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policies_and_procedures

Policies and Procedures

Introduction

Le Petit Vélo Rouge (LPVR) is an organization which aims to build and sell affordable used bikes as well as serve the Loyola Campus/NDG bike community, which to-date lacks a community bike repair space. In this way, Le Petit Vélo Rouge seeks to help meet the growing need for sustainable and accessible transportation in Montreal.

LPVR seeks to provide students, staff, and other campus members, as well as the surrounding community, with an accessible environment where they can learn to fix bikes, share resources, and build community.

The following policies have been created to promote a culture of accountability within LPVR. They are meant to serve as a guilde line, and should be reviewed on an annual basis to ensure they remain in line with LPVR's mandate and goals.

Definitions

Volunteer

Keylist

Special Orders

Member

Rights and Responsibilities of Members and Shop Users

  • Users have the right to be treated with dignity and respect
  • Users have the right to a safe, welcoming environment
  • Users have the responsibility to clean up after themselves
  • Users must treat volunteers and the workspace with dignity and respect

Rights and Responsibilities of Volunteers

  • Volunteers have the right to be treated with dignity and respect in the shop, in meetings, and through the mailing list.
  • Volunteers have the right to participate in decision making
  • Volunteers have a responsibility to insure that LPVR is a welcoming, collaborative space
  • Volunteers have the right to participate in committees
  • Volunteers have the right to ask shop users to leave if they are being abusive

General Responsibilities

The duties/responsibilities of volunteers, individually and severally, taking a shift on a regular basis include, but are not limited to:

  • Keeping the log, journal, or equivalent for their shift according to the prevailing standards for such record-keeping;
  • Maintaining, updating, and securing the membership database and other computer files specific to operations of the shop
  • Maintaining the shop
  • Participating in organizational development
  • Helping with basic upkeep of the shop including cleaning, organizing, taking out trash, etc.
  • Attending meetings
  • Asking for help when needed, being accountable to members and volunteers
  • Representing LPVR in person-to-person communications in a reasonable manner

Sales

  • The base price for a used frame is $25
  • The price varies depending on the quality of the frame and its condition
  • The total cost of the bike will include the cost of the frame, and any new or used parts that are on the bike at the time that the bike is sold
  • New parts must be paid for up-front immediately upon being received, regardless of whether the bicycle is ready to leave the shop
  • So as not to compete with local bicycle shops, we charge 100% mark-up on all new parts, with the exception of parts donated by companies for us to sell. In the case of such donations, the parts are sold at slightly above cost
  • This does not include helmets, which are always sold at cost, in order to encourage safety
  • Prices for new parts are written on the parts themselves or can be found in the supplier’s catalogue
  • For used parts, consult shop's price guide

Safety

  • Volunteers must do everything they can to encourage safety in the shop
  • Members must wear safety glasses and gloves when appropriate
  • Volunteers must habitually inform members that they should not leave the shop without showing their bicycles to a volunteer for safety-inspection
  • Volunteers must inspect every bike that leaves the shop to ensure it is safe, using the criteria posted in the front of the shop
  • No bike leaves the shop without working brakes and reflectors and/or lights. If this occurs, it is assumed that the bicycle will not be ridden until these safety items are aquired

Administration Procedures

Shop Procedures

Accepting Donations

We accept all parts and bikes regardless of condition. So that we can keep track of donations, please use this process for everything that is donated:

  • Add parts to inventory, indicate part/bicycle is a donation in appropriate field
  • If they donated a bike, place a tag on the bike to indicate the bike requires inspection, and is a donation.

Decision Making (working policy)

Meetings

  • Volunteer meetings should rotate and aim to accommodate volunteer's schedules
  • Every meeting has a facilitator and a minute-taker. At the end of each meeting, a facilitator and minute-taker are selected for the following meeting
  • In addition to facilitating the meeting, the facilitator must inform the mechanics of the meeting a week in advance, both through the mechanics’ mailing list and through a written poster for the shop, and start an agenda thread on the mechanics' mailing list
  • Facilitators should bring a typed list of agenda topics and a few copies of the last meeting’s minutes to the meeting
  • Minute-takers must type and send out the minutes to the volunteers by email as soon as they can, and before the next meeting
  • At each meeting, the minutes from the previous meeting must be vetted
  • Each meeting attendee is allotted $2 of shop money to spend on food or drinks
  • All members (including volunteers) may attend volunteers’ meetings, but only established volunteers can participate in the consensus-based decision process
  • Quorum is currently 4 active volunteers. Decisions cannot be made if quorum is not reached at a meeting

 

Anti-Oppression Policy

Conflict Resolution

Communications

Mailing List Etiquette

Please keep in mind that people typically don't like to have their inboxes flooded with messages when mailing the list. Consider using tags in the subject line such as [important] or [low priority]. Please refrain from using abusive language.

Financal Procedures

As of January 2016 there will be two treasurers who are responsible for financial reporting and accounting for LPVR. This section will be developed with appropriate policies as roles become more defined

References

policies_and_procedures.txt · Last modified: 2016/11/30 19:48 by nsadaka