Board Minutes January 2013

Guide to formatting wiki pages

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:

• Location: Room 306, Education South, U of A campus
• Start Time: 6:30pm
• Food by: Duncan

Attendance

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

Call to Order

• Meeting called to order by Bernadette at 6:45 pm.

Approval of Agenda

• Motion: To approve agenda by Duncan. Seconded by Lee .

Approval of Last Month's Minutes

• Motion: to approve December 2012 minutes by Aadam. Seconded by Duncan .

Date, Location & Food for Next Meeting

• Date: February 20th 6:30pm
• Location: TBA - Adam will check with Micah
• Food: Adam

Meeting Process

• Review of our meeting process (Rusty's Rules)
  • Board member job description - Moved to discussion on job descriptions
• Discussion and decisions on meeting hand signals
  • 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

President's Report (5 min)

President's Report

• Nothing to report
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline)

Treasurer's Report (5 min)

Treasurer's Report

• Discussion notes: report to come in February
• Motion:
• Action Items: Name will... by (deadline)

What can we do to help paul? More time, he's getting it.

Executive Director's Report (15 min)

Executive Director's Report

• Security system overview and discussion (10 min)?

BWN Motion sensor hooked to phone line and camera pointing towards yard, chris does not THINK it record sound, Alex - question - inform people that there is surveillance? cHris says it was originially a temporary measure for when the alarm goes off. ALex - advertise to the public theoretic potnetial for abuse of viewing hte camera in conclusion I ugre the board to consider what kind of message this sends nad if it an ethical issue of having a camera but not telling the public. More professional security system duncan - action item - put up signs adam - chris do you have plans to adjust the system? chris - currently testing the system several random suggestions from adam and alex 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

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

Mechanic course mondays nights at BWN Anna requests at least two sentences of more information in ED report

BikeWorks Report (5 min)

BikeWorks Report

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

Came in this morning - not enough time for board to read. 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. Specific questions - question of the month? Operational concerns - coreen is asking for ideas from a wider knowledge base. brett - tough issue and the way things are right now chris has full authority over shoo issues and I have yet to be in a state where I can deal with it. especually because this regards personal health issues for me so explaining my situation outs me and my personal situation so I dont feel comforatable explaining this to the board at this time. I may respond by email. I would like to address chris in the future as well its unfortuantae the way things went down. alex - questions about cameras Action item to respond - adam will liase about volunteer appreciation and volunteer orientation. reiterate that this is within her scope but remind her that she can run wiht ideas.

Retreat Committee Report (5 min)

• Retreat Notes and 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?
• Discussion notes:
• Motion:
• Action Items: Add to calendar building will today (deadline)

Advocacy Committee Report (10 min)

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.

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

Current & Completed Business

Updates on Action Items From Previous Meeting (10 min)

From December meeting:

• Everyone to calculate and report your board volunteer hours to President by January 22.
• 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. done
• Duncan will send Coreen another note of thanks and praise for another excellent report.
• 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. leilas notes - send to the board
• Unassigned to review Bylaws and draft edits re: board election of members in good standing by (deadline).

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. done
• Duncan will type up and circulate the SMART goal for the financial goal. not done - sarah asks that it be typed
• Justin will type up and circulate the SMART goal for the HR goal. done
• 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. will bring chris chan to meeting to ensure man power
• Leila will contact staff asking to complete a [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. 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. adam will mention that to coreen.

Board Job Descriptions (10 min)

• Anna submitted final drafts for board job description, Prez + VP + Tresurer + Secretary, code of conduct and chairperson job description.
• Discussion notes:
• Motion:
• Action Items: Duncan will...consolidate comments in two weeks by feb 6(deadline) final review at feb meeting

(Ethical) Funding Committee (5 min)

• December meeting we passed a motion to "start an Ethical Funding Committee." Who is Chairing/bottom-lining this committee?
• Discussion notes:
• Motion:
• Action Items: Sarah will chair the Funding Committee. First meeting Feb 27.

Business Item 1 (__ min)

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

Business Item 2 (__ min)

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

New Business

Vision, Mission, Values (15 min)

• Adam, Bernadette, Chris Corrigan to present final draft.
• Discussion notes: still discussing words to use. Take out advocacy. Use "civic representation"
• Motion:
• Action Items: Name will... by (deadline)

Motion adam 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'.

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. motion passed.

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:
  • board meetings for 2013

divided discussion on planning in advance - approx 50% present seem interests -Feb 20th -March 20th -April 17th

• • board committee meetings: HR, Advocacy, Funding, etc.
  • Volunteer Appreciation event(s)
  • Mid-term evaluation session for our Board SMART goals (possibly a half day session)
  • Facilitation Workshop date (Sarah and Justin will book APIRG workshop)
• Discussion notes:
• Motion:
• Action Items: Name will... by (deadline).

Logging Board Volunteer Hours (5 min)

• Spreadsheet to track board volunteer hours could include time spent on:
  • email and communications
  • preparation for board meetings (reading reports and preparing comments/questions, editing wiki with agenda items, etc) and attending board meetings
  • preparation for board committee meetings (chairing, submitting monthly report, volunteer engagement, etc.) and attending committee meetings
  • Note: service volunteer hours (i.e. shop volunteer or off-site event) should be logged
• 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.
• Discussion notes:
• Motion:
• Action Items: Adam will create and share a Board Member Volunteer Hours Log spreadsheet and share by January 30.

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

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.
• Discussion notes:
• Motion:
• Action Items: Bern will... send out information by email by (deadline)

New Business Item 6 (__ min)

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

In Camera Session (__ min)

in camera duncan second adam

• Review new process for In Camera sessions (from the Special Meeting) (10 min) - Paul from email? Anna?
• Security system (10min)
• Anna and Sarah's topic (20 min)
• Motion:

Procedure for lodging a concern following a chain of command. chris needs to be more diplomatic in delivery need reports minimum 48hrs before with more detail after hours facility access policy - neil with consultation from Coreen volunteer code of behaviour - (during regular hours) Bern - to chris chan Bret - doing well appreciate what ou've done wiht security support decisions lack of diplomacy with bret - when communicating with clients be more concious about wording Reports - SUbmit reports minimum 48 hrs in advance, reports do not need to be read in the meeting More detail - send confirmation lack of procedure and policy for volunteer complaints bret will talk with chris about goals for next year. this will happen next week. motion to go out of camera duncan second lee

Adjournment

• Motion: