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Board Minutes January 2013 (view source)

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Approved at the [[Board Minutes February 2013 | February 2013 Board meeting]].
 
Guide to [https://www.mediawiki.org/wiki/Help:Formatting formatting wiki pages]
 
 


== EBC Board Meeting Minutes for January 23, 2013 ==
== EBC Board Meeting Minutes for January 23, 2013 ==
'''''These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.'''''


For EBC members interested in attending this meeting, here are the logistical details:
For EBC members interested in attending this meeting, here are the logistical details:
* Location: Room 327, Education North, U of A campus
* Location: Room 306, Education South, U of A campus
* Start Time: 6:30pm
* Start Time: 6:30pm
* Food by: '''Duncan'''
* Food by: '''Duncan'''


== Attendance ==
== Attendance ==
* Meeting Chair:
* Meeting Chair: Bernadette
* Minute-taker: '''Sarah'''
* Minute-taker: Sarah
* Board attendance:
* Board attendance: Chris, Neil, Anna, Duncan, Adam, Lee, Sarah, Justin, Bernadette,
* Staff attendance:
* Staff attendance: Chris Chan
* Regrets:
* Regrets: Micah, Paul, Leila
* Absent:
* Absent:
* Guests:
* Guests: Alex and Brett


== Call to Order ==
== Call to Order ==
* Meeting called to order by   at   pm.
* Meeting called to order by Bernadette at 6:45 pm.


== Approval of Agenda ==
== Approval of Agenda ==
* <span style="background: yellow;">Motion: </span> To approve agenda by . Seconded by .  
* <span style="background: yellow;">Motion: </span> To approve agenda by Duncan. Seconded by Lee .


== Approval of Last Month's Minutes ==
== Approval of Last Month's Minutes ==
* <span style="background: yellow;">Motion:</span> to approve (month)(year) minutes by . Seconded by .  
* <span style="background: yellow;">Motion:</span> to approve December 2012 minutes by Aadam. Seconded by Duncan .


== Date, Location & Food for Next Meeting ==
== Date, Location & Food for Next Meeting ==
* Date:  
* Date: February 20th 6:30pm
* Location:  
* Location: TBA - Adam will check with Micah
* Food:
* Food: Adam


== Meeting Process ==
== Meeting Process ==


* Review of our meeting process (Rusty's Rules) (10 min) - Leila?
* Review of our meeting process (Rusty's Rules)
** Board member job description - Sarah
** Board member job description - Moved to discussion on job descriptions
* Discussion and decisions on meeting hand signals (10 min) - Sarah
* Discussion and decisions on meeting hand signals  
* Review of group agreement and accountability (10 min) - Anna
Agreed upon hand signals to assist in facilitation:
** ''Twinkle'' (outstretched hands, fingers wiggling): Agreement
** ''Hand up'' (or finger in): point on topic
** ''C'' (hand creates a 'C' shape): question or clarification (priority over point on topic)
* Review of group agreement and accountability  
** The board is in full agreement to keep 'Group Agreement' that was created at the Orientation Retreat


== Reports ==
== Reports ==


=== President's Report (5 min)===
=== President's Report (5 min)===
[[President's Report (Month) (Year)|President's Report]]
* Nothing to report
* Nothing to report
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


=== Treasurer's Report (5 min)===
=== Treasurer's Report (5 min)===
[[Treasurer's Report (Month) (Year)|Treasurer's Report]]
* Discussion notes: Full report to come in February
* Discussion notes:
What can we do to help Paul? Neil has assisted in training Paul. Paul asks questions as needed.  
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


