Board Minutes October 2014 - Revision history

Cwc: /* Annual Report (10 min) */

2024-01-12T08:24:32Z

Annual Report (10 min)

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	=== Annual Report (10 min)===		=== Annual Report (10 min)===
	* It was not possible to review the [https://drive.google.com~~/a/edmontonbikes.ca~~/file/d/0ByPA_mxTBvz1eW1URnpsbzE2NGM/view?~~usp~~=~~sharing~~ draft 2014 Annual Report] in detail prior to the AGM as requested, so the board must review it for approval.		* It was not possible to review the [https://drive.google.com/file/d/0ByPA_mxTBvz1eW1URnpsbzE2NGM/view?resourcekey=0-wUJ-ZAsynDB9tEwTK2MlXw draft 2014 Annual Report] in detail prior to the AGM as requested, so the board must review it for approval.
	* via email Sept 30, Anna listed some [https://docs.google.com/a/edmontonbikes.ca/document/d/1bicIKYI4txRL5-rJnr1IXXJtx_wFOhpi4QTKSqwm6XU/edit suggested edits] to be discussed by board.		* via email Sept 30, Anna listed some [https://docs.google.com/a/edmontonbikes.ca/document/d/1bicIKYI4txRL5-rJnr1IXXJtx_wFOhpi4QTKSqwm6XU/edit suggested edits] to be discussed by board.
	* Discussion notes:		* Discussion notes:

Anna Vesala: /* Servus Debit Card (10 min) */

2014-11-22T00:03:10Z

Servus Debit Card (10 min)

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	=== Servus Debit Card (10 min)===		=== Servus Debit Card (10 min)===
	*We can get convenience cards for deposits		*We can get convenience cards for deposits
	* <span style="background: yellow;">Motion:</span> To approve Servus deposit cards for our general account for Chris Chan, Jonathan Woelber, Steve Andersen, and Coreen ~~Shewfelt~~. Moved by Bernadette, seconded by Carlos. '''Motion Carried.'''		* <span style="background: yellow;">Motion:</span> To approve Servus deposit cards for our general account for Chris Chan, Jonathan Woelber, Steve Andersen, and Coreen. Moved by Bernadette, seconded by Carlos. '''Motion Carried.'''

	=== YEG Bike Coalition's $1500 request (10 min) ===		=== YEG Bike Coalition's $1500 request (10 min) ===

Anna Vesala at 05:55, 4 November 2014

2014-11-04T05:55:41Z

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	'''''These minutes ~~are not yet~~ approved~~. They are scheduled for review and approval at the upcoming board meeting~~.'''''		'''''These minutes were approved by email vote on Oct 31, 2014.'''''

	== EBC Board Meeting Minutes for Wednesday October 22, 2014 ==		== EBC Board Meeting Minutes for Wednesday October 22, 2014 ==

Anna Vesala at 23:31, 28 October 2014

2014-10-28T23:31:59Z

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	* Official report from the organizing committee to all sponsors to be provided by November 10th, 2014. - SH		* Official report from the organizing committee to all sponsors to be provided by November 10th, 2014. - SH
	* Discussion notes: move to November meeting		* Discussion notes: move to November meeting
	**

	* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== Submitting Charitable Status Application (10 min)===		=== Submitting Charitable Status Application (10 min)===
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	*We can get convenience cards for deposits		*We can get convenience cards for deposits
	* <span style="background: yellow;">Motion:</span> To approve Servus deposit cards for our general account for Chris Chan, Jonathan Woelber, Steve Andersen, and Coreen Shewfelt. Moved by Bernadette, seconded by Carlos. '''Motion Carried.'''		* <span style="background: yellow;">Motion:</span> To approve Servus deposit cards for our general account for Chris Chan, Jonathan Woelber, Steve Andersen, and Coreen Shewfelt. Moved by Bernadette, seconded by Carlos. '''Motion Carried.'''
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== YEG Bike Coalition's $1500 request (10 min) ===		=== YEG Bike Coalition's $1500 request (10 min) ===

Anna Vesala: /* Approval of Agenda, Minutes, Reports (5 min) */

2014-10-28T23:28:11Z

Approval of Agenda, Minutes, Reports (5 min)

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 == Approval of Agenda, Minutes, Reports (5 min) ==
-* <span style="background: yellow;">Motion:</span> To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2014 September 2014 minutes], and reports as presented below. Motioned by . Seconded by . '''Motion Failed/Carried.'''
+* <span style="background: yellow;">Motion:</span> To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2014 September 2014 minutes], and BikeWorks report as presented below. Moved by Kristen, seconded by Leila . '''Motion Carried.'''
 === BikeWorks Report ===
 *[https://docs.google.com/a/edmontonbikes.ca/document/d/1I2cBZJtkBvIwKj71oFqe1rrJZXcmMCqpA7EIdToHrFU/edit BikeWorks Report September 2014] - submitted by Coreen Oct 8 (later courtesy email Oct 7)
 == Current & Completed Business ==

Anna Vesala: /* Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min) */

2014-10-28T23:26:56Z

Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)

Anna Vesala: /* Guest Speaker: Cory Seguin and Mark Boulter, Edmonton Insight Community 6:30-7:09 pm (30 min) */

2014-10-28T23:24:47Z

Guest Speaker: Cory Seguin and Mark Boulter, Edmonton Insight Community 6:30-7:09 pm (30 min)

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	**look at how city reaches out and engages with citizens; dealing with different demographic groups		**look at how city reaches out and engages with citizens; dealing with different demographic groups
	**here to talk about one tool in particular: Edmonton Insight Community		**here to talk about one tool in particular: Edmonton Insight Community
	***EBC represents an engaged interest group and leaders in our community, so EIC wants to engage with us		**EBC represents an engaged interest group and leaders in our community, so EIC wants to engage with us
	****one objective		**one objective: to tell us about them (call land lines to engage public opinion, but 21% of Canadian households are cellphone-only, and 35 years and under are 61% - Stats Canada recognizes this an ineffective; people don't like to pick up numbers they don't know
	~~*****~~to tell us about them (call land lines to engage public opinion, but 21% of Canadian households are cellphone-only, and 35 years and under are 61% - Stats Canada recognizes this an ineffective; people don't like to pick up numbers they don't know		**website: edmontoninsightcommunity.ca
	~~**~~website: edmontoninsightcommunity.ca		**insight communities originated in private sector where firms didn't want to do calling; wanted to foster an online community of their customers - EIC is unique in that it is trying to apply it to government, and Edmonton is a world leader in this; can go back to the same respondents for feedback on new materials/information, but also share findings - particularly useful for bike lanes (have gotten comments that there are too many questions about bike lanes and the city is trying to jam bike lanes down people's throats)
	~~**~~insight communities originated in private sector where firms didn't want to do calling; wanted to foster an online community of their customers - EIC is unique in that it is trying to apply it to government, and Edmonton is a world leader in this; can go back to the same respondents for feedback on new materials/information, but also share findings - particularly useful for bike lanes (have gotten comments that there are too many questions about bike lanes and the city is trying to jam bike lanes down people's throats)		**can take cyclists out and then add them back in and compare the feedback
	~~**~~can take cyclists out and then add them back in and compare the feedback		**opt-in system - you become part of the community, answer demographic questions, then you get sent all surveys (at least one per month)and choose which ones you want to fill out (+ when and how [cell phone, iPad, etc.]), newsletters, focus groups, ask questions that are not just opinions but also ideas (not just a research tool; an engagement tool) - can indicate interests online; trialling mapping (time and route for different methods of transit)
	~~**~~opt-in system - you become part of the community, answer demographic questions, then you get sent all surveys (at least one per month)and choose which ones you want to fill out (+ when and how [cell phone, iPad, etc.]), newsletters, focus groups, ask questions that are not just opinions but also ideas (not just a research tool; an engagement tool) - can indicate interests online; trialling mapping (time and route for different methods of transit)		**launched at end of June, have 1,800 users, just starting recruitment campaign now
	~~**~~launched at end of June, have 1,800 users, just starting recruitment campaign now		**verify data against phone surveys
	~~**~~verify data against phone surveys		**trying to shift culture at the City of Edmonton - recognizing more than just phone surveys
	~~**~~trying to shift culture at the City of Edmonton - recognizing more than just phone surveys		**offering an open data catalogue of results
	~~**~~offering an open data catalogue of results		**'''can conduct specific research on cycling''' - aren't taking specific questions from communities quite yet
	~~**~~'''can conduct specific research on cycling''' - aren't taking specific questions from communities quite yet		**and three asks
	****and three asks		***consider joining individually
	*****consider joining individually		***consider becoming an ambassador to tell people about EIC
	*****consider becoming an ambassador to tell people about EIC		***if you have ways to improve the community, we want to hear that)
	*****if you have ways to improve the community, we want to hear that)

	* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	=== Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)===		=== Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)===

Caylie.gnyra at 21:36, 23 October 2014

2014-10-23T21:36:52Z

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	**		**

	* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion ~~Failed/~~Carried.'''		* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by Leila, seconded by Sarah. '''Motion Carried.'''

	== Adjournment ==		== Adjournment ==
	* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion ~~Failed/~~Carried.'''		* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by Bernadette, seconded by Sarah. '''Motion Carried.'''

	[[Category:minutes]]		[[Category:minutes]]
	[[Category:2013-2014 Board minutes]]		[[Category:2013-2014 Board minutes]]

Caylie.gnyra at 02:58, 23 October 2014

2014-10-23T02:58:33Z

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	* Decision: Do we plan for outgoing board members to attend retreat in full or specific time?		* Decision: Do we plan for outgoing board members to attend retreat in full or specific time?
	* Decision: Ad-hoc committee of 2-3 board members to organize the retreat.		* Decision: Ad-hoc committee of 2-3 board members to organize the retreat.
	** Sarah volunteered.		** Sarah volunteered, but would like 2-3 people to help as a sounding board and help facilitate (Kristen, Bernadette, and Jonathan available to help; Alex available to help day-of)
	* Decision: Each member to ~~sign up~~ to ~~facilitate one 20 min topic~~ of ~~the orientation/retreat?~~
	** [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AkwWWHPTzO0vdGZIUURwYmdVQk4wNmhCaFd0cUhqeFE&usp=drive_web#gid=0 2013 topics]
	* Discussion:		* Discussion:
	**		**one day with outgoing and incoming board, + one day later for strategic planning
	**		**if we don't meet on the 19th, we won't have a chance to meet potential new board members
			**keep the Nov 19 date open to meet with board applicants (Jonathan has volunteered; will need others)
			*Saturday - everyone present for board meeting (incoming, outgoing, and staff)
			*Sunday - strategic planning for new board members and staff in the morning; orientation for new members
			*food for retreat
			**potluck Saturday, fend for yourselves Sunday
			*maps and markers!

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date: 3rd Wed is Nov 19		* Date: 3rd Wed is Nov 19 - save the date - may be used for meeting with new board candidates
	* Location: room 113, Ed S is booked		* Location: room 113, Ed S is booked
	* Chair:		* Chair:
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	== <i>In Camera</i> Session (30 min)==		== <i>In Camera</i> Session (30 min)==
	* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion ~~Failed/~~Carried.'''		* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Chris, seconded by Leila. '''Motion Carried.'''
	* Please list how long you believe your topic will take to discuss:		* Please list how long you believe your topic will take to discuss:
	** Staff LOA and Vacations (10 min)		** Staff LOA and Vacations (10 min)

Caylie.gnyra at 02:36, 23 October 2014

2014-10-23T02:36:41Z

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	*this $1500 will be valuable and used very effectively		*this $1500 will be valuable and used very effectively
	*Chris Chan believes this is "the key plank" for capital budget advocacy		*Chris Chan believes this is "the key plank" for capital budget advocacy
			* <span style="background: yellow;">Motion:</span> To support YEG Bike Coalition for their ask amount of $1500, to request a report after the end of the campaign, and to return any unused funds. Moved by Sarah, seconded by Leila. '''Motion Carried.'''
			* <span style="background: lime;">Action Items:</span> '''Steve''' will inform YBC as soon as possible, and will find out details of who should be given the $.

	=== November Meeting +/- Board Retreat (10 min) ===		=== November Meeting +/- Board Retreat (10 min) ===

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	=== Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)===		=== Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)===
	* Discussion notes: yegbikecoalition.info (YBC) - formed fairly recently - wanted to harness the momentum of interest in bikes and focus on the capital budget - greater investment in safer, dedicated infrastructure		* Discussion notes: [http://yegbikecoalition.info yegbikecoalition.info] (YBC) - formed fairly recently - wanted to harness the momentum of interest in bikes and focus on the capital budget - greater investment in safer, dedicated infrastructure
	*two aspects		*two aspects:
	**join the coalition, which asks City $7m/year for the next four years (0.8% of total capital budget) - has 180 people so far - goal of 1,000 (city has committed to the 83rd Ave. lane but nothing else)		**join the coalition, which asks City $7m/year for the next four years (0.8% of total capital budget) - has 180 people so far - goal of 1,000 (city has committed to the 83rd Ave. lane but nothing else)
	**photomosaic project with signs ("I bike" [if they do] or "I would bike if..." [if they don't bike yet])		**photomosaic project with signs ("I bike" [if they do] or "I would bike if..." [if they don't bike yet])
	***asking for $1500 funding from EBC for this launch event in November 20, 2015		*asking for $1500 funding from EBC for this launch event in November 20, 2015
	****rental equipment, poster printing ($500), poster design ($500), space rental ($300)		**rental equipment, poster printing ($500), poster design ($500), space rental ($300)
	****asking for funding from Make Something Edmonton and APIRG		**asking for funding from Make Something Edmonton and APIRG
	***The Way We Move had estimated the cost of bicycle transportation, and the City approved only a fraction of that.		*The Way We Move had estimated the cost of bicycle transportation, and the City approved only a fraction of that.
	***focuses on central locations: downtown core, Strathcona core		*focuses on central locations: downtown core, Strathcona core
	***Leila: proposes to get this out to our membership to help increase numbers		*Leila: proposes to get this out to our membership to help increase numbers
	~~**~~could take picture of our members at the shops and send photos out (maybe also to YCR2)		*could take picture of our members at the shops and send photos out (maybe also to YCR2)

	* <span style="background: yellow;">Motion:</span> To ___. Moved by , seconded by . '''Motion Failed/Carried.'''
	* <span style="background: lime;">Action Items:</span> '''name''' will ____ by (date).

	== Approval of Agenda, Minutes, Reports (5 min) ==		== Approval of Agenda, Minutes, Reports (5 min) ==