Board Minutes December 2012

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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)
    • * Flashy handout!
    • 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)

Signing of GVCC letter to the Federal Transportation Minister

  • Discussion notes:
  • Motion::
  • 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)

Adjournment

  • Motion:
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