Bicycle Collective Volunteer Manual

This is the SLC Bicycle Collective Volunteer Manual, we are currently developing it, so it is not in use yet.

Mission Statement

The mission of the Salt Lake City Bicycle Collective is to promote cycling as an effective and sustainable form of transportation and as a cornerstone of a cleaner, healthier, and safer society. The Bicycle Collective provides refurbished bicycles and educational programs to the community, focusing on children and lower income households.

Making Donations

Bikes and Parts

We accept all parts and bikes regardless of condition. As a volunteer accepting bikes or frames fill out a (yellow) Bike Information Sheet and staple or pin it to the top tube of the frame.

If the donor asks for a donation receipt, fill out a receipt for them. Donation receipts should not include the value of the bike or part -- that is between the donor and the IRS to determine. Most people that make donations are not concerned about getting a receipt, for this reason we only give them out if they ask.

Money

If someone wants to give us a check, accept it and fill out a donation receipt with the amount on it.

Tax Exempt Purchases

As a tax-exempt organization -- we don't pay tax on most of the things we buy. When purchasing things for the provide the businesses with a completed and signed TC-721 form. We are a "Religious or Charitable Institution" and our Sales Tax Excemption No. is "N21813".

NOTE: TC-721 forms need to be signed by an officer of the the SLC Bicycle Collective.

Reserving Bikes / Project Bikes

All donated bikes are for sale at nominal cost, but priority of the bikes goes to our programs. Each bike or frame should have a (yellow) Bike Information Sheet. The backside of the (yellow) Bike Information Sheets contains a place to reserve the bike.

Reserved bikes should have a name, phone number and a non-expired pickup date on them. If they lack any one of these three things -- it is not considered reserved.

To be fair to everyone, pickup dates should never be more than two weeks from the current day. The key of a pickup date is to show that the person reserving it is still interested in the bike. They also can extend the pickup date, unless it has already expired, again the key is to show they haven't abandoned their project.

Work Trade

"Time is money." -Benjamin Franklin

Our community bike shop works also uses the work trade concept. Simply ask the core volunteer what you would like to purchase, and the two of you will determine how many volunteer hours it would take to earn that item.

Donation Life Cycle

• Donated bikes should be tagged.
• Donated bikes should be placed in the back storage area.
• Bikes left in the shop should be either in-progress or finished.
• One "fix me" rack in the back will contain bikes that haven't been worked on yet.
• Core volunteers will choose the bikes from the back storage area for the "fix me" rack.

Bikes

Bike and Part Sales

• Buying: All bikes are for nominal sale, but reservation priority goes first and foremost to our various programs.
• Selling: Make sure you mark how much the bike was sold for on the (yellow) Bike Information Sheet and put it in the drawer with the other yellow sheets. If the purchaser is asking for a low-income discount, he or she must fill out an eligibility form.

Bikes for Trade

We maintain a strict No Trades policy. We do this to remove the incentive for laundering stolen bikes at our shop. If someone trades a stolen bike to your shop, it can lead to legal problems for the person who ends up with the bike -- and that just makes us look bad.

So that we don't have to descriminate against any one person or group of people we have made this a blanket policy so that it applies to everyone.

Free Bikes

We offer free bikes in conjunction with other local charitable causes. Those organizations contact us, and we set up a referal system. Anyone listed on that referal system is given a bike and a helmet.

Memberships

• http://www.slcbikecollective.org/content/view/147/64/

Volunteers

There are 3 levels of volunteer.

Core Volunteer/Core mechanics

They are responsible for a shift of 4 hours/week, they help to maintain the space. One monthly meeting is mandatory.

Privileges:

• Candidates for keys (access to the shop in off hours). Candidates are voted on by ????
• Getting parts at 10% over wholesale
• Cheap to free used parts (use discretion and don't be a hog).

Committed volunteers

Must work at least 8 hours a month, either as an apprentice/aid to the core mechanics on a weekly basis, or by doing odd tasks from the chore list regularly. After volunteering consistently for one full month, they are entitled to the following privileges: New parts at 35% over Wholesale and cheap to free parts (at the discretion of the shift mechanic), and membership privileges. The meeting may decide to offer keys to a long-term committed volunteer.

Access to the office and mechanics only areas is granted by the mechanic on duty, and should not be assumed.

Impromptu volunteers

They are people who ask if they can do some work for that day, usually as a trade for shop use/assistance, and necessary used parts (and occasionally a new tube). The volunteer is referred to a list of chores, and the value is determined by the mechanic.

Key Policy

Smart Card access to the Community Bike Shop is an awardable and revocable privilege and shouldn't be taken lightly. The general goal of the following rules is to make those with access to the shop more accountable; to regulate overall access to the shop and all the physical assets of the organization; and to reward volunteers who further the overall goals of the Salt Lake City Bicycle Collective.

We have changed the standard lock and converted to a keyless entry smart card system. This way we don't have to worry about lost keys, and a log is kept for accountability's sake.

Earning a Smart Card

Potential Key List members will be reviewed monthly at the mandatory key list meeting.

Requirements:

1. You must have 40 hours of volunteering (Velorutionary Membership Level Equivalent)
2. You must be sponsored by someone currently on the Key List.
3. You must be elected by the rest of the key list by silent vote.
4. You must provide your own 125 kHz HID Proximity Smart Card (available at most locksmiths) OR we can provide smart cards for a $10 fully refundable deposit. Jonathan Morrison sets up the smart cards.

Exceptions:

• Members of the Board of Directors may request a smart card.
• Specific program coordinators and volunteers may be issued a limited access smart cards (BikeEd, Earn-A-Bike, and Continuing Ed Courses)
• In addition to the smart card system there will be 3 regular backup keys in existence, one for Executive Director, one for the property owner, and one in the Collective's safety deposit box. This backup will be used in the event the electronic system fails.

Staying on the Key List

Smart Card access will be reviewed monthly at the mandatory key list meeting (scheduled at previous key list meeting). Requirements may be changed at those meetings.

Mandatory Requirements:

1. Volunteer for two open shop nights per month.
2. Attend the monthly key list meeting (scheduled at previous key list meeting).

Exceptions:

1. Successful plea at a key list meeting. If you know can't meet the mandatory requirements, let the key list know before it happens.

Losing Smart Card Privileges

If you lose your smart card privileges, you are entitled to an explanation. Here are common reasons:

1. Failure to meet monthly volunteer requirements.
2. Failure to attend the required monthly meeting without prior notification.
3. Abuse or misuse of shop and/or shop resources.
4. Inappropriate representation of the Collective to shop patrons and/or volunteers.
5. Working on personal projects during open shop hours instead of helping others. That is why you have off hours shop use.
6. Lending keys to individuals not on the key list without prior consent from key list members.

Responsibilities

1. Help shop patrons and direct other volunteers.
2. Follow and set an example of the Shop Rules.
3. Opening and Closing of the Community Bike Shop.
4. Oversee and ensure shop clean up, and that all tools are back in their place.
5. Money handling.

Benefits

To be a member of the key list is a lot of responsibility, here are some incentives:

• For every full 4 hour volunteer shift a key list member will be entered into a yearly raffle.
• Shop employee rate of cost + 10% for personal use only on our distributor accounts.
• Off hour shop use. Just make sure you leave it better than you found it and you pay for any new parts.

Key List Meetings

Key List Meetings are mandatory, if you can't attend please provide prior notice. It is OK to miss a meeting, just let us know before hand -- otherwise we might think you are flakey. Dates and times for Key List meetings are scheduled at the prior key list meeting.

Agenda Items:

• Determine who is taking the meeting minutes, they are also responsible for emailing the minutes to the Key List email list.
• Date and time are to be determined for next month's mandatory key list meeting.
• Discussion of current shop projects for uniformity and clarity.
• Voting on new and existing key list members.
• Update the Key List members on the Google Spreadsheet. Only certain key list members have access to the spreadsheet.
• Add or Remove members from the Key List email list. Only certain key list members have administrator access to the email list.
• Current issue discussion.
• Project proposals.
• Schedule sign ups.

Off Hour Shop Use

Key List Members have the ability to use the shop during off-hours. The conditions of doing so are:

1. Leave it better than you found it. If using the shop in off-hours, make sure it is clean and clear of projects at least 15 minutes before a shift or scheduled workshop/class.
2. Do not advertise that the shop is open. If you choose to help people that wander in, be clear that this is not a time we are regularly open.

Valet Bicycle Parking

Valet Bicycle Parking is an easy way to rack up some volunteer hours. You simply set up a tent at an event, and when people bring you bikes to watch, you give them one side of a raffle ticket and wedge the other one somewhere on their bike (like in between two spokes). You should know about the different programs that the Salt Lake City Bicycle Collective offers -- people will ask. Also try and promote the programs as people are leaving. Say something simple as, "Have you heard of the Bicycle Collective before?"

Supplies

• EZ-UP Tent
• Roll-up Folding Table
• Banners
• Zip ties and/or Elastic Tie Downs
• Clip Board
• Pens
• Double Roll of Raffle Tickets

Hand outs

• SLC BC Tri-Fold Brochures (contact: Jonathan Morrison)
• Cycling Utah (contact: dave@cyclingutah.com)
• Volunteer Sign up sheet (contact: Jonathan Morrison)
• Salt Lake County Bike Maps (contact: chair@slcbac.org)
• Utah Bicycle Commuter Guide (contact: sbriggs@utah.gov)

Shop Rules

These rules should be displayed in the front (east end) of the shop near the light switches.

Opening

The shop door will stay open from 5-9PM (on Monday, Tuesday, and Thursday) once someone in the "first in" list swipes their smart card. It will automatically lock itself at 9PM.

• Count the register and mark it in the book.
• Make sure the benches are clean and the tools are put away.
• Verify no tools are missing.
• Check the answering machine and write down or email any notes.
• Put on an apron that says "VOLUNTEER" on it.
• Grab the cordless phone and keep it on you.
• Turn on the heater or swamp cooler as necessary.
• Change the door sign to "OPEN"

Closing

• Make sure everyone is gone, check the bathroom.
• Count the register and mark it in the book.
• Make sure the benches are clean and the tools are put away.
• Verify no tools are missing.
• Turn off the swamp cooler. Switch is to the left of the refrigerator.
• Turn off the heater. This is an easy one to forget if it is dormant when you leave. Switch is above the desk in the back.
• Make sure the cordless phone is in the charger.
• Turn off all the lights. Switches are in the front, to the left of the shelves in the back, in the bathroom, and a pull string in the caged area.
• Change the door sign to "CLOSED"

Shop Recycling

We don't get paid to recycle tubes or tires, but we do get money for aluminum. When you are at the aluminum recycles ask for a magnet! They make these ones that are perfect for taking bearings out of hubs. Put Steel in the Metal Recycling Dumpster. If you aren't sure what is steel and what is aluminum, a magnet will stick to steel but not aluminum.

Take used tires and tubes to:

Tire Disposal & Recycling (801-977-9010)
985 S 800 W
Salt Lake City, UT 84104-1506

Take aluminum to:

Wasatch Metal (801-484-3511)
205 W 3300 S
Salt Lake City, UT 84115-3432

Shop Communications

Wireless

Since you won't be able to get to this page if the wireless is down, it should be printed and posted next to the DSL modem (white) and the wireless router (blue). Brad's business card is also taped to the DSL modem (white).

Troubleshooting:

1. Unplug the power from both the DSL modem (white) and the wireless router (blue).
2. Wait 15 seconds.
3. Plug the power back into the DSL modem (white).
4. Wait until DSL modem (white) boots up, the power and internet lights should be on. If the internet light doesn't come on see the Contacts below.
5. Plug the power back into the wireless router (blue).
6. Wait until the wireless router (blue) boots up.
7. Check connectivity with a computer.
8. This should fix 90% of the issues, but if problems persist start contacting the companies below:

Contacts:

1. Qwest DSL Support (800-247-7285) - if the internet light is not on.
2. XMission (801-539-0852) controls the hotspot and their employee, Brad Mertz, set it up.

Phone

Manual for the Uniden Model #DCT5285-2HS Cordless Phone System.

Default Message:

"You have called 801-FAT-BIKE home of the Salt Lake City Bicycle Collective. Online at www dot slc bike collective dot org. We accept bike and part donations whenever our shop is open. Our community bike shop is open Tuesdays and Thursdays from five to nine pm and is located at 2312 South on West Temple. We also have a volunteer only night on Mondays from five to nine pm. If you want to sign up for our Get-A-Grip Bike Education courses or have a general question, please leave your name, number or email and we will get back to you shortly."

Printer/Copier/Fax

Manual for the Brother 8660DN Multi-function Center. We have two of these, our Treasurer, Michael Wise has one, and there is one at the community bike shop.

Instead of paying for a separate phone line the fax machine uses our regular line but is set up to only pick up a on the distinctive ring: short-long-short.

Note: Because they use the same phone line, you can't make a call while the fax machine is receiving or sending a message. Likewise, you can't make or receive a fax while someone is on the phone.

Stereo

Currently we have it hooked up to registar computer and just stream audio from sites like Pandora Radio or Project Playlist

Shop Supplies

• Zip Ties - If we run out, more can be purchased at Graybar under the account Morrison Datacom. We have been buying packages of Qty 1000, size 7 3/8" x 188mm. It works out to roughly .05 each.
• Shop Aprons - We bought ours using the Pedros VIP Program. If the threads come out, take them down the street to 125 W 2100 S where Wave Products 801-466-6061 can fix them.
• Paper Towels - The dispenser in the bathroom takes C-Fold paper towels. They sell them in bulk at Costco down the street.
• Grease, Bike Wash, Chain Lube - Contact Doug Anderson at ProGold.

Technology

Email Lists

• community@slcbikecollective.org - General Email List
• board@slcbikecollective.org - Board of Directors
• advisors@slcbikecollective.org - Advisory Board NOTE: This list is pending.
• keylist@slcbikecollective.org - Key List Members aka people with smart cards to the shop.

Website

• Dreamhost - Domain Hosting
• Network Solutions - Domain Registrar

Emergency Contacts

• John Delvie (801-278-6230) of Delvie Plastics is the property owner.
• Jonathan Morrison (801-688-0183) is the SLC Bicycle Collective's Executive Director.
• Integral Tech (317-845-9242 x1x3) is the tech support line for our smart card door system.
• Mark at Superior Water & Air (801-706-8904) for problems with the cooler. FYI, there is a child safety button for the hot water.
• Bill Delvie (801-277-7995) owns the office to the north door, sometimes his alarm goes off.
• Labor Finders (801-487-6004) rents the office to the south, sometimes UPS gives them our packages.

References

• Salt Lake City Bicycle Collective
• Other Volunteer Handbooks