Committees: Difference between revisions
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== Advocacy == | == Advocacy == | ||
* '''Chair:''' Duncan | * '''Chair:''' Duncan | ||
* '''Members:''' | |||
Topics of focus | |||
* media relations | * media relations | ||
* communications | * communications | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== BikeWorks == | == BikeWorks == | ||
* '''Chair:''' Micah | * '''Chair:''' Micah | ||
* Possible | * '''Members:''' Possible members to approach: Lee, Malcolm, Keith, Chris Corrigan, Adrian, Coreen | ||
Topics of focus | |||
* expansion | * expansion | ||
* communication of Board info and policies | * communication of Board info and policies | ||
| Line 43: | Line 48: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | |||
'''General Purpose''' | |||
* Note: It has been acknowledged at the Board Retreat that the 2010 TOR are too similar to the BikeWorks Coordinator's job description. New TOR should see BW as a seperate organization which needs to have a seperate board to determine direction. TOR should focus on governance-level issues for BW. Board need to clarify what type of issues need to be raised by the Coordinator to the Board. | * Note: It has been acknowledged at the Board Retreat that the 2010 TOR are too similar to the BikeWorks Coordinator's job description. New TOR should see BW as a seperate organization which needs to have a seperate board to determine direction. TOR should focus on governance-level issues for BW. Board need to clarify what type of issues need to be raised by the Coordinator to the Board. | ||
* Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee. | * Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee. | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
* | * | ||
Level of Authority | '''Level of Authority''' | ||
* BikeWorks has an operating budget to cover its operations. Purchases outside of budget guidelines need to be approved by the EBC Board. | * BikeWorks has an operating budget to cover its operations. Purchases outside of budget guidelines need to be approved by the EBC Board. | ||
Reporting Relationship | '''Reporting Relationship''' | ||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Inclusion == | == Inclusion == | ||
* '''Chair:''' Alex C? | * '''Chair:''' Alex C? | ||
* '''Members:''' | |||
Topics of focus | |||
* women | * women | ||
* minorities | * minorities | ||
| Line 79: | Line 91: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
Review | '''Approval Date and Review Date''' | ||
=== Meeting Minutes === | |||
* Date [[link]] | |||
* Date [[link]] | |||
== Outreach == | == Outreach == | ||
* ''' | * '''Chair:''' | ||
* '''Members:''' | |||
Topics of focus | |||
* community partnerships | * community partnerships | ||
* events | * events | ||
| Line 115: | Line 132: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | |||
'''General Purpose''' | |||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Information Management == | == Information Management == | ||
* '''Chair:''' | * '''Chair:''' | ||
* '''Members:''' | |||
Topics of focus | |||
* membership database | * membership database | ||
* maintain archives and file security | * maintain archives and file security | ||
| Line 152: | Line 174: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
* To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes: | * To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes: | ||
| Line 178: | Line 200: | ||
# Audit IPv6 compliance | # Audit IPv6 compliance | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
Level of Authority | '''Level of Authority''' | ||
* Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period). | * Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period). | ||
* Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval. | * Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval. | ||
* Decisions involving significant privacy or security concerns must also first be recommended to the board for approval. | * Decisions involving significant privacy or security concerns must also first be recommended to the board for approval. | ||
Reporting Relationship | '''Reporting Relationship''' | ||
*The chair of the committee shall submit written reports to the board prior to each board meeting. | *The chair of the committee shall submit written reports to the board prior to each board meeting. | ||
Composition and Appointments | '''Composition and Appointments''' | ||
* The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members. | * The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members. | ||
Meetings | '''Meetings''' | ||
* At least once every 2 months. | * At least once every 2 months. | ||
Resources | '''Resources''' | ||
* Wiki page: [[Information Management Committee]] | |||
Financial | * Financial | ||
*$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure | **$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure | ||
* Staff | |||
Staff | |||
* Volunteers to do: | * Volunteers to do: | ||
** web development | ** web development | ||
| Line 209: | Line 230: | ||
* Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable). | * Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable). | ||
Specific Annual Objectives | '''Specific Annual Objectives''' | ||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Volunteer == | == Volunteer == | ||
* '''Chair:''' | * '''Chair:''' | ||
* '''Members:''' | |||
Topics of focus | |||
* BikeWorks | * BikeWorks | ||
* events | * events | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
* To create programs and systems for EBC volunteer recruitment, retention, skill-building and appreciation. EBC volunteers are needed for BikeWorks operations and off-site events such as community bike events, festivals, educational workshops, etc. | * To create programs and systems for EBC volunteer recruitment, retention, skill-building and appreciation. EBC volunteers are needed for BikeWorks operations and off-site events such as community bike events, festivals, educational workshops, etc. | ||
'''Committee member skills''' | |||
* | * Communication and networking | ||
* Peer-to-peer education | |||
* Event planning | |||
'''Key Duties and Responsibilities''' | |||
* Develop volunteer recruitment strategies and apply them (2-5 hrs/month) | * Develop volunteer recruitment strategies and apply them (2-5 hrs/month) | ||
* Assist with volunteer orientations once a month (3-5 hrs/month) | * Assist with volunteer orientations once a month (3-5 hrs/month) | ||
| Line 236: | Line 267: | ||
* Plan and organize volunteer appreciation events three times a year | * Plan and organize volunteer appreciation events three times a year | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
* This committee meets _??__ times per month. | |||
* Action projects are divided among committee members based on personal interest and expertise. | * Action projects are divided among committee members based on personal interest and expertise. | ||
* Committee members generally contribute 5 hours per month to projects. | * Committee members generally contribute 5 hours per month to projects. | ||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Education and Safety == | == Education and Safety == | ||
* '''Chair:''' Bernadette | * '''Chair:''' Bernadette | ||
* '''Members:''' | |||
Topics of focus | |||
* quarterly calendar of events! | * quarterly calendar of events! | ||
* What we want to teach | * What we want to teach | ||
| Line 278: | Line 306: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== The Spoke == | == The Spoke == | ||
* '''Chair:''' Elicia? Lee? Jordan? | * '''Chair:''' Elicia? Lee? Jordan? | ||
* '''Members:''' | |||
=== Topics of focus === | === Topics of focus === | ||
| Line 309: | Line 343: | ||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Communications == | == Communications == | ||
* '''Chair:''' | * '''Chair:''' | ||
* '''Members:''' | |||
Topics of focus: | |||
* | |||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
Level of Authority | '''Level of Authority''' | ||
Reporting Relationship | '''Reporting Relationship''' | ||
Composition and Appointments | '''Composition and Appointments''' | ||
Meetings | '''Meetings''' | ||
Resources | '''Resources''' | ||
Specific Annual Objectives | '''Specific Annual Objectives''' | ||
Reports and Target Dates | '''Reports and Target Dates''' | ||
Review and Evaluation Process | '''Review and Evaluation Process''' | ||
Approval Date and Review Date | '''Approval Date and Review Date''' | ||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
== Policy Development == | == Policy Development == | ||
* '''Chair:''' | * '''Chair:''' | ||
* '''Members:''' | |||
Topics of focus" | |||
* | |||
=== Terms of Reference === | |||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
Review | '''Approval Date and Review Date''' | ||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
| Line 398: | Line 449: | ||
* '''Chair:''' Paul | * '''Chair:''' Paul | ||
* '''Members:''' | |||
Topics of focus | |||
* | |||
=== Terms of Reference === | === Terms of Reference === | ||
General Purpose | '''General Purpose''' | ||
Key Duties and Responsibilities | '''Key Duties and Responsibilities''' | ||
'''Level of Authority''' | |||
'''Reporting Relationship''' | |||
'''Composition and Appointments''' | |||
'''Meetings''' | |||
'''Resources''' | |||
'''Specific Annual Objectives''' | |||
'''Reports and Target Dates''' | |||
'''Review and Evaluation Process''' | |||
'''Approval Date and Review Date''' | |||
=== Meeting Minutes === | |||
Date [[link]] | |||
Date [[link]] | |||
Revision as of 00:19, 5 November 2011
2011-2012 Standing Committees
Advocacy
- Chair: Duncan
- Members:
Topics of focus
- media relations
- communications
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
BikeWorks
- Chair: Micah
- Members: Possible members to approach: Lee, Malcolm, Keith, Chris Corrigan, Adrian, Coreen
Topics of focus
- expansion
- communication of Board info and policies
- integration
Terms of Reference
General Purpose
- Note: It has been acknowledged at the Board Retreat that the 2010 TOR are too similar to the BikeWorks Coordinator's job description. New TOR should see BW as a seperate organization which needs to have a seperate board to determine direction. TOR should focus on governance-level issues for BW. Board need to clarify what type of issues need to be raised by the Coordinator to the Board.
- Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee.
Key Duties and Responsibilities
Level of Authority
- BikeWorks has an operating budget to cover its operations. Purchases outside of budget guidelines need to be approved by the EBC Board.
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Inclusion
- Chair: Alex C?
- Members:
Topics of focus
- women
- minorities
- newcomers
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Outreach
- Chair:
- Members:
Topics of focus
- community partnerships
- events
- sponsorship
- connections with stakeholders
- bike-friendly businesses
- Bike Month connections
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Information Management
- Chair:
- Members:
Topics of focus
- membership database
- maintain archives and file security
- integration of website, google calendar/docs, facebook, twitter, other community calendars/social networks
- wiki maintenance
- migrate mailing list
- point of sales
Terms of Reference
General Purpose
- To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes:
- selecting and deploying new technology (hardware and software)
- analyzing online security
- ensuring EBC documents (both public and private) are organized and accessible
- maintaining BikeWorks computers
- setting up remote access for financials
- setting up an online payment system for memberships
- developing and deploying new point of sales system/membership database
- migrating primary EBC website to new platform (Wordpress)
- online event registration/payment
- selecting and configuring in-house newsletter software
- maintenance of Google and social media presence
- managing EBC e-mail accounts (aliases, groups, gmail, calendar)
- "subletting" space on webhost to generate revenue
- collecting digital images for EBC use
- maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org)
- analyzing data (e.g. membership data, climate data)
- some amount of data entry
- monitoring and archiving media
- manage hosting and domain names
- developing new online resources (e.g. trail condition reporting service).
- Documenting where and how information is stored in the organization.
- Audit IPv6 compliance
Key Duties and Responsibilities
Level of Authority
- Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period).
- Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
- Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.
Reporting Relationship
- The chair of the committee shall submit written reports to the board prior to each board meeting.
Composition and Appointments
- The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.
Meetings
- At least once every 2 months.
Resources
- Wiki page: Information Management Committee
- Financial
- $210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure
- Staff
- Volunteers to do:
- web development
- systems analysis
- data entry
- IT support
- statistics
- security analysis
- Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Volunteer
- Chair:
- Members:
Topics of focus
- BikeWorks
- events
Terms of Reference
General Purpose
- To create programs and systems for EBC volunteer recruitment, retention, skill-building and appreciation. EBC volunteers are needed for BikeWorks operations and off-site events such as community bike events, festivals, educational workshops, etc.
Committee member skills
- Communication and networking
- Peer-to-peer education
- Event planning
Key Duties and Responsibilities
- Develop volunteer recruitment strategies and apply them (2-5 hrs/month)
- Assist with volunteer orientations once a month (3-5 hrs/month)
- Assist with volunteer skill-building workshops (3-5 hrs/month)
- Plan and organize volunteer appreciation events three times a year
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
- This committee meets _??__ times per month.
- Action projects are divided among committee members based on personal interest and expertise.
- Committee members generally contribute 5 hours per month to projects.
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Education and Safety
- Chair: Bernadette
- Members:
Topics of focus
- quarterly calendar of events!
- What we want to teach
- coordinating facilitators
- policy for courses (fees)
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
The Spoke
- Chair: Elicia? Lee? Jordan?
- Members:
Topics of focus
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Communications
- Chair:
- Members:
Topics of focus:
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Policy Development
- Chair:
- Members:
Topics of focus"
Terms of Reference
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date
Meeting Minutes
Membership
- Chair: Paul
- Members:
Topics of focus
Terms of Reference
General Purpose Key Duties and Responsibilities
Level of Authority
Reporting Relationship
Composition and Appointments
Meetings
Resources
Specific Annual Objectives
Reports and Target Dates
Review and Evaluation Process
Approval Date and Review Date