Organizational Committee Organizational Committee Report-back and - - PowerPoint PPT Presentation

Organizational Committee Organizational Committee

Report-back and Report-back and Recommendations Recommendations

Introduction Introduction

 Over the past 3 years, Bike Pirates has

Over the past 3 years, Bike Pirates has moved, expanded its hours dramatically, moved, expanded its hours dramatically, and taken on new projects. and taken on new projects.

 Our organizational structure has not been

Our organizational structure has not been updated to address this growth. updated to address this growth.

 This has resulted in too many

This has resulted in too many responsibilities and time-consuming responsibilities and time-consuming processes being placed on a small processes being placed on a small number of individuals. number of individuals.

Reasons for Formation of Reasons for Formation of Committee Committee

The Organizational committee was formed The Organizational committee was formed at the last monthly meeting to consider the at the last monthly meeting to consider the limitations of the present organizational limitations of the present organizational practices of Bike Pirates practices of Bike Pirates AND AND To consider alternatives which addressthose To consider alternatives which addressthose issues and improves Bike Pirates’ ability to issues and improves Bike Pirates’ ability to excel at its mission excel at its mission

Implementation Plan Implementation Plan

The organizational structure we are The organizational structure we are proposing addresses the current proposing addresses the current problems, but requires increased problems, but requires increased participation from members of our participation from members of our community. community. As such, we see the new structure as a goal As such, we see the new structure as a goal we will work towards, gradually introduced we will work towards, gradually introduced to existing structures in the months ahead. to existing structures in the months ahead.

Sources of Research Sources of Research

 This presentation is founded upon many

This presentation is founded upon many meetings with individuals from within Bike meetings with individuals from within Bike Pirates as well as other Bicycle Initiatives. Pirates as well as other Bicycle Initiatives.

 Models and literature of other co-

Models and literature of other co-

• peratively run projects were reviewed for
• peratively run projects were reviewed for

background information. background information.

 Collectively over 45 hours of meetings and

Collectively over 45 hours of meetings and collaboration occurred to create this collaboration occurred to create this proposal. proposal.

Goals Goals

 To make sure Bike Pirates is run in the most

To make sure Bike Pirates is run in the most democratic way possible. democratic way possible.

 To ensure participation at every level is

To ensure participation at every level is accessible. accessible.

 Clear venues for participation are present .

Clear venues for participation are present .

 To avoid concentration of responsibilities which

To avoid concentration of responsibilities which can lead to burn out of volunteers. can lead to burn out of volunteers.

 To make sure all aspects of the operation of

To make sure all aspects of the operation of Bike Pirates are looked after. Bike Pirates are looked after.

 To ensure transparency in: Decision Making,

To ensure transparency in: Decision Making, Finances, Politics, and Policy. Finances, Politics, and Policy.

Goals (continued) Goals (continued)

 To ensure all kinds of contributions are valued

To ensure all kinds of contributions are valued and acknowledged. and acknowledged.

 To create an anti-oppressive environment where

To create an anti-oppressive environment where all people feel able to participate and learn. all people feel able to participate and learn.

 To create an environment of respect.

To create an environment of respect.

 Reasons for how we operate are apparent and

Reasons for how we operate are apparent and clearly articulated. clearly articulated.

 Clear conflict resolution policies and processes.

Clear conflict resolution policies and processes.

 To make sure volunteer energy is well spent.

To make sure volunteer energy is well spent.

Obstacles Facing Decision Making Obstacles Facing Decision Making Process Process

 Currently at monthly meetings a vast amount

Currently at monthly meetings a vast amount information is transferred among individuals. information is transferred among individuals.

 This results in a lengthy discussion to get

This results in a lengthy discussion to get everyone on the same page. everyone on the same page.

 As an example:

As an example: A member of the public wants to propose a A member of the public wants to propose a program for Bike Pirates but has to sit through program for Bike Pirates but has to sit through hours of discussion and deliberation about hours of discussion and deliberation about garbage disposal, bike sales, parts ordering and garbage disposal, bike sales, parts ordering and various topics. various topics.

Obstacles Facing Decision Making Obstacles Facing Decision Making Process (cont.) Process (cont.)

Decision-making structure is not always Decision-making structure is not always clear. clear.

 What can be decided over the list serv?

What can be decided over the list serv?

 What can be decided by individual

What can be decided by individual Pirates? Pirates?

 What decisions can a keyholder make in

What decisions can a keyholder make in the course of a shift? the course of a shift?

Solution Solution

 Formation of committees would be a

Formation of committees would be a suitable strategy to distribute discussion suitable strategy to distribute discussion and debate to venues outside of monthly and debate to venues outside of monthly meetings. meetings.

 Committees would be split into several

Committees would be split into several groups based on the operations of Bike groups based on the operations of Bike Pirates. Pirates.

PROPOSAL PROPOSAL

 Part I – Committees

Part I – Committees

 Part II – Monthly Coordination Meetings

Part II – Monthly Coordination Meetings

 Part III – Quarterly General Meetings

Part III – Quarterly General Meetings

 Part IV – How it all fits together…

Part IV – How it all fits together…

PART I PART I Nine Proposed Committees Nine Proposed Committees

 Volunteers and Training

Volunteers and Training

 Treasury and Finance

Treasury and Finance

 Parts and Ordering

Parts and Ordering

 Food Programming

Food Programming

 Premises and Shop Organization

Premises and Shop Organization

 Social Events and Fundraising

Social Events and Fundraising

 Public Relations

Public Relations

 Anti-Oppression and Conflict Resolution

Anti-Oppression and Conflict Resolution

 Mobile Shop and External Programs

Mobile Shop and External Programs

Committee Responsibilities: Committee Responsibilities: Volunteers and Training Volunteers and Training

 Internal Programming

Internal Programming

 Volunteer Orientation

Volunteer Orientation

 Safety

Safety

 Social Work Liaison

Social Work Liaison

Committee Responsibilities: Committee Responsibilities: Treasury and Finance Treasury and Finance

 Budgeting

Budgeting

 Accounting and Taxes

Accounting and Taxes

 Verifying bookkeeping

Verifying bookkeeping

 Expenditure Approval

Expenditure Approval

 Petty Cash

Petty Cash

 Pirate Tabs

Pirate Tabs

 Donation deposits

Donation deposits

Parts and Ordering Parts and Ordering

 Relationships with Suppliers

Relationships with Suppliers

 Parts ordering and Inventory

Parts ordering and Inventory

 Donations of Bikes and Parts

Donations of Bikes and Parts

Food Program Food Program

 Food Donations

Food Donations

 Coordinating Volunteers

Coordinating Volunteers

 Food Safety

Food Safety

 Kitchen Space

Kitchen Space

 Creating/Maintaining Relationships with

Creating/Maintaining Relationships with FoodShare, The Stop, etc. FoodShare, The Stop, etc.

Premises & Shop Organization Premises & Shop Organization

 Waste and Recycling

Waste and Recycling

 Landlord relations and lease negotiations

Landlord relations and lease negotiations

 Construction

Construction

 Office and basement organization

Office and basement organization

 Organization of the Shop

Organization of the Shop

 Safety

Safety

Social Events & Fundraising Social Events & Fundraising

 Planning and Coordination of Third

Planning and Coordination of Third Fridays Fridays

 Publicity for Events (shared with PR)

Publicity for Events (shared with PR)

 Contacting Donations

Contacting Donations

 Grants

Grants

Public Relations Public Relations

 Publicity

Publicity

 Flyering

Flyering

 Media Relations

Media Relations

 Website

Website

 Inter-shop Liaison

Inter-shop Liaison

Anti-Oppression & Conflict Anti-Oppression & Conflict Resolution Resolution

 Moving from Anti-Oppressive Commitment

Moving from Anti-Oppressive Commitment to Anti-Oppressive Practice in the Shop to Anti-Oppressive Practice in the Shop

 Creating and Implementing Conflict

Creating and Implementing Conflict Resolution Strategy Resolution Strategy

Mobile Shop & External Programs Mobile Shop & External Programs

 Pedestrian Sundays

Pedestrian Sundays

 Charlie’s Freewheels

Charlie’s Freewheels

 Monarch Park

Monarch Park

 Mobile Repairs

Mobile Repairs

 Programming outside of the shop

Programming outside of the shop

Other Committees Formed As Other Committees Formed As Needed Needed

 AGM Planning

AGM Planning

 Policy

Policy

 Other temporary or permanent committees

Other temporary or permanent committees

Structure of Committees Structure of Committees

 Min. 3 members of Committee

• Min. 3 members of Committee

 1 point person/representative (to report to

1 point person/representative (to report to monthly meeting) monthly meeting)

 Non-hierarchical decision making

Non-hierarchical decision making

Initial Committee Tasks Initial Committee Tasks

 Recruit members

Recruit members

 Create a Mission Statement defining areas

Create a Mission Statement defining areas

• f responsibility and organization
• f responsibility and organization

 Determine Meeting Schedule

Determine Meeting Schedule

 Determine scope of autonomy and budget

Determine scope of autonomy and budget

 Set trainings (if necessary)

Set trainings (if necessary)

 Report Backs to Monthly Meeting

Report Backs to Monthly Meeting

PART II PART II Monthly Meetings Monthly Meetings

Similar to the existing monthly meetings, this is the Similar to the existing monthly meetings, this is the space where all the various aspects of Bike space where all the various aspects of Bike Pirates (represented by the committees) meet Pirates (represented by the committees) meet together with all keyholders. together with all keyholders. This is a coordinating and administrative meeting This is a coordinating and administrative meeting where decisions are made about the regular where decisions are made about the regular and ongoing functions of Bike Pirates. and ongoing functions of Bike Pirates.

Structure of Monthly Meetings Structure of Monthly Meetings

 Open to all members of the Bike Pirates

Open to all members of the Bike Pirates community community

 Proposals discussed by all in attendance.

Proposals discussed by all in attendance.

 Proposals introduced here will pass

Proposals introduced here will pass with a with a consensus of all attending key holders and consensus of all attending key holders and committee representatives. committee representatives.

 Meetings may have a minimum quorum.

Meetings may have a minimum quorum.

PART III PART III Quarterly Meetings Quarterly Meetings

 Like an AGM, this is a venue where the

Like an AGM, this is a venue where the

• verall direction of Bike Pirates and its
• verall direction of Bike Pirates and its

principles and policies are discussed and principles and policies are discussed and implemented. implemented.

 Membership here is made up of every

Membership here is made up of every single person who considers themselves single person who considers themselves to be involved in Bike Pirates to be involved in Bike Pirates

 Could be consensus based or require a

Could be consensus based or require a 2/3rds majority? 2/3rds majority?

Purpose Purpose

• Appointment of new keyholders and committee

Appointment of new keyholders and committee point persons. point persons.

• Callouts for participation in committees and

Callouts for participation in committees and projects. projects.

• Determining the political direction of Bike Pirates

Determining the political direction of Bike Pirates

• Review current policy and structure (introduce,

Review current policy and structure (introduce, debate, and implement new policies) debate, and implement new policies)

• Social potluck included!

Social potluck included!

PART IV PART IV How it all fits together… How it all fits together…

Monthly Meetings Quarterly Meetings Committee Meetings

How it All Fits Together (cont) How it All Fits Together (cont)

 Ten keyholder shifts (two per day)

Ten keyholder shifts (two per day)

 Nine committee point-people

Nine committee point-people

 Eventual goal to have people take on no more

Eventual goal to have people take on no more than two positions of responsibility (e.g. point than two positions of responsibility (e.g. point person for one committee and keyholder on one person for one committee and keyholder on one day) day)

 Keyholders and committee point people

Keyholders and committee point people encouraged to participate in other committees encouraged to participate in other committees and volunteer on days when they are not the and volunteer on days when they are not the designated keyholder! designated keyholder!