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Des Moines Bike Collective Shop Manual

Accepting a bicycle donation

  • First: thank the donor for their interest and explain briefly what the collective is and does.
  • The bicycle to be donated should be inspected to see if it can be recycled or refurbished by the collective.
  • If the donation will work for the collective, capture the following pieces of information in the white Donation binder (or directly into the computer file 'donations received'):

1. name and address of the donor 2. brief description of the bicycle: make, model & color. 3. any serial numbers

  • Offer the donor a tax receipt. These are forms found in the white Donation binder.
  • Thank the donor again.

Accepting a donation of cash or goods

  • First: thank the donor for their interest and explain briefly what the collective is and why this donation will be valuable.
  • Put check or cash donations in the donations jar on the counter.
  • Record the goods donation in the same place that bike donations are recorded.
  • Offer the donor a tax receipt, which are located in the 'Bikes In...' 3-ring notebook.
  • Thank the donor again. Tell them to come back anytime.

Accepting a donation of multiple bicycles

From time to time, the collective receives donations of multiple bicycles. The arrival of 10 to 50 bicycles may be really stretch room in the shop, tax volunteer efforts and even clog up fire exits if not carefully managed.

  • Before deciding to accept the donation, it should be -- tactfully -- determined if the donation meets collective objectives. A donation consisting solely of department store bicycles might be more than collective resources can possibly handle. (Note: there may be many ways to handle such situations. For example, a large donation of department store bicycles might be an opportunity to receive a cash donation from the donor.)
  • When the truck delivering the bicycles arrives, it is best to offload the bicycles through the staging area, which is currently at the side of the shop. This will prevent disruption to any sales or customer viewing in the main area of the shop.
  • Once the bicycles are offloaded, they should be categorized as quickly as possible: some may be scrapped, while others other might receive a quick evaluation (generally getting a green tag indicating their position in the repair queue.)
  • If possible, the scrapping of unwanted bicycles should be the first priority, particularly if there are many to be dealt with. Scrapping is a relatively quick process and the frames can be kept in the scrapping area near the bike wash.
  • If there are many bikes to be recycled, arrangements should be made as quickly as possible so as not to overwhelm any future donations.
  • If the donated bicycles are making move through the shop difficult, arrangements should be made to move some other these to off-site storage.

The Collective accepts cash and checks. There is a cash machine in the skywalk across the street (visible from the shop). Record transaction in the file ‘receipts.xlsx’ (note column for number of bikes sold). If payment by check, then stamp the back of the check with the Collective’s bank stamp. Put the payment in the cash register. Give the buyer a receipt if it is for a bike or if they want a receipt Ask the buyer if they would like to receive the Collective’s monthly e-newsletter. If yes, then get the buyer’s e-mail address and put it in the file ‘e-mail list.docx’. No trade-ins!

Logging volunteer hours

There are two Excel files for recording volunteer hours: ‘volunteer hours’ and ‘volunteers 2010’. The second file contains contact information for the volunteers and calculates their net or donated hours from their hours given and their hours used. Unfortunately, this calculation is slow and makes entering data into the spreadsheet tedious; therefore the file ‘volunteer hours’ was created for people to enter their data. Periodically the data should be cut from the ‘volunteer hours’ file and pasted into the ‘volunteers 2010’ database file.

Keeping the bathroom clean