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| = 2011-2012 Standing Committees = | | = About Committees = |
| | 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. |
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| == Advocacy ==
| | Examples of common not-for-profit (Governance) Board committees: |
| * '''Chair:''' Duncan | | *Executive Committee |
| * '''Members:''' | | *Nominating Committee |
| | *Board Development Committee |
| | *Audit Committee |
| | *Finance Committee |
| | *Fundraising Committee |
| | *Human Resources Committee |
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| Topics of focus
| | Examples of common not-for-profit Operations committees (or Administrative Board committees): |
| * media relations | | *Outreach & Engagement Committee |
| * communications | | *Volunteer Development Committee |
| | *Special Events Committee |
| | *Program Committee |
| | *Communications Committee |
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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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| *
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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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| *
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| '''Resources'''
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| *
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| '''Specific Annual Objectives'''
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| *
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| '''Reports and Target Dates'''
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| *
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| '''Review and Evaluation Process'''
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| *
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| '''Approval Date and Review Date'''
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| | 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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| === Meeting Minutes ===
| | Effective committees require effective chairpersons to facilitate meetings. Please read Bike Edmonton's [[Committee Chair Job Description]]. |
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| * Date [[link]]
| | = Terms of Reference template = |
| * Date [[link]]
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| == BikeWorks ==
| | 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?" |
| * '''Chair:''' Micah
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| * '''Members:''' Possible members to approach: Lee, Malcolm, Keith, Chris Corrigan, Adrian, Coreen
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| Topics of focus
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| * expansion
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| * communication of Board info and policies
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| * integration
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| === Terms of Reference ===
| | 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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| '''General Purpose'''
| | [[Terms of reference template]] |
| * 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.
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| * Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee.
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| '''Key Duties and Responsibilities'''
| | = Standing Bike Edmonton Board Committees = |
| * | | * [[Executive Committee]] |
| | * [[Human Resources Committee]] |
| | * [[Finance Committee]] |
| | * [[Governance Commitee]] |
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| '''Level of Authority'''
| | = Standing Bike Edmonton Operations Committees = |
| * 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'''
| | = Ad-Hoc Bike Edmonton Committees = |
| | * [[Fundraising Committee]] |
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| '''Meetings'''
| | = Former / Inactive Committees = |
| | | * [[Advocacy Committee]] |
| '''Resources'''
| | * [[Administrative Committee]] |
| | | * [[Policy Committee]] |
| '''Specific Annual Objectives'''
| | * [[Strategic Planning Committee]] |
| | | * 2012-2013 [[HR Policy Committee]] |
| '''Reports and Target Dates'''
| | * 2011-2012 [[BikeWorks Committee]] |
| | | * [[2010-11 BikeWorks Committee]] |
| '''Review and Evaluation Process'''
| | * 2011-12 [[Education and Safety Committee]] |
| | | * [[2010-11 Inclusion Committee]] |
| '''Approval Date and Review Date'''
| | * 2011-2012 [[Information Management Committee]] |
| | | * [[2010-11 Information Management Committee]] |
| === Meeting Minutes ===
| | * ?-2010 [[Membership Committee]] |
| | | * [[2010-11 Outreach Committee]] |
| * Date [[link]] | | * 2010-11 [[Volunteer Committee]] |
| * Date [[link]] | | * 2010-11 [[30th Anniversary Celebration Committee]] |
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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 | |
| * 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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| == Inclusion ==
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| * '''Chair:''' Alex C? | |
| * '''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]]
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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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| == North Location & The Spoke ==
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| * '''Chair:''' Elicia? Lee? Jordan?
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| * '''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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| = Desired Committees =
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| == Communications ==
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| * '''Chair:''' | |
| * '''Members:'''
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| Topics of focus:
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| * professional writing
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| * website, newsletter, media articles
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| * internal communication improvement
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| * design and marketing materials
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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).
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| * 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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| == Outreach ==
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| * '''Chair:'''
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| * '''Members:'''
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| Topics of focus
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| * community partnerships/sponsorship
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| * fundraising events
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| * connections with stakeholders (Bikeology, etc) | |
| * bike-friendly businesses program
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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:'''
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| * '''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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| == 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)
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| * 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]] | |