Board Minutes December 2012: Difference between revisions

From Bike Edmonton
Jump to navigation Jump to search
No edit summary
Line 1: Line 1:
These minutes are not yet approved.
== Attendance ==
== Attendance ==
* Meeting Chair: Duncan
* Meeting Chair:
* Minute-taker: Micah
* Minute-taker:
* Board attendance: Justin, Anna, Leila, Lee, Sarah, Adam, Duncan, Micah, Chris
* Board attendance:
* Staff attendance: Chris Chan
* Staff attendance:
* Regrets: Neil, Bern
* Regrets:
* Absent:  
* Absent:
* Guests: Alex Hindle, Brett Rosenberger
* Guests:


== Call to Order ==
== Call to Order ==
* Time: 6.48
* Time:
* Location: ED S 327
* Location:
* Food by: potluck
* Food by: potluck


== Approval of Agenda ==
== Approval of Agenda ==
* <span style="background: yellow;">Motion: Adam: I move to approve; Sarah: Seconded; carried.</span>
* <span style="background: yellow;">Motion:</span>


== Approval of Last Month's Minutes ==
== Approval of Last Month's Minutes ==
* <span style="background: yellow;">Motion:</span>
* <span style="background: yellow;">Motion:</span>
* Anna has edited Wiki Minutes Template to include time allocations for each topic (please submit when adding your agenda item) and action items at end of each topic to highlight who needs to do what by when. The latter can then easily be copied into next meeting minutes under Updates on Action Items From Previous Meeting.
* Anna has edited Wiki Minutes Template to include time allocations for each topic (please submit when adding your agenda item) and action items at end of each topic to highlight who needs to do what by when. The latter can then easily be copied into next meeting minutes under Updates on Action Items From Previous Meeting.
*Please be more specific about who says what.
*Micah: I move to approve last month's minutes; Anna seconds; carried.
   
   
== Date, Location & Food for Next Meeting ==
== Date, Location & Food for Next Meeting ==
* Board Retreat: Sunday January 6, 2013 @ 8:30am-4:30pm. Education North rm 2-103 (Kiva Room). Potluck lunch (allergies? restrictions?). Please BYO dish, cutlery, mug.
* Board Retreat: Sunday January 6, 2013 @ 8:30am-4:30pm. Education North rm 2-103 (Kiva Room). Potluck lunch (allergies? restrictions?). Please BYO dish, cutlery, mug.
* January Board Meeting: Wednesday 23 January
* January Board Meeting:
*Sarah will take notes since Micah will be absent. 
*Micah will try to book this room (Ed S 327) again as people seem to like it better.
* Food: Duncan


== Reports ==
== Reports ==
Line 35: Line 28:
=== President's Report (5 min)===
=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]  
[[President's Report (Month) (Year)|President's Report]]  
* Discussion notes:  
* Discussion notes:
**Leila will be temporary chair.
**See report.
 
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
* Action Items: none
* Action Items: '''Name''' will... by (deadline)


=== Treasurer's Report (5 min)===
=== Treasurer's Report (5 min)===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]  
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]  
* Discussion notes:  
* Discussion notes:
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Name''' will... by (deadline)
Line 51: Line 41:
[https://docs.google.com/a/edmontonbikes.ca/document/d/1JZX24MYUtOaZNUbgkum8XU4_ZVY0GVBWq7hI62OS5-o/edit# Executive Director's Report]  
[https://docs.google.com/a/edmontonbikes.ca/document/d/1JZX24MYUtOaZNUbgkum8XU4_ZVY0GVBWq7hI62OS5-o/edit# Executive Director's Report]  
* Discussion notes:
* Discussion notes:
**Anna will ask a connection about monitors
**Duncan: don't use google group anymore; Adam: are we going to maintain an archive? Chris: still exists; just not for continued use.  Leila: Is this the same thing we have access to?  Duncan: yes.  Leila: I was looking through; google quite new to me; is there an archive? All posts seemed extremely recent; couldn't find emails I sent to group in past.  Chris: I haven't touched anything; there is an ebc-board email account that has been archiving emails since 2008; anyone can have access; passwords in passwords document.  Adam: list of all emails; had to actually click through back arrows.  Chirs demonstrates.
**Duncan: board backup emails: you, Chris, should not have access, correct?  Chris: Yes.  I could gain access if I wanted to [technically, since has admin privilege].
**Leila: Duncan has access to all the passwords- do we all?  Chris: No, just exec at this point.  Need new one to share with rest of board.
**Anna: new website looks lovely; where do we access reports eg Complete Streets- why not publicly available through our website?  Chris: Complete Streets is there now.  Anna: I think that things in the public interest would be sought by the public on our website.  Chris: I will post it to the website.
**Leila: still link to wiki on website?  Chris: Yes.
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
* Action Items:  
* Action Items: '''Name''' will... by (deadline)
**'''Duncan''' will change password for backup board email address
**'''Duncan''' will make passwords available


=== BikeWorks Report (5 min)===
=== BikeWorks Report (5 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1zKYPW52sh1jx4BoP3BkvKckwuVgBnEjcHkpF_QHNBm4/edit|BikeWorks Report, Dec 2012]
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
* Discussion notes:
* Discussion notes:
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
Line 69: Line 51:


=== Retreat/Orientation Committee Report (30 min)===
=== Retreat/Orientation Committee Report (30 min)===
[https://docs.google.com/a/edmontonbikes.ca/document/d/1Z2nr0fW7KCsGpi0EdyBBkhpFao4ZQxqz0SudENyxph8/edit Retreat Committee Report]
[[Retreat Committee Report|Retreat Committee Report]]
* What are the 3 things you personally hope to gain at the Retreat?
* What are the 3 things you personally hope to gain at the Retreat?
* Review proposed agenda.
* Review proposed agenda.
Line 77: Line 59:
* Board Inventory Kickass Evaluation (BIKE) (aka homework):
* Board Inventory Kickass Evaluation (BIKE) (aka homework):
* Group presentation topics – vote on and assign topics
* Group presentation topics – vote on and assign topics
** Sarah explain and 3 SMART goals (15 min)  
** Sarah explain and 3 SMART goals (15 min)
** * [https://docs.google.com/a/edmontonbikes.ca/open?id=0B33OvpWWdrRRd0Noc09NWmlZWGs Flashy handout!]
** Lee explain personal skills inventory & process/group work evaluation survey (10 min)  
** Lee explain personal skills inventory & process/group work evaluation survey (10 min)  
* Discussion notes:
* Discussion notes:
Line 84: Line 65:
* Action Items: '''All Board members''' will complete the 3 parts of the Board Inventory Kickass Evaluation (homework) by Friday Dec 28 and submit to Retreat Committee (Sarah, Lee, Anna).
* Action Items: '''All Board members''' will complete the 3 parts of the Board Inventory Kickass Evaluation (homework) by Friday Dec 28 and submit to Retreat Committee (Sarah, Lee, Anna).


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


* Discussion notes:
* Discussion notes:
**One person came to last meeting
**Met with Karen Parker, sec of Garneau Comm League- broke down open house, broke down report
**Complete Streets STR meeting with various city staff coming up?
**identified deliverables
**Chris Corrigan: what kind of progress has been made in terms of awareness amongst other groups in city, business assoc'n etc.  Duncan: haven't had a chance to really connect with larger group.  A few business owners on board at this point.
* <span style="background: yellow;">Motion:</span>  
* <span style="background: yellow;">Motion:</span>  
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Name''' will... by (deadline)
Line 138: Line 114:
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Name''' will... by (deadline)


=== Signing of GVCC letter to the Federal Transportation Minister ===
 
=== Meeting Communication and Process (15 min)===
* Anna will present non-verbal communication hand signals and participant actions which, if adopted, may improve the efficiency of meetings.
* Discussion notes:
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)
 
