Committees

Standing Committees

Advocacy

• Chair: Bernadette
• Keith
• Kevin

Topics of focus

• media relations
• communications

BikeWorks

• Chair: Keith
• Kevin
• James
• Brett
• Alex C

Topics of focus

• expansion
• communication of Board info and policies
• integration

Terms of Reference

General Purpose

Note: It has been acknowledged that these 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.

To coordinate the day to day operations of EBC Bikeworks, to include the following.

1. Provide support to volunteers by offering training in technical aspects of repair.
2. Provide support to membership by offering training in technical aspects of repair.
3. Management of donated materials and resources.
4. Provide outreach services to Edmonton communities.
5. Maintain the current Bikeworks facility.
6. Recruit new volunteers that may assist in operations.
7. Develop and maintain a fleet of rental bicycles.
8. Development of second site (if approved).
9. Provide technical support to The Spoke.
10. Provide a barrier free and inclusive environment.
11. Provide any needed supports to Bikework's staff.

BikeWorks is our oldest, largest, and most visible project and is quite often the first exposure many individuals have to EBC so it is essential that their first experience is a positive one.

It is essential that the staff and volunteers are capable of dealing with a diverse group of people in a friendly and professional manner so training in both technical aspects and human relations is a continuing key to success.  

Key Duties and Responsibilities

Level of Authority

BikeWorks has an operating budget to cover its operations. Purchases outside of budget guidelines need to be approved by the EBC Board.

Inclusion

• Chair: Alex C
• Stephanie
• Brett
• Bernadette

Topics of focus

• women
• minorities
• newcomers

 

Outreach

• Co-chair: Alex C
• Co-chair: Bernadette
• Keith

Topics of focus

• community partnerships
• events
• sponsorship
• connections with stakeholders
• bike-friendly businesses
• Bike Month connections – Adrian, Keith

Information Management

• Chair: Chris
• James
• Brett
• Monica
• Olivier
• Axel

Wiki page: Information Management Committee

Topics of focus

• 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:

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

Key Duties and Responsibilities

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

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).

Volunteer

• Chair: Derek
• Adrian
• Steph
• Kevin

Topics of focus

• BikeWorks
• events

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 and off-site events such as community bike events, festivals, educational workshops, etc.

Action Projects

(the projects this committee intends to work on up to next September and beyond. What can committee members expect to work on? What is exciting about this committee's work?)

• 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

Committee member skills

(what kind of people are you wanting on your committee? List specific skills if applicable)

• Communication and networking
• Peer-to-peer education
• Event planning

Expected time commitment

(how many hours/month is each committee member expected to contribute?)

Action projects are divided among committee members based on personal interest and expertise. Committee members generally contribute 5 hours per month to projects.

Meetings

This committee meets _??__ times per month.

Education and Safety

• Chair: Neil
• Steph

Topics of focus

• quarterly calendar of events!
• What we want to teach
• coordinating facilitators
• policy for courses (fees)

Ad Hoc Committees