Hey all, super productive meeting last night!

Summary:

Important dates:

• NEXT MEETING (2/22) will be mostly to rewriting Volunteer types/privileges.
• March 8th Meeting: Dedicated SPENDING MEETING. Those of you who like money and bike parts, should attend.
• March 10th: SPECIAL BYLAW MEETING. This one is not just the Board (plus Russ) talking, but rather we are presenting YOU with our proposal of changes we’d like to make to the BYLAWS. BE THERE (location, also at BF, 7pm).

Votes:

• Spending meeting (see above)
• Adjusted approval process for Build Bikes overage costs to two approvals from mechanics via email or in person instead of meeting vote.

Here are the FULL notes:
Attendance:

• Frank
• Paul
• Amanda
• Jesse Bruce
• Simon
• Jeremy
• Thimble

Agenda:

Quickies:

• Raising the $20 on parts for Build Bikes!
• Parts intake/inventory system (intake coord. position)
• Proposing the next Spending Meeting
• Tax Receipts, what’s the process
• Cyclone Order status.
• New Email list just for volunteers.
• Friday receiving hours for orders.
• Wheel building update.

Longies:

• Defining privileges for volunteers in light of personal orders, etc.
• Personal Orders (define them, again)
• Related: setting up a better system for tracking paying members and volunteers.
• Start discussion on opening another BF branch in Southeast.

Cyclone Status:
Jeremy tried to order and they have NOTHING, no tubes, no cables, etc… Will use SPS instead by THIS Friday.

Send personal orders to Jeremy, but shop orders should go on the Shop Want List.

Spending Meeting:
May not have funds to spend until the Spring. March 8th in place of regular meeting. APPROVED.

Tax Receipts:
Donation receipt template is on the computer, print it out and declare a value.

New Email list just for Volunteers.
New list for stuff that shouldn’t be on public forum. Adam will set this up with bikefarm gmail account.

Friday receiving hours
We need someone to be at BF 9-5ish to receive orders. Shannon could do this. Also Jesse Bruce.

Wheel Building Update
Not much to update on… still need to overhaul some hubs. It’s on the list of to do’s. Adam will get more rims to compliment.

Part Intake/inventory system.
Amanda has been working on bike/frame intake spreadsheet and will put it on the shop computer.

For new parts/items, currently manual and not automated. Frank will take on the task of automation.

Donation intake coord. position.
What are the tasks, entering Serial# and use Amanda’s new spreadsheet (TBD on Sunday). Amanda and Paul will add it to their automated spreadsheet on Sunday.

Raising the limit on Build Bikes
Current policy is if costs go over $20 then it requires meeting approval. But what is required?

Thimble: concern that build bikes is over budget with parts. Need smoother process to approve than meeting. Suggest over email to request two mechanics to approve.

APPROVED.

Amanda: also note the value of the bike/parts when selling.

setting up a better system for tracking paying members and volunteers.
Jesse-Bruce will coordinate a project to move a volunteer database complete with hour tracking and types of volunteers. Along with a membership database to track members and even accept payments in cash and online (credit cards).
Needs: some time to do this and help. Time: JB will spend most of his Fridays working on this project and less time on bikes and helping patrons

Laptop: to be chained to the front area for sign ins. Frank has access to some old one he is will to donate for this purpose.

Personal Orders:
The issue is what if people abuse personal orders and buy stuff for their friends?
We might have to take people by their word because why check up? But $500 cap is your own business. But it’s a benefit or volunteering not your friend.

We posited that the privilege is extend to yourself, immediately family and households. Use it responsibly.

Redefining Volunteers
In light of the above two points, we moved to have a special meeting to flush out and definie volunteer types and privilege. This will be the NEXT MEETING. We will be rewriting these policies here.

New Location?

Need to tightening up organization, get more money, promote. new location might promote. Also could be really small in satellite version. We’ll revisit this in a couple months.

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