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Board Minutes October 2014: Difference between revisions
→Annual Report (10 min)
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'''''These minutes | '''''These minutes were approved by email vote on Oct 31, 2014.''''' | ||
== EBC Board Meeting Minutes for Wednesday October 22, 2014 == | == EBC Board Meeting Minutes for Wednesday October 22, 2014 == | ||
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* Regrets: Anna, Coreen, Matt, Doug | * Regrets: Anna, Coreen, Matt, Doug | ||
* Absent: | * Absent: | ||
* Guests: Kyra, Alex, Jonathan, Cory Seguin (Edmonton Insight Community), Mark Boulter (Edmonton Insight Community) | * Guests: Kyra, Alex, Jonathan, Cory Seguin (Edmonton Insight Community), Mark Boulter (Edmonton Insight Community), Keren Tang (YEG Bike Coalition), Erin Hoselton (YEG Bike Coalition) | ||
== Call to Order == | == Call to Order == | ||
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**look at how city reaches out and engages with citizens; dealing with different demographic groups | **look at how city reaches out and engages with citizens; dealing with different demographic groups | ||
**here to talk about one tool in particular: Edmonton Insight Community | **here to talk about one tool in particular: Edmonton Insight Community | ||
**EBC represents an engaged interest group and leaders in our community, so EIC wants to engage with us | |||
**one objective: to tell us about them (call land lines to engage public opinion, but 21% of Canadian households are cellphone-only, and 35 years and under are 61% - Stats Canada recognizes this an ineffective; people don't like to pick up numbers they don't know | |||
**website: edmontoninsightcommunity.ca | |||
**insight communities originated in private sector where firms didn't want to do calling; wanted to foster an online community of their customers - EIC is unique in that it is trying to apply it to government, and Edmonton is a world leader in this; can go back to the same respondents for feedback on new materials/information, but also share findings - particularly useful for bike lanes (have gotten comments that there are too many questions about bike lanes and the city is trying to jam bike lanes down people's throats) | |||
**can take cyclists out and then add them back in and compare the feedback | |||
**opt-in system - you become part of the community, answer demographic questions, then you get sent all surveys (at least one per month)and choose which ones you want to fill out (+ when and how [cell phone, iPad, etc.]), newsletters, focus groups, ask questions that are not just opinions but also ideas (not just a research tool; an engagement tool) - can indicate interests online; trialling mapping (time and route for different methods of transit) | |||
**launched at end of June, have 1,800 users, just starting recruitment campaign now | |||
**verify data against phone surveys | |||
**trying to shift culture at the City of Edmonton - recognizing more than just phone surveys | |||
**offering an open data catalogue of results | |||
**'''can conduct specific research on cycling''' - aren't taking specific questions from communities quite yet | |||
**and three asks | |||
***consider joining individually | |||
***consider becoming an ambassador to tell people about EIC | |||
***if you have ways to improve the community, we want to hear that) | |||
=== Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)=== | === Guest Speaker: Keren Tang and Erin Hoselton, YEG Bike Coalition 7:10-7:32pm (15 min)=== | ||
* Discussion notes: yegbikecoalition.info (YBC) - formed fairly recently - wanted to harness the momentum of interest in bikes and focus on the capital budget - greater investment in safer, dedicated infrastructure | * Discussion notes: [http://yegbikecoalition.info yegbikecoalition.info] (YBC) - formed fairly recently - wanted to harness the momentum of interest in bikes and focus on the capital budget - greater investment in safer, dedicated infrastructure | ||
*two aspects | *two aspects: | ||
**join the coalition, which asks City $7m/year for the next four years (0.8% of total capital budget) - has 180 people so far - goal of 1,000 (city has committed to the 83rd Ave. lane but nothing else) | **join the coalition, which asks City $7m/year for the next four years (0.8% of total capital budget) - has 180 people so far - goal of 1,000 (city has committed to the 83rd Ave. lane but nothing else) | ||
**photomosaic project with signs ("I bike" [if they do] or "I would bike if..." [if they don't bike yet]) | **photomosaic project with signs ("I bike" [if they do] or "I would bike if..." [if they don't bike yet]) | ||
*asking for $1500 funding from EBC for this launch event in November 20, 2015 | |||
**rental equipment, poster printing ($500), poster design ($500), space rental ($300) | |||
**asking for funding from Make Something Edmonton and APIRG | |||
*The Way We Move had estimated the cost of bicycle transportation, and the City approved only a fraction of that. | |||
*focuses on central locations: downtown core, Strathcona core | |||
*Leila: proposes to get this out to our membership to help increase numbers | |||
*could take picture of our members at the shops and send photos out (maybe also to YCR2) | |||
== Approval of Agenda, Minutes, Reports (5 min) == | == Approval of Agenda, Minutes, Reports (5 min) == | ||
* <span style="background: yellow;">Motion:</span> To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2014 September 2014 minutes], and | * <span style="background: yellow;">Motion:</span> To approve this October agenda, the [http://edmontonbikes.ca/w/Board_Minutes_September_2014 September 2014 minutes], and BikeWorks report as presented below. Moved by Kristen, seconded by Leila . '''Motion Carried.''' | ||
=== BikeWorks Report === | === BikeWorks Report === | ||
*[https://docs.google.com/a/edmontonbikes.ca/document/d/1I2cBZJtkBvIwKj71oFqe1rrJZXcmMCqpA7EIdToHrFU/edit BikeWorks Report September 2014] - submitted by Coreen Oct 8 (later courtesy email Oct 7) | *[https://docs.google.com/a/edmontonbikes.ca/document/d/1I2cBZJtkBvIwKj71oFqe1rrJZXcmMCqpA7EIdToHrFU/edit BikeWorks Report September 2014] - submitted by Coreen Oct 8 (later courtesy email Oct 7) | ||
== Current & Completed Business == | == Current & Completed Business == | ||
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* EBC funded 4 registrations and board asked that they each provide a personal report-back on what they learned. | * EBC funded 4 registrations and board asked that they each provide a personal report-back on what they learned. | ||
* Official report from the organizing committee to all sponsors to be provided by November 10th, 2014. - SH | * Official report from the organizing committee to all sponsors to be provided by November 10th, 2014. - SH | ||
* Discussion notes: move to November | * Discussion notes: move to November meeting | ||
=== Submitting Charitable Status Application (10 min)=== | === Submitting Charitable Status Application (10 min)=== | ||
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=== Annual Report (10 min)=== | === Annual Report (10 min)=== | ||
* It was not possible to review the [https://drive.google.com | * It was not possible to review the [https://drive.google.com/file/d/0ByPA_mxTBvz1eW1URnpsbzE2NGM/view?resourcekey=0-wUJ-ZAsynDB9tEwTK2MlXw draft 2014 Annual Report] in detail prior to the AGM as requested, so the board must review it for approval. | ||
* via email Sept 30, Anna listed some [https://docs.google.com/a/edmontonbikes.ca/document/d/1bicIKYI4txRL5-rJnr1IXXJtx_wFOhpi4QTKSqwm6XU/edit suggested edits] to be discussed by board. | * via email Sept 30, Anna listed some [https://docs.google.com/a/edmontonbikes.ca/document/d/1bicIKYI4txRL5-rJnr1IXXJtx_wFOhpi4QTKSqwm6XU/edit suggested edits] to be discussed by board. | ||
* Discussion notes: | * Discussion notes: | ||
** | ** We went through Anna's list to address changes. | ||
** | **Revised copy will be available in two weeks - approve at next meeting. | ||
=== Recruiting Board Members (10 min)=== | === Recruiting Board Members (10 min)=== | ||
* Strategy for recruiting? Need to fill existing vacancies asap, ideally before board retreat. | * Strategy for recruiting? Need to fill existing vacancies asap, ideally before board retreat. | ||
* Discussion notes: | * Discussion notes: | ||
** | **recruiting by position/skill (see Caylie and Doug's document) | ||
** | **volunteer bulletin board | ||
**ads in community sections of papers, radio | |||
**recruit people from specific groups (YEG bike coalition) | |||
**APIRG | |||
**campus sustainability group | |||
**quorum is 5, board can be between 7 and 12 - we will only have 5 in January | |||
* <span style="background: lime;">Action Items:</span> '''All board members''' will engage at least three people/places in the next week and direct them to http://edmontonbikes.ca/about/board/candidates-2014/. | |||
*If no one for November 5, then we will send out more urgent e-mails. | |||
*Appointing interim board members is a possibility. | |||
**Sarah will approach the one individual we discussed to offer a position, based on former applications and demonstrated commitment to the organization. | |||
=== Servus Debit Card (10 min)=== | |||
*We can get convenience cards for deposits | |||
* <span style="background: yellow;">Motion:</span> To approve Servus deposit cards for our general account for Chris Chan, Jonathan Woelber, Steve Andersen, and Coreen. Moved by Bernadette, seconded by Carlos. '''Motion Carried.''' | |||
=== YEG Bike Coalition's $1500 request (10 min) === | |||
*both the folks that came to speak tonight have been involved with our advocacy meetings and Strathcona Complete Streets | |||
*we may not be able to support the full amount - recently approved $4000 enclosure for BikeWorks North | |||
*this $1500 will be valuable and used very effectively | |||
*Chris Chan believes this is "the key plank" for capital budget advocacy | |||
* <span style="background: yellow;">Motion:</span> To support YEG Bike Coalition for their ask amount of $1500, to request a report after the end of the campaign, and to return any unused funds. Moved by Sarah, seconded by Leila. '''Motion Carried.''' | |||
* <span style="background: lime;">Action Items:</span> '''Steve''' will inform YBC as soon as possible, and will find out details of who should be given the $. | |||
=== November Meeting +/- Board Retreat (10 min) === | === November Meeting +/- Board Retreat (10 min) === | ||
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* Decision: Do we plan for outgoing board members to attend retreat in full or specific time? | * Decision: Do we plan for outgoing board members to attend retreat in full or specific time? | ||
* Decision: Ad-hoc committee of 2-3 board members to organize the retreat. | * Decision: Ad-hoc committee of 2-3 board members to organize the retreat. | ||
** Sarah volunteered | ** Sarah volunteered, but would like 2-3 people to help as a sounding board and help facilitate (Kristen, Bernadette, and Jonathan available to help; Alex available to help day-of) | ||
* Discussion: | * Discussion: | ||
** | **one day with outgoing and incoming board, + one day later for strategic planning | ||
** | **if we don't meet on the 19th, we won't have a chance to meet potential new board members | ||
**keep the Nov 19 date open to meet with board applicants (Jonathan has volunteered; will need others) | |||
*Saturday - everyone present for board meeting (incoming, outgoing, and staff) | |||
*Sunday - strategic planning for new board members and staff in the morning; orientation for new members | |||
*food for retreat | |||
**potluck Saturday, fend for yourselves Sunday | |||
*maps and markers! | |||
== Logistics for Next Meeting == | == Logistics for Next Meeting == | ||
* Date: 3rd Wed is Nov 19 | * Date: 3rd Wed is Nov 19 - save the date - may be used for meeting with new board candidates | ||
* Location: room 113, Ed S is booked | * Location: room 113, Ed S is booked | ||
* Chair: | * Chair: | ||
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== <i>In Camera</i> Session (30 min)== | == <i>In Camera</i> Session (30 min)== | ||
* <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To go <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i>. Moved by Chris, seconded by Leila. '''Motion Carried.''' | ||
* Please list how long you believe your topic will take to discuss: | * Please list how long you believe your topic will take to discuss: | ||
** Staff LOA and Vacations (10 min) | ** Staff LOA and Vacations (10 min) | ||
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** | ** | ||
* <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To close the <i>[https://en.wikipedia.org/wiki/In_camera in camera]</i> discussion. Moved by Leila, seconded by Sarah. '''Motion Carried.''' | ||
== Adjournment == | == Adjournment == | ||
* <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by , seconded by . '''Motion | * <span style="background: yellow;">Motion:</span> To adjourn the meeting. Moved by Bernadette, seconded by Sarah. '''Motion Carried.''' | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2013-2014 Board minutes]] | [[Category:2013-2014 Board minutes]] | ||