Attendence:

• Adam
• Amanda
• Momoko
• Simon
• Thimble
• Lindsey
• Shannon
• Ralph

we reread the agenda items:
·  whole sale privilege: how do we use it and how does it affect the community
·  relationship with bike shops/ discretion on our google group discussion?
·  to build bikes, to have more parts for people, or maybe a combination of both
·  prioritizing helping people of lower socio economic status, should we?
·  safety of bikes built at bike farm/liability of bike farm if bike is later found to be unsafe.
·  skills of mechanics (safety implications)
·  who are core mechanics, what does this mean,
·  Project Bikes – do we sell them, give them to organizations like Food not bombs, etc.  Can we do both?  Should this be the focus?  etc.
·  What should the Build Bikes program look like?  One person at a time?  Open to anyone?
·  Programming beyond open shop hours and their implications on our resources and furthering our mission.

we decided to start bottom up

Programs:
The discussion gravitated towards what sort of resources new projects and programs would use, and there was general agreement that it would be mostly time and volunteer hours. Because the shop is often not in use (weekday mornings, weekend evenings) we decided there was no reason that it shouldn’t be unavailable for programs. In terms of volunteers, we generally agreed that if someone is interested enough to bring an idea up as a proposal then they will likely be willing to take on responsibility for it. The only material resource concern was over used parts; that discussion was taken on after this topic because of it’s related nature. In all, we decided that issues of new programming should be evaluated on a case by case basis, so that we can assess our available resources before committing to any new programming.

Momoko’s Bullet-points:

• do we have the time
• the shop is closed a lot.  we don’t use it all the time?  we could use it more
• case by case basis, if it becomes too much then we can talk about it
• used parts are the only resource used
• if we don’t have resources for the program then we will veto the proposal for a new program
• goes into the idea of used parts, and how we use them

Used Parts: this is the major topic
we reviewed our mission statement before having this discussion.

This was a pretty in-depth discussion with a lot of different issues to address. We identified the issue as being a shortage of quality parts, rather than a misallocation of parts to project bikes or build bikes. We generally agreed that building up complete bikes did fall under the umbrella of our mission statement, and that it was a valuable service to the community and in furthering our mission.

In order to minimize the “tying-up” of parts in incomplete project bikes, it was proposed that we prioritize completing bikes which are nearly finished over other projects, in order to make the frame/parts usable and out the door. We clarified that not every bike in the shop is a project bike, and bikes which aren’t claimed as a volunteer’s project or a build bikes project are available to have parts cannibalized from them if necessary to complete another bike. Each bike also has a small budget for parts that aren’t available in the shop ($20)

In order to track a project’s completion we decided to translate the Intake Form information onto a spreadsheet which will be posted on the shop wall. This will have check-boxes, similar to the intake form (from the Mechanics Bible) for component check-off. We also took this opportunity to use the spreadsheet as a form of shop inventory, and decided to include basic bike info like frame size, type (road, mt, hybrid, etc), etc. and thimble numbered all of the frame hooks in the shop so we know what hook things will be hanging on.

Finally, we agreed that having volunteers strip down bikes that aren’t being actively built up would be a good way to bolster our parts inventory (or maybe just make it more “liquid”) as well as an excellent way for folks to learn how components attach to a bike without doing something potentially dangerous or (less likely) damaging.

Momoko’s Bullet-points:

• the problem is not that we are building bikes vs saving parts for customers,
• the problem is that we don’t have many resources/parts
• we are making a priority of bikes which are nearly complete

Inventory list? wooooowoo spread sheet: list of the project bikes and their status. created by amanda
lindsey likes check boxes because every one has sucky handwriting
brand name, frame size, type, number,

thimble asks. should build bikes get priority over project bikes?
if there’s a part needed for a build bikes,
if something is unclaimed, then feel free to take a part from it
honor the 1 month rule, that if you are working on a bike and you don’t do anything on it for a month,
then it can be cannibalized.

we need to get the bikes out of the shop,
striping bikes is not a bad thing to do, it’s a good way to learn and it’s also going to help with space
let’s put notes on the bikes to have them striped down.

proposal?
prioritize completion of bikes?
cannibalizing bikes is ok if it’s not someone’s project bike, or if the project is over a month old.
please date your messages on the sheets.

thimble proposes to put numbers on the hooks. which correspond to the hooks.  Thimble is to do.
everyone likes it.

Core Mechanics:
Momoko’s Bullet-points (pretty accurate narrative actually)

• who are they?
• there is no real definition besides you are a capable mechanic that is in the shop one shift a week.
• There should be a sheet of required skills for core mechanics.
• there used to be the idea of having a test, but maybe we can just trust people.
• but people who don’t know what they are doing, are often the type of people who think they know everything.
• why do we need to have core mechanics?
• it’s a safety issue, and a lot of things need to be checked off by core mechanics
• you need to be able to check off that you can do it and that you’ve also attended a skill share regarding
• who are the core:  jeremy, dylan, star michael, tobin, paul, adam

proposal: this is how you become a core mechanic.
existing core mechanics are grandfathered in.
there is a list of skills with three boxes, one says “i can do this”
the other says “i have gone to a skill share teaching this”
the third says “a core mechanic has signed off that i can do this”

skill share on thursday nights. Pass! (Simon will organize and develop basic curriculum)
but wait wait, what do we actually need to have a skill share?
parts on bikes? simon and adam will figure it out.

open to the public? (there’s a lot of discussion here)
Public attendance would potentially bring in too many people. The purpose of the proposed skill shares is to get people up to core-mechanic status.
Classes can be open if the mechanic wants to take responsibility for the shop, and
If you want to open it up to the public, it has to be proposed at a meeting before having an open class.
compromised on publicizing that volunteers can attend skill shares as a perk.

Wholesale Privileges:
came up because the bees asked to use the privilege to go on tour.
adam thinks we need to be careful about giving this privilege out.
he felt more comfortable with the idea that bike farm was sponsoring these people.
like the skill share, there needs to be a proposal posed to the group.

whole sale privilege is meant for personal use. not for resale.
there is a limit of $500 per year for qualifying volunteers.
if someone wants to go over the limit, then it has to be proposed to the group.
jeremy and adam will handle people’s limits as the buyers of the shop.
approved!

socioeconomic status:
we shouldn’t base it on the way people look,
but it’s ok to help people who let you know they have less means, or charge more to people who you know are picking over our parts.
regarding programming: it seems we want to help people with less means.
lindsey wants a no one refused for lack of funds policy. currently it’s unofficial, but someday it could become official.
there is the official, no one refused stand time for lack of funds policy: volunteer for one hour and get the rest of the day stand time for free.
lindsey wants to put women and trans night up on indie media,
to do this, she needs to say “no one refused for lack of funds” (we agreed this was fine)
new parts need to be paid for. ALWAYS!
agreed!

next weeks agenda?
how can we get more good quality parts?
board member issues?

·  whole sale privilege: how do we use it and how does it affect the community
·  relationship with bike shops/ discretion on our google group discussion?
·  to build bikes, to have more parts for people, or maybe a combination of both
·  prioritizing helping people of lower socio economic status, should we?
·  skills of mechanics (safety implications)
·  who are core mechanics, what does this mean,
·  Project Bikes – do we sell them, give them to organizations like Food not bombs, etc.  Can we do both?  Should this be the focus?  etc.
·  What should the Build Bikes program look like?  One person at a time?  Open to anyone?
·  Programming beyond open shop hours and their implications on our resources and furthering our mission.

All meetings are open to the public and all are welcome to attend. The meetings are held at 7pm at The Bike Farm!

w

“Yes indeed, a tale I will tell,

About Bike Farm and how it’s going so well.

The tale is jolly and the tale is deep

A story to keep you on the edge of your seat.

w

First did you know about Bike Farm’s job?

To stop broken bikes from causing a sob.

When a tire goes flat or a wheel is untrue

Come right on in and we’re there to help you!

w

We’ll show you the tools and teach you the skills,

When you fix your own bike it’ll give you the chills.

It is you that will actually work on your ride,

You’ll be self sufficient and all full of pride.

**

Everyone at Bike Farm is a pure volunteer,

Helping for the love of bikes, isn’t that dear?

Our shop is easy and our shop is mellow,

The perfect place for you to learn my good fellow!

**

So come, yes come, you don’t need to know about bikes,

You can learn a lot or a little; whatever your likes.

No one owns Bike Farm; this space is for you

So come use it, it’s a sweet thing to do!

**

Also this summer Bike Farm has grown,

A few new projects have suddenly been shown.

Build Bikes, English classes, we’re singing our tune,

With more good work coming up rather soon.

**

Join in, join us, see what it’s all about

Pop in for a shift or just give us a shout

If you want to help out, we won’t turn you away

Bike Farm is kicking; come don’t delay!”

What follows are the meeting notes for this past Tuesday.

Please note that there will be a SPECIAL EXTRA MEETING  this coming TUESDAY 7pm to further discuss BF direction and policies (see end of this post). Those of you who have expressed special interest in these issues are strongly encouraged to attend.

Attending

Momoko
Jeremy
Simon S
Tobin
Ralph
Shannon
Russ
Thimble
Lindsay
Eric
Stephen
Adam
JesseBruce

Build Bikes update.

Thimble and Stephen: Interviewing Bryce, she’ll be in the shop to start.

Back log of applicants should be contacted.

Simon has been telling some folks interested to buy a bike at the shop and build it up as it goes since they can raise $100 or so in the next few weeks. He hasn’t modified the price to keep things fairly even. Communication through shift summaries or otherwise encouraged.

Build bikes form in bag with project bike. We love the ziplock bags with the bikes!

Action: Simon S will contact and provide options.

Party Plans

Stephen – at cost keg from HUB, nu seasons $50 gift card. Next door art collective to host. They ask for some door donations $2 – 5 we’ll say it’s optional to BF and art collective.

Suggested donation? cup charge?

Proposal is $50 for a keg ($70), and try to recoup through donations/cup charge. PASSED.

Open party and invite your friends and make it a fun time!

SEPT. 10th is the date.

Pink Bike Program – Lindsay

What to do with project bikes example of bikes to donate.

English and bike mechanic’s skills, etc. at the day labor center.

Patrick McDade volunteers with day labor center and will promote the program. Who is he? Will be here TODAY 1pm to plan out class in Sept.

So there are options for excess of bikes to donate if not sell to look into further if needed.

Bamboo Trailers from bamboo trailers if you’re interested!
Lindsay has a bunch of bamboo trailers. Food not bombs have some wheels and such.

Let Lindsay know and you can helps and learn and build them yourself!

Simon S to contact Adam George get in contact to be the expert.

Bike swap meet?

Yard sale or swap-(chargeable)

flier college campuses…

Tentative late sept time frame. get in touch with Alex (received contact info from Simon, thanks!)

Parts buying (used)

should people buy parts and leave or..

Adam proposed: members can buy parts and take out of the shop all others have to install it in shop. JesseBruce noted he would veto this.

No vote was made, tabled for further discussion.

Discussion about Safety

We then decided to tackle at least one of the many topics that came up on the listserv regarding policies and BF direction (see below) so we had a short discussion on the safety of the bikes that we sell. Some hard examples were brought up where a bike had the completely incorrect and unsafe handlebars, so Tobin did not sell it. While this bike was checked by mechanics, this error was not noticed. So ideas about contacting the mechanics and informing them of something not safe and/or requireing actual test rides and/or further checkboxes on forms for bikes that are finished and ready for sale. Thimble has said he will make a safety check poster with the most common and most important safety considerations.

In the end we decided that there definitely needs to be more discussion on this topic and a subcommittee should be formed consisting of Tobin, Simon, Thimble, StarMichael and whoever else is greatly concerned about this issue.

And that’s it. As always please reply to this thread with any comments or clarifications and or anything I missed. And again there is a Special Meeting THIS TUESDAY to attempt to tackle these topics:

·  whole sale privilege: how do we use it and how does it affect the community
·  relationship with bike shops/ discretion on our google group discussion?
·  to build bikes, to have more parts for people, or maybe a combination of both
·  prioritizing helping people of lower socio economic status, should we?
·  safety of bikes built at bike farm/liability of bike farm if bike is later found to be unsafe.
·  skills of mechanics (safety implications)
·  who are core mechanics, what does this mean,
·  Project Bikes – do we sell them, give them to organizations like Food not bombs, etc.  Can we do both?  Should this be the focus?  etc.
·  What should the Build Bikes program look like?  One person at a time?  Open to anyone?
·  Programming beyond open shop hours and their implications on our resources and furthering our mission.

8/10/10

Attendance:

Steve
Luke
Sam
Dave
Simon
Adam
Amanda
Momoko

Shop talk:

The shop has been pretty messy lately, perhaps because we have been so busy. Please encourage members or volunteers to put away the tools they have used, and take time to tidy the shop at the end of the shift.

What’s the deal with the green and yellow bikes hanging in the front window?

They belong to someone who came in intending to trade one for parts for the other, ended up paying for his parts, but has not yet been back to pick either up. He left no contact info.

Proposal passed: give him until the end of August (1 month) to pick up the bikes, then consider them donations and give him his money back if he comes in after that.

Agenda Items:

Build Bikes (Check out email Lindsey sent out on Aug. 4) -* Lindsey*

Momo reads description and faq

Proposal passed: going to pilot the new program with 1 person–going to be need-based selection

Proposal passed: $100 to buy bottom brackets and headsets for build bikes bikes.

English Language and Bicycle Mechanic Skills Workshop at the Day Labor Center – *Lindsey*

Lindsey wants to borrow project bike (and possibly leave it at the day labor center) to help teach English and bike repair to immigrant ESL students.

Proposal passed: loan a bike and keep it at the Day Labor Center, tools to be brought back after each class, can use Bike Farm on Thursday after class to plan for next class.

Shop re-organization and cleaning day – *Adam*

Proposal passed: Thursday work nights until the shop is clean. Starting this Thursday at 7pm! There will be food (vegan, vegetarian, and otherwise)—byobeverage.

Keys for Simon, Steve, and Thimble – *Momoko*

Everybody gets keys! Yay!

Bee Hive use of shop – *Momoko*

Proposal passed: Bee Hive collective to use the shop and outside west side of the shop to do a presentation and event space late August, including projecting onto the west wall.

Proposal passed: Bee Hive collective to order wholesale parts for their tour, Momoko will organize and do the special order.

Storage space options – *Momoko*

Momoko presented some storage options—will continue to look into renting a space, getting storage from a Bike Farm member/friend, or reducing the amount of inventory in the shop.

Bike Farm media publicity – *Steve*

Steve wants to increase visibility and awareness of Bike Farm by putting more content on the website and talking to some folks. Will give more details at future meetings when he has more information.

ACTION ITEMS:

Build Bikes committee and Simon:

to come up with action plan and bike form for the build bikes pilot

ALL ARE WELCOME TO ATTEND

Meeting Agenda for Tuesday, August 10, 2010

Items from last meeting:

1. Revisit bike parts priorities
2. Calendar process defined
3. Follow up of Action Items from last meeting

New items for discussion

4. Build Bikes (Check out email Lindsey sent out on Aug. 4) – Lindsey
5. English Language and Bicycle Mechanic Skills Workshop at the Day Labor Center – Lindsey
6. Shop re-organization and cleaning day – Adam
7. Keys for Simon, Steve, and Thimble – Momoko
8. Bee Hive use of shop – Momoko
9. Storage space pptions – Momoko
10. Bike Farm media publicity – Steve

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.

ALL ARE WELCOME TO ATTEND

Here is tonight’s Agenda:

Meeting Agenda for July 27, 2010

• 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!
• 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

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?
• We should probably order some brake pads, we have none right now
• 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.
• who’s taking care of the mail – bill from pacific electric

BIKE FARM ON YELP!