Bike Edmonton - User contributions [en]

Board Minutes September 2013

2013-09-17T06:14:00Z

Neil: Added treasurer's report

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

== EBC Board Meeting Minutes for September 2013 ==

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

* Location: BikeWorks South, 2nd floor meeting space, 10047-80 avenue (enter via alley)
* Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

== Attendance ==
* Meeting Chair: Leila
* Minute-taker: Justin
* Food by:
* Board attendance:
* Staff attendance:
* Regrets: Kristin
* Absent:
* Guests:

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

== Approval of Agenda ==
* <span style="background: yellow;">Motion:</span> To approve agenda. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Approval of Last Month's Minutes ==
* <span style="background: yellow;">Motion:</span> To approve (month)(year) minutes. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Logistics for Next Meeting ==
* Discuss Oct through Dec meeting dates to accommodate fall schedules/availabilities.
**October 16?
**November 20?
**December 11? 18?
**January 15?
* Discuss location for winter months.

* Date: Wed Oct 16?
* Location: BWN?
* Chair:
* Minute-taker:
* Food by:

*Board Retreat with new and outgoing board members = Fri-Sun Nov 1-3, 2013

== Reports ==

=== President's Report (5 min)===
[https://docs.google.com/document/d/1y3jXBW7IPqGQvlW9EA-WtpiVO7-FdL0AnZyLQ6WZsdo/edit?usp=sharing President's Report September 2013]
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 President's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Treasurer's Report (20 min)===
* [https://docs.google.com/file/d/0B1O8LS7JPb84ZHZZMUszcjVlSzA/edit?usp=sharing Treasurer's Report August 2013]
* Review Proposed Budget 2013-2014 to be presented at AGM

A preliminary financial report is attached. I believe there's still a couple of things missing, potentially around $2k in expenses:
# - I believe there should be an expense for purchasing bike racks. Right now I've only seen a deposit, not the final purchase cost, but I've seen revenue for both.
# - Tara has said she has some expenses that I haven't seen yet.
# - There's about $400 in revenue for the ABBCC conference ($200 fees, $200 donation), but no expenses yet.

Regardless of that, we're at the conclusion of a phenomenal financial year, where we've blown our expectations out of the water. The North shop has met its revenue targets for the year, and the south shop has been busier than I thought was possible. We're in an excellent position to deal with the uncertainty of leaving a space that has been a fantastic base over the past 10? 15? years. We currently have approximately $125,000 in unrestricted cash to cover our costs going forward, in addition to our casino money.

I'd also like to discuss bringing a motion to the General meeting authorizing the board to take on a mortgage. As per our bylaws, borrowing authorization must be approved by the membership, and having it in hand provides us with the ability to consider properties for sale in addition to leases. With our current cash balance, we can likely purchase properties up to $500k (with a 20% down payment) without much difficulty, and the monthly payments would be in line with what we're currently discussing for leases, depending on interest rate, somewhere around $2,500-$2,800.

If we receive membership approval on October 6, we will not have to reconvene if we go in that direction.

* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 Treasurer's report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Executive Director's Report (10 min)===
[[ED Report (Month) (Year)|Executive Director's Report]]
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 ED report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== BikeWorks Report (10 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 BikeWorks report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Staff Review Committee Report (5 min)===
[[ED Review from July 2013]]
*The Staff Review from July has yet to be completed
*Leila is only remaining person on the Committee. Who else is interested in sitting on this committee?
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 Staff Review Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Charitable Status Committee Report (5 min)===
*Update from committee on where this is at... What needs to be done? Can we submit before AGM? Before Dec 1?
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 Charitable Status Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

=== Alberta Bicycle Commuter Conference Committee Report (5 min)===
[[Committee 2 Report (Month) (Year)|Committee 2 Report]]
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

<span style="background: yellow;">Motion:</span> To return/approve the Sept 2013 Conference Committee report as presented. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Current & Completed Business ==

=== Updates on Action Items From Previous Meeting (5 min)===
* '''Everyone''' log your [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0An3OvpWWdrRRdFlrMTlpYmxjbWFqY2JyVzJkb3lhM1E#gid=0 board volunteer hours] for the past month.
*
*
*

=== BikeWorks South New Location (25 min)===
[https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1QXpXNWF5Ym9zTEk Real Estate folder]
*Location ad-hoc committee to be struck?
**Terms of Reference to determine level of decision-making authority, budget, reporting, etc.
*Review of select locations:
**10425 79 avenue
**
*Decision points to decide as a board (or committee):
**Budget: Neil initially suggested $2,500-$2,800/mo

**Timeline:
***Nov 1?
***Storage over winter; look for space; open in spring?

**Type:
***Lease office/retail space (solo or as partner)(parameters for partnership?)
***Lease industrial space
***Rent house and convert to shop
***Lease space in decommissioned school?

* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Budget 2013-2014 (10 min)===
*Review proposed budget which will be presented at AGM
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Staff Group Benefits Plan ===
* Neil via email: "One of the steps in putting together a group benefits plan is determining eligibility (required length of employment and hours worked per week). I would suggest something along the lines of:
**<i>All employees employed full time (30 hours per week or more) on contracts lasting 6 months or longer will be eligible for benefits immediately upon hire.</i>
**It's been my experience that everywhere I've worked always has a "wait three months" provision in their policy, and then waives it in contracts, which seems silly.
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Election 2013 Campaign ===
*Update on plans?
*[http://cycleedmonton.ca/]
*The Local Good has been receiving and publishing candidate surveys: [http://www.thelocalgood.ca/election-2013/]
*Mack Male does a weekly roundup of info about election news (candidates, events, media, etc): [http://blog.mastermaq.ca/tag/election-2013/]
*Edmonton Election Tumblr: [http://edmontonelection.tumblr.com/]
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

== New Business ==

=== VP until end of 2013 term (10 min)===
*Interim VP position needs to be filled for the term. 2013-2014 Executive will be voted at the Oct Board meeting or Board Retreat...
*VP Job Description
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== Interim board member for vacant position (10 min)===
*Anna: Since Lee has resigned as of Sept 10, should we appoint the candidate who tied with Jason as interim board member?
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

=== AGM committee (10 min)===
*Bernadette to confirm logistics
*Anna: need to strike an ad-hoc committee to organize the details of the AGM
**eg. [https://drive.google.com/a/edmontonbikes.ca/?tab=mo#folders/0ByPA_mxTBvz1YU56Z0hFaUYtR2s Duties from 2011 AGM]; [https://docs.google.com/a/edmontonbikes.ca/document/d/1A6nDYNdT1KY_PqCZH7nQFF7kh-15kpShcMmOaG12kuA/edit duties from 2010/2012] AGM
**food?
**set up and tear down
**welcome table with member packages (printed agenda, minutes of 2012 AGM for review, financials, proposed budget, slip for voting on motions, ballot for voting on board candidates, etc.)
**volunteer awards - organizing nominations, writing speech, presenting awards
**door prizes
*President's Report to be prepared and presented
*Treasurer's Report to be prepared and presented
* Discussion notes:
**
**
* <span style="background: yellow;">Motion:</span> . Motioned by . Seconded by . '''Motion Failed/Carried.'''
* Action Items: '''Name''' will... by (deadline)

== <i>In Camera</i> Session (__ min)==
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Motioned by . Seconded by . '''Motion Failed/Carried.'''

== Adjournment ==
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Motioned by . Seconded by . '''Motion Failed/Carried.'''

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

Policies

2012-09-13T00:51:28Z

Neil:

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]
*[[Position Statements Policy]]
*[[Job Description: Board Member]]

===Membership===
*[[Membership Fees Policy]]

===Employment===
*[[Transportation Reimbursement Policy]]

===BikeWorks===

*[[Bikeworks External Use Policy]]

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]
*[[Committee Policy]]
*[[Advocacy/Political Policies]] - develop public-facing policies on various cycling topics; look at Toronto Cyclists' Union and others for examples; ELANCE.com has postings for research opportunities; look at our election 'asks'
*[[Membership Policy]] - describe what we have already passed as our membership rates, expectations of members, revocation of members, etc.
*[[Ethical Funding & Sourcing Policy]]
*[[Cycling Event Promotion Policy]]
*[[Anti-discrimination/anti-oppression]]
*[[Vision Statement]]

===Operational Policies===

====Administration====
====Employment====

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Draft Policy Statement on cycling on sidewalks

Purpose: To clarify EBC's position to cyclists and members regarding the issue of cycling on sidewalks

Philosophy: To ensure that members and all cyclists are courteous and that interactions with pedestrians are as pleasant as possible

Statement: The Edmonton Bicycle Commuters Society stands by the current City of Edmonton bylaw* in regards to cycling on sidewalks. We encourage our members and all cyclists with wheels over 50 centimeters in size to use the road when cycling.

Scope: This statement affects all pedestrians and cyclists

Scope of permissible exceptions: Sometimes cyclists will be forced to use the sidewalk. When and if this occurs we encourage our members and all cyclists to be courteous to other sidewalk users. Dismount and walk your bike. If you continue to ride please cycle at a reduced rate of speed and use audible warnings to let pedestrians know that you are coming.

Job Description: Board Member

2012-09-13T00:46:56Z

Neil:

Job description adopted by the Board on [[Board_Minutes_April_2012|April 5, 2012]].
==Position described: Director==
All members of the Board of Directors.

==Authority and Responsibility==
The Board of Directors is the legal authority for the Edmonton Bicycle Commuters' Society. It consists of twelve directors, elected to two year terms. A Director acts in a position of trust for the cycling community and is responsible for effective oversight and governance of the organisation.

==Qualifications==
A Director must:
* be able to participate in board discussions conducted in English, both verbal and written
* have an understanding of the needs of Edmonton's cycling community

Additional skills and experience in one or more of the following areas is beneficial, but not required:
* Finance and accounting
* Non-profit or corporate management
* Human resources management
* Advocacy or Activism

==Requirements==
Board members must:
# Be committed to furthering the EBC's [[Objects|objectives]]. Namely, providing a DIY repair shop in Edmonton; educating the public about safe and effective cycling; extending these services to marginalized communities; facilitating communication between Edmonton cyclists and government; and promoting cycling culture to the larger Edmonton community.
# Familiarize themselves with the range of EBC's operations.
# Chair a governance committee, or provide their time and expertise in another governance or management capacity.
# Attend and participate in monthly Board Meetings. A reason for any absences should be communicated to the President or Chairperson in advance.
# Attend the annual Board Retreat and Annual General Meeting
# Recruit volunteers to, and organize and attend meetings of, the committee which they are chairing.

==General Duties==
A Director must seek to stay informed on organizational matters, and participate in decisions on matters of policy, finance, programs, personnel, and advocacy. A Director must always act on behalf of the best interests of EBC and its members.

Duties Include:
# Approving EBC's annual budget, and reviewing monthly financial statements with that budget in mind.
# Reviewing the bylaws and policies of EBC, and recommending changes where appropriate.
# Approving, when appropriate, policy and other recommendations brought forward by other Directors, Staff members, committees, and members at large.
# Approving the hire and release of the Executive Director, on the recommendation of a Human Resources Committee.
# Assisting in the development of positive relations among the Board, staff, membership, and the community at large.

==Expected time Commitment==
An estimate of the minimum monthly time commitment which Board members undertake:
# Attend a monthly board meeting: 3 hours.
# Review and respond to governance related emails: 4 hours.
# Chairing a committee, or alternate governance/management tasks: 3 hours.

In addition to a monthly commitment, Board members are expected to attend two annual events:
* The board retreat (approximately 8 hours) to bring new board members up to speed, and set the direction for the year.
* The Annual General Meeting (approximately 3 hours).

Board members taking on executive roles, such as the President, may need additional time to complete the duties associated with those positions. Note that operational work is not expected of Board members, but may be undertaken in addition to the duties listed above.

==Term==
Directors are elected at each Annual General Meeting to two year terms, beginning December 1 of the year in which they are elected. Directors are released at the end of their term, or through resigning or removal in accordance with the EBC's [[Bylaws (2011)|Bylaws]].

Board Minutes August 2012

2012-08-17T00:04:08Z

Neil: Added financial stuff

These minutes are not yet approved.

== EBC Board Meeting Minutes for August 16, 2012 ==

* Time: 6:30pm
* Location: LAW 101
* Food: Bernadette

== Call to order ==

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

* Chair: Bernadette
* Minute-taker:

== Approval of agenda ==
* <span style="background: #f99;">Motion to approve by . Seconded by .</span>

== Approval of minutes ==
* <span style="background: #f99;">Motion to approve July 2012 minutes by . Seconded by .</span>

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

== Reports ==
=== President's Report ===
None this month.

=== Treasurer's Report ===
Currently sitting on a $17,000 loss, though several grants will be recognised in August, as we'll bill the Police for Spoke-related reno costs, receive funding from MEC for the rental program and file the reimbursement request for STEP funding towards Justin's wages. Still expect a year end loss of approximately $8k. Have spent $15k this year renovating the North Shop. We need to stop now and work with it as is.

[[media:July_2012_financial_report.xls | July Financials]]
[[media:June_2012_financial_report.xls | June Financials]]

=== Executive Director's Report ===
[https://docs.google.com/document/d/1PV-YU1GWjl1T-90MQ15yvLO8dRLW9rvWGvBNWjDKlXQ/edit Executive Director Report - August 16, 2012]

[http://prezi.com/vtesoqqsego2/lessons-from-velo-city-2012/?auth_key=441f38ac94d839861c670a70a42ce2971f1f37cb Lessons from Velo-City 2012]

=== BikeWorks Report ===

[https://docs.google.com/document/d/1co87oCP-5f4mLbHTT4mMnJgYUtnVU1nSvi23l-3a3_I/edit BikeWorks Director Report - August 7, 2012]

[https://docs.google.com/document/d/1rWeHEH8BRRblLUCLOBc7yRN91wRAIETVBSfuUDLPmYw/edit Summer Coordinator Report - August 10, 2012]

=== Committee Report ===
[[Committee Report August 2012]]

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
* re: Stollery grant: '''new action item''': produce new invoice: Neil and Paul.
* re: Nigerian Ass'n: continuous attempts at communication
* re: fence: assigned to Justin

==== New action items from last meeting ====
*for all: Review Bern's notes: [[Board Development Workshop]]
*action item (for all): Recruit!

== New business ==
===WCB Pricing Question===
* We have been asked to vote on a question regarding the way our WCB account is priced. Our vote affects the whole industry group (community service organizations). Out of some 6 pages of information from WCB, the bottom line seems to be that we'll save around $0.02 per $100 of payroll (maybe $20-$30 year), by moving costs related "longer recovery due to pre-existing condition" out of the industry cost pool an onto individual employers that run into this kind of workplace injury. How does the board want us to vote?
[[Media:WCB_Pricing_Vote.pdf|Information from WCB]]

**Neil - I'm bringing this up because the best interests of EBC seems to be "yes," though marginal, but I'm concerned about that other employers in our group who aggressively manage their WCB costs might start screening applicants for potentially expensive pre-existing conditions, so if it were up to me I'd be voting against EBC's financial interests, and felt I should clear this by the board. I suspect it'll pass regardless of how we vote.

===Reviewing the need for formal position statements===
*from the most recent newsletter:

"One of the big takeaways was this: in cities throughout Canada, the United States, Australia, and the world, at all stages of bike infrastructure (from almost nothing in American cities to European cities with established cycle paths), there has been a move away from painted bike lanes as ineffective, instead favouring separated cycle tracks (like in Ottawa, Montreal, New York City, and Vancouver), for arterials, and bike boulevards and neighbourhood greenways for lower-traffic roads.

It's what's needed to make the 60% of "interested, but concerned" potential cyclists feel safe enough to ride on the road. Would you be comfortable with a child or a grandmother riding down Edmonton's streets? If not, then are we only building bike lanes for people who will ride anyway?"

-I don't necessarily have a problem with this idea, but do we need a broader discussion (within the board, advocacy committee, or members) before something becomes a de facto position of EBC? -Adam

===2013 Budget===
Our financial year ends at the end of August, and we need to establish a budget for 2013. Neil has put together a starting point which includes a planned loss of $20,000, after a loss in the $8k range during 2012 (Based on preliminary estimates for August). While we have reserves to cover this kind of loss in the short term, it isn't a good plan, and takes us below a prudent reserve level. Action should be taken to increase revenue or cut expenses in some way.

Raising revenue is generally the path of least resistance, as the deficiency could be covered by one or receiving just one or two grants, depending on size. Much of the expenses are salaries and rent, which - while not entirely immovable - would be a major change of direction to cut.

The 2014 casino is scheduled for the 3rd quarter, a full two years from the last one, so casino revenue must be stretched over a longer time period than previously.

===AGM planning===
*where
*when
*how to be publicized
*who to lead
*what's on the agenda
*food
*what info to ask potential board members for, and how to make that visible in advance to members

== In Camera ==

== End of Meeting ==

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

File:June 2012 financial report.xls

2012-08-17T00:02:55Z

Neil:

File:July 2012 financial report.xls

2012-08-17T00:01:42Z

Neil:

Board Minutes August 2012

2012-08-08T02:18:20Z

Neil: Created page with "These minutes are not yet approved. == EBC Board Meeting Minutes for August 16, 2012 == * Time: 6:30pm * Location: LAW 101 * Food: Bernadette == Call to order == * In atte..."

File:WCB Pricing Vote.pdf

2012-08-04T20:28:41Z

Neil: Information about a rule on WCB pricing that we're being asked to vote on.

Information about a rule on WCB pricing that we're being asked to vote on.

Policies

2012-06-12T01:45:56Z

Neil: moved transportation reimbursement to approved policies

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]
*[[Position Statements Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===
*[[Transportation Reimbursement Policy]]

===BikeWorks===

*[[Bikeworks External Use Policy]]

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]
*[[Committee Policy]]
*[[Job Description: Board Member]] - min commitments, 3 hr board meeting, 3? governance work (office hours or whatever)
*[[Advocacy/Political Policies]] - develop public-facing policies on various cycling topics; look at Toronto Cyclists' Union and others for examples; ELANCE.com has postings for research opportunities; look at our election 'asks'
*[[Membership Policy]] - describe what we have already passed as our membership rates, expectations of members, revocation of members, etc.
*[[Ethical Funding & Sourcing Policy]]
*[[Cycling Event Promotion Policy]]
*[[Anti-discrimination/anti-oppression]]
*[[Vision Statement]]

===Operational Policies===

====Administration====
====Employment====

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Draft Policy Statement on cycling on sidewalks

Purpose: To clarify EBC's position to cyclists and members regarding the issue of cycling on sidewalks

Philosophy: To ensure that members and all cyclists are courteous and that interactions with pedestrians are as pleasant as possible

Statement: The Edmonton Bicycle Commuters Society stands by the current City of Edmonton bylaw* in regards to cycling on sidewalks. We encourage our members and all cyclists with wheels over 50 centimeters in size to use the road when cycling.

Scope: This statement affects all pedestrians and cyclists

Scope of permissible exceptions: Sometimes cyclists will be forced to use the sidewalk. When and if this occurs we encourage our members and all cyclists to be courteous to other sidewalk users. Dismount and walk your bike. If you continue to ride please cycle at a reduced rate of speed and use audible warnings to let pedestrians know that you are coming.

Transportation Reimbursement Policy

2012-06-12T01:43:11Z

Neil: Approval Date

== Policy Statement ==
# Whenever it is practical, transportation while on EBC business should be by bicycle.
# No reimbursement will be made for use of a private bicycle, but EBC's rental fleet may be used for EBC business at no cost. Volunteers must leave the standard deposit to use a rental bike.
# When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. Public transit, taxis, and rental cars should be considered in addition to private motor vehicles. Reimbursable trips must be approved in advance by the Executive Director.
# The Executive Director will use their judgment to determine whether a given mode of transportation is practical. Factors that should be considered are:
#* Distance traveled and time required for the trip
#* Scheduling constraints
#* Weight and fragility of cargo
#* Weather
#* Individual circumstances of the volunteer or employee
# When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. No additional compensation will be paid for expenses incurred.
## The executive director will determine a reasonable reimbursement rate, which must remain consistent throughout a calendar year, and be less than or equal to the Canada Revenue Agency's guideline for a reasonable per-kilometre allowance.
## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service.
## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested.

== Purpose of the policy ==
To clarify in what situations EBC will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of EBC business.

== Philosophy ==
EBC encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out EBC business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

== Definitions of key concepts or terms used in the policy ==

== Scope ==
All persons conducting EBC business are within the scope of this policy.

== Permissible Exceptions ==
* Travel which predates this policy may be reimbursed on a case-by-case basis.

== Positions in the organization responsible for implementing and monitoring the policy ==
* Executive Director is responsible for approving transportation expenses, Treasurer is responsible for ensuring timely payment of approved expenses.

== Dates of Effect ==

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<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;">Date Approved, Revisioned and Active</div>

Approved June 11, 2012

|}

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{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
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Still in effect.

|-

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Board Minutes June 2012

2012-05-30T21:02:09Z

Neil: Created page with "These minutes are not yet approved. == EBC Board Meeting Minutes for June 11, 2012 == * Time: * Location: * Food by: == Call to order == * In attendance: * Regrets: * Ab..."

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 ==
* <span style="background: #f99;">Motion to approve by . Seconded by .</span>

== Approval of minutes ==
* <span style="background: #f99;">Motion to approve May 2012 minutes by . Seconded by .</span>

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

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

=== Treasurer's Report ===

=== Executive Director's Report ===

=== BikeWorks Report ===

=== Committee 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]]

Policies

2012-05-30T20:59:25Z

Neil: /* Employment */

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]
*[[Position Statements Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===

===BikeWorks===

*[[Bikeworks External Use Policy]]

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]
*[[Committee Policy]]
*[[Job Description: Board Member]] - min commitments, 3 hr board meeting, 3? governance work (office hours or whatever)
*[[Advocacy/Political Policies]] - develop public-facing policies on various cycling topics; look at Toronto Cyclists' Union and others for examples; ELANCE.com has postings for research opportunities; look at our election 'asks'
*[[Membership Policy]] - describe what we have already passed as our membership rates, expectations of members, revocation of members, etc.
*[[Ethical Funding & Sourcing Policy]]
*[[Cycling Event Promotion Policy]]
*[[Anti-discrimination/anti-oppression]]
*[[Vision Statement]]

===Operational Policies===

====Administration====
====Employment====
*[[Transportation Reimbursement Policy]]

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Draft Policy Statement on cycling on sidewalks

Purpose: To clarify EBC's position to cyclists and members regarding the issue of cycling on sidewalks

Philosophy: To ensure that members and all cyclists are courteous and that interactions with pedestrians are as pleasant as possible

Statement: The Edmonton Bicycle Commuters Society stands by the current City of Edmonton bylaw* in regards to cycling on sidewalks. We encourage our members and all cyclists with wheels over 50 centimeters in size to use the road when cycling.

Scope: This statement affects all pedestrians and cyclists

Scope of permissible exceptions: Sometimes cyclists will be forced to use the sidewalk. When and if this occurs we encourage our members and all cyclists to be courteous to other sidewalk users. Dismount and walk your bike. If you continue to ride please cycle at a reduced rate of speed and use audible warnings to let pedestrians know that you are coming.

Mileage Reimbursement Policy

2012-05-30T20:55:54Z

Neil: moved Mileage Reimbursement Policy to Transportation Reimbursement Policy

#REDIRECT [[Transportation Reimbursement Policy]]

Transportation Reimbursement Policy

2012-05-30T20:55:54Z

Neil: moved Mileage Reimbursement Policy to Transportation Reimbursement Policy

== Policy Statement ==
# Whenever it is practical, transportation while on EBC business should be by bicycle.
# No reimbursement will be made for use of a private bicycle, but EBC's rental fleet may be used for EBC business at no cost. Volunteers must leave the standard deposit to use a rental bike.
# When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. Public transit, taxis, and rental cars should be considered in addition to private motor vehicles. Reimbursable trips must be approved in advance by the Executive Director.
# The Executive Director will use their judgment to determine whether a given mode of transportation is practical. Factors that should be considered are:
#* Distance traveled and time required for the trip
#* Scheduling constraints
#* Weight and fragility of cargo
#* Weather
#* Individual circumstances of the volunteer or employee
# When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. No additional compensation will be paid for expenses incurred.
## The executive director will determine a reasonable reimbursement rate, which must remain consistent throughout a calendar year, and be less than or equal to the Canada Revenue Agency's guideline for a reasonable per-kilometre allowance.
## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service.
## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested.

== Purpose of the policy ==
To clarify in what situations EBC will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of EBC business.

== Philosophy ==
EBC encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out EBC business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

== Definitions of key concepts or terms used in the policy ==

== Scope ==
All persons conducting EBC business are within the scope of this policy.

== Permissible Exceptions ==
* Travel which predates this policy may be reimbursed on a case-by-case basis.

== Positions in the organization responsible for implementing and monitoring the policy ==
* Executive Director is responsible for approving transportation expenses, Treasurer is responsible for ensuring timely payment of approved expenses.

== Dates of Effect ==

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Enter Date Information

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Transportation Reimbursement Policy

2012-05-30T20:55:02Z

Neil: fixed bullets

== Policy Statement ==
# Whenever it is practical, transportation while on EBC business should be by bicycle.
# No reimbursement will be made for use of a private bicycle, but EBC's rental fleet may be used for EBC business at no cost. Volunteers must leave the standard deposit to use a rental bike.
# When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. Public transit, taxis, and rental cars should be considered in addition to private motor vehicles. Reimbursable trips must be approved in advance by the Executive Director.
# The Executive Director will use their judgment to determine whether a given mode of transportation is practical. Factors that should be considered are:
#* Distance traveled and time required for the trip
#* Scheduling constraints
#* Weight and fragility of cargo
#* Weather
#* Individual circumstances of the volunteer or employee
# When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. No additional compensation will be paid for expenses incurred.
## The executive director will determine a reasonable reimbursement rate, which must remain consistent throughout a calendar year, and be less than or equal to the Canada Revenue Agency's guideline for a reasonable per-kilometre allowance.
## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service.
## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested.

== Purpose of the policy ==
To clarify in what situations EBC will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of EBC business.

== Philosophy ==
EBC encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out EBC business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

== Definitions of key concepts or terms used in the policy ==

== Scope ==
All persons conducting EBC business are within the scope of this policy.

== Permissible Exceptions ==
* Travel which predates this policy may be reimbursed on a case-by-case basis.

== Positions in the organization responsible for implementing and monitoring the policy ==
* Executive Director is responsible for approving transportation expenses, Treasurer is responsible for ensuring timely payment of approved expenses.

== Dates of Effect ==

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Enter Date Information

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Transportation Reimbursement Policy

2012-05-30T20:54:20Z

Neil: Created draft policy

== Policy Statement ==
# Whenever it is practical, transportation while on EBC business should be by bicycle.
# No reimbursement will be made for use of a private bicycle, but EBC's rental fleet may be used for EBC business at no cost. Volunteers must leave the standard deposit to use a rental bike.
# When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. Public transit, taxis, and rental cars should be considered in addition to private motor vehicles. Reimbursable trips must be approved in advance by the Executive Director.
# The Executive Director will use their judgment to determine whether a given mode of transportation is practical. Factors that should be considered are:
** Distance traveled and time required for the trip
** Scheduling constraints
** Weight and fragility of cargo
** Weather
** Individual circumstances of the volunteer or employee
# When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. No additional compensation will be paid for expenses incurred.
## The executive director will determine a reasonable reimbursement rate, which must remain consistent throughout a calendar year, and be less than or equal to the Canada Revenue Agency's guideline for a reasonable per-kilometre allowance.
## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service.
## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested.

== Purpose of the policy ==
To clarify in what situations EBC will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of EBC business.

== Philosophy ==
EBC encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out EBC business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

== Definitions of key concepts or terms used in the policy ==

== Scope ==
All persons conducting EBC business are within the scope of this policy.

== Permissible Exceptions ==
* Travel which predates this policy may be reimbursed on a case-by-case basis.

== Positions in the organization responsible for implementing and monitoring the policy ==
* Executive Director is responsible for approving transportation expenses, Treasurer is responsible for ensuring timely payment of approved expenses.

== Dates of Effect ==

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Enter Date Information

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Policies

2012-05-30T19:19:43Z

Neil: Added mileage policy

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]
*[[Position Statements Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===

===BikeWorks===

*[[Bikeworks External Use Policy]]

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]
*[[Committee Policy]]
*[[Job Description: Board Member]] - min commitments, 3 hr board meeting, 3? governance work (office hours or whatever)
*[[Advocacy/Political Policies]] - develop public-facing policies on various cycling topics; look at Toronto Cyclists' Union and others for examples; ELANCE.com has postings for research opportunities; look at our election 'asks'
*[[Membership Policy]] - describe what we have already passed as our membership rates, expectations of members, revocation of members, etc.
*[[Ethical Funding & Sourcing Policy]]
*[[Cycling Event Promotion Policy]]
*[[Anti-discrimination/anti-oppression]]
*[[Vision Statement]]

===Operational Policies===

====Administration====
====Employment====
*[[Mileage Reimbursement Policy]]

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Draft Policy Statement on cycling on sidewalks

Purpose: To clarify EBC's position to cyclists and members regarding the issue of cycling on sidewalks

Philosophy: To ensure that members and all cyclists are courteous and that interactions with pedestrians are as pleasant as possible

Statement: The Edmonton Bicycle Commuters Society stands by the current City of Edmonton bylaw* in regards to cycling on sidewalks. We encourage our members and all cyclists with wheels over 50 centimeters in size to use the road when cycling.

Scope: This statement affects all pedestrians and cyclists

Scope of permissible exceptions: Sometimes cyclists will be forced to use the sidewalk. When and if this occurs we encourage our members and all cyclists to be courteous to other sidewalk users. Dismount and walk your bike. If you continue to ride please cycle at a reduced rate of speed and use audible warnings to let pedestrians know that you are coming.

Cycling Event Promotion Policy

2012-04-06T02:13:27Z

Neil:

== Purpose of the policy ==
This policy regulates which events are to be promoted by EBC personnel using EBC resources. This policy is intended to clarify EBC's non-involvement in events inconsistent with our philosophy.

== Philosophy ==
One of EBC's core goals is to promote cycling culture in Edmonton, and the promotion of cycling events organised by other groups is an important part of fulfilling this mandate. However, EBC also encourages all cyclists to use their bicycles in a safe and legal manner, and some cycling events promote riding habits that are inconsistent with this message.

== Policy ==
#EBC does not organize or promote any event where participants are encouraged to violate traffic or other laws.
#No EBC Leader may participate in an event with an illegal component during paid hours, or as a representative of EBC, nor can they promote such an event on behalf of EBC.
#EBC's publicity tools, such as our Newsletter, mailing lists, media contacts, etc, may not be shared with the intent of promoting an event with an illegal component.
#If an EBC Leader is unsure whether an event contains an illegal component, they are to err on the side of caution. The Executive Committee may be consulted and make a definitive ruling.

== Definitions of key concepts or terms used in the policy ==
* An ''EBC Leader'' includes all staff, contractors, and Board members. Other volunteer roles may be considered leaders, at the discretion of the Executive Committee, if their role in the organization makes this designation appropriate. --Adam questions the second sentence. --Micah says: does this mean super-volunteers whom we trust a lot? And Adam, do you mean we shouldn't endow non-staff etc with that privilege/responsibility?
* An ''Illegal Component'' is any part of a cycling event where participants are expected or encouraged to violate any of the laws of Canada, Alberta, or the bylaws of the municipality where the event takes place. This includes, but is not limited to, ignoring traffic signals or exceeding the speed limit.
* A person is a ''representative of EBC'' if a reasonable person would identify them as such.

== Scope ==
This policy applies to all EBC Leaders and the use of all EBC infrastructure.

== Permissible Exceptions ==
EBC does not moderate all postings to websites or bulletin boards which allow third parties to post event notices, including but not limited to, our website calendar, shop bulletin board, and Facebook “Wall.” However, EBC Leaders may not use any EBC infrastructure to post a notice for events with any illegal component.

== Positions in the organization responsible for implementing and monitoring the policy ==
The Executive Committee is responsible for monitoring the policy.

== Dates of Effect ==

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Current an unapproved '''draft''' policy.

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No Expiry

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Job Description: Board Member

2012-04-06T02:01:50Z

Neil: /* Qualifications */

==Position described: Director==
All members of the Board of Directors.

==Authority and Responsibility==
The Board of Directors is the legal authority for the Edmonton Bicycle Commuters' Society. It consists of twelve directors, elected to two year terms. A Director acts in a position of trust for the cycling community and is responsible for effective oversight and governance of the organisation.

==Qualifications==
A Director must:
* be able to participate in board discussions conducted in English, both verbal and written
* have an understanding of the needs of Edmonton's cycling community

Additional skills and experience in one or more of the following areas is beneficial, but not required:
* Finance and accounting
* Non-profit or corporate management
* Human resources management
* Advocacy or Activism

==Requirements==
Board members must:
# Be committed to furthering the EBC's [[Objects|objectives]]. Namely, providing a DIY repair shop in Edmonton; educating the public about safe and effective cycling; extending these services to marginalized communities; facilitating communication between Edmonton cyclists and government; and promoting cycling culture to the larger Edmonton community.
# Familiarize themselves with the range of EBC's operations.
# Chair a governance committee, or provide their time and expertise in another governance or management capacity.
# Attend and participate in monthly Board Meetings. A reason for any absences should be communicated to the President or Chairperson in advance.
# Attend the annual Board Retreat and Annual General Meeting
# Recruit volunteers to, and organize and attend meetings of, the committee which they are chairing.

==General Duties==
A Director must seek to stay informed on organizational matters, and participate in decisions on matters of policy, finance, programs, personnel, and advocacy. A Director must always act on behalf of the best interests of EBC and its members.

Duties Include:
# Approving EBC's annual budget, and reviewing monthly financial statements with that budget in mind.
# Reviewing the bylaws and policies of EBC, and recommending changes where appropriate.
# Approving, when appropriate, policy and other recommendations brought forward by other Directors, Staff members, committees, and members at large.
# Approving the hire and release of the Executive Director, on the recommendation of a Human Resources Committee.
# Assisting in the development of positive relations among the Board, staff, membership, and the community at large.

==Expected time Commitment==
An estimate of the minimum monthly time commitment which Board members undertake:
# Attend a monthly board meeting: 3 hours.
# Review and respond to governance related emails: 4 hours.
# Chairing a committee, or alternate governance/management tasks: 3 hours.

In addition to a monthly commitment, Board members are expected to attend two annual events:
* The board retreat (approximately 8 hours) to bring new board members up to speed, and set the direction for the year.
* The Annual General Meeting (approximately 3 hours).

Board members taking on executive roles, such as the President, may need additional time to complete the duties associated with those positions. Note that operational work is not expected of Board members, but may be undertaken in addition to the duties listed above.

==Term==
Directors are elected at each Annual General Meeting to two year terms, beginning December 1 of the year in which they are elected. Directors are released at the end of their term, or through resigning or removal in accordance with the EBC's [[Bylaws (2011)|Bylaws]].

Job Description: Board Member

2012-04-06T02:00:29Z

Neil: /* Qualifications */

==Position described: Director==
All members of the Board of Directors.

==Authority and Responsibility==
The Board of Directors is the legal authority for the Edmonton Bicycle Commuters' Society. It consists of twelve directors, elected to two year terms. A Director acts in a position of trust for the cycling community and is responsible for effective oversight and governance of the organisation.

==Qualifications==
A Director must:
* be able to communicate effectively in English, both verbal and written, or be willing to provide an interpreter at their own expense.
* have an understanding of the needs of Edmonton's cycling community

Additional skills and experience in one or more of the following areas is beneficial, but not required:
* Finance and accounting
* Non-profit or corporate management
* Human resources management
* Advocacy or Activism

==Requirements==
Board members must:
# Be committed to furthering the EBC's [[Objects|objectives]]. Namely, providing a DIY repair shop in Edmonton; educating the public about safe and effective cycling; extending these services to marginalized communities; facilitating communication between Edmonton cyclists and government; and promoting cycling culture to the larger Edmonton community.
# Familiarize themselves with the range of EBC's operations.
# Chair a governance committee, or provide their time and expertise in another governance or management capacity.
# Attend and participate in monthly Board Meetings. A reason for any absences should be communicated to the President or Chairperson in advance.
# Attend the annual Board Retreat and Annual General Meeting
# Recruit volunteers to, and organize and attend meetings of, the committee which they are chairing.

==General Duties==
A Director must seek to stay informed on organizational matters, and participate in decisions on matters of policy, finance, programs, personnel, and advocacy. A Director must always act on behalf of the best interests of EBC and its members.

Duties Include:
# Approving EBC's annual budget, and reviewing monthly financial statements with that budget in mind.
# Reviewing the bylaws and policies of EBC, and recommending changes where appropriate.
# Approving, when appropriate, policy and other recommendations brought forward by other Directors, Staff members, committees, and members at large.
# Approving the hire and release of the Executive Director, on the recommendation of a Human Resources Committee.
# Assisting in the development of positive relations among the Board, staff, membership, and the community at large.

==Expected time Commitment==
An estimate of the minimum monthly time commitment which Board members undertake:
# Attend a monthly board meeting: 3 hours.
# Review and respond to governance related emails: 4 hours.
# Chairing a committee, or alternate governance/management tasks: 3 hours.

In addition to a monthly commitment, Board members are expected to attend two annual events:
* The board retreat (approximately 8 hours) to bring new board members up to speed, and set the direction for the year.
* The Annual General Meeting (approximately 3 hours).

Board members taking on executive roles, such as the President, may need additional time to complete the duties associated with those positions. Note that operational work is not expected of Board members, but may be undertaken in addition to the duties listed above.

==Term==
Directors are elected at each Annual General Meeting to two year terms, beginning December 1 of the year in which they are elected. Directors are released at the end of their term, or through resigning or removal in accordance with the EBC's [[Bylaws (2011)|Bylaws]].

Job Description: Board Member

2012-04-06T02:00:11Z

Neil: /* Requirements */

==Position described: Director==
All members of the Board of Directors.

==Authority and Responsibility==
The Board of Directors is the legal authority for the Edmonton Bicycle Commuters' Society. It consists of twelve directors, elected to two year terms. A Director acts in a position of trust for the cycling community and is responsible for effective oversight and governance of the organisation.

==Qualifications==
A Director must:
* be able to communicate effectively in English, both verbal and written, or be willing to provide an interpreter at their own expense.
* have an understanding of the needs of Edmonton's cycling community

Additional skills and experience in one or more of the following areas is beneficial, but not required:
* Finance and accounting
* Non-profit or corporate management
* Human resources management
* (Advocacy or Activism? -Adam)

==Requirements==
Board members must:
# Be committed to furthering the EBC's [[Objects|objectives]]. Namely, providing a DIY repair shop in Edmonton; educating the public about safe and effective cycling; extending these services to marginalized communities; facilitating communication between Edmonton cyclists and government; and promoting cycling culture to the larger Edmonton community.
# Familiarize themselves with the range of EBC's operations.
# Chair a governance committee, or provide their time and expertise in another governance or management capacity.
# Attend and participate in monthly Board Meetings. A reason for any absences should be communicated to the President or Chairperson in advance.
# Attend the annual Board Retreat and Annual General Meeting
# Recruit volunteers to, and organize and attend meetings of, the committee which they are chairing.

==General Duties==
A Director must seek to stay informed on organizational matters, and participate in decisions on matters of policy, finance, programs, personnel, and advocacy. A Director must always act on behalf of the best interests of EBC and its members.

Duties Include:
# Approving EBC's annual budget, and reviewing monthly financial statements with that budget in mind.
# Reviewing the bylaws and policies of EBC, and recommending changes where appropriate.
# Approving, when appropriate, policy and other recommendations brought forward by other Directors, Staff members, committees, and members at large.
# Approving the hire and release of the Executive Director, on the recommendation of a Human Resources Committee.
# Assisting in the development of positive relations among the Board, staff, membership, and the community at large.

==Expected time Commitment==
An estimate of the minimum monthly time commitment which Board members undertake:
# Attend a monthly board meeting: 3 hours.
# Review and respond to governance related emails: 4 hours.
# Chairing a committee, or alternate governance/management tasks: 3 hours.

In addition to a monthly commitment, Board members are expected to attend two annual events:
* The board retreat (approximately 8 hours) to bring new board members up to speed, and set the direction for the year.
* The Annual General Meeting (approximately 3 hours).

Board members taking on executive roles, such as the President, may need additional time to complete the duties associated with those positions. Note that operational work is not expected of Board members, but may be undertaken in addition to the duties listed above.

==Term==
Directors are elected at each Annual General Meeting to two year terms, beginning December 1 of the year in which they are elected. Directors are released at the end of their term, or through resigning or removal in accordance with the EBC's [[Bylaws (2011)|Bylaws]].

Job Description: Board Member

2012-04-06T01:59:46Z

Neil: /* Expected time Commitment */

==Position described: Director==
All members of the Board of Directors.

==Authority and Responsibility==
The Board of Directors is the legal authority for the Edmonton Bicycle Commuters' Society. It consists of twelve directors, elected to two year terms. A Director acts in a position of trust for the cycling community and is responsible for effective oversight and governance of the organisation.

==Qualifications==
A Director must:
* be able to communicate effectively in English, both verbal and written, or be willing to provide an interpreter at their own expense.
* have an understanding of the needs of Edmonton's cycling community

Additional skills and experience in one or more of the following areas is beneficial, but not required:
* Finance and accounting
* Non-profit or corporate management
* Human resources management
* (Advocacy or Activism? -Adam)

==Requirements==
Board members must:
# Be committed to furthering the EBC's [[Objects|objectives]]. Namely, providing a DIY repair shop in Edmonton; educating the public about safe and effective cycling; extending these services to marginalized communities; facilitating communication between Edmonton cyclists and government; and promoting cycling culture to the larger Edmonton community.
# Familiarize themselves with the range of EBC's operations. --Adam
# Chair a governance committee, or provide their time and expertise in another governance or management capacity.
# Attend and participate in monthly Board Meetings. A reason for any absences should be communicated to the President or Chairperson in advance.
# Attend the annual Board Retreat and Annual General Meeting
# Recruit volunteers to, and organize and attend meetings of, the committee which they are chairing.

==General Duties==
A Director must seek to stay informed on organizational matters, and participate in decisions on matters of policy, finance, programs, personnel, and advocacy. A Director must always act on behalf of the best interests of EBC and its members.

Duties Include:
# Approving EBC's annual budget, and reviewing monthly financial statements with that budget in mind.
# Reviewing the bylaws and policies of EBC, and recommending changes where appropriate.
# Approving, when appropriate, policy and other recommendations brought forward by other Directors, Staff members, committees, and members at large.
# Approving the hire and release of the Executive Director, on the recommendation of a Human Resources Committee.
# Assisting in the development of positive relations among the Board, staff, membership, and the community at large.

==Expected time Commitment==
An estimate of the minimum monthly time commitment which Board members undertake:
# Attend a monthly board meeting: 3 hours.
# Review and respond to governance related emails: 4 hours.
# Chairing a committee, or alternate governance/management tasks: 3 hours.

In addition to a monthly commitment, Board members are expected to attend two annual events:
* The board retreat (approximately 8 hours) to bring new board members up to speed, and set the direction for the year.
* The Annual General Meeting (approximately 3 hours).

Board members taking on executive roles, such as the President, may need additional time to complete the duties associated with those positions. Note that operational work is not expected of Board members, but may be undertaken in addition to the duties listed above.

==Term==
Directors are elected at each Annual General Meeting to two year terms, beginning December 1 of the year in which they are elected. Directors are released at the end of their term, or through resigning or removal in accordance with the EBC's [[Bylaws (2011)|Bylaws]].

Board Minutes March 2012

2012-03-08T05:27:35Z

Neil: Added treasurer's report

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

== Call to Order ==
* Time:

== Approval of Agenda ==
* <span style="background: lightgrey;">Motion:</span>

== Approval of Last Month's Minutes ==
* <span style="background: lightgrey;">Motion:</span>

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

== Reports ==

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

=== Treasurer's Report ===

Nothing spectacular. The cost of renovations are hitting, we spent about $1800 in February, and of course the rent was paid, which wasn't budgeted for.

On a side note, I am recognising the rent as equal monthly payments of $2,013 over the course of the lease, instead of the arbitrary swings that result from the way we negotiated it. This number may change from time to time based on changes in our "additional rent" (covering snow clearing, propery taxes and building insurance), but should be fairly predictable this way. The difference between the cash costs and the regular rent charge shows on the balance sheet as either prepaid rent, or as a lease liability.

Bikeworks remained fairly busy in February, and we're entering the season where business picks up, so hopefully we'll see the benefits of that. Donations also remained strong.

All in, we spent about $4k more than budget in February, somewhat offset by $400 extra in revenues. So far this fiscal year, we're still $5,500 ahead of where our budget expected to be, so despite my instinct to get stressed about spending too much money in the winter, we're actually doing quite well.

[[Media:February_2012_Financials.xls]]

===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 ==

=== Bikeworks North policy development===
*

=== Casino ===
*

== New Business ==
=== Public Bike Lane Consultations ===
*Discussion of our message and our involvement in public consultations. See President's Report for details.

=== Provincial Election ===
*Look at Bike Calgary's message [http://www.bikebikeblog.com/2012/03/where-is-our-provincial-bicycle.html]. Discuss whether we see ourselves joining in a substantive way.

=== [[Position Statements Policy]] ===
*Discussion, edits, voting.

== In Camera Session ==

== Adjournment ==
* <span style="background: lightgrey;">Motion:</span>

2012-01-25T19:15:59Z

Neil: What Bikeworks North looked like when we first saw it.

What Bikeworks North looked like when we first saw it.

2012-01-04T04:31:11Z

Neil: Created page with "== Policy Statement == == Purpose of the policy == == Philosophy == == Definitions of key concepts or terms used in the policy == == Scope == == Permissible Exceptions ..."

== Policy Statement ==

== Purpose of the policy ==

== Philosophy ==

== Definitions of key concepts or terms used in the policy ==

== Scope ==

== Permissible Exceptions ==

== Positions in the organization responsible for implementing and monitoring the policy ==

== Dates of Effect ==

{| width="100%"
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{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
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<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;">Date Approved, Revisioned and Active</div>

Current an unapproved '''draft''' policy.

|}

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{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
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<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;">Date Expired</div>

No Expiry

|-

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Policies

2012-01-04T04:29:56Z

Neil: