Difference between revisions of "Handbook"

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This handbook is the official source of information on how the Bike Kitchen works. Proposed revisions of this handbook must be voted on at a [[Handbook#Staff_Meetings | staff meeting]].
+
This handbook is the official source of information on how the Bike Kitchen works. [[Handbook Revisions | Proposed revisions]] of this handbook must be voted on at a [[Handbook#Staff_Meetings | staff meeting]].
  
  
−
== Mission Statement ==
+
= Mission Statement =
  
 
The Bike Kitchen teaches people of all ages and backgrounds how to repair bicycles. Through bike repair and bicycle related projects, the Bike Kitchen promotes personal development and provides leadership opportunities. Operating as a cooperative shop, we provide affordable ways to acquire and maintain a bike, offer youth programs, encourage re­use and recycling, and work with community groups to get more people on bikes.
 
The Bike Kitchen teaches people of all ages and backgrounds how to repair bicycles. Through bike repair and bicycle related projects, the Bike Kitchen promotes personal development and provides leadership opportunities. Operating as a cooperative shop, we provide affordable ways to acquire and maintain a bike, offer youth programs, encourage re­use and recycling, and work with community groups to get more people on bikes.
  
−
== Patrons ==
+
= Board of Directors =
 +
 
 +
The Bike Kitchen Board of Directors is responsible for the long-term health of the organization. Key responsibilities include:
 +
 +
* ensure fulfillment of 501(c)(3) requirements, including filing tax documents and maintaining 501(c)(3) status
 +
* long-term planning / sustainability
 +
* financial health of the organization
 +
* fundraising
 +
* public relations
 +
 
 +
See the [[Media:BK_Bylaws_Updated.DOC|Bike Kitchen Bylaws]] for the formal description of the board.  See the list of [[People | current board members]].
 +
 
 +
= Types of People You'll See at the BK =
 +
== Staff ==
 +
 
 +
=== Definition ===
 +
 
 +
A Bike Kitchen staff member is a volunteer (mechanic or otherwise) that makes at least one of the following commitments:
 +
 
 +
* Commits to volunteer during a specific three ­hour open hours shift every week.
 +
* Consistently "floats" at least 9 hours per month at open hours
 +
* Consistently takes responsibility for a specific task related to the Bike Kitchen such as [[Administrative_Clusters | cluster coordinator]], website management, membership management, etc.
 +
 
 +
=== Becoming Staff ===
 +
 
 +
To become Staff, you must:
 +
# Fulfill a [[Handbook#Definition|staff requirement]] for three months.
 +
# All Bike Kitchen communication is through the Bike Kitchen Google email listserv.  To learn how to join, click [[Information_Technology_Cluster#Staff_Email_List|here]].  Anybody is welcome to join and those who are fulfilling staff requirements are encouraged to join as early in the process as possible so they can learn how the Bike Kitchen operates.
 +
# At the end of your three month commitment, make a formal introduction and request to become staff.  Over the next two weeks, two current staff who have worked with you regularly must vouch for you.
 +
# If after two weeks you have two vouchers and no negative feedback, you become staff and can get a key to the BK.  If there is negative feedback, we will discuss it at the next [[Handbook#Staff_Meetings|staff meeting]].
 +
 
 +
=== Maintaining Staff Status ===
 +
 
 +
To remain staff, the volunteer's commitment must not be interrupted for more than two consecutive months.  If a volunteer resumes her commitment after an interruption that exceeds two months, staff benefits will resume six weeks after her staff commitment resumes.
 +
 
 +
=== Benefits ===
 +
 
 +
Bike Kitchen Staff enjoy the following '''benefits''':
 +
 
 +
* Free used parts for personal (your own, non-income-generating) projects
 +
* [[QBP Special Order Protocol|Order parts]] at cost + 15% from wholesale catalogs for personal use
 +
* Vote at [[Handbook#Staff_Meetings | Staff Meetings]]
 +
* Access to [[Staff Development Hours]]
 +
* A [[Keymasters|key]] to the shop to use it during times when the bike kitchen is closed
 +
* Attend Bike Kitchen classes for free
 +
 
 +
== Mechanics ==
 +
 
 +
Bike Kitchen Mechanics are Bike Kitchen Staff members that assist patrons with bike projects during open hours and/or teach classes.  The more mechanics we have, the more hours we can open, and the more people we can serve.
 +
 
 +
As a mechanic, you should strive to keep the tools in the hands of patrons, so they can learn by doing.  You should be open to learning yourself and prepared to ask another mechanic for help.  You should also use your discretion to make reasonable decisions in gray situations.
 +
 
 +
=== Becoming a Mechanic ===
 +
 
 +
To become a Bike Kitchen Mechanic, you should start by volunteering during open hours to get a feel for things.  Next, attend [[Staff Development Hours|Staff Development Hours]]. When you're ready, you can enter the [[Mechanic Apprentice Program]].
 +
 
 +
=== Mechanic Policies ===
  
−
Patrons visit the shop during [[Handbook#Open_Hours | open hours]], and must either be [[Handbook#Membership | members]] or pay a $5 "day use" fee.  No one is turned away for lack of funds.
+
Mechanics should follow these policies:
  
−
=== Membership ===
+
# Make the shop a welcoming space
 +
# Be respectful of fellow mechanics and patrons
 +
# Act professionally when assisting patrons
 +
# Do not engage in sexist, racist, homophobic or any sort of prejudiced behavior
 +
# Do not work on personal projects while staffing a shift
 +
# Do not consume alcohol or drugs before or during a shift you are staffing
  
−
Memberships are annual and cost $40-$80 (sliding scale: pay more if you can), though they may be earned by volunteering for six hours.  Membership provides:
+
=== Other Responsibilities ===
  
−
* access to shop and tools during open hours  
+
See the [[Opening / Closing Checklist]] page for the particular responsibilities that mechanics and staff have during open hours.
−
* 30% discount on used parts
 
−
* access to classes
 
  
−
=== Digging Rights / Earn-a-Bike ===
+
== Greeters ==
  
−
For any parts you can find to build one bike, you can purchase "digging rights" for $30 or volunteer for six hours (often called "earn-a-bike"). Guidelines:
+
During open hours, it is immensely helpful to have a greeter who welcomes people, describes how the shop operates, collects money, operates the register, and signs patrons in. Being a greeter is an excellent way to regularly contribute to the Bike Kitchen that does not require mechanical expertise.  The greeter may be a volunteer working towards a membership or digging rights, or may be fulfilling the staff requirement of volunteering consistently.
  
−
* you must be a member
+
See the [[Greeter Guide]] page for more information.
−
* includes any parts you can find to build one bike, kept track of with a 'punch sheet'
 
−
* no guarantee that the BK has all the necessary or desired parts
 
−
* a person may acquire digging rights only once per year (not once per membership)
 
  
−
It is likely that a patron will not find all of the parts that she needs to complete her bike in the Bike Kitchen parts room.  Other parts may be bought from the Bike Kitchen or from other shops / sources.
+
== Volunteers ==
  
−
=== Bike Storage ===
+
We often have a steady stream of people coming in asking to volunteer, whether to put hours towards a membership or digging rights or just to help out. Determine what their skills and interests are, and consider assigning them a task from the [[Task List]] so they can become more engaged with the shop and community.
  
−
Bike Kitchen members may store up to one "project bike" at the Bike Kitchen as long as she makes regular progress on the project. A "project bike" is a bike that a member is building from parts mostly acquired from the Bike Kitchen.  The project bike must be clearly labeled with the member's name, the phone number, and  
+
Volunteers with specific skills (i.e., web design, graphics, event organizing, fund raising, woodworking, etc.) are encouraged to contribute using those specific skills. Volunteers with quality bike mechanic experience are encouraged to become volunteer mechanics.  Regular volunteers are often needed to greet, wrench, and perform the many mundane tasks that keep the shop going.  When a volunteer commits to working consistently at the Bike Kitchen, she can become [[Handbook#Staff | staff]].
−
the date of the last day it was worked on.  Members are responsible for keeping their tags up to date.  Project bikes will be integrated into the Bike Kitchen parts room and offered to other patrons if:
 
  
−
* The project bike is not labeled properly
+
= Communication =
−
* The latest date on the tag is more than two weeks past.  In this case, the Bike Kitchen will try to reach the member by phone to warn that your project bike is going back into circulation.
 
  
−
== Staff ==
+
As an entirely volunteer­-run organization, the staff are rarely all together at the same time.  We fill this need with the following resources:
  
−
A Bike Kitchen staff member is a volunteer that makes at least one of the following commitments:
+
== This Wiki ==
  
−
* Commits to volunteer during a specific three ­hour open hours shift every week.
+
The goal of this wiki is to be a central repository of information about running the Bike Kitchen. It will be most useful if staff keep it up-to-date and add things that are missing.  See the [[Help:Contents|help page]] for how to use the wiki.
−
* Consistently "floats" at least 9 hours per month at open hours
 
−
* Consistently take responsibility for a specific task related to the Bike Kitchen such as website management, membership management, etc.
 
  
−
Prior to becoming staff, the volunteer must fulfill at least one of the above commitments for three consecutive months.  To remain staff, the volunteer's commitment must not be interrupted for more than two consecutive months.  If a volunteer resumes her commitment after an interruption that exceeds two months, staff benefits will resume six weeks after her staff commitment resumes.
+
== Staff Meetings ==
  
−
Bike Kitchen Staff enjoy the following '''benefits''':
+
[[Staff Meetings]] are usually held on the last Sunday of every other month at 7pm.  These meetings are vital to the development and success of the shop.  At the meetings, we discuss and vote on various issues related to the shop and establish the [[Volunteer_Coordination_Cluster#Staff_Schedule|shift schedule]] for the next two months.  [[Minutes]] are usually kept.
  
−
* Free used parts for personal (for your own, non-income-generating) projects
+
== Staff Email List ==
−
* [[Special Order Protocol|order parts]] at cost + 15% from wholesale catalogs for personal use
 
−
* Vote at [[Handbook#Staff_Meetings | Staff Meetings]]
 
−
* Enroll in Bike Kitchen classes free of charge
 
−
* A [[Keyholders|key]] to the shop to use it during times when the bike kitchen is closed
 
  
−
=== Mechanics ===
+
Many important discussions and policy decisions are made over the [[Information_Technology_Cluster#Staff_Email_List | staff email list]]. It is crucial that staff read email on the list and stay up-to-date.
  
−
Bike Kitchen Mechanics are Bike Kitchen Staff members that assist patrons with bike projects during open hours and / or teach classes.  The more mechanics we have, the more hours we can open, and the more people we can serve.
+
== Work Nights ==
  
−
==== Becoming a Mechanic ====
+
Work nights are held on the last Sunday of every other month--that is, staff meetings and work nights alternate in the calendar. These meetings are where we do major cleaning and organization, work on larger projects within the shop, and share ideas. Along with the mailing list and the staff meetings, the work nights are a time when mechanics from all the shifts can see one another. Also, they're a lot of fun.
  
−
To become a Bike Kitchen Mechanic, you should start by volunteering during open hours to get a feel for things.  When you're ready, you can enter the [[Mechanic Apprentice Program]].
+
= People Who Use the BK =
  
−
==== Mechanic Responsibