" stickers on the Cycle Edmonton Map.
*This summer we also offered free minor bike tune-ups at some events. Major repairs should be referred to Bikeworks or a commercial bike shop.

=====Newsletters=====
In the past, we mailed out paper newsletters. These were canceled in an aborted attempt to move to a "newspaper" format. In recent years, the mail-out happened bi-annually.

Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using [http://www.mailchimp.com/ MailChimp]. The November, 2010 e-mail included [http://www.glockeasymail.com/tracking-links-reduce-click-rate/ link tracking] and a [http://en.wikipedia.org/wiki/Web_bug web bug]. This was so MailChimp could provide lots of fancy charts.

The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email" is appended to all of the urls. That string will show up in the server logs of servers controlled by EBC and third-parties alike. PHP and CGI scripts not expecting that string should ignore those fields if properly written. It appears that string does not store enough information for per-user tracking. On the other hand, the 25 digit hex string stored in the image urls does appear to store enough information for per-user tracking. Readers can be assured that it is not tracking them specifically since the string "90810127c168b11d15b5444f4" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.

=====Event Participation=====
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
*We are an active participant in the [http://www.bikeology.ca/ Bikeology Festival]
*We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the [http://www.oldstrathconafoundation.ca/ Old Strathcona Foundation].
*At the 2010 [http://www.efmf.ab.ca/ folk fest] we attached handbills to bikes in the area. We noted grievous repairs needed at that time (The was a checklist on the handbill).
*Currently, we are [http://edmontonbikes.ca/calendar/more/call_for_bike_art_submissions/ asking for bike art submission] by distributing hand-bills at various events folk-artists are likely to attend. Events we would still like to visit in the next two weeks (Early Dec, 2010) include the [http://www.city-market.ca/marketnews.html City Centre Winter Market] In Churchill square and [http://www.worldofcrafts.ca/ Butterdome Craft Fair] at the UofA.

=====DingDing.ca stunts=====
In addition to the Web design, the DingDing.ca campaign included:
*A picnic set up at events featuring a lone bike sporting a DingDing.ca sign.
*Buttons including white "DING DING ca" and green "Ring my bell. dingding.ca"
*Plain white business card with a cryptic phrase like "Zero Interest in speed dating," with a dingding.ca mention.
*Plain white T-shirts with a saucy message, and link. I think "Ring my bell" was the most tame, but I don't recall the others.

=====Facebook=====
EBC has a [http://www.facebook.com/group.php?gid=50755059533 Facebook Group] which is now depricated; though many are still subscribed.

EBC has a [http://www.facebook.com/EdmontonBicycleCommuters Facebook fan page] which is better suited for larger organizations, but does not allow you to push event notices.

EBC also has a [http://www.facebook.com/edmontonbikes Facebook Person] to do things that a fan page can't.

=====Twitter=====
EBC has a [http://twitter.com/edmontonbicycle Twitter feed].

=====Google Apps=====
*Currently, EBC has a public [http://www.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho%40group.calendar.google.com&ctz=America/Denver Google Calendar].
*EBC has the following public mailing lists/google groups:
**[http://groups.google.com/group/ebc-members EBC Members] Low-volume mailing list
*EBC has the following private mailing lists (aliases are @thisdomain.ca):
**[http://groups.google.com/group/ebc-advocacy EBC Advocacy] mailing list for the advocacy committee. (Alias: ebc-advocacy)
**[http://groups.google.com/group/ebc-bikeworks EBC BikeWorks] mainly BikeWorks Volunteers. (Alias ebc-bikeworks)
**[http://groups.google.com/group/ebc-board EBC Board] mailing list for board members. (Alias: ebc-board)
**[http://groups.google.com/group/ebc-core EBC Core] Higher volume mailing list; receives inquiries from the public as well (alias: info). Keep in mind only designated people and the president or vice-president of EBC should respond directly to such inquiries. Discussion on the list is still valuable and encouraged. See the [[Official Spokesperson Policy]] for more information.
**[http://groups.google.com/group/ebc-employees EBC Employees] mailing list for staff members. (Alias: ebc-employees)
**[http://groups.google.com/group/ebc-volunteers EBC Volunteers] includes anyone who checks off that they are interested in volunteering on their membership registration (some have done the basic orientation, some have not). Generally used to send out volunteer opportunities. (Alias: ebc-volunteers)
*EBC also uses some Google apps internally.

====Broadcast media====
Broadcast media used by EBC includes:
*Posters used to advertise events and workshops.
*An [http://feeds2.feedburner.com/edmontonbikes RSS feed].
*The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.

====Wiki Maintenance====
Does the Official Spokesperson policy apply to this as well?

====Point of sales====

Information Management Committee

2012-03-29T04:42:42Z

James P: Unmerged (deleted) 2010 committee information

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.
Information about the 2010 version of the Committee can be found [http://edmontonbikes.ca/w/2010_Committees#Information_Management here].

== Information Management Committee 2011-2012 ==
* '''Chair:''' (name)
* '''Members:'''
** (name)
** (name)

=== 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?

==== 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?

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

Information Management Committee

2012-03-29T04:35:36Z

James P: Split Social media integration to IMC Social Media Integration

IMC Social Media Integration

2012-03-29T04:35:07Z

James P: Split from Information Management Committee page

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] from [[Information Management Committee]]. The original rationale for this page was to piont out that there is social medai outside Facebook and Twitter. The author feels that those may be just a fad. As useful detail gets added, this page should probably be re-split in the future. For now, I just need to get it off the committee page.

====Membership Database====

====Migrate Mailing list====

====Archives and File Security====
Nothing to put here at the moment except a link to the [[Document Storage Policy]].

====Websites and Social Media Integration====

=====Websites controlled by EBC=====

EBC controls the following websites:
*[http://EdmontonBikes.ca/ http://EdmontonBikes.ca/] The main Edmonton Bicycle Commuters website/portal.
*[http://CycleEdmonton.ca/ http://CycleEdmonton.ca/] A non-partisan advocacy page.
*[http://DingDing.ca/ http://DingDing.ca/] Promotional website. Initial AD campaign donated by [http://DDB.com/ DDB]

Do we want to make Mobile/low-bandwidth versions of the above pages? Will these be generated automatically from the same content as the main page?

We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.

====Social Media Used by EBC====

EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.

=====Information Tables=====
During the summer, we try to maintain a presence at many festivals and events. Information tables typically include the following media:
*Banners with our name, logo. We also have a banner briefly describing what we do (the stand is broken for that one).
*Glossy Brochures describing what we do, and including a registration form. (expensive)
*Business Cards with our contact information. (website/e-mail address and Bikeworks Address/phone number)
*[http://www.edmonton.ca/transportation/cycling_walking/bike-map.aspx Cycle Edmonton] Bike maps. This year they were kind of out-of date. It appears the City is in the process of developing a new, streamlined map.
*[http://www.edmonton.ca/transportation/ets/bikes-on-ets.aspx Bikes on Buses] Brochures from ETS.
*Several issues of [http://momentumplanet.com/ Momentum Maganzine].
*EBC Badges (for sale)
*On occasion we stuck "complements of EBC" stickers on the Cycle Edmonton Map.
*This summer we also offered free minor bike tune-ups at some events. Major repairs should be referred to Bikeworks or a commercial bike shop.

=====Newsletters=====
In the past, we mailed out paper newsletters. These were canceled in an aborted attempt to move to a "newspaper" format. In recent years, the mail-out happened bi-annually.

Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using [http://www.mailchimp.com/ MailChimp]. The November, 2010 e-mail included [http://www.glockeasymail.com/tracking-links-reduce-click-rate/ link tracking] and a [http://en.wikipedia.org/wiki/Web_bug web bug]. This was so MailChimp could provide lots of fancy charts.

The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email" is appended to all of the urls. That string will show up in the server logs of servers controlled by EBC and third-parties alike. PHP and CGI scripts not expecting that string should ignore those fields if properly written. It appears that string does not store enough information for per-user tracking. On the other hand, the 25 digit hex string stored in the image urls does appear to store enough information for per-user tracking. Readers can be assured that it is not tracking them specifically since the string "90810127c168b11d15b5444f4" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.

=====Event Participation=====
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
*We are an active participant in the [http://www.bikeology.ca/ Bikeology Festival]
*We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the [http://www.oldstrathconafoundation.ca/ Old Strathcona Foundation].
*At the 2010 [http://www.efmf.ab.ca/ folk fest] we attached handbills to bikes in the area. We noted grievous repairs needed at that time (The was a checklist on the handbill).
*Currently, we are [http://edmontonbikes.ca/calendar/more/call_for_bike_art_submissions/ asking for bike art submission] by distributing hand-bills at various events folk-artists are likely to attend. Events we would still like to visit in the next two weeks (Early Dec, 2010) include the [http://www.city-market.ca/marketnews.html City Centre Winter Market] In Churchill square and [http://www.worldofcrafts.ca/ Butterdome Craft Fair] at the UofA.

=====DingDing.ca stunts=====
In addition to the Web design, the DingDing.ca campaign included:
*A picnic set up at events featuring a lone bike sporting a DingDing.ca sign.
*Buttons including white "DING DING ca" and green "Ring my bell. dingding.ca"
*Plain white business card with a cryptic phrase like "Zero Interest in speed dating," with a dingding.ca mention.
*Plain white T-shirts with a saucy message, and link. I think "Ring my bell" was the most tame, but I don't recall the others.

=====Facebook=====
EBC has a [http://www.facebook.com/group.php?gid=50755059533 Facebook Group] which is now depricated; though many are still subscribed.

EBC has a [http://www.facebook.com/EdmontonBicycleCommuters Facebook fan page] which is better suited for larger organizations, but does not allow you to push event notices.

EBC also has a [http://www.facebook.com/edmontonbikes Facebook Person] to do things that a fan page can't.

=====Twitter=====
EBC has a [http://twitter.com/edmontonbicycle Twitter feed].

=====Google Apps=====
*Currently, EBC has a public [http://www.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho%40group.calendar.google.com&ctz=America/Denver Google Calendar].
*EBC has the following public mailing lists/google groups:
**[http://groups.google.com/group/ebc-members EBC Members] Low-volume mailing list
*EBC has the following private mailing lists (aliases are @thisdomain.ca):
**[http://groups.google.com/group/ebc-advocacy EBC Advocacy] mailing list for the advocacy committee. (Alias: ebc-advocacy)
**[http://groups.google.com/group/ebc-bikeworks EBC BikeWorks] mainly BikeWorks Volunteers. (Alias ebc-bikeworks)
**[http://groups.google.com/group/ebc-board EBC Board] mailing list for board members. (Alias: ebc-board)
**[http://groups.google.com/group/ebc-core EBC Core] Higher volume mailing list; receives inquiries from the public as well (alias: info). Keep in mind only designated people and the president or vice-president of EBC should respond directly to such inquiries. Discussion on the list is still valuable and encouraged. See the [[Official Spokesperson Policy]] for more information.
**[http://groups.google.com/group/ebc-employees EBC Employees] mailing list for staff members. (Alias: ebc-employees)
**[http://groups.google.com/group/ebc-volunteers EBC Volunteers] includes anyone who checks off that they are interested in volunteering on their membership registration (some have done the basic orientation, some have not). Generally used to send out volunteer opportunities. (Alias: ebc-volunteers)
*EBC also uses some Google apps internally.

====Broadcast media====
Broadcast media used by EBC includes:
*Posters used to advertise events and workshops.
*An [http://feeds2.feedburner.com/edmontonbikes RSS feed].
*The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.

====Wiki Maintenance====
Does the Official Spokesperson policy apply to this as well?

====Point of sales====

Information Management Committee

2012-03-29T04:24:17Z

James P: /* Information Management Committee 2011-2012 */ Preparing split

Note: [http://en.wikipedia.org/wiki/Wikipedia:SPLIT Split] Information about social media used by EBC to [[IMC_Social_Media_Integration]]. This page should only describe the commitee work.

== Information Management Committee 2011-2012 ==
* '''Chair:''' (name)
* '''Members:'''
** (name)
** (name)

=== 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?

==== 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?

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

== Information Management Committee 2010-2011 ==

* '''Chair:''' Chris
* James
* Brett
* Monica
* Olivier
* Axel

===Topics of Focus===
* membership database
* maintain archives and file security
* integration of website, google calendar/docs, facebook, twitter, other community calendars/social networks
* wiki maintenance
* migrate mailing list
* point of sales

====Membership Database====

====Migrate Mailing list====

====Archives and File Security====
Nothing to put here at the moment except a link to the [[Document Storage Policy]].

====Websites and Social Media Integration====

=====Websites controlled by EBC=====

EBC controls the following websites:
*[http://EdmontonBikes.ca/ http://EdmontonBikes.ca/] The main Edmonton Bicycle Commuters website/portal.
*[http://CycleEdmonton.ca/ http://CycleEdmonton.ca/] A non-partisan advocacy page.
*[http://DingDing.ca/ http://DingDing.ca/] Promotional website. Initial AD campaign donated by [http://DDB.com/ DDB]

Do we want to make Mobile/low-bandwidth versions of the above pages? Will these be generated automatically from the same content as the main page?

We should keep a list of websites we really should be linking too, especially if a cross-promotion agreement was agreed to.

====Social Media Used by EBC====

EBC has always made extensive use of social media. It is how we get our message out on such a low advertising budget.

=====Information Tables=====
During the summer, we try to maintain a presence at many festivals and events. Information tables typically include the following media:
*Banners with our name, logo. We also have a banner briefly describing what we do (the stand is broken for that one).
*Glossy Brochures describing what we do, and including a registration form. (expensive)
*Business Cards with our contact information. (website/e-mail address and Bikeworks Address/phone number)
*[http://www.edmonton.ca/transportation/cycling_walking/bike-map.aspx Cycle Edmonton] Bike maps. This year they were kind of out-of date. It appears the City is in the process of developing a new, streamlined map.
*[http://www.edmonton.ca/transportation/ets/bikes-on-ets.aspx Bikes on Buses] Brochures from ETS.
*Several issues of [http://momentumplanet.com/ Momentum Maganzine].
*EBC Badges (for sale)
*On occasion we stuck "complements of EBC" stickers on the Cycle Edmonton Map.
*This summer we also offered free minor bike tune-ups at some events. Major repairs should be referred to Bikeworks or a commercial bike shop.

=====Newsletters=====
In the past, we mailed out paper newsletters. These were canceled in an aborted attempt to move to a "newspaper" format. In recent years, the mail-out happened bi-annually.

Currently, we send out newsletters by e-mail monthly. As of November 17, 2010, we started using [http://www.mailchimp.com/ MailChimp]. The November, 2010 e-mail included [http://www.glockeasymail.com/tracking-links-reduce-click-rate/ link tracking] and a [http://en.wikipedia.org/wiki/Web_bug web bug]. This was so MailChimp could provide lots of fancy charts.

The December newsletter dropped the one-pixel web bug and moved to a different, more transparent kind of tracking link. The string "?utm_source=EBC+Newsletter&utm_campaign=9b7fe86a0c-&utm_medium=email" is appended to all of the urls. That string will show up in the server logs of servers controlled by EBC and third-parties alike. PHP and CGI scripts not expecting that string should ignore those fields if properly written. It appears that string does not store enough information for per-user tracking. On the other hand, the 25 digit hex string stored in the image urls does appear to store enough information for per-user tracking. Readers can be assured that it is not tracking them specifically since the string "90810127c168b11d15b5444f4" is only used to identify images from EBC. The number of opens (assuming the display of images) can still be counted.

=====Event Participation=====
Sometimes we participate in an event or put one on ourselves to raise awareness about our organization.
*We are an active participant in the [http://www.bikeology.ca/ Bikeology Festival]
*We usually have a "flotilla" of bicycles during the Silly Summer Parade put on by the [http://www.oldstrathconafoundation.ca/ Old Strathcona Foundation].
*At the 2010 [http://www.efmf.ab.ca/ folk fest] we attached handbills to bikes in the area. We noted grievous repairs needed at that time (The was a checklist on the handbill).
*Currently, we are [http://edmontonbikes.ca/calendar/more/call_for_bike_art_submissions/ asking for bike art submission] by distributing hand-bills at various events folk-artists are likely to attend. Events we would still like to visit in the next two weeks (Early Dec, 2010) include the [http://www.city-market.ca/marketnews.html City Centre Winter Market] In Churchill square and [http://www.worldofcrafts.ca/ Butterdome Craft Fair] at the UofA.

=====DingDing.ca stunts=====
In addition to the Web design, the DingDing.ca campaign included:
*A picnic set up at events featuring a lone bike sporting a DingDing.ca sign.
*Buttons including white "DING DING ca" and green "Ring my bell. dingding.ca"
*Plain white business card with a cryptic phrase like "Zero Interest in speed dating," with a dingding.ca mention.
*Plain white T-shirts with a saucy message, and link. I think "Ring my bell" was the most tame, but I don't recall the others.

=====Facebook=====
EBC has a [http://www.facebook.com/group.php?gid=50755059533 Facebook Group] which is now depricated; though many are still subscribed.

EBC has a [http://www.facebook.com/EdmontonBicycleCommuters Facebook fan page] which is better suited for larger organizations, but does not allow you to push event notices.

EBC also has a [http://www.facebook.com/edmontonbikes Facebook Person] to do things that a fan page can't.

=====Twitter=====
EBC has a [http://twitter.com/edmontonbicycle Twitter feed].

=====Google Apps=====
*Currently, EBC has a public [http://www.google.com/calendar/embed?src=gihi04b46h52359ftktgkt5qho%40group.calendar.google.com&ctz=America/Denver Google Calendar].
*EBC has the following public mailing lists/google groups:
**[http://groups.google.com/group/ebc-members EBC Members] Low-volume mailing list
*EBC has the following private mailing lists (aliases are @thisdomain.ca):
**[http://groups.google.com/group/ebc-advocacy EBC Advocacy] mailing list for the advocacy committee. (Alias: ebc-advocacy)
**[http://groups.google.com/group/ebc-bikeworks EBC BikeWorks] mainly BikeWorks Volunteers. (Alias ebc-bikeworks)
**[http://groups.google.com/group/ebc-board EBC Board] mailing list for board members. (Alias: ebc-board)
**[http://groups.google.com/group/ebc-core EBC Core] Higher volume mailing list; receives inquiries from the public as well (alias: info). Keep in mind only designated people and the president or vice-president of EBC should respond directly to such inquiries. Discussion on the list is still valuable and encouraged. See the [[Official Spokesperson Policy]] for more information.
**[http://groups.google.com/group/ebc-employees EBC Employees] mailing list for staff members. (Alias: ebc-employees)
**[http://groups.google.com/group/ebc-volunteers EBC Volunteers] includes anyone who checks off that they are interested in volunteering on their membership registration (some have done the basic orientation, some have not). Generally used to send out volunteer opportunities. (Alias: ebc-volunteers)
*EBC also uses some Google apps internally.

====Broadcast media====
Broadcast media used by EBC includes:
*Posters used to advertise events and workshops.
*An [http://feeds2.feedburner.com/edmontonbikes RSS feed].
*The DingDing.campaign was supposed to include some Ad-buys sponsored by ddb.

====Wiki Maintenance====
Does the Official Spokesperson policy apply to this as well?

====Point of sales====

=== Terms of Reference ===
==== General Purpose ====
To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes:

# selecting and deploying new technology (hardware and software)
# analyzing online security
# ensuring EBC documents (both public and private) are organized and accessible
# maintaining BikeWorks computers
# setting up remote access for financials
# setting up an online payment system for memberships
# developing and deploying new point of sales system/membership database
# migrating primary EBC website to new platform (Wordpress)
# online event registration/payment
# selecting and configuring in-house newsletter software
# maintenance of Google and social media presence
# managing EBC e-mail accounts (aliases, groups, gmail, calendar)
# "subletting" space on webhost to generate revenue
# collecting digital images for EBC use
# maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org)
# analyzing data (e.g. membership data, climate data)
# some amount of data entry
# monitoring and archiving media
# manage hosting and domain names
# developing new online resources (e.g. trail condition reporting service).
# Documenting where and how information is stored in the organization.
# Audit IPv6 compliance

==== Key Duties and Responsibilities ====

===== Level of Authority =====
Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).

Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.

Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.

===== Reporting Relationship =====
The chair of the committee shall submit written reports to the board prior to each board meeting.

==== Composition and Appointments ====
The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.

==== Meetings ====
At least once every 2 months.

==== Resources ====
===== Financial =====
$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure

===== Staff =====
Volunteers to do:
* web development
* systems analysis
* data entry
* IT support
* statistics
* security analysis

Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).

==== Specific Annual Objectives ====

==== Reports and Target Dates ====

==== Review and Evaluation Process ====

==== Approval Date and Review Date ====

=== Meetings ===

Main Page

2012-03-17T20:19:20Z

James P: E-mail votes

== Welcome To the Edmonton Bicycle Commuters WIKI ==
Notice: This Wiki was only recently started, so a lot of content is missing. We are working to fill in this information.

{| cellpadding="0" cellspacing="0" style="width:100%;background-color:#F3F3F3;border:1px solid #808080"
|-
| align="left" style="width:80%;white-space: normal;padding:7px 0px 7px 7px" |
'''[[EBC:About|EBC]]''' is a non-profit society that supports and promotes utilitarian cycling in Edmonton. We operate a community bike shop, offer riding and mechanic courses, work with marginalised communities to provide safe and convenient transportation by bike, and advocate for cycle friendly policies in the city.

This WIKI is intended to help our members become more familiar with EBC by providing access to information related to its [[operations]] and [[governance]]. Please feel free to explore the content of this wiki to read approved [[Board of Director's Minutes]], learn about Board Members [[Board of Directors (past)|past]] and [[Board of Directors|present]], current [[committees]], [[staff]] and [[initiative]].
|}

{| width="100%"
|-
| style="height:100%;border:1px solid #de8ca7;background-color:#fcf0f4;width:50%" valign="top" |
{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
| valign="top" style="padding:7px 7px 7px 7px;background-color:#fcf0f4;" |
<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Community Pages</div>
* '''[[Mechanics Tips]]'''
* '''[[Bike Routes]]'''
* '''[[Riding Skills]]'''

|}

| style="height:100%;width:50%;border:1px solid #a48bbf;background-color:#f8f4fd;" valign="top" |

{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
|-
| align="left" valign="top" style="padding:7px 7px 0px 7px;background-color:#f8f4fd;" |
<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">About EBC</div>
* '''[[Objects]]'''
* '''[[Bylaws]]'''
* '''[[Policies]]'''
* '''[[General Meetings]]'''
** '''[[Annual Reports]]'''
* '''[[Financial Reports]]'''
* '''[[Board of Directors]]'''
** '''[[Board of Director's Minutes|Meeting Minutes]]'''
** '''[[Board E-mail Votes]]'''
** '''[[Board Development Workshop]]'''
* '''[[Committees]]'''
** '''[[2010 Committees]]'''
* '''[[BikeWorks]]'''
* '''[[Volunteer Opportunities]]'''
* '''[[Volunteer Resources]]'''
* '''[[History]]'''
|-

| align="left" valign="top" style="padding:7px 7px 7px 7px;background-color:#f8f4fd;border:0px;" |

|}
|}

== Editing help ==

*[http://toolserver.org/~diberri/cgi-bin/html2wiki/index.cgi http://toolserver.org/~diberri/cgi-bin/html2wiki/index.cgi]
*[http://www.mediawiki.org/wiki/Help:Formatting http://www.mediawiki.org/wiki/Help:Formatting]

Setting up the North Shop

2012-03-03T22:27:24Z

James P: /* Media Coverage */

Board Minutes February 2012

2012-02-09T23:54:19Z

James P: /* Action Items from Last Meeting */ Added anchor link.

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[http://edmontonbikes.ca/w/images/8/8f/BikeWorks_Coordinator_January_2012_report.pdf BikeWorks Report]

=== Information Management Committee report ===
*[http://edmontonbikes.ca/w/images/7/76/IMC_MR_Jan2012.pdf Information Management Committee January 2012 report]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== E-mail votes ===
*Advocacy Committee TOR passed
*Membership Committee TOR passed?

=== Action Items from Last Meeting ===
*'''James''' will set up EBC website to participate in SOPA blackout. (Done, as outlined in [[#Information Management Committee report | IMC report]].)
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes February 2012

2012-02-09T23:50:31Z

James P: /* Action Items from Last Meeting */ IMC report mention

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[http://edmontonbikes.ca/w/images/8/8f/BikeWorks_Coordinator_January_2012_report.pdf BikeWorks Report]

=== Information Management Committee report ===
*[http://edmontonbikes.ca/w/images/7/76/IMC_MR_Jan2012.pdf Information Management Committee January 2012 report]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== E-mail votes ===
*Advocacy Committee TOR passed
*Membership Committee TOR passed?

=== Action Items from Last Meeting ===
*'''James''' will set up EBC website to participate in SOPA blackout. (Done, as outlined in IMC report.)
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes January 2012

2012-02-09T23:44:55Z

James P: /* BikeWorks Report */ Alternate Prettified link

These minutes not yet approved.
== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Chris Corrigan
* Board attendance:Micah Cooper, Duncan Kinney, Bernadette Blakey, James, Lee Vilinski, Paul Grovenlock, Alex Choby, Chris Corrigan, Neil Carey, Adam Burgess
* Staff attendance:Anna Vesala
* Regrets:Steph Gregorwich
* Absent:Brett (late)
* Guests:

== Call to Order ==
* Time: 6:35 pm

== Approval of Agenda ==
* Motion:
Paul, Alexandra 2nd

== Approval of Last Month's Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes December 2011]]
James, Kris 2nd

== Date, Location & Food for Next Meeting ==
February 9th, Room 101 Law Centre, Micah to arrange for food

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]

-I can do an oral review of what was e-mailled.

-Discussion of our options regarding the Spoke. (this could be moved to "new business")

=== Treasurer's Report ===
* Report from December 2010 to be completed by Neil
* There will be a shortfall on The Budget since there is not yet a North Location
* Recommendation to have only One Summer Student for 2012, instead of two, as in 2011
* We (EBC) must 'Watch our Pennies!'
====Financial Report for November 2011====
The month ran remarkably close to the expected budget, so I don't think there's much to be said about it. The only item that stands out is a substantial negative ($1500) in the cash over/under. This is the first month I've completed a physical cash count since the end of August - numbers between now and then are all from the cash sheet, and the over/under number came from the daily count, usually done by Alex. There had been a substantial positive ($1300) in September, and I suspect that at some point, someone triggered the "move money to safe" function, but didn't actually move any money, resulting in a double count that wasn't caught and corrected until now. I don't think we've been robbed.

YTD, we're also running quite close to budget. I've rescheduled budget items relating to the North shop. If we do get a north shop going in May, I think we'll be fine, but do keep in mind that if the North shop gets delayed past the summer, we'll finish the year roughly $10k short of our target.

[[File:November 2011 Financial Report.xls|November Financial Report]]

====Items in Mailbox====
1 - There was a card from Ian's mother, and a $100 cheque included. She said that they're intending to give us some of the money from Ian's estate once it's settled up. I'd appreciate it if someone who knew him better than I could please send a response.

--> I suggest Bryan; he is not a board member but he was a very good friend of Ian's and is still an EBC volunteer as far as I know. Perhaps he and a board member could collaborate. I wouldn't mind doing this. -Micah

2 - There was a mail-in membership renewal who said they tried to renew at the shop, but we wouldn't accept their cheque. The only thing strange about it is that it's from an account with the Christian Credit Union, but I can't see why that would matter. Is there a cheque policy that I don't know about, and if there's not, could Alex please include something in his next volunteer mailout to the effect that we do accept cheques.

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[http://edmontonbikes.ca/w/images/5/5a/BikeWorks_Coordinator_December_2012_report.pdf BikeWorks Report]

=== Informantion Management Commitee ===
* Has done nothing over the past month.
* James would like to [http://en.wikipedia.org/wiki/Wikipedia:SPLIT split] the existing [[Information Management Committee]] page into sub-pages such as "IMC_Where_information_is_stored", "IMC_Access_Controls_data_retention", "IMC_Installed_software_and_configuration". Needs more thought.
* Would like to expand the scope to include outreach/collaboration with other organizations experiencing similar challenges.
* Would like authorization to use up to 6 hours of staff time and up to $40 for food expenses for a meeting to hash out the updated terms of reference. James will write a draft proposal as a starting point.
ACTION: Request denied. James will hold informal meetings as needed for completeting the Terms Of Reference instead.

== Current & Completed Business ==
=== Action Items from Last Meeting ===
* The '''Board''' is to read the past minutes, identify any omissions or errors, amend as necessary and vote to approve the minutes by December 15, 2011.
* '''Anna''' to speak with Kris Andreychuk about interim options to continue with the Spoke.
* '''Anna''' to take the board off the Chris Chan forwarding.
* '''Duncan''' to ask Chris to email Board-specific emails to the Board.
* '''Neil''' to take old board members off EBC Board mailing list.
* '''Anna''' to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.
* '''Anna''' to send the raw data from the August retreat to the board as well as what is remembered from the October retreat. Attendees of the October retreat will read and provide their recollections of the decisions made.
* The '''Board''' will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.
* '''Anna''' to send Chris information about the Walterdale Bridge Advisory committee and meeting.
===Committee Terms of Reference===
* '''Micah''' to talk to Alex regarding the Bikeworks ToR.
* '''Paul''' to post Membership ToR on wiki.
* '''Duncan''' to continue working on the Advocacy ToR.
* '''Alex''' to continue working on the Inclusion Committee ToR.

=== Action Items from Older Meetings ===
* '''Alex''' Has the [rental program] info but needs to put it into formal report. Will complete by Dec 1 meeting.
* '''Alex''' will get all MEC grant info from DEREK.
* '''Alex''' Will try new [BikeWorks user] sheets. Review in January.
(No report was available from Alex in December)
* '''Neil''' will draft [[Board Member Job Description|job description]] for January meeting

== New Business ==
=== Should we protest SOPA? ===
* SOPA and the Protect-IP acts are bills working their way through Congress in the United States. They are aimed at shutting down websites facilitating Copyright and Trademark infringement, yet fall outside US jurisdiction. The bills are controversial because it is believed that they will erode the DNS system, which resolves human-readable domain names into IP addresses.
* [http://blog.reddit.com/2012/01/stopped-they-must-be-on-this-all.html reddit] has set January 18, 8am–8pm EST (1300–0100 UTC) as a day of action.
* Does the board want to do a partial or complete black-out of Edmontonbikes.ca on that date? Should we encourage people to contact their Member of Parliament about this issue?
* Questions raised over whether this really is of any concern for the Executive or EBC in general, since we do not actively encourage infringements of such a kind, and that we are not an American website. Motion passed 7-4 however, as the blackout is only for a half-day and members seem to suggest that this will show solidarity with all other persons or groups who believe the internet shall remain 'open & free' of such restrictions.

ACTION: James will facilitate a complete black-out of Edmontonbikes.ca on Wednesday, January 18th, 2012 from 6am through 6pm MST; in solidarity with reddit. We will NOT encourage people to contact their Member of Parliament.

=== Purview and membership of committees (Micah) ===

* During the latest Bikeworks committee meeting, questions were raised about a) what decisions should be made at what level (board > committee > BW coordinator) and b) composition of committees i.e. board members : non-board members.

NORTH LOCATION

Future/Possible/Probable EBC Bikeworks/SPOKE North Location...

- The SPOKE program is complicating our own wish for a Bikeworks North Location, even though we support it.
- SPOKE Leader Kris has proposed a Shipping Container as an innovative & edgy home, as befitting a program for persons who may feel out of place in a more traditional community league or school setting.
- Rentable space at 111 Avenue & 93rd Street already seen by at least one board member. Rent will be between
$1500.oo & 1800.oo/ month depending on whether we require additional services, such as snow removal, or not.
All Executive Board members encouraged to review this space for themselves en mass very soon.
- The AB Cycle Building on 118 Ave may still be a possibility but there has been a long wait.
- Bill Rees YMCA also mentioned as 'contender' for future SPOKE space

UPCOMING EVENT

*Advocacy Day, February 20 (Family Day) at Metro Cinema (Garneau Theatre)
Featuring Film Vignettes of Cycling & Sustainable Transit from Streetfilms.org
Motion Passed by Micah, Chris 2nd

=== Board Development Workshop===
To be held on January 27 & 28 to be held in Room 134 Telus Centre on U of A Campus. 75% of our Committee must attend.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes February 2012

2012-02-09T23:41:19Z

James P: /* Information Management Committee report */ Alternate prettified link

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[http://edmontonbikes.ca/w/images/8/8f/BikeWorks_Coordinator_January_2012_report.pdf BikeWorks Report]

=== Information Management Committee report ===
*[http://edmontonbikes.ca/w/images/7/76/IMC_MR_Jan2012.pdf Information Management Committee January 2012 report]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== E-mail votes ===
*Advocacy Committee TOR passed
*Membership Committee TOR passed?

=== Action Items from Last Meeting ===
*''James''' will set up EBC website to participate in SOPA blackout
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes February 2012

2012-02-09T23:39:23Z

James P: /* BikeWorks Report */ Alternate, prettified link.

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[http://edmontonbikes.ca/w/images/8/8f/BikeWorks_Coordinator_January_2012_report.pdf BikeWorks Report]

=== Information Management Committee report ===
*Information Management Committee January 2012 report: [[File:IMC_MR_Jan2012.pdf]]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== E-mail votes ===
*Advocacy Committee TOR passed
*Membership Committee TOR passed?

=== Action Items from Last Meeting ===
*''James''' will set up EBC website to participate in SOPA blackout
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes February 2012

2012-02-09T23:34:26Z

James P: /* BikeWorks Report */

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
BikeWorks Report: [[File:BikeWorks_Coordinator_January_2012_report.pdf]]

=== Information Management Committee report ===
*Information Management Committee January 2012 report: [[File:IMC_MR_Jan2012.pdf]]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== E-mail votes ===
*Advocacy Committee TOR passed
*Membership Committee TOR passed?

=== Action Items from Last Meeting ===
*''James''' will set up EBC website to participate in SOPA blackout
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

File:BikeWorks Coordinator January 2012 report.pdf

2012-02-09T23:32:40Z

James P: Edmonton Bicycle Commuters’ Society BikeWorks Coordinator January 2012 Report Alex Hindle (Converted to PDF fromat from .doc prior to uploading)

Edmonton Bicycle Commuters’ Society
BikeWorks Coordinator January 2012 Report
Alex Hindle
(Converted to PDF fromat from .doc prior to uploading)

Board Minutes January 2012

2012-02-09T23:24:52Z

James P: /* BikeWorks Report */

These minutes not yet approved.
== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Chris Corrigan
* Board attendance:Micah Cooper, Duncan Kinney, Bernadette Blakey, James, Lee Vilinski, Paul Grovenlock, Alex Choby, Chris Corrigan, Neil Carey, Adam Burgess
* Staff attendance:Anna Vesala
* Regrets:Steph Gregorwich
* Absent:Brett (late)
* Guests:

== Call to Order ==
* Time: 6:35 pm

== Approval of Agenda ==
* Motion:
Paul, Alexandra 2nd

== Approval of Last Month's Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes December 2011]]
James, Kris 2nd

== Date, Location & Food for Next Meeting ==
February 9th, Room 101 Law Centre, Micah to arrange for food

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]

-I can do an oral review of what was e-mailled.

-Discussion of our options regarding the Spoke. (this could be moved to "new business")

=== Treasurer's Report ===
* Report from December 2010 to be completed by Neil
* There will be a shortfall on The Budget since there is not yet a North Location
* Recommendation to have only One Summer Student for 2012, instead of two, as in 2011
* We (EBC) must 'Watch our Pennies!'
====Financial Report for November 2011====
The month ran remarkably close to the expected budget, so I don't think there's much to be said about it. The only item that stands out is a substantial negative ($1500) in the cash over/under. This is the first month I've completed a physical cash count since the end of August - numbers between now and then are all from the cash sheet, and the over/under number came from the daily count, usually done by Alex. There had been a substantial positive ($1300) in September, and I suspect that at some point, someone triggered the "move money to safe" function, but didn't actually move any money, resulting in a double count that wasn't caught and corrected until now. I don't think we've been robbed.

YTD, we're also running quite close to budget. I've rescheduled budget items relating to the North shop. If we do get a north shop going in May, I think we'll be fine, but do keep in mind that if the North shop gets delayed past the summer, we'll finish the year roughly $10k short of our target.

[[File:November 2011 Financial Report.xls|November Financial Report]]

====Items in Mailbox====
1 - There was a card from Ian's mother, and a $100 cheque included. She said that they're intending to give us some of the money from Ian's estate once it's settled up. I'd appreciate it if someone who knew him better than I could please send a response.

--> I suggest Bryan; he is not a board member but he was a very good friend of Ian's and is still an EBC volunteer as far as I know. Perhaps he and a board member could collaborate. I wouldn't mind doing this. -Micah

2 - There was a mail-in membership renewal who said they tried to renew at the shop, but we wouldn't accept their cheque. The only thing strange about it is that it's from an account with the Christian Credit Union, but I can't see why that would matter. Is there a cheque policy that I don't know about, and if there's not, could Alex please include something in his next volunteer mailout to the effect that we do accept cheques.

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
BikeWorks Report: [[File:BikeWorks_Coordinator_December_2012_report.pdf]]

=== Informantion Management Commitee ===
* Has done nothing over the past month.
* James would like to [http://en.wikipedia.org/wiki/Wikipedia:SPLIT split] the existing [[Information Management Committee]] page into sub-pages such as "IMC_Where_information_is_stored", "IMC_Access_Controls_data_retention", "IMC_Installed_software_and_configuration". Needs more thought.
* Would like to expand the scope to include outreach/collaboration with other organizations experiencing similar challenges.
* Would like authorization to use up to 6 hours of staff time and up to $40 for food expenses for a meeting to hash out the updated terms of reference. James will write a draft proposal as a starting point.
ACTION: Request denied. James will hold informal meetings as needed for completeting the Terms Of Reference instead.

== Current & Completed Business ==
=== Action Items from Last Meeting ===
* The '''Board''' is to read the past minutes, identify any omissions or errors, amend as necessary and vote to approve the minutes by December 15, 2011.
* '''Anna''' to speak with Kris Andreychuk about interim options to continue with the Spoke.
* '''Anna''' to take the board off the Chris Chan forwarding.
* '''Duncan''' to ask Chris to email Board-specific emails to the Board.
* '''Neil''' to take old board members off EBC Board mailing list.
* '''Anna''' to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.
* '''Anna''' to send the raw data from the August retreat to the board as well as what is remembered from the October retreat. Attendees of the October retreat will read and provide their recollections of the decisions made.
* The '''Board''' will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.
* '''Anna''' to send Chris information about the Walterdale Bridge Advisory committee and meeting.
===Committee Terms of Reference===
* '''Micah''' to talk to Alex regarding the Bikeworks ToR.
* '''Paul''' to post Membership ToR on wiki.
* '''Duncan''' to continue working on the Advocacy ToR.
* '''Alex''' to continue working on the Inclusion Committee ToR.

=== Action Items from Older Meetings ===
* '''Alex''' Has the [rental program] info but needs to put it into formal report. Will complete by Dec 1 meeting.
* '''Alex''' will get all MEC grant info from DEREK.
* '''Alex''' Will try new [BikeWorks user] sheets. Review in January.
(No report was available from Alex in December)
* '''Neil''' will draft [[Board Member Job Description|job description]] for January meeting

== New Business ==
=== Should we protest SOPA? ===
* SOPA and the Protect-IP acts are bills working their way through Congress in the United States. They are aimed at shutting down websites facilitating Copyright and Trademark infringement, yet fall outside US jurisdiction. The bills are controversial because it is believed that they will erode the DNS system, which resolves human-readable domain names into IP addresses.
* [http://blog.reddit.com/2012/01/stopped-they-must-be-on-this-all.html reddit] has set January 18, 8am–8pm EST (1300–0100 UTC) as a day of action.
* Does the board want to do a partial or complete black-out of Edmontonbikes.ca on that date? Should we encourage people to contact their Member of Parliament about this issue?
* Questions raised over whether this really is of any concern for the Executive or EBC in general, since we do not actively encourage infringements of such a kind, and that we are not an American website. Motion passed 7-4 however, as the blackout is only for a half-day and members seem to suggest that this will show solidarity with all other persons or groups who believe the internet shall remain 'open & free' of such restrictions.

ACTION: James will facilitate a complete black-out of Edmontonbikes.ca on Wednesday, January 18th, 2012 from 6am through 6pm MST; in solidarity with reddit. We will NOT encourage people to contact their Member of Parliament.

=== Purview and membership of committees (Micah) ===

* During the latest Bikeworks committee meeting, questions were raised about a) what decisions should be made at what level (board > committee > BW coordinator) and b) composition of committees i.e. board members : non-board members.

NORTH LOCATION

Future/Possible/Probable EBC Bikeworks/SPOKE North Location...

- The SPOKE program is complicating our own wish for a Bikeworks North Location, even though we support it.
- SPOKE Leader Kris has proposed a Shipping Container as an innovative & edgy home, as befitting a program for persons who may feel out of place in a more traditional community league or school setting.
- Rentable space at 111 Avenue & 93rd Street already seen by at least one board member. Rent will be between
$1500.oo & 1800.oo/ month depending on whether we require additional services, such as snow removal, or not.
All Executive Board members encouraged to review this space for themselves en mass very soon.
- The AB Cycle Building on 118 Ave may still be a possibility but there has been a long wait.
- Bill Rees YMCA also mentioned as 'contender' for future SPOKE space

UPCOMING EVENT

*Advocacy Day, February 20 (Family Day) at Metro Cinema (Garneau Theatre)
Featuring Film Vignettes of Cycling & Sustainable Transit from Streetfilms.org
Motion Passed by Micah, Chris 2nd

=== Board Development Workshop===
To be held on January 27 & 28 to be held in Room 134 Telus Centre on U of A Campus. 75% of our Committee must attend.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes February 2012

2012-02-09T23:21:39Z

James P: /* Information Management Committee report */ fixed broken link

== Attendance ==
* Meeting Chair: Adam
* Minute-taker: Chris Co.
* Board attendance:
* Staff attendance:
* Regrets: Duncan
* Absent:
* Guests:

== Call to Order ==
* Time:

== Approval of Agenda ==
* Motion:

== Approval of Last Month's Minutes ==
* Motion:

== Date, Location & Food for Next Meeting ==
*

== Reports ==

=== President's Report ===
[[President's Report (January) (2012)|President's Report]]

=== Treasurer's Report ===
Working through the financial statements, and producing forecasts including the new North shop has revealed a picture of financial strength that I wasn't expecting. We're performing as expected on the Revenue side of the equation, and our expenses are below expected. Of note is that we haven't ordered new parts for a while, so will probably have to restock at some point, probably spending around $4,000 to do that. Our food budget remains very high this year, as Bike building nights are spending about $10 more per week than budgeted, and several events (AGM, Board Retreat, and Board Development Workshop) have been professionally catered.

*[[media:January_2012_Financial_Report.xls‎|January 2012 Statements]]
*[[media:December_2011_Financial_Report.xls|December 2011 Statements]]

===Executive Director's Report ===
[[ED Report (Month) (Year)|Executive Director's Report]]
===BikeWorks Report ===
[[BikeWorks Report (January) (2012)|BikeWorks Report]]

=== Information Management Committee report ===
*Information Management Committee January 2012 report: [[File:IMC_MR_Jan2012.pdf]]
*[https://docs.google.com/document/d/1xa160o0jhDyE4q3zL_4L48Kepke3EYnxahbPTBAN3WQ/edit?hl=en_GB&pli=1 Terms of reference] are still not ready. Got no response to my mail-out of the draft less than a week ago.
**Topics of Focus:
***Document where and how data is stored in the organization
***Plan data retention and security
***Maintenance of EBC's IT infrastructure.
***Network with other organizations experiencing similar challenges
**Specific Annual Objectives (so far):
***Document the establishment of Bikeworks north (By August 31, 2012)

=== Committee 2 Report ===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]

== Current & Completed Business ==

=== Action Items from Last Meeting ===
*''James''' will set up EBC website to participate in SOPA blackout
*the '''Board''' will attend Board Development Workshop
*'''Duncan''' to organise ''Beyond the Automobile'' event at Metro Cinema, Feb 20.

=== Action Items from Older Meetings ===
*'''Neil''' will draft [[Job Description: Board Member|job description]] for Board Members
*'''Alex H''' will submit grant report to MEC
*the '''Board''' will make adjustments to Neil's policy on bike events

== New Business ==

=== Volunteer to Coordinate the Casino ===
*and maybe document necessary steps for the future?

=== Position Statement Policy ===
*Adam will try to e-mail a draft beforehand.

=== Bikeworks North ===
*Determine an oversight mechanism for the renos.
*(We need an agreement in principle as to what the maximum total budget is for the renos.)
*(We need to hear about the meeting with Shafraaz, which should have happened this morning.)
*(We need to come to a decision about locks.)

== In Camera Session ==

== Adjournment ==
* Motion:

File:BikeWorks Coordinator December 2012 report.pdf

2012-02-09T23:12:57Z

James P: Edmonton Bicycle Commuters’ Society BikeWorks Coordinator December Report Alex Hindle (Converted to PDF from .doc prior to uploading)

Edmonton Bicycle Commuters’ Society
BikeWorks Coordinator December Report
Alex Hindle
(Converted to PDF from .doc prior to uploading)