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Board Minutes May 2012

2012-05-16T16:39:27Z

Adjournment:

Information Management Committee

2012-05-12T17:01:16Z

Specific Annual Objectives: Website redesign

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	==== General Purpose ====		==== General Purpose ====
	While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.		While recognising that EBC is not primarily an Information Technology organization, the goal of this committee is to ensure that all functions of EBC relying on timely access to information function smoothly. Because some information is sensitive, planning data security is within the scope of the committee. Since some information is transient, planning data archival and destruction is also within the scope of the committee.
-	The ~~chair of the~~ committee ~~has a bias for~~ Free and Open Source Software (FOSS), ~~as well as~~ open data formats. ~~The chair believes that using~~ FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.	+
		+	The committee must not overlook Free and Open Source Software ([http://en.wikipedia.org/wiki/The_Free_Software_Definition FOSS] ), nor [http://en.wikipedia.org/wiki/Open_format open data formats]. Using FOSS where practical will increase the reliability of EBC’s IT infrastructure in the long-term. Since the use of FOSS may sometimes involve some customization, EBC will work with other organizations experiencing similar challenges to share the costs of such development.

	==== Key Duties and Responsibilities ====		==== Key Duties and Responsibilities ====
-	1. Selection and maintenance of computer equipment used by EBC.	+	#Selection and maintenance of computer equipment used by EBC.
-	2. Selection and maintenance of paper/microfiche handing equipment.	+	#Selection and maintenance of paper/microfiche handing equipment.
-	3. Selection and maintenance of software used by EBC.	+	#Selection and maintenance of software used by EBC.
-	4. Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).	+	#Document any web services used by EBC, including any Terms Of Service or Privacy Policies that apply (review annually).
-	5. Developing a security policy for access to sensitive documents, taking into account Board turn-over.	+	#Developing a security policy for access to sensitive documents, taking into account Board turn-over.
-	6. Develop a data archival and destruction policy. Automate as much as is practical.	+	#Develop a data archival and destruction policy. Automate as much as is practical.
-	7. Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)	+	#Improve organizational transparency with open data initiatives (http://sunlightfoundation.com/policy/documents/ten-open-data-principles/)
-	8. Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to track TOS and Privacy Policy changes) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.	+	#Collaborate with other organizations facing similar challenges to those above. (For example, the EFF has an almost dead program to [http://www.tosback.org/timeline.php track TOS and Privacy Policy changes]) Bike Calgary has expressed interest in collaborating with us in the past. bikeroot.ca has apparently developed some kind of shop management system we may want to investigate.
-	9. Work with other committees to help them with any data storage needs	+	#Work with other committees to help them with any data storage needs
-	~~10.~~ Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).	+	#Maintaining websites (stolenbikes, brb, cycleedmonton, edmontonbikes, ghostbikes.org, bikecollectives.org).
-	~~11.~~ Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).	+	#Find or develop a program to send event notices to Website, (Google) Calender, Facebook, and Twitter all at the same time (Use RSS feed?).
-	~~12.~~ Document how we went about opening the second location so that others can benefit from our experience.	+	#Document how we went about opening the second location so that others can benefit from our experience.
-	~~13.~~ Migrating primary EBC website to new platform (Wordpress)	+	#Migrating primary EBC website to new platform (Wordpress)
-	~~14.~~ Maintain phone and network equipment	+	#Maintain phone and network equipment
-	~~15.~~ Monitoring and archiving media	+	#Monitoring and archiving media
-	~~16.~~ Maintain EBC Library/bookshelves	+	#Maintain EBC Library/bookshelves
-	~~17.~~ Some data entry, collection of photos for EBC use.	+	#Some data entry, collection of photos for EBC use.
-	~~18.~~ Audit IPv6 compliance.	+	#Audit IPv6 compliance.
-	~~19.~~ Audit bandwidth usage as needed.	+	#Audit bandwidth usage as needed.

	===== Level of Authority =====		===== Level of Authority =====
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	===== Document where information is stored =====		===== Document where information is stored =====
	By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.		By August 31, 2012, the IMC will have documented where information in teh organization is stored. The aim is to develop a strategy for preservation of information that should be preserved and destruction of information that should not be kept.
		+
		+	===== Website redesign =====
		+	The web redesign is making progress, and should be done before the AGM.

	==== Reports and Target Dates ====		==== Reports and Target Dates ====

Board Minutes May 2012

2012-05-11T00:35:59Z

New Business:

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	*Special Needs supports		*Special Needs supports
	*Price Increases		*Price Increases
		+	*
		+
		+	===LRT Bike Parking/Public Art===
		+	*Funds for domain and hosting
		+	*Organizing
		+	*Web launch/Spokesperson
	*		*

Cycling Event Promotion Policy

2012-05-10T17:31:46Z

Philosophy:

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	== Philosophy ==		== Philosophy ==
-	One of EBC's core goals is to promote cycling culture in Edmonton, and the promotion of cycling events organised by other groups is an important part of fulfilling this mandate. However, EBC also encourages all cyclists to use their bicycles in a safe and legal manner, and some cycling events promote riding habits that are inconsistent with this message.	+	One of EBC's core goals is to promote cycling culture in Edmonton, and the promotion of cycling events organised by other groups is an important part of fulfilling this mandate. However, EBC also encourages all cyclists to use their bicycles in a safe and legal manner, and some cycling events promote riding habits that are inconsistent with this message. Our non-involvement in such events should be clear in order to avoid confusion.

	== Policy ==		== Policy ==
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	== Definitions of key concepts or terms used in the policy ==		== Definitions of key concepts or terms used in the policy ==
-	* An ''EBC Leader'' includes all staff, contractors, and Board members. Other volunteer roles may be considered leaders, at the discretion of the Executive Committee, if their role in the organization makes this designation appropriate. ~~--Adam questions the second sentence. --Micah says: does this mean super-volunteers whom we trust a lot? And Adam, do you mean we shouldn't endow non-staff etc with that privilege/responsibility?~~	+	* An ''EBC Leader'' includes all staff, contractors, and Board members. Other volunteer roles may be considered leaders, at the discretion of the Executive Committee, if their role in the organization makes this designation appropriate.
	* An ''Illegal Component'' is any part of a cycling event where participants are expected or encouraged to violate any of the laws of Canada, Alberta, or the bylaws of the municipality where the event takes place. This includes, but is not limited to, ignoring traffic signals or exceeding the speed limit.		* An ''Illegal Component'' is any part of a cycling event where participants are expected or encouraged to violate any of the laws of Canada, Alberta, or the bylaws of the municipality where the event takes place. This includes, but is not limited to, ignoring traffic signals or exceeding the speed limit.
	* A person is a ''representative of EBC'' if a reasonable person would identify them as such.		* A person is a ''representative of EBC'' if a reasonable person would identify them as such.

Board Minutes May 2012

2012-05-10T00:13:40Z

BW North:

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	=== Casino volunteer recruitment letter (Micah) ===		=== Casino volunteer recruitment letter (Micah) ===

		+	===Summer Student===
		+
		+	===BW North===
		+	*Fencing yard
		+	*Signage
		+	*Alarm
		+	*Stollery grant
		+	*Advertising
		+	*
		+
		+	===BW South===
		+	*Limiting access
		+	*Special Needs supports
		+	*Price Increases
		+	*

	== In Camera Session ==		== In Camera Session ==