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= Terms of Reference template =
= 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.


[[Terms of reference template]]
Examples of common not-for-profit (Governance) Board committees:
*Executive Committee
*Nominating Committee
*Board Development Committee
*Audit Committee
*Finance Committee
*Fundraising Committee
*Human Resources Committee


= Standing Committees =
Examples of common not-for-profit Operations committees (or Administrative Board committees):
*Outreach & Engagement Committee
*Volunteer Development Committee
*Special Events Committee
*Program Committee
*Communications Committee


[[Advocacy Committee]]


= Desired Committees =
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.


[[Communications Committee]]
Effective committees require effective chairpersons to facilitate meetings. Please read Bike Edmonton's [[Committee Chair Job Description]].


== Information Management ==
= Terms of Reference template =
* '''Chair:'''
* '''Members:'''


Topics of focus
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?"
* membership database
* maintain archives and file security
* integration of website, google calendar/docs, facebook, twitter, other community calendars/social networks
* wiki maintenance
* migrate mailing list
* point of sales


=== Terms of Reference ===
'''General Purpose'''
* 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:


# selecting and deploying new technology (hardware and software)
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.
# analyzing online security
# ensuring EBC documents (both public and private) are organized and accessible
# maintaining BikeWorks computers
# setting up remote access for financials
# setting up an online payment system for memberships
# developing and deploying new point of sales system/membership database
# migrating primary EBC website to new platform (Wordpress)
# online event registration/payment
# selecting and configuring in-house newsletter software
# maintenance of Google and social media presence
# managing EBC e-mail accounts (aliases, groups, gmail, calendar)
# "subletting" space on webhost to generate revenue
# collecting digital images for EBC use
# maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org)
# analyzing data (e.g. membership data, climate data)
# some amount of data entry
# monitoring and archiving media
# manage hosting and domain names
# developing new online resources (e.g. trail condition reporting service).
# Documenting where and how information is stored in the organization.
# Audit IPv6 compliance


'''Key Duties and Responsibilities'''
[[Terms of reference template]]
 
'''Level of Authority'''
* 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.
* Decisions involving significant privacy or security concerns must also first be recommended to the board for approval.
 
'''Reporting Relationship'''
*The chair of the committee shall submit written reports to the board prior to each board meeting.
 
'''Composition and Appointments'''
* 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.
 
'''Meetings'''
* At least once every 2 months.
 
'''Resources'''
* Wiki page: [[Information Management Committee]]
* Financial
**$210/yr for hosting, $50/yr for domain names, $150/yr for infrastructure
* Staff
* Volunteers to do:
** web development
** systems analysis
** data entry
** IT support
** statistics
** security analysis
* 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).
 
'''Specific Annual Objectives'''
 
'''Reports and Target Dates'''
 
'''Review and Evaluation Process'''
 
'''Approval Date and Review Date'''
 
=== Meeting Minutes ===
 
* Date [[link]]
* Date [[link]]
 
 
== Outreach ==
* '''Chair:'''
* '''Members:'''
 
Topics of focus
* community partnerships/sponsorship
* fundraising events
* connections with stakeholders (Bikeology, etc)
* bike-friendly businesses program
 
=== Terms of Reference ===
 
'''General Purpose'''
 
'''Key Duties and Responsibilities'''
 
'''Level of Authority'''
 
'''Reporting Relationship'''
 
'''Composition and Appointments'''
 
'''Meetings'''
 
'''Resources'''
 
'''Specific Annual Objectives'''
 
'''Reports and Target Dates'''
 
'''Review and Evaluation Process'''
 
'''Approval Date and Review Date'''
 
=== Meeting Minutes ===
 
* Date [[link]]
* Date [[link]]
 
== Policy Development ==
* '''Chair:'''
* '''Members:'''
 
Topics of focus
* Review existing policies for completeness
* Review and approve new policy
* Provide policy content suggestions
* Identify gaps in EBC policy (internal/governance as well as administrative/program policy)
 
