Committees
2011-2012 Standing Committees
Advocacy
- Chair: Duncan
- Members:
Topics of focus
- media relations
- communications
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
BikeWorks
- Chair: Micah
- Members: Possible members to approach: Lee, Malcolm, Keith, Chris Corrigan, Adrian, Coreen
Topics of focus
- expansion
- communication of Board info and policies
- integration
Terms of Reference
General Purpose
- 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.
- Micah, Kevin, Alex H, and others will have a committee meeting to determine future involvement of the BW committee.
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.
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
Education and Safety
- Chair: Bernadette
- Members:
Topics of focus
- quarterly calendar of events!
- What we want to teach
- coordinating facilitators
- policy for courses (fees)
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
Inclusion
- Chair: Alex C?
- Members:
Topics of focus
- women
- minorities
- newcomers
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
Membership
- Chair: Paul
- Members:
Topics of focus
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
North Location & The Spoke
- Chair: Elicia? Lee? Jordan?
- Members:
Topics of focus
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
Desired Committees
Communications
- Chair:
- Members:
Topics of focus:
- professional writing
- website, newsletter, media articles
- internal communication improvement
- design and marketing materials
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
Information Management
- Chair:
- Members:
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:
- selecting and deploying new technology (hardware and software)
- 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
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
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
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
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
Review and Evaluation Process
Approval Date and Review Date