=== Conflict Style InventoryNew Business Item 2 (__ min)===
* Discussion notes:
* Discussion notes:
* <span style="background: yellow;">Motion:</span>:
* <span style="background: yellow;">Motion:</span>:
* Action Items: '''Name''' will... by (deadline)
* Action Items: '''Name''' will... by (deadline)


Here are the contents of the letter - Mr. Denis Lebel
Hon. Minister of Transportation, Infrastructure and Communities Government of Canada
Dear Minister,
We are writing you as representatives (of some) of the largest and most active urban cycling organizations in Canada. Each of our organizations has worked for years promote the benefits of safe and functional cycling infrastructure in Canada’s cities.
Over the last decade or so, all three levels of government have made significant contributions to the renewal of urban infrastructure. Federal infrastructure programs have been critical to the vitality of Canada’s towns and cities, and renewed funding for public transit has been especially welcome. We support the efforts and leadership of the Federation of Canadian Municipalities in this regard, and are engaged in ongoing dialogue with them.1
We are aware that existing federal infrastructure programs will end in 2014, and of the current effort to refocus those programs. Canada Bikes - our ‘national voice’ – made a submission to the Federal Long Term Infrastructure Plan Roundtable in October 2012.
In the present letter, we would like to underline our concerns directly to Minister Lebel and his staff. In sum, we strongly believe that cycling projects needs much higher recognition and commitment with regards to future infrastructure investments in Canadian cities. We recommend that two per cent of all federal infrastructure dollars being directed to cycling projects in Canadian cities and towns.
The Federal Gas Tax program (made permanent by your government) and Building Canada, for instance, have supported multiple investments to municipal roads, utilities and transit improvements and the like. In some cases, those investments are channeled into cycling improvements. At their discretion, some municipalities have chosen to improve or introduce bike lanes or other cycling improvements as part of a utility upgrade, road reconstruction or resurfacing.
But our research and observation indicate that – with some exceptions – such cycling improvements are too often incidental to a larger road or highway project, or clear opportunities to improve or introduce cycling-friendly design are often missed or ignored.
We believe that the federal government should create explicit ‘active transportation’ and ‘complete streets’ criteria for a large portion of infrastructure dollars spent on urban transportation projects.
1 Canada Bikes has recently responded in detail to the FCM submission to the Federal Long-Term Plan Roundtable.
Dec. 10, 2012

It is critical that any renewed federal infrastructure program reflect the changing shape of Canadian cities and the habits of their residents. Urban residents are driving less and own fewer cars. Current trends show a decline in total vehicle miles driven in North America. The percentage of young people with driver’s licenses is dropping.
Meanwhile, walking, cycling and transit use in Canadian cities is increasing. Canadian cities and towns are striving to introduce more mixed-use and compact developments, comprehensive cycling networks, safer and more walkable neighbourhoods. Many cities are implementing ‘complete streets,’ policies and projects, where local roads accommodate bikes lanes, new or wider sidewalks and space for transit service.
The benefits are many: higher real estate values, job creation, more robust local economies, reduced congestion, fitter and healthier residents, lower health care costs, reduced air pollution and fewer carbon emissions.
It is imperative that a renewed Federal Infrastructure Plan reflect and encourage the emergence of a ‘new urbanism’ in our cities, with its strong emphasis on an active transportation, alternatives to the single-occupancy vehicle and the growing demand and interest in cycling in Canada.
Thank you for your consideration,
Regards, Ed Pullman (on behalf of)
Greater Victoria Cycling Coalition
HUB (Vancouver)
British Columbia Cycling Coalition Kelowna Cycling Coalition GEdmonton
Winnipeg
Toronto Cycle Union
Toronto Coalition for Complete Streets Etc. etc.
cc:
Olivia Chow, NDP Critic for Transportation, Infrastructure and Communities Denis Coderre, Liberal Critic for Transportation, Infrastructure and Communities. .....Federation of Canadian Municipalities


== In Camera Session (__ min)==
== In Camera Session (__ min)==

Revision as of 01:09, 13 December 2012

Attendance

  • Meeting Chair:
  • Minute-taker:
  • Board attendance:
  • Staff attendance:
  • Regrets:
  • Absent:
  • Guests:

Call to Order

  • Time:
  • Location:
  • Food by: potluck

Approval of Agenda

  • Motion:

Approval of Last Month's Minutes

  • Motion:
  • Anna has edited Wiki Minutes Template to include time allocations for each topic (please submit when adding your agenda item) and action items at end of each topic to highlight who needs to do what by when. The latter can then easily be copied into next meeting minutes under Updates on Action Items From Previous Meeting.

Date, Location & Food for Next Meeting

  • Board Retreat: Sunday January 6, 2013 @ 8:30am-4:30pm. Education North rm 2-103 (Kiva Room). Potluck lunch (allergies? restrictions?). Please BYO dish, cutlery, mug.
  • January Board Meeting:

Reports

President's Report (5 min)

President's Report

  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Treasurer's Report (5 min)

Treasurer's Report

  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Executive Director's Report (5 min)

Executive Director's Report

  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

BikeWorks Report (5 min)

BikeWorks Report

  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Retreat/Orientation Committee Report (30 min)

Retreat Committee Report

  • What are the 3 things you personally hope to gain at the Retreat?
  • Review proposed agenda.
  • Extend to 2 days i.e. Saturday Jan 5 and Sunday Jan 6?
  • Potluck: dietary restrictions?
  • Staff and guests will be invited to join potluck and afternoon visioning. This will be paid staff time 1pm-4:30pm (they have option to attend morning, unpaid).
  • Board Inventory Kickass Evaluation (BIKE) (aka homework):
  • Group presentation topics – vote on and assign topics
    • Sarah explain and 3 SMART goals (15 min)
    • Lee explain personal skills inventory & process/group work evaluation survey (10 min)
  • Discussion notes:
  • Motion: Anna moves to approve the $150 budget for the retreat.
  • Action Items: All Board members will complete the 3 parts of the Board Inventory Kickass Evaluation (homework) by Friday Dec 28 and submit to Retreat Committee (Sarah, Lee, Anna).

Committee 2 Report (__ min)

Committee 2 Report

  • Discussion notes:
  • Motion:
  • Action Items: Name will... by (deadline)

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Duncan will write note to Coreen to let her know she wrote a great report for Nov and ask if the level of detail she provided was sustainable for her.
  • Chris Chan to let board know info that he cannot put in his reports (i.e. post publicly to wiki). Report content will be posted on wiki without restriction.
  • Unassigned to review Bylaws and draft edits re: board election of members in good standing by (deadline).
  • Micah to book a room for Board Retreat ASAP.
  • Board Members to review EBC Organization Contacts doc re: updating your personal contact info.

Election of Board Executive - Update on VP (2 min)

  • Update from Lee and Leila regarding VP position.
  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Board Job Descriptions(10 min)

Board Chair (10 min)

  • Discussion from Nov meeting on having an outside Chair + 12 board members (vs. 11 + 1 chair). Hindle has offered his time and services to Chair.
  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

New Business

Ethical Funding Policy (5 min)

  • Ethical Funding Policy is needed. Nov meeting had a lengthy discussion on what corporate sponsorships or partnerships we were comfortable with, what funding bodies were would or would not get monies from, implications of becoming a charity, etc.
  • Board Committee (possibly Finance or Fundraising Committee) could be created to draft this policy. Who is interested?
  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Conflict Style Inventory (30 min)

  • Sarah will lead an activity on conflict style assessments.
  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)


Meeting Communication and Process (15 min)

  • Anna will present non-verbal communication hand signals and participant actions which, if adopted, may improve the efficiency of meetings.
  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)

Conflict Style InventoryNew Business Item 2 (__ min)

  • Discussion notes:
  • Motion::
  • Action Items: Name will... by (deadline)


In Camera Session (__ min)

Adjournment

  • Motion:
Retrieved from "https://apps.bikeedmonton.ca/w/index.php?title=Board_Minutes_December_2012&oldid=1543"