=== Terms of Reference ===
 
'''General Purpose'''
 
'''Key Duties and Responsibilities'''
 
'''Level of Authority'''
 
'''Reporting Relationship'''
 
'''Composition and Appointments'''
 
'''Meetings'''
 
'''Resources'''
 
'''Specific Annual Objectives'''
 
'''Reports and Target Dates'''
 
'''Review and Evaluation Process'''
 
'''Approval Date and Review Date'''
 
=== Meeting Minutes ===
 
* Date [[link]]
* Date [[link]]
 
== Volunteer Management ==
* '''Chair:'''
* '''Members:'''
 
Topics of focus
*
 
=== Terms of Reference ===
'''General Purpose'''
* To create programs and systems for EBC volunteer recruitment, retention, skill-building and appreciation. EBC volunteers are needed for BikeWorks operations, outreach events (such as community bike events, festivals, educational workshops, etc.), and governance committees.
 
'''Committee member skills'''
* Communication and networking
* Peer-to-peer education
* Event planning
 
'''Key Duties and Responsibilities'''
* Develop volunteer recruitment strategies and apply them (2-5 hrs/month)
* Assist with volunteer orientations once a month (3-5 hrs/month)
* Assist with volunteer skill-building workshops (3-5 hrs/month)
* Plan and organize volunteer appreciation events three times a year
 
'''Level of Authority'''
 
'''Reporting Relationship'''
 
'''Composition and Appointments'''
 
'''Meetings'''
* This committee meets _??__ times per month.
* Action projects are divided among committee members based on personal interest and expertise. 
* Committee members generally contribute 5 hours per month to projects.
 
'''Resources'''
 
'''Specific Annual Objectives'''


'''Reports and Target Dates'''
= Standing Bike Edmonton Board Committees =
* [[Executive Committee]]
* [[Human Resources Committee]]
* [[Finance Committee]]
* [[Governance Commitee]]


'''Review and Evaluation Process'''
= Standing Bike Edmonton Operations Committees =


'''Approval Date and Review Date'''


=== Meeting Minutes ===
= Ad-Hoc Bike Edmonton Committees =
* [[Fundraising Committee]]


* Date [[link]]
= Former / Inactive Committees =
* Date [[link]]
* [[Advocacy Committee]]
* [[Administrative Committee]]
* [[Policy Committee]]
* [[Strategic Planning Committee]]
* 2012-2013 [[HR Policy Committee]]
* 2011-2012 [[BikeWorks Committee]]
* [[2010-11 BikeWorks Committee]]
* 2011-12 [[Education and Safety Committee]]
* [[2010-11 Inclusion Committee]]
* 2011-2012 [[Information Management Committee]]
* [[2010-11 Information Management Committee]]
* ?-2010 [[Membership Committee]]
* [[2010-11 Outreach Committee]]
* 2010-11 [[Volunteer Committee]]
* 2010-11 [[30th Anniversary Celebration Committee]]

Latest revision as of 17:37, 3 January 2023

About Committees

The Board of Bike Edmonton creates 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.

Examples of common not-for-profit (Governance) Board committees:

  • Executive Committee
  • Nominating Committee
  • Board Development Committee
  • Audit Committee
  • Finance Committee
  • Fundraising Committee
  • Human Resources Committee

Examples of common not-for-profit Operations committees (or Administrative Board committees):

  • Outreach & Engagement Committee
  • Volunteer Development Committee
  • Special Events Committee
  • Program Committee
  • Communications Committee


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.

Effective committees require effective chairpersons to facilitate meetings. Please read Bike Edmonton's Committee Chair Job Description.

Terms of Reference template

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?"


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.

Terms of reference template

Standing Bike Edmonton Board Committees

Standing Bike Edmonton Operations Committees

Ad-Hoc Bike Edmonton Committees

Former / Inactive Committees

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