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| = 2011-2012 Standing Committees = | | = About Committees = |
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| | The Board of Bike Edmonton creates [http://culture.alberta.ca/bdp/bulletins/Committees09-print.pdf Board committees] to help do its work. These are distinct from Operations committees which are created by Bike Edmonton staff members to help do operational work. |
| == Advocacy ==
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| * '''Chair:''' Duncan
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| * '''Members:'''
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| Topics of focus
| | Examples of common not-for-profit (Governance) Board committees: |
| * media relations | | *Executive Committee |
| * communications | | *Nominating Committee |
| | *Board Development Committee |
| | *Audit Committee |
| | *Finance Committee |
| | *Fundraising Committee |
| | *Human Resources Committee |
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| === Terms of Reference ===
| | Examples of common not-for-profit Operations committees (or Administrative Board committees): |
| '''General Purpose'''
| | *Outreach & Engagement Committee |
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| | *Volunteer Development Committee |
| '''Key Duties and Responsibilities'''
| | *Special Events Committee |
| | *Program Committee |
| | *Communications Committee |
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| '''Level of Authority'''
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| '''Reporting Relationship''' | | Both Board and Operations committees have open membership unless otherwise noted. Participation on each committee depends on your interests, skills, and experience that you'd like to gain. Each committee will form a Terms of Reference to describe the purpose of the committee, the time commitment involved, and other organizational factors. See below for Bike Edmonton's template TOR that can be suited to each committee. |
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| '''Composition and Appointments''' | | Effective committees require effective chairpersons to facilitate meetings. Please read Bike Edmonton's [[Committee Chair Job Description]]. |
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| '''Meetings'''
| | = Terms of Reference template = |
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| '''Resources''' | | The Terms of Reference (TOR) is used by a committee as a tool to help it guide its own direction, as well as to make clear its powers, boundaries, and role within the broader organization. It should answer most general questions that would arise during its work regarding the committee's relationship to the rest of Bike Edmonton's governance structure. It should also answer, "what will this committee accomplish, what can I do as part of this committee, and why do we want to do this?" |
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates''' | | The TOR must be clear, specific, and tangible. The purpose of it isn't to be a meaningless form: it should provide clear guidelines and measurable goals. |
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| '''Review and Evaluation Process'''
| | [[Terms of reference template]] |
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| '''Approval Date and Review Date'''
| | = Standing Bike Edmonton Board Committees = |
| | * [[Executive Committee]] |
| | * [[Human Resources Committee]] |
| | * [[Finance Committee]] |
| | * [[Governance Commitee]] |
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| === Meeting Minutes === | | = Standing Bike Edmonton Operations Committees = |
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| Date [[link]]
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| Date [[link]]
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| | = Ad-Hoc Bike Edmonton Committees = |
| | * [[Fundraising Committee]] |
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| == BikeWorks == | | = Former / Inactive Committees = |
| * '''Chair:''' Micah
| | * [[Advocacy Committee]] |
| * '''Members:''' Possible members to approach: Lee, Malcolm, Keith, Chris Corrigan, Adrian, Coreen
| | * [[Administrative Committee]] |
| | | * [[Policy Committee]] |
| Topics of focus
| | * [[Strategic Planning Committee]] |
| * expansion
| | * 2012-2013 [[HR Policy Committee]] |
| * communication of Board info and policies
| | * 2011-2012 [[BikeWorks Committee]] |
| * integration
| | * [[2010-11 BikeWorks Committee]] |
| | | * 2011-12 [[Education and Safety Committee]] |
| === Terms of Reference ===
| | * [[2010-11 Inclusion Committee]] |
| | | * 2011-2012 [[Information Management Committee]] |
| '''General Purpose'''
| | * [[2010-11 Information Management Committee]] |
| * Note: It has been acknowledged at the Board Retreat that the 2010 TOR are too similar to the BikeWorks Coordinator's job description. New TOR should see BW as a seperate organization which needs to have a seperate board to determine direction. TOR should focus on governance-level issues for BW. Board need to clarify what type of issues need to be raised by the Coordinator to the Board.
| | * ?-2010 [[Membership Committee]] |
| * Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee.
| | * [[2010-11 Outreach Committee]] |
| | | * 2010-11 [[Volunteer Committee]] |
| '''Key Duties and Responsibilities'''
| | * 2010-11 [[30th Anniversary Celebration Committee]] |
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| '''Level of Authority'''
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| * BikeWorks has an operating budget to cover its operations. Purchases outside of budget guidelines need to be approved by the EBC Board.
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Inclusion ==
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| * '''Chair:''' Alex C?
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| * '''Members:'''
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| Topics of focus
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| * women
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| * minorities
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| * newcomers
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| * Date [[link]] | |
| * Date [[link]] | |
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| == Outreach ==
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| * '''Chair:'''
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| * '''Members:'''
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| Topics of focus
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| * community partnerships
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| * events
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| * sponsorship
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| * connections with stakeholders
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| * bike-friendly businesses | |
| * Bike Month connections
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Information Management ==
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| * '''Chair:'''
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| * '''Members:'''
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| Topics of focus
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| * membership database
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| * maintain archives and file security
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| * integration of website, google calendar/docs, facebook, twitter, other community calendars/social networks
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| * wiki maintenance
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| * migrate mailing list
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| * point of sales
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| === Terms of Reference ===
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| '''General Purpose'''
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| * To manage the technical infrastructure for EBC, enabling non-technical users to fully-utilize our resources and manage information. This includes setting up and managing physical infrastructure at BikeWorks, managing the backend of our internet presence (e.g. setting up, configuring, designing and maintaining things, but not being responsible for actual content). Specific work includes:
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| # selecting and deploying new technology (hardware and software)
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| # analyzing online security
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| # ensuring EBC documents (both public and private) are organized and accessible
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| # maintaining BikeWorks computers
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| # setting up remote access for financials
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| # setting up an online payment system for memberships
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| # developing and deploying new point of sales system/membership database
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| # migrating primary EBC website to new platform (Wordpress)
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| # online event registration/payment
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| # selecting and configuring in-house newsletter software
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| # maintenance of Google and social media presence
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| # managing EBC e-mail accounts (aliases, groups, gmail, calendar)
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| # "subletting" space on webhost to generate revenue
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| # collecting digital images for EBC use
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| # maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org)
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| # analyzing data (e.g. membership data, climate data)
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| # some amount of data entry
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| # monitoring and archiving media
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| # manage hosting and domain names
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| # developing new online resources (e.g. trail condition reporting service).
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| # Documenting where and how information is stored in the organization.
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| # Audit IPv6 compliance
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| * Much of this committee's work is very public-facing, and may be the first interaction people have with EBC. Any major, public-facing changes, therefore (such as a website redesign) should be passed before the board for review, though decisions can be made by the committee without a board vote once a reasonable amount of time has been given for review (unless the board indicates otherwise during this review period). | |
| * Decisions involving a significant new financial cost or liability to EBC must first be recommended to the board for approval.
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| * Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.
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| '''Reporting Relationship'''
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| *The chair of the committee shall submit written reports to the board prior to each board meeting.
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| '''Composition and Appointments'''
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| * The chair will be selected by the board of directors based on open nominations. The chair may appoint anyone to the committee. The president and executive director are ex officio members.
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| '''Meetings'''
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| * At least once every 2 months.
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| '''Resources'''
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| * Wiki page: [[Information Management Committee]]
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| * Financial | |
| **$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure
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| * Staff
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| * Volunteers to do:
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| ** web development
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| ** systems analysis
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| ** data entry
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| ** IT support
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| ** statistics
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| ** security analysis
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| * Support from the Treasurer and Secretary in ensuring digital copies of documents are properly archived, and that significant paper documents are digitized and/or copied to microfiche (where it is likely to be useful and reasonable).
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Volunteer ==
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| * '''Chair:'''
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| * '''Members:'''
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| Topics of focus
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| * BikeWorks
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| * events
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| === Terms of Reference ===
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| '''General Purpose'''
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| * To create programs and systems for EBC volunteer recruitment, retention, skill-building and appreciation. EBC volunteers are needed for BikeWorks operations and off-site events such as community bike events, festivals, educational workshops, etc.
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| '''Committee member skills'''
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| * Communication and networking
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| * Peer-to-peer education
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| * Event planning
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| '''Key Duties and Responsibilities'''
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| * Develop volunteer recruitment strategies and apply them (2-5 hrs/month)
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| * Assist with volunteer orientations once a month (3-5 hrs/month)
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| * Assist with volunteer skill-building workshops (3-5 hrs/month) | |
| * Plan and organize volunteer appreciation events three times a year
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| * This committee meets _??__ times per month.
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| * Action projects are divided among committee members based on personal interest and expertise.
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| * Committee members generally contribute 5 hours per month to projects.
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Education and Safety ==
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| * '''Chair:''' Bernadette
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| * '''Members:'''
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| Topics of focus
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| * quarterly calendar of events!
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| * What we want to teach
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| * coordinating facilitators
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| * policy for courses (fees)
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == The Spoke ==
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| * '''Chair:''' Elicia? Lee? Jordan? | |
| * '''Members:'''
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| Topics of focus
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| *
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Communications ==
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| * '''Chair:''' | |
| * '''Members:'''
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| Topics of focus:
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| *
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Policy Development ==
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| * '''Chair:''' | |
| * '''Members:'''
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| Topics of focus"
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| *
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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| == Membership ==
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| * '''Chair:''' Paul | |
| * '''Members:'''
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| Topics of focus
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| *
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| === Terms of Reference ===
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| '''General Purpose'''
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| '''Key Duties and Responsibilities'''
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| '''Level of Authority'''
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| '''Reporting Relationship'''
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| '''Composition and Appointments'''
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| '''Meetings'''
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| '''Resources'''
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| '''Specific Annual Objectives'''
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| '''Reports and Target Dates'''
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| '''Review and Evaluation Process'''
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| '''Approval Date and Review Date'''
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| === Meeting Minutes ===
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| Date [[link]]
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| Date [[link]]
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