Bike Edmonton - User contributions [en]

Board Minutes August 2012

2012-09-12T22:20:36Z

Stephanie.gregorwich: /* Audit */

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 ==
18.45

* In attendance: Adam, Neil, Steph, Micah, Alex C., Paul, Bernadette, Duncan, James, Chris Chan, Chris Corrigan.
* Regrets: Brett, Lee
* Absent: none
* Guests: none

* Chair: Bernadette
* Minute-taker: Micah

== Approval of agenda ==
* Steph: I move to approve. Seconded by Adam. Carried.

== Approval of minutes ==
* Adam edited July minutes 'for tone'.
* Steph: I move to Approve. Seconded by Adam. Carried.

== Next meeting ==
* Date: 12 September @ 18.30.
* Location: Micah will attempt to book Law 101 once more.
* Food: Paul

== 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]]

We discussed briefly.

=== 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]

We discussed.

Question: why weather analysis? Answer: It can be effective to pull out graph when people say, It's winter basically most of the year.

Question: it's ok that Lee gets SCiP grant to do EBC work? Answer: We're pretty sure it's legitimate but we're going to double-check.

Question: are we any closer to automatic membership renewals? Could be good source of income. Answer: No. Working on script but not sending.

Question: luncheon presentation happened yet? Answer: No, maybe September.

=== 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]

We discussed briefly. Nothing remarkable.

=== Committee Report ===
None.

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
* re: Stollery grant: '''new action item''': produce new invoice: Neil and Paul.
** Paul: if someone can forward me info I can try to put it together on my own
* re: Nigerian Ass'n: continuous attempts at communication
** Bills taken out of next month's rent, poss also October's.
* re: fence: assigned to Justin
** done

==== New action items from last meeting ====
*for all: Review Bern's notes: [[Board Development Workshop]]
**Duncan's - position statement about helmet law - Adam made one. Obviously a work-in-progress. Duncan will see about Adv. comm. to work further on this.
**review committees: general feeling that we are doing better but not done
**board member job descriptions (exec): should be done before December, but preferably before AGM. Adam will write something.
**we are not to have the apostrophe in Edmonton Bicycle Commuters' Society, says Alberta Registries. EBC's officially filed name is without an apostrophe, so anything filed with Registries (Society Return, Bylaw changes, etc) should not have one. We can leave it on our letterhead, etc.
**things that were starred: discussion; incl. mission statement (will do in fall)

*action item (for all): Recruit!
**Micah and Adam: Dan T.
**Duncan: Alex Aboud

*new action item: read: Policies>Job Description>Board Member

== 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.

*we vote thus: Micah: I move to vote no; Bern seconded; carried. That is, the NO vote carried.

===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

Duncan stated that we need to be able to accept a spectrum of improvements when talking to the City and be able to say: "Bike lanes are nice but we'd really like XYZ or whatever."

Chris Chan gave us a mini-prezi from his Prezi.
Wants to push the city towards cycle tracks rather than bike lanes: lots of folks who don't ride would be more likely to ride.

===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.

We discussed, looked at Neil's spreadsheets.

Discussed staffing options, what is needed (e.g. p/t winter f/t summer), what it would save us, what Chris needs, etc. Chris wants someone new before Alex leaves; that leaves us with 3 weeks to post & hire. We are not sure about the feasibility of that. Chris wants certain things/skills from a potential BW coordinator. He has a draft description in the works.

Six month reserve OK since 2 shops ∴ low interruption risk. Still need to come up with a way not to have a $20 000 shortfall for the AGM budget. Chosen methods: Cutting BikeWorks Director hours to 20 over the winter, planing for $8 000 for McCauley grant, reducing food provided at bike-building, board meetings, and AGM. These changes bring us to $8-9 000 shortfall. Additionally, Chris Chan will solicit members for office supplies donations.

Neil: I move to approve budget as amended during the meeting. Seconded by Adam. Carried.

===Audit===
We should audit our financials before our AGM. Chris Chan will put out a call out for a couple of volunteers.

===AGM planning===
*where: Parkallen Community League
*when: Sunday 30 September 13.00
*how to be publicized: newsletter, website, calendar; social media?
*who to lead: Adam, Chris Chan, Duncan (committee)
*what's on the agenda: committee
*food: committee
*what info to ask potential board members for, and how to make that visible in advance to members
*ask people to state interest in advance for running for 5 open positions
*if anyone has ideas, send to committee
*who's attempting to come back: Bern. who's not: Steph, James, Alex C. unknown: Brett.
*what to look for: board experience, knowledge of advocacy in Edmonton, connections with diff groups in city. INTEREST! In participating, in our mission, etc.

===Whether hiring a full-time BW Coordinator is warranted===
see discussion under 2013 Budget.

== In Camera ==
Duncan: I move to go in camera; seconded by Adam; carried.

== End of Meeting ==
Adjourned: Micah: I move to adjourn. Seconded by Chris. Carried. 21.43

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

Board Minutes August 2012

2012-09-12T22:20:15Z

Stephanie.gregorwich: /* 2013 Budget */

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 ==
18.45

* In attendance: Adam, Neil, Steph, Micah, Alex C., Paul, Bernadette, Duncan, James, Chris Chan, Chris Corrigan.
* Regrets: Brett, Lee
* Absent: none
* Guests: none

* Chair: Bernadette
* Minute-taker: Micah

== Approval of agenda ==
* Steph: I move to approve. Seconded by Adam. Carried.

== Approval of minutes ==
* Adam edited July minutes 'for tone'.
* Steph: I move to Approve. Seconded by Adam. Carried.

== Next meeting ==
* Date: 12 September @ 18.30.
* Location: Micah will attempt to book Law 101 once more.
* Food: Paul

== 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]]

We discussed briefly.

=== 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]

We discussed.

Question: why weather analysis? Answer: It can be effective to pull out graph when people say, It's winter basically most of the year.

Question: it's ok that Lee gets SCiP grant to do EBC work? Answer: We're pretty sure it's legitimate but we're going to double-check.

Question: are we any closer to automatic membership renewals? Could be good source of income. Answer: No. Working on script but not sending.

Question: luncheon presentation happened yet? Answer: No, maybe September.

=== 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]

We discussed briefly. Nothing remarkable.

=== Committee Report ===
None.

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
* re: Stollery grant: '''new action item''': produce new invoice: Neil and Paul.
** Paul: if someone can forward me info I can try to put it together on my own
* re: Nigerian Ass'n: continuous attempts at communication
** Bills taken out of next month's rent, poss also October's.
* re: fence: assigned to Justin
** done

==== New action items from last meeting ====
*for all: Review Bern's notes: [[Board Development Workshop]]
**Duncan's - position statement about helmet law - Adam made one. Obviously a work-in-progress. Duncan will see about Adv. comm. to work further on this.
**review committees: general feeling that we are doing better but not done
**board member job descriptions (exec): should be done before December, but preferably before AGM. Adam will write something.
**we are not to have the apostrophe in Edmonton Bicycle Commuters' Society, says Alberta Registries. EBC's officially filed name is without an apostrophe, so anything filed with Registries (Society Return, Bylaw changes, etc) should not have one. We can leave it on our letterhead, etc.
**things that were starred: discussion; incl. mission statement (will do in fall)

*action item (for all): Recruit!
**Micah and Adam: Dan T.
**Duncan: Alex Aboud

*new action item: read: Policies>Job Description>Board Member

== 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.

*we vote thus: Micah: I move to vote no; Bern seconded; carried. That is, the NO vote carried.

===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

Duncan stated that we need to be able to accept a spectrum of improvements when talking to the City and be able to say: "Bike lanes are nice but we'd really like XYZ or whatever."

Chris Chan gave us a mini-prezi from his Prezi.
Wants to push the city towards cycle tracks rather than bike lanes: lots of folks who don't ride would be more likely to ride.

===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.

We discussed, looked at Neil's spreadsheets.

Discussed staffing options, what is needed (e.g. p/t winter f/t summer), what it would save us, what Chris needs, etc. Chris wants someone new before Alex leaves; that leaves us with 3 weeks to post & hire. We are not sure about the feasibility of that. Chris wants certain things/skills from a potential BW coordinator. He has a draft description in the works.

Six month reserve OK since 2 shops ∴ low interruption risk. Still need to come up with a way not to have a $20 000 shortfall for the AGM budget. Chosen methods: Cutting BikeWorks Director hours to 20 over the winter, planing for $8 000 for McCauley grant, reducing food provided at bike-building, board meetings, and AGM. These changes bring us to $8-9 000 shortfall. Additionally, Chris Chan will solicit members for office supplies donations.

Neil: I move to approve budget as amended during the meeting. Seconded by Adam. Carried.

===Audit===
We should audit our financials before our AGM. Chris Chan will out a call out for a couple of volunteers.

===AGM planning===
*where: Parkallen Community League
*when: Sunday 30 September 13.00
*how to be publicized: newsletter, website, calendar; social media?
*who to lead: Adam, Chris Chan, Duncan (committee)
*what's on the agenda: committee
*food: committee
*what info to ask potential board members for, and how to make that visible in advance to members
*ask people to state interest in advance for running for 5 open positions
*if anyone has ideas, send to committee
*who's attempting to come back: Bern. who's not: Steph, James, Alex C. unknown: Brett.
*what to look for: board experience, knowledge of advocacy in Edmonton, connections with diff groups in city. INTEREST! In participating, in our mission, etc.

===Whether hiring a full-time BW Coordinator is warranted===
see discussion under 2013 Budget.

== In Camera ==
Duncan: I move to go in camera; seconded by Adam; carried.

== End of Meeting ==
Adjourned: Micah: I move to adjourn. Seconded by Chris. Carried. 21.43

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

Board Minutes August 2012

2012-09-12T22:15:42Z

Stephanie.gregorwich: /* Reviewing the need for formal position statements */

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 ==
18.45

* In attendance: Adam, Neil, Steph, Micah, Alex C., Paul, Bernadette, Duncan, James, Chris Chan, Chris Corrigan.
* Regrets: Brett, Lee
* Absent: none
* Guests: none

* Chair: Bernadette
* Minute-taker: Micah

== Approval of agenda ==
* Steph: I move to approve. Seconded by Adam. Carried.

== Approval of minutes ==
* Adam edited July minutes 'for tone'.
* Steph: I move to Approve. Seconded by Adam. Carried.

== Next meeting ==
* Date: 12 September @ 18.30.
* Location: Micah will attempt to book Law 101 once more.
* Food: Paul

== 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]]

We discussed briefly.

=== 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]

We discussed.

Question: why weather analysis? Answer: It can be effective to pull out graph when people say, It's winter basically most of the year.

Question: it's ok that Lee gets SCiP grant to do EBC work? Answer: We're pretty sure it's legitimate but we're going to double-check.

Question: are we any closer to automatic membership renewals? Could be good source of income. Answer: No. Working on script but not sending.

Question: luncheon presentation happened yet? Answer: No, maybe September.

=== 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]

We discussed briefly. Nothing remarkable.

=== Committee Report ===
None.

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
* re: Stollery grant: '''new action item''': produce new invoice: Neil and Paul.
** Paul: if someone can forward me info I can try to put it together on my own
* re: Nigerian Ass'n: continuous attempts at communication
** Bills taken out of next month's rent, poss also October's.
* re: fence: assigned to Justin
** done

==== New action items from last meeting ====
*for all: Review Bern's notes: [[Board Development Workshop]]
**Duncan's - position statement about helmet law - Adam made one. Obviously a work-in-progress. Duncan will see about Adv. comm. to work further on this.
**review committees: general feeling that we are doing better but not done
**board member job descriptions (exec): should be done before December, but preferably before AGM. Adam will write something.
**we are not to have the apostrophe in Edmonton Bicycle Commuters' Society, says Alberta Registries. EBC's officially filed name is without an apostrophe, so anything filed with Registries (Society Return, Bylaw changes, etc) should not have one. We can leave it on our letterhead, etc.
**things that were starred: discussion; incl. mission statement (will do in fall)

*action item (for all): Recruit!
**Micah and Adam: Dan T.
**Duncan: Alex Aboud

*new action item: read: Policies>Job Description>Board Member

== 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.

*we vote thus: Micah: I move to vote no; Bern seconded; carried. That is, the NO vote carried.

===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

Duncan stated that we need to be able to accept a spectrum of improvements when talking to the City and be able to say: "Bike lanes are nice but we'd really like XYZ or whatever."

Chris Chan gave us a mini-prezi from his Prezi.
Wants to push the city towards cycle tracks rather than bike lanes: lots of folks who don't ride would be more likely to ride.

===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.

We discussed, looked at Neil's spreadsheets.

Discussed staffing options, what is needed (e.g. p/t winter f/t summer), what it would save us, what Chris needs, etc. Chris wants someone new before Alex leaves; that leaves us with 3 weeks to post & hire. We are not sure about the feasibility of that. Chris wants certain things/skills from a potential BW coordinator. He has a draft description in the works.

Six month reserve OK since 2 shops ∴ low interruption risk. Still need to come up with a way not to have a 20 000$ shortfall for the AGM budget. Maybe: Cutting hours to 20 over the winter + hopefully 8 000$ for McCauley(sp?) grant, maybe juice & cookies only at bike-building, board mtngs, AGM. Staff thing and food thing for sure - great! That brings us to about an 8-9 000$ shortfall. Hopefully we get an 8 000$ grant too! Maybe we can spend less money on things like office supplies. Chris Chan will perhaps solicit members for those things that everyone has too much of just lying around uselessly.

Neil: I move to approve. Seconded by Adam. Carried.

===Audit===
We should audit our financials before our AGM. Chris Chan will out a call out for a couple of volunteers.

===AGM planning===
*where: Parkallen Community League
*when: Sunday 30 September 13.00
*how to be publicized: newsletter, website, calendar; social media?
*who to lead: Adam, Chris Chan, Duncan (committee)
*what's on the agenda: committee
*food: committee
*what info to ask potential board members for, and how to make that visible in advance to members
*ask people to state interest in advance for running for 5 open positions
*if anyone has ideas, send to committee
*who's attempting to come back: Bern. who's not: Steph, James, Alex C. unknown: Brett.
*what to look for: board experience, knowledge of advocacy in Edmonton, connections with diff groups in city. INTEREST! In participating, in our mission, etc.

===Whether hiring a full-time BW Coordinator is warranted===
see discussion under 2013 Budget.

== In Camera ==
Duncan: I move to go in camera; seconded by Adam; carried.

== End of Meeting ==
Adjourned: Micah: I move to adjourn. Seconded by Chris. Carried. 21.43

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

Board Minutes August 2012

2012-09-12T22:11:39Z

Stephanie.gregorwich: /* New action items from last meeting */

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 ==
18.45

* In attendance: Adam, Neil, Steph, Micah, Alex C., Paul, Bernadette, Duncan, James, Chris Chan, Chris Corrigan.
* Regrets: Brett, Lee
* Absent: none
* Guests: none

* Chair: Bernadette
* Minute-taker: Micah

== Approval of agenda ==
* Steph: I move to approve. Seconded by Adam. Carried.

== Approval of minutes ==
* Adam edited July minutes 'for tone'.
* Steph: I move to Approve. Seconded by Adam. Carried.

== Next meeting ==
* Date: 12 September @ 18.30.
* Location: Micah will attempt to book Law 101 once more.
* Food: Paul

== 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]]

We discussed briefly.

=== 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]

We discussed.

Question: why weather analysis? Answer: It can be effective to pull out graph when people say, It's winter basically most of the year.

Question: it's ok that Lee gets SCiP grant to do EBC work? Answer: We're pretty sure it's legitimate but we're going to double-check.

Question: are we any closer to automatic membership renewals? Could be good source of income. Answer: No. Working on script but not sending.

Question: luncheon presentation happened yet? Answer: No, maybe September.

=== 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]

We discussed briefly. Nothing remarkable.

=== Committee Report ===
None.

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
* re: Stollery grant: '''new action item''': produce new invoice: Neil and Paul.
** Paul: if someone can forward me info I can try to put it together on my own
* re: Nigerian Ass'n: continuous attempts at communication
** Bills taken out of next month's rent, poss also October's.
* re: fence: assigned to Justin
** done

==== New action items from last meeting ====
*for all: Review Bern's notes: [[Board Development Workshop]]
**Duncan's - position statement about helmet law - Adam made one. Obviously a work-in-progress. Duncan will see about Adv. comm. to work further on this.
**review committees: general feeling that we are doing better but not done
**board member job descriptions (exec): should be done before December, but preferably before AGM. Adam will write something.
**we are not to have the apostrophe in Edmonton Bicycle Commuters' Society, says Alberta Registries. EBC's officially filed name is without an apostrophe, so anything filed with Registries (Society Return, Bylaw changes, etc) should not have one. We can leave it on our letterhead, etc.
**things that were starred: discussion; incl. mission statement (will do in fall)

*action item (for all): Recruit!
**Micah and Adam: Dan T.
**Duncan: Alex Aboud

*new action item: read: Policies>Job Description>Board Member

== 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.

*we vote thus: Micah: I move to vote no; Bern seconded; carried. That is, the NO vote carried.

===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

spectrum, says Duncan. Bike lanes are nice but we'd really like XYZ or whatever.

Chris Chan gave us a mini-prezi from his Prezi.
Wants to push the city towards cycle tracks rather than bike lanes: lots of folks who don't ride would be more likely to ride.

===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.

We discussed, looked at Neil's spreadsheets.

Discussed staffing options, what is needed (e.g. p/t winter f/t summer), what it would save us, what Chris needs, etc. Chris wants someone new before Alex leaves; that leaves us with 3 weeks to post & hire. We are not sure about the feasibility of that. Chris wants certain things/skills from a potential BW coordinator. He has a draft description in the works.

Six month reserve OK since 2 shops ∴ low interruption risk. Still need to come up with a way not to have a 20 000$ shortfall for the AGM budget. Maybe: Cutting hours to 20 over the winter + hopefully 8 000$ for McCauley(sp?) grant, maybe juice & cookies only at bike-building, board mtngs, AGM. Staff thing and food thing for sure - great! That brings us to about an 8-9 000$ shortfall. Hopefully we get an 8 000$ grant too! Maybe we can spend less money on things like office supplies. Chris Chan will perhaps solicit members for those things that everyone has too much of just lying around uselessly.

Neil: I move to approve. Seconded by Adam. Carried.

===Audit===
We should audit our financials before our AGM. Chris Chan will out a call out for a couple of volunteers.

===AGM planning===
*where: Parkallen Community League
*when: Sunday 30 September 13.00
*how to be publicized: newsletter, website, calendar; social media?
*who to lead: Adam, Chris Chan, Duncan (committee)
*what's on the agenda: committee
*food: committee
*what info to ask potential board members for, and how to make that visible in advance to members
*ask people to state interest in advance for running for 5 open positions
*if anyone has ideas, send to committee
*who's attempting to come back: Bern. who's not: Steph, James, Alex C. unknown: Brett.
*what to look for: board experience, knowledge of advocacy in Edmonton, connections with diff groups in city. INTEREST! In participating, in our mission, etc.

===Whether hiring a full-time BW Coordinator is warranted===
see discussion under 2013 Budget.

== In Camera ==
Duncan: I move to go in camera; seconded by Adam; carried.

== End of Meeting ==
Adjourned: Micah: I move to adjourn. Seconded by Chris. Carried. 21.43

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

Board Minutes September 2012

2012-09-12T22:07:13Z

Stephanie.gregorwich: /* New business */

These minutes are not yet approved.

== EBC Board Meeting Minutes for September NN, 2011 ==

* Time: 6:30pm
* 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 August 2012 minutes by . Seconded by .

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

== Reports ==
=== President's Report ===
[[President Report September 2012]]
=== Treasurer's Report ===
* [[Treasurer Report september 2012]]
* [[Media:EBC Financial Report - September 2012.xls]]
=== Executive Director's Report ===
[http://edmontonbikes.ca Executive Director Report September 2012]
=== BikeWorks Report ===
[http://edmontonbikes.ca BikeWorks Report September 2012]
=== Committee Report ===
[[Committee Report September 2021]]

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
EBC Space Use Policy Revision/Approval

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

== New business ==
NAA Financial Troubles - effect on EBC

== In Camera ==

== End of Meeting ==

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

Board Minutes September 2012

2012-09-12T22:06:31Z

Stephanie.gregorwich: /* Carried forward from earlier meetings */

These minutes are not yet approved.

== EBC Board Meeting Minutes for September NN, 2011 ==

* Time: 6:30pm
* 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 August 2012 minutes by . Seconded by .

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

== Reports ==
=== President's Report ===
[[President Report September 2012]]
=== Treasurer's Report ===
* [[Treasurer Report september 2012]]
* [[Media:EBC Financial Report - September 2012.xls]]
=== Executive Director's Report ===
[http://edmontonbikes.ca Executive Director Report September 2012]
=== BikeWorks Report ===
[http://edmontonbikes.ca BikeWorks Report September 2012]
=== Committee Report ===
[[Committee Report September 2021]]

== Old business ==
=== Action Items from Last Meeting ===
==== Carried forward from earlier meetings ====
EBC Space Use Policy Revision/Approval

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

== New business ==

== In Camera ==

== End of Meeting ==

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

Bikeworks External Use Policy

2012-09-12T22:04:45Z

Stephanie.gregorwich: Stephanie.gregorwich moved page Bikeworks External Use Policy to EBC Space Use Policy: To recognize that EBC space may include more resources than just Bikeworks.

#REDIRECT [[EBC Space Use Policy]]

EBC Space Use Policy

2012-09-12T22:04:45Z

Stephanie.gregorwich: Stephanie.gregorwich moved page Bikeworks External Use Policy to EBC Space Use Policy: To recognize that EBC space may include more resources than just Bikeworks.

<nowiki></nowiki>
==Policy Name:==
EBC Space Use Policy

==Effective date:==
Upon board approval.

==Purpose of Policy==
To develop and implement clear direction in the
event an external party seeks to use any of EBC’s premises.

==Philosophy:==
EBC as an organization exists to facilitate community
awareness of cycling culture. Visiting EBC's space through an external
party's event helps to familiarize people with EBC and may encourage them
to access its programs at a later time. Fostering relations between EBC
and other likeminded community groups through resource sharing can also
support EBC's ability to meet its mission. For these reasons, EBC space
may be loaned or rented by community groups.

==Policy Statement:==
At the Executive Director's discretion, EBC space may
be loaned or rented to community groups when such use will not interfere
with the operations or reputation of the Edmonton Bicycle Commuters. In
making this decision, the Executive Director will consider the effect the
rental will have on EBC programs and operations; the risk EBC is incurring
to its property, reputation, relationships and liability; legality of the
use and shared goals of the third party. The Executive Director shall set
rental procedures and conditions so as to protect the interests of EBC,
including but not limited to liability, neighbourhood relations, and
operations.

==Definitions:==
EBC space: Any premises owned, leased or rented by EBC which can be
legally shared or sublet by others.
Community Group: Any person or persons wishing to use EBC space for
anything that is not an EBC-sanctioned program, regardless of whether the
individuals involved are members, volunteers or staff of EBC.

==Scope:==
This policy applies to all parties wishing to borrow or rent EBC
space.

==Scope of Permissible Exceptions:==
Should, due to vacation or other
extended absence, the Executive Director not be available to decide if a
group is permitted to use EBC space, the President will make the decision
in consultation with the Bikeworks Director. In order to maintain
consistency and protect EBC, all external parties must follow this policy.

==Implementation and monitoring:==
The Executive Director is responsible
for implementing this policy and ensuring it is followed.

EBC Space Use Policy

2012-09-12T22:03:26Z

Stephanie.gregorwich: Formatting.

EBC Space Use Policy

2012-09-12T21:58:30Z

Stephanie.gregorwich: Major rewrite (including renaming) of Bikeworks External Use Policy

<nowiki></nowiki> 1.Policy Name:
EBC Space Use Policy

2. Effective date: when approved.

3. Purpose of Policy: To develop and implement clear direction in the
event an external party seeks to use any of EBC’s premises.

4. Philosophy: EBC as an organization exists to facilitate community
awareness of cycling culture. Visiting EBC's space through an external
party's event helps to familiarize people with EBC and may encourage them
to access its programs at a later time. Fostering relations between EBC
and other likeminded community groups through resource sharing can also
support EBC's ability to meet its mission. For these reasons, EBC space
may be loaned or rented by community groups.

5. Policy Statement: At the Executive Director's discretion, EBC space may
be loaned or rented to community groups when such use will not interfere
with the operations or reputation of the Edmonton Bicycle Commuters. In
making this decision, the Executive Director will consider the effect the
rental will have on EBC programs and operations; the risk EBC is incurring
to its property, reputation, relationships and liability; legality of the
use and shared goals of the third party. The Executive Director shall set
rental procedures and conditions so as to protect the interests of EBC,
including but not limited to liability, neighbourhood relations, and
operations.

6. Definitions:
EBC space: Any premises owned, leased or rented by EBC which can be
legally shared or sublet by others.
Community Group: Any person or persons wishing to use EBC space for
anything that is not an EBC-sanctioned program, regardless of whether the
individuals involved are members, volunteers or staff of EBC.

7. Scope: This policy applies to all parties wishing to borrow or rent EBC
space.

8. Scope of Permissible Exceptions: Should, due to vacation or other
extended absence, the Executive Director not be available to decide if a
group is permitted to use EBC space, the President will make the decision
in consultation with the Bikeworks Director. In order to maintain
consistency and protect EBC, all external parties must follow this policy.

9. Implementation and monitoring: The Executive Director is responsible
for implementing this policy and ensuring it is followed.

Board Minutes December 2011

2011-12-02T04:17:49Z

Stephanie.gregorwich: /* Adjournment */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Brett, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

* ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
* ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Brett.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

Bernadette moves to approve Anna's unpaid leave of absence from December 5 to 16, 2011. Duncan seconds. Carried.

== In Camera Session ==
9:00 Bernadette moves we go in camera. Micah seconds. Carried.

9:16 Paul motions to leave in camera. Chris seconds.

== Adjournment ==
* Motion: Duncan moves to adjourn at 9:17.

Board Minutes December 2011

2011-12-02T04:17:15Z

Stephanie.gregorwich: /* In Camera Session */

Board Minutes December 2011

2011-12-02T04:00:27Z

Stephanie.gregorwich: /* Agreement with APIRG */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Brett, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

* ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
* ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Brett.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

Bernadette moves to approve Anna's unpaid leave of absence from December 5 to 16, 2011. Duncan seconds. Carried.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:54:30Z

Stephanie.gregorwich: /* Action Items from November Meeting */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Brett, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

* ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
* ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Brett.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:53:37Z

Stephanie.gregorwich: /* Attendance */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Brett, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Brett.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:53:13Z

Stephanie.gregorwich: /* Artist In Residence Contract */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Brett.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:52:41Z

Stephanie.gregorwich: /* Welcome New Board Members */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Brett.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:51:53Z

Stephanie.gregorwich: /* Agreement with APIRG */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
Anna updated the board on the agreement.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:49:18Z

Stephanie.gregorwich: /* Walterdale Bridge Stakeholder Input Panel */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===

Chris Corrigan volunteered to be the appointee to the committee.
ACTION: Anna to send Chris the relevant information on the committee and meeting.

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:42:02Z

Stephanie.gregorwich: /* Review Critical Mass/Bike Events Policy */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===

ACTION: The Board will wordsmith Neil's version of the Illegal Bikes Policy for next meeting.

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T03:25:10Z

Stephanie.gregorwich: /* Committee Terms of Reference Approvals */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

ACTION: Micah to talk to Alex regarding the Bikeworks ToR.
ACTION: Paul to post Membership ToR on wiki.

Motion: Duncan moves to approve the Education committee Terms of Reference. Paul seconds. Carried with abstention from Brett.

ACTION: Duncan to continue working on the Advocacy ToR.
ACTION: Alex to continue working on the Inclusion Committee ToR.

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:57:26Z

Stephanie.gregorwich: /* Elect New Executive */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
Motion: Duncan nominates Chris Corrigan to be secretary. Stephanie Seconds. Carried.
Motion: Duncan nominates Adam Burgess to be president. Micah seconds. Carried.
Motion: Stephanie nominates Neil for treasurer. Duncan seconds. Carried.
Motion: Adam nominates Duncan for vice president. Micah seconds. Carried.

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:46:25Z

Stephanie.gregorwich: /* Committee Terms of Reference Approvals */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

James volunteered to become Chair of the Information Management Committee.

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:44:07Z

Stephanie.gregorwich: /* Welcome New Board Members */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===

Motion to appoint Chris Corrigan and Lee Vilinski to the Board made by Neil, seconded by Micah. Carried with abstention from Bret.
* Action: Neil to add Chris and Lee to the Board mailing list.
ACTION: The Board is to consider what their individual goals are for the board for the next year.

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:30:21Z

Stephanie.gregorwich: /* Strategic Goals */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

ACTION: 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.

== New Business ==

=== Welcome New Board Members ===
* Intros for Chris C and Lee V
* Action: ???? to add Chris and Lee to board listserv
* Personal board goals?

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:27:59Z

Stephanie.gregorwich: /* Artist In Residence Contract */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explanation of what is envisioned.

=== Strategic Goals ===
* Confirm info from retreat

== New Business ==

=== Welcome New Board Members ===
* Intros for Chris C and Lee V
* Action: ???? to add Chris and Lee to board listserv
* Personal board goals?

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:27:17Z

Stephanie.gregorwich: /* Artist In Residence Contract */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
Micah motions to ask the Artists in Residence to put together a how-to manual/set of notes/ideas for future legacy of this program. Adam seconds. Carried with abstentions from James and Bret.

ACTION: Anna to ask the Artists in Residence to create this manual. Adam to email Anna a further explained

=== Strategic Goals ===
* Confirm info from retreat

== New Business ==

=== Welcome New Board Members ===
* Intros for Chris C and Lee V
* Action: ???? to add Chris and Lee to board listserv
* Personal board goals?

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:12:41Z

Stephanie.gregorwich: /* Action Items from November Meeting */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
Waiting on Alex's report for these three points.

** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
Done
** ANNA will ask Elicia if she is interested in coming.
Done.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
Done
* PAUL will take look at the GAIN dates and register for the spring.
Still to do.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
Adam to follow up with Chris and Elicia.
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
Still to do.
* ANNA to upload Retreat brainstorm of job
Done.
* NEIL will draft job description for January meeting
Still to do.

** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
Done.
* ANNA to send out the board applications from Lee and Chris Co for board review.
Done.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
* Decide payment

=== Strategic Goals ===
* Confirm info from retreat

== New Business ==

=== Welcome New Board Members ===
* Intros for Chris C and Lee V
* Action: ???? to add Chris and Lee to board listserv
* Personal board goals?

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T02:07:35Z

Stephanie.gregorwich: /* Executive Director's Report */

Minutes not yet approved.

== Attendance ==
* Meeting Chair: Bernadette
* Minute-taker: Stephanie
* Food: Neil
* Board attendance: Bernadette, Bret, James, Lee, Paul, Alex, Micah, Stephanie, Duncan, Adam, Neil
* Staff attendance: Anna
* Regrets:
* Absent:
* Guests:

== Call to Order ==
* Time: 6:15

== Approval of Agenda ==
* Motion: Micah moves to approve, Alex seconds. Carried.

== Approval of Previous Months Minutes ==
* Motion:
* Approve the [[Board Minutes March 2011]] if not yet approved in [[Board Minutes November 2011]]
* Approve [[Board Minutes June 2011]]
* Approve [[Board Minutes July 2011]] (as amended)
* Approve [[Board Minutes August 2011]]
* Approve [[Board Minutes November 2011]] (as amended)

ACTION: 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.

== Date, Location & Food for Next Meeting ==
*6:30, January 12, 2012.
Micah to contact APIRG to book a room in Law
Paul to do food.

== Reports ==

=== President's Report ===
[[President's Report (Month) (Year)|President's Report]]
No president's report this month as no president elected yet.

=== Treasurer's Report ===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
October report submitted earlier in November. The numbers were disappointing but not disastrous.

===Executive Director's Report ===
[http://edmontonbikes.ca/w/images/1/13/ED_nov_interim_report.pdf Executive Director's Report]
Anna's interim November report was distributed on Nov. 25.

The AB Cycle building is up in the air: mold removal is ongoing. The City of Edmonton still owns and manages it. It's about 8 months for the permit to be approved and could be another 8 months for the construction to take place. Moving in could be 8 to 16 months.

Motion: Duncan moves to name the future 118 Ave location "Bikeworks North". Seconded by Alex. Carried.

ACTION: Anna to speak with Kris Andreychuk about interim options to continue with the Spoke.

No newsletter distributed in the last three months. There should be one early in December. Some winter classes were cancelled due to lack of registration. The classes are usually advertised in the newsletter so many fewer people heard about them. As well, there was no advertising of the City of Edmonton budget discussions until Chris Chan emailed the day before the hearings.

Email: Chris Chan's email has been forwarded to the board. Since Chris is still involved in the organization, it would be better for him to receive emails and forward Board-specific emails to him.
ACTION: Anna to take the board off the Chris Chan forwarding.
ACTION: Duncan to ask Chris to email Board-specific emails to the Board.
ACTION: Neil to take old board members off EBC Board mailing list.

===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 ==

=== Action Items from November Meeting ===
* 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.
** ANNA and ALEX are attending the open house on Nov 14. Will update the board by email thereafter.
** ANNA will ask Elicia if she is interested in coming.
* ADAM will draft a [Critical Mass] policy for Dec 1 meeting
* PAUL will take look at the GAIN dates and register for the spring.
* CHRIS will complete a draft TOR for Spoke committee for Dec meeting
* CHRIS and ANNA will share draft TOR with Elicia and meet with her for feedback or comments.
* ANNA to upload Retreat brainstorm of job
* NEIL will draft job description for January meeting
** ACTION: ANNA please paste that here.
*** [http://culture.alberta.ca/bdp/workbooks/Developing_Job_Descriptions09.pdf | Developing Job Descriptions] by Alberta Board Development Program
*** [http://www.hrcouncil.ca/hr-toolkit/planning-board-role.cfm | The Board's Role in HR] by Human Resources Council for NFPs
*** [http://coco-net.org/sites/default/files/Staff%20and%20board%20roles.pdf | Staff and Board Roles] by Centre for Community Organizing
* ANNA will ask Kevin if he is interested in continuing on the board.
* ANNA to send out the board applications from Lee and Chris Co for board review.
* Proposed Terms of Reference for all [[Committees|standing committees]] due Nov 23 for review and approval on December Board Meeting (Dec 1, 2011)

=== Artist In Residence Contract ===
* Decide payment

=== Strategic Goals ===
* Confirm info from retreat

== New Business ==

=== Welcome New Board Members ===
* Intros for Chris C and Lee V
* Action: ???? to add Chris and Lee to board listserv
* Personal board goals?

=== Elect New Executive ===
* Review exec positions and vote

=== Committee Terms of Reference Approvals ===
* Each Chair of each committee to submit TOR for board review and approval

=== Review Critical Mass/Bike Events Policy ===
* Discussion about how to word the policy

=== Walterdale Bridge Stakeholder Input Panel ===
* Choose a representative. (N.B. -anticipated 3-year commitment during which time approximately three meetings will be held)

=== Agreement with APIRG ===
* Discuss, approve.

== In Camera Session ==

== Adjournment ==
* Motion:

Board Minutes December 2011

2011-12-02T01:24:50Z

Stephanie.gregorwich: /* Treasurer's Report */

Board Minutes December 2011

2011-12-02T01:24:14Z

Stephanie.gregorwich: /* President's Report */

Board Minutes December 2011

2011-12-02T01:22:47Z

Stephanie.gregorwich: /* Date, Location & Food for Next Meeting */

Board Minutes December 2011

2011-12-02T01:19:40Z

Stephanie.gregorwich: /* Approval of Previous Months Minutes */

Board Minutes December 2011

2011-12-02T01:17:10Z

Stephanie.gregorwich: /* Approval of Agenda */

Board Minutes December 2011

2011-12-02T01:15:52Z

Stephanie.gregorwich: /* Call to Order */

Board Minutes December 2011

2011-12-02T01:15:30Z

Stephanie.gregorwich: /* Attendance */