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Board Minutes November 2010: Difference between revisions
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== Tasks From Last Meeting == | == Tasks From Last Meeting == | ||
=== ABA Membership/ CANBIKE administration === | === ABA Membership/ CANBIKE administration === | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Anna''' will send ABA contact info to Steph. '''Steph''' will contact ABA. | ||
=== Volunteer Policy Manual === | === Volunteer Policy Manual === | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Keith''' will go over with '''Alex''' to complete. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''All board committee chairs''' to look over the policy manual with an eye for their committee. Send to '''Alex''' by '''Dec 22'''. '''Alex''' to have complete manual for approval at January Board meeting ('''Jan 19, 2011'''). | ||
=== Alberta Cycle building application === | === Alberta Cycle building application === | ||
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* Structured as a board orientation. | * Structured as a board orientation. | ||
* Should we have a retreat in 6 months (March) to do our Vision for the next year? | * Should we have a retreat in 6 months (March) to do our Vision for the next year? | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> Mission needs to be formally written up. Sub-committee to do this by '''Dec 15: Steph, Alex C, Chris'''. | ||
=== Meeting Space === | === Meeting Space === | ||
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* How often should committees meet? Every two months | * How often should committees meet? Every two months | ||
* Each committee to set goals (what do we want to see happen?) and milestones (deadlines to help achieve that goal) and what powers do you have (what needs to be approved by Board vs. what can committee decide on its own?) | * Each committee to set goals (what do we want to see happen?) and milestones (deadlines to help achieve that goal) and what powers do you have (what needs to be approved by Board vs. what can committee decide on its own?) | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''All committees''' to write up their own Terms Of Reference (1-2 pg) before next Board Meeting, Dec 15 | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''David''' to send the TOR template by Nov 26. | ||
==== Advocacy ==== | ==== Advocacy ==== | ||
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* Advocacy: downtown LRT downtown consult | * Advocacy: downtown LRT downtown consult | ||
* Edmonton Immigration Services Association is interested in partnering | * Edmonton Immigration Services Association is interested in partnering | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Alex''': rental program credit card deposits need to be checked through EGS—check if EGS is ok with this and make sure this is written the contract. | ||
* <span style="background: | * <span style="background: khaki;">MOTION:</span> Rental program will be available to members and non-members. Motion passed. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> Rent to minors? We may need additional insurance to rent to minors. Parent must sign? Parent rents it, operated by parent, teen or kid? Chris sent Keith the insurance company contact info; '''Keith''' ask insurance company what they would cover. contact info for insurance. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Derek''' to send MEC a report to update on rental program grant. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> We want EBC stickers on all bikes sold from BikeWorks, like we used to do. '''Alex''' to get quotes for this (to be approved). | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Alex''' will look in MEC grant for the amount that we specified for branding stickers. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> Bike storage under a tarp outside. '''Alex''' to get volunteers to install tarp. | ||
=== Treasurer === | === Treasurer === | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Neil''' to send report to Anna. | ||
== Business == | == Business == | ||
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* Will The Spoke committee merge with the Community Liaison Board Committee or the BikeWorks Committee? | * Will The Spoke committee merge with the Community Liaison Board Committee or the BikeWorks Committee? | ||
* If EBC does not get the Alberta Cycle space, we will have to review our specific obligations but we want to support it. | * If EBC does not get the Alberta Cycle space, we will have to review our specific obligations but we want to support it. | ||
* <span style="background: | * <span style="background: khaki;">MOTION by Chris, seconded by Derek:</span> EBC will take on the Spoke with the conditions that Chris outlined in a previous email. Passed. | ||
=== Ghost bikes === | === Ghost bikes === | ||
* Responses to public inquiries (general info), media, and inquiries of a political nature must be handled differently. | * Responses to public inquiries (general info), media, and inquiries of a political nature must be handled differently. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Chris''' to ask Michael not to send messages from public. We still appreciate that he coordinates media and replies to them. | ||
* More information on the ghost bikes are required to help tell why the ghost bike is there. | * More information on the ghost bikes are required to help tell why the ghost bike is there. | ||
* Laminate paper with info about the ghost bike program, EBC, website, etc. Zip tie to each ghost bike. | * Laminate paper with info about the ghost bike program, EBC, website, etc. Zip tie to each ghost bike. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Anna''' to write a more detailed webpage about ghost bikes. Get Michael's press release to update if necessary. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Chris''' will write an email to the woman who emailed her concern to us saying we will go reassess the location of the ghost bike. Keith will go look at it. | ||
=== E-mail (info@) policy === | === E-mail (info@) policy === | ||
* Professional voice is important! | * Professional voice is important! | ||
* Policy is now that Anna, Alex, Chris will be the only ones to reply to public inquiries. Board and others are encouraged to send their thoughts/feedback to the internal email list but the staff will reply to the public. | * Policy is now that Anna, Alex, Chris will be the only ones to reply to public inquiries. Board and others are encouraged to send their thoughts/feedback to the internal email list but the staff will reply to the public. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Chris''' will email info@ recipients to inform of new policy. | ||
* <span style="background: | * <span style="background: khaki;">MOTION by Neil, seconded by Keith:</span> Any response coming to info@ email will be sent by staff or Chris, unless they delegate to someone else. Neil moves. Keith seconds. Motion passed. | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Derek''' will add outgoing communication policy in wiki before '''Dec 15'''. | ||
=== Time sheets === | === Time sheets === | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Neil''' to reformat the timesheet to reflect the stuff in David's timesheet template for '''Dec 15'''. | ||
=== Policies === | === Policies === | ||
* <span style="background: | * <span style="background: lightgrey;">ACTION:</span> '''Derek''' reviewing policies on wiki (ongoing). | ||
=== Archives === | === Archives === | ||