Bike Farm meets every 2nd and 4th Tuesdays for a general meeting at the shop at 7pm. All are welcome to attend and participate. Meeting notes from last night’s meeting follows…

Meeting notes 7-27-10

Agenda

• Buying parts for project bikes (I might just need to be enlightened on the process here)
• Stocking more basic parts
• SHIFT ACCOUNTABILITY
• Build Bikes Program
• Facilitation Trainings and Meeting process/protocol:
• Revisit the calendar idea.
• The sign!
• Simon S. Skill sharing
• Process for determining how long things should be in the shop before being sold (particularly to volunteers/staffers).
• Developing a more intentional and cooperative means for determining project bikes and what parts to put on them – combined with first topic.

Here is a list of administration tasks that have floated over the listserve in the past week:

• toilet paper is running low, how do we manage that? – needs to be bought will last 2 years! Momoko
• We should probably order some brake pads, we have none right now – OK
• There might be a need for some 20″ tubes for the kids and their BMXs. Maybe not a whole lot, but it would nice to have 3 pairs or so. – OK?
• who’s taking care of the mail – bill from pacific electric – Sara takes care of this and bills.

Attendance

Eric – new volunteer returning from the first days!
Sara
Momoko
Tobin
Simon S
Amanda
Adam
Bruce
Jeremy
Thimble

***

buying parts for project parts

Discussion:
Already a process for this which is $100 set aside to buy parts for project bikes. Money comes from sale of bikes held back for this purpose. Self-funding program. Maybe needs to be revisited.

Wishlist and/or parts needed log.

Instead of receipts per sold, using something like 10% of money from bikes put into pot to buy parts.

Amanda to make report of how much money we make from bike sales.

Proposal: 10% of sale price per bike put to use for parts for other bikes. No more than $20 should be spent per bike without approval by vote.

All approved. PASSED!

***

Stocking more basic parts.

Discussion:
We have an inventory list but seems we stock chains and tubes and we could stock little parts that would be useful.

Bar Tape, rim tape, but we have all that. If all new parts are on the back self and clearly labeled.

Shop want list is located on the computer, tallies and organized.

Google doc on bookmark bar. – needs to be shared with Google group

ACTION: Momoko- will send out an email and tutorial on how to do it.

Is there a process/minimum for ordering parts for the shop?

UBS minimum order: $250 (generally cheaper)

Cyclone no min and same day pick up. (limited supply)

Who does the ordering and how often. Jeremy did the last time. Form a committee? Jeremy says yes!

Process? Jeremy is a point person to let know if a part(s) needed. Adam can also check list on Saturday mornings and work with Jeremy.

*Parts Committee: Jeremy and Adam.

ACTION: Momoko- will call cyclone and put them on their purchase list.

Idea of a lockbox with back inventory (such as tubes). Could build it up all we need is the top of a box. Will be worked on by Friday shift.

***

Shift Accountability

Discussion:
People post that they can’t cover a shift and expect it to be covered but that’s a problem. Should find someone to cover and confirm and not just post it to the list.

Saturday is the weakest link currently because it’s skeletal shifts, but generally as a key holder it’s your responsibility to cover your shift. Policy will be proposed in the manual.

Keyholder list is on the google list.

ACTION: Bruce, will add on google groups and make sure it’s up to date.

***

Build Bikes Program

Discussion:
Lindsay wants to volunteer to take this on! Momoko and Lindsay discussed this and proposed changes:

Volunteering and building specific bikes and scavenging parts for their own bike.

We had some money for Build Bikes and we have estimated $1000 from the fundraiser (Ash and Colin ride across America).

Lindsay is going to choose one person from 4 applicants to (re)start the program. Other mechanics may be called upon informally as it goes.

Simon S, says using normal shift time takes up the stand for that day. Bruce: doesn’t that happen anyway? Jeremy: but different expectation for more hands-on training from us.

Adam: could pick a couple shifts where we have lots of people-power to help this participant out. May not be an issue come fall/winter.

Amanda: has more than 4 applicants that Steven has emailed (saying project was on hold) so maybe coordination.

What happens to the build bikes bikes we have reserved? Keep reserved.

***Tabled: ACTION: Lindsay hit up Google group for folks to be sub-comittee and meet about this and hash out these ideas and resubmit to the group.

***

Facilitation Trainings/meetings

Discussion:

Adam proposes training folks in how to run meetings and such. A more formal meeting setting (around a table).

Bruce and Momoko doesn’t think it has to be too formalized and the policies from the last meeting (notes and agenda) seem to be working. Facilitation training would be rad tho!

Amanda, starting with notes and agenda setting and also facilitation training and see how it goes.

ACTION: Adam will look into facilitation training.

Calendar

Discussion
Human element would still be a problem with updating any complex calendar. Google calendar we already have some feed stuff but is it only read only.

Idea: use the wall calendar in the shop, only one week and not updated unless you can’t be there. (DUH!), also put on calendar on google.

***Proposal: On closing of shift, check in with each other to see if will be in attendance the next week, update calendar.

PASSED. 1 stand aside.

ACTION: Bruce, reassess and re do for next meetings.

***

Sign: it is awesome

(tabled)

***

Skill Sharing

Discussion:
Simon S wants to start that but may be gone in a few months and defer to another. Create a 4/5 sillibus of workshops to be organized so folks can pick up the project later.

How long should items left/donated in the shop before being sold/up for grabs.

Discussion:
Adam: Parts should be prioritized for project bikes and such before volunteers or just sold out. Amanda: is that our mission? We also get money from parts and fixing bikes not just making ones to sell.

Tobin: priviledge of info with volunteers getting first dibs and knowledge to know what parts are good, etc.

Thimble: but what does BF need?

Want list or want list for each particular bikes built for the Farm.

Donations should be in the shop for a set period of time for projects before up for grabs, but Amanda says but nice wheels on crappy frame..? so maybe more a question of how projects are made.

Issues touches: how projects bike are done, how donations are taken in, volunteer perks. Maybe need to be discussed further.

List of proposals on this issue:

Proposal: Should there be a committee who goes through, prices and prioritizes donated parts before they can be sold or used.

Proposal: one week, but how do we know?

Proposal: post to the list that you want to buy some radical part (over $20), then have a discussion.

NOTHING VOTED ON, just ideas.

Or just communicate directly about project bikes and parts! – yay!

Random bits:

Email list: Use informative subject on your emails and stick to one topic.

Amanda says use codes to mark purchases in the cash box. Also we need a new one!

***

Items for Next Meeting’s Agenda:

• Revisit bike parts priorities
• Calendar process defined.
• Check in on Action Items from this meeting.

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