=== Executive Director's Report (15 min)===
=== Executive Director's Report (15 min)===
[[ED Report (Month) (Year)|Executive Director's Report]]  
[https://docs.google.com/document/d/1FnkalyovrVJS4N_hDA_fihi4TZ2dCmLx0wuxYlvg5vA/edit Executive Director's Report January 2013]  
* Security system overview and discussion (10 min)?
* Security system overview and discussion (10 min)
* Discussion notes:
* BWN Motion sensor hooked to Chris Chan's home phone line. The camera is pointing towards the yard. Chris is unsure if it records sound.
* <span style="background: yellow;">Motion:</span>
* Alex - Should we inform people that there is surveillance?  
* Action Items: '''Name''' will... by (deadline)
* Chris says it was originally a temporary measure for when the alarm goes off.
* Alex - We need to advertise this to the public. There is theoretical potential for abuse of viewing the camera feed. Alex urges the board to consider what kind of message this sends and if it is an ethical issue of having a camera but not telling the public. Maybe a more professional security system is needed.
* Duncan - action item - Put up signs
* Adam - Are there plans to adjust the system?
* Chris - currently testing the system
* '''Final Decision''' Leave this in Chris's hands - he knows the concerns and can make necessary adjustments and changes to the system.  
* Poor working webcam at BWS
* Anna requests more information in ED Report - at least two sentences of more information for each section would be acceptable


=== BikeWorks Report (5 min)===
=== BikeWorks Report (5 min)===
[[BikeWorks Report (Month) (Year)|BikeWorks Report]]
[https://docs.google.com/document/d/1b2CbYu3Fub4ZPkPN2lZMd73zMlhjLGPUzFDmyshVG8E/edit BikeWorks Report January 2013]
* Discussion notes:
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
 
* Action Items: '''Name''' will... by (deadline)
* The report was made available to the board the day of the meeting. This is not enough time for board to read it before the meeting.
* Focus on the north shop because it needs attention and growth in the new community.
* Could each board member be at the shop once on Saturday to open and close from now until AGM?
* Too much to commit.
* Volunteer orientation - board should attend?
* Adam - notes on conveying information to Coreen about board assistance with volunteer appreciation.
* Sarah - How do we address complaints and suggestions for members.
* Prompting participation in volunteer feedback by asking specific questions - question of the month?
* Operational concerns - Coreen is asking for ideas from a wider knowledge base.
* Brett (guest) - Tough issue and the way things are right now, Chris has full authority over shop issues and I have yet to be in a state where I can deal with it. Especially because this regards personal health issues for me, so explaining my situation outs me and my personal situation. So I don't feel comfortable explaining this to the board at this time. I may respond by email. I would like to address Chris in the future as well. It's unfortunate the way things went down.
* Alex - Questions about cameras.
* Action item to respond - '''Adam''' will liaise about volunteer appreciation and volunteer orientation with Coreen. Reiterate that this is within her scope but remind her that she is free to run with ideas.


=== Retreat Committee Report (5 min)===
=== Retreat Committee Report (5 min)===
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nyE2hU6f85GZTU2gNQQyR5lIxOGPSCN9ALmLn_Wq3Og/edit Retreat Notes] and [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AqcZFRfj5bERdHV6YkE5YzlaQWRXSWZjWHJlY1F3amc#gid=2 Retreat Evaluations]
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1nyE2hU6f85GZTU2gNQQyR5lIxOGPSCN9ALmLn_Wq3Og/edit Retreat Notes] and [https://docs.google.com/a/edmontonbikes.ca/spreadsheet/ccc?key=0AqcZFRfj5bERdHV6YkE5YzlaQWRXSWZjWHJlY1F3amc#gid=2 Retreat Evaluations]
* Lee, Sarah, Anna suggest a mid-point check in on our board goals and personal goals. This could be a half-day (eg. similar to our Saturday retreat, 1-4:30) in end of May?
* Lee, Sarah, Anna suggest a mid-point check in on our board goals and personal goals. This could be a half-day (eg. similar to our Saturday retreat, 1-4:30) in end of May?
* Discussion notes:
* Action Items: '''Add to calendar building''' will today (deadline)
* <span style="background: yellow;">Motion:</span>
 
* Action Items: '''Name''' will... by (deadline)


=== Advocacy Committee Report (10 min)===
=== Advocacy Committee Report (10 min)===
[[Advocacy Committee Report (January) (2013)|Advocacy Committee Report]]
[[Advocacy Committee Report (January) (2013)|Advocacy Committee Report]]
* '''December 19th meeting between Complete Streets Strathcona and the City of Edmonton's transportation department'''
Present were Tyler Golly, Brian Latte, Audra Jones, Bob Boutilier, Ross Goodine and myself. It took place in a boardroom at Century Place on Dec. 20. The city staff were given a printed version of the report that Chris Chan drew up.
It started out amicably as Bob made it known that the transportation department is undertaking a bit of a course correction when it comes to the bike plan. They are going to focus on quality bike infrastructure in targeted areas as opposed to focusing on the amount of painted lanes. This will come up in council in the new year, they will tell us when this will happen and EBC will put in an application to speak. This was gratifying to hear. As Chris Chan's presentations and advocacy has made clear, painted bike lanes on busy streets  with parking and other similar on-street bike infrastructure is actually detrimental to increasing the amount of cyclists on the road.
He acknowledged that they fell into the habit of painting lanes and counting kilometers.
He stressed that organizations like ours need to provide political cover to council and administration for projects like the one we're proposing.
He's going to get this proposed project into the next capital plan. which is 2015. Unfortunately the $22 million that was earmarked for sustainable transportation in the last capital budget is mostly spoken for. We talked about phasing in a plan for 83rd ave because of the capital budget time lag. We need to ask for more specifics on this case. I like this idea as we can introduce community members, residents and cyclists to the fact that 83rd will become the east-west bike corridor for the area.
The transportation department will look into the feasibility of our ask for the Calgary Trail counter flow bus lane. That's something we have to follow up on as well as it does involve a lot of work for them. Would probably go into the 2015 capital budget as well.
He wants us to increase our advocacy efforts, more work with community leagues, more talking to community members.
On the whole it was a very positive meeting and we plan on following up in the new year. They're willing to work with us to get the best possible bike infrastructure for this project but they're mostly worried about political blowback from residents and council. I get the feeling they're confident they can install good infrastructure if only the city would let them. Let's create the conditions so that these people can do the best they can do.
* '''January 15th - Complete Streets Strathcona meeting at Strathcona Library'''
A lot of discussion around the report. Who is it for? It's for administration on guidance for the design and it's for council to convince them that this is needed infrastructure.
A move away from the design team drawing fully featured mockups of the whole route. Instead, an overview of the whole route plus a couple of examples of blocks for people to react to at the open house.
I am going to email Tyler Golly and get CSS to speak whenever Transportation gets in front of council to talk about reframing their priorities.
The research report should be completed and important parts should be drawn out for people to react to at the open house which we're tentatively planning for late April, early May.
That research report will be submitted with the summary of findings from the next open house.
We need to chat with Murray about that open house and getting business owners to participate in it.
I have a CACCL meeting that I'm doing a presentation at in February. From that I need to get feedback in order to draw up a letter of support that the community leagues and OSBA could sign onto.
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


== Current & Completed Business ==
== Current & Completed Business ==
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=== Updates on Action Items From Previous Meeting (10 min)===
=== Updates on Action Items From Previous Meeting (10 min)===
From December meeting:
From December meeting:
* '''Everyone''' to calculate and report your board volunteer hours to President by January 22.
* '''Everyone''' to calculate and report your board volunteer hours to President by January 22. -1/12 board members completed-
* '''Paul''' to coordinate new signing authorities with bank.
* '''Paul''' to coordinate new signing authorities with bank. -not here-
*'''Duncan''' will change password for backup board email address and make passwords available to board only.
*'''Duncan''' will change password for backup board email address and make passwords available to board only. -done-
*'''Duncan''' will send Coreen another note of thanks and praise for another excellent report.
*'''Duncan''' will send Coreen another note of thanks and praise for another excellent report. -done-
*'''Anna''' will ask Carbon about monitors for the shop.
*'''Anna''' will ask Carbon about monitors for the shop. -still looking-
* '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting.   
* '''Leila''' will liaise with Coreen to see what she would like to see in terms of OH&S; bring recommendations to the board for next meeting. leilas notes - send to the board  
* '''Unassigned''' to review Bylaws and draft edits re: board election of members in good standing by (deadline).
* '''Unassigned''' to review Bylaws and draft edits re: board election of members in good standing by (deadline). -no one has volunteered for this-
 
From Retreat:
From Retreat:
* '''Anna''' will type up group notes from Retreat.
* '''Anna''' will type up group notes from Retreat. -done-
* '''Sarah''' will type up and circulate the SMART goal for the Charitable status goal.
* '''Sarah''' will type up and circulate the SMART goal for the Charitable status goal. -done-
* '''Duncan''' will type up and circulate the SMART goal for the financial goal.
* '''Duncan''' will type up and circulate the SMART goal for the financial goal. not done - Sarah requests that the goal which the board agreed upon at the Retreat, be typed up as is on the brainstorming page.
* '''Justin''' will type up and circulate the SMART goal for the HR goal.
* '''Justin''' will type up and circulate the [https://docs.google.com/a/edmontonbikes.ca/document/d/1SRRZ3JmNDxXGIt_dAGsg6PLKe93TI_Eq9S8Y1U-B6CQ/edit SMART goal for the HR goal]. -done-
* '''Sarah''' will circulate the Non-Violent Communication handouts and consensus decision-making map
* '''Sarah''' will circulate the Non-Violent Communication handouts and consensus decision-making map. -done-
* '''Duncan''' will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting.
* '''Duncan''' will contact Bikeology to initiate discussion around this year's partnership details. Staff can follow up. Board to review partnership details at Feb board meeting. -Duncan will bring Chris Chan to the meeting in order to confirm  EBCs operational capacity is not over extended.
* '''Leila''' will contact staff asking to complete a [[http://edmontonbikes.ca/w/Board_Development_Workshop_-_February_2012#Government-Management-Implementation_scale Governance-Management-Implementation chart]] to compliment the board one
* '''Leila''' will contact staff asking to complete a [[http://edmontonbikes.ca/w/Board_Development_Workshop_-_February_2012#Government-Management-Implementation_scale Governance-Management-Implementation chart]] to compliment the board one
* '''Micah''' will send out info to board on how to use wiki and how to save folders/docs in Google Drive
* '''Micah''' will send out info to board on how to use wiki and how to save folders/docs in Google Drive. not done
* '''Unassigned''' will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board.
* '''Unassigned''' will discuss how Board can help Coreen with or take over the upcoming Volunteer Appreciation event to engage volunteers and give “face” to the board. Adam will mention that to Coreen.


=== Board Job Descriptions (10 min)===
=== Board Job Descriptions (10 min)===
* Anna submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
* Anna submitted final drafts for [https://docs.google.com/a/edmontonbikes.ca/document/d/1GzLKaZAm4gDgZ9iODmlFGvjAVpecpk0HuR3uTNJkIl8/edit board job description], [https://docs.google.com/a/edmontonbikes.ca/document/d/1cx5Dd9pc8QbzmcVsOqH_TNwuA_2pPHDlxdw_a9xw0TU/edit Prez] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1UgXJaCL1E5dOgprvkoe3D6rv2l19V7WvRBbFE2EVTQo/edit VP] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1PV4cWWS_F287bI2i2R39z3DsytMmRHloBn4ZFCsgsOQ/edit Tresurer] + [https://docs.google.com/a/edmontonbikes.ca/document/d/1BvldxZSSLwP7cTQfByjCOrVwPi7qt-1_qwXJkFYIXHI/edit Secretary], [https://docs.google.com/a/edmontonbikes.ca/document/d/1JCZ4SxjwrGPxhpl35O9l9hpXmXL6CDaVsQPoO8A_13s/edit code of conduct] and [https://docs.google.com/a/edmontonbikes.ca/document/d/1iBr1AwSV3oW0tiXIAUULYQGy6DnFuV6XDX_xwYsyw_Q/edit chairperson job description].
* Discussion notes:
* Discussion notes: There have been more comments made and we cannot finalize these yet.
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Duncan''' will consolidate comments in two weeks by Feb 6th - Final review and vote at Feb meeting
* Action Items: '''Name''' will... by (deadline)


=== (Ethical) Funding Committee (5 min)===
=== (Ethical) Funding Committee (5 min)===
* December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?
* December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?
* Discussion notes:
* Action Items: '''Sarah''' will chair the Funding Committee. First meeting Feb 27.
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Sarah''' will chair the Funding Committee. First meeting date TBA.
 
=== Business Item 1 (__ min)===
*
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)
 
=== Business Item 2 (__ min)===
*
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


== New Business ==
== New Business ==
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=== Vision, Mission, Values (15 min)===
=== Vision, Mission, Values (15 min)===
* Adam, Bernadette, Chris Corrigan to present final draft.
* Adam, Bernadette, Chris Corrigan to present final draft.
* Discussion notes:
* Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation"
* <span style="background: yellow;">Motion:</span>
* <span style="background: yellow;">Motion:</span> '''Adam''' motions to pass Vision Statement as it appears in the email, and the Mission Statement using the words 'civic representation' instead of advocacy and "without the third sentence".
* Action Items: '''Name''' will... by (deadline)
 
Vision: Everyday cycling in Edmonton is safe, widespread, and accessible to people of all comfort levels.
 
Mission: EBC is a non-profit society dedicated to making everyday cycling in Edmonton safer and more widespread by providing bicycle services, education, and civic representation. We promote the bicycle as a healthy, economical, and ecologically sound mode of transportation.
 
Duncan seconds this motion.
Motion passed.


=== Calendar for 2013 (20 min) ===
=== Calendar for 2013 (20 min) ===
* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for:
* In order to allow everyone on the board as well as committee volunteers (and potential committee volunteers!) to plan for full participation, we need to decide on and advertise dates (on EBC public and/or internal Google Calendar) for:
** board meetings for 2013
* board meetings for 2013
** board committee meetings: HR, Advocacy, Funding, etc.
** Feb 20th
** Volunteer Appreciation event(s)
** March 20th
** Mid-term evaluation session for our Board SMART goals (possibly a half day session)
** April 17th
** Facilitation Workshop date (Sarah and Justin will book APIRG workshop)  
* board committee meetings: HR, Advocacy, Funding, etc.
* Discussion notes:
* Volunteer Appreciation event(s)
* <span style="background: yellow;">Motion:</span>
* Mid-term evaluation session for our Board SMART goals (possibly a half day session)
* Action Items: '''Name''' will... by (deadline).
* Facilitation Workshop date (Sarah and Justin will book APIRG workshop)  
* Discussion notes: Divided discussion on planning in advance - approx 50% present seems interested. Several people note that they don't know their schedule that far in advance and this kind of planning is challenging, especially with not everyone present.


=== Logging Board Volunteer Hours (5 min)===
=== Logging Board Volunteer Hours (5 min)===
Line 192: Line 158:
* Spreadsheet could have 1 summary page (total hrs for easy staff use on grants) and 12 individual pages with details of date, total hours and nature of activity (similar to BW volunteer log)
* Spreadsheet could have 1 summary page (total hrs for easy staff use on grants) and 12 individual pages with details of date, total hours and nature of activity (similar to BW volunteer log)
* President could review and report on total board volunteer hours in monthly report.  As per the draft Pres job description, this hours log would also allow for individual board member evaluation, support, and appreciation.
* President could review and report on total board volunteer hours in monthly report.  As per the draft Pres job description, this hours log would also allow for individual board member evaluation, support, and appreciation.
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Adam''' will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.
* Action Items: '''Adam''' will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.


=== Board Committees 2013 (5 min)===
=== Board Committees 2013 (5 min)===
* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee?
* Simply formalizing what was discussed at the retreat about committees for this year. Which standing and ad hoc committees are being active? Who is Chair of each committee?
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


=== AB bicycle commuters conference (10 min)===
=== AB bicycle commuters conference (10 min)===
* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.
* Proposal to organize a conference to meet with commuter groups from around AB to share ideas, difficulties and solutions to problems we all face.
* Discussion notes:
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)


=== New Business Item 6 (__ min)===
== In Camera Session (25 min)==
*
<span style="background: yellow;">Motion:</span> to go in camera: Duncan Seconded: Adam
* Discussion notes:
* Review new process for In Camera sessions (from the Special Meeting) (10 min)  
* <span style="background: yellow;">Motion:</span>
* Action Items: '''Name''' will... by (deadline)
 
== In Camera Session (__ min)==
* Review new process for In Camera sessions (from the Special Meeting) (10 min) - Paul from email? Anna?
* Security system (10min)
* Security system (10min)
* Anna and Sarah's topic (20 min)
* <span style="background: yellow;">Motion:</span>


== Adjournment ==
== Adjournment ==
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[[Category:minutes]]
[[Category:minutes]]
[[Category:2011-2012 Board minutes]]
[[Category:2012-2013 Board minutes]]
Retrieved from "https://apps.bikeedmonton.ca/w/Special:MobileDiff/1617...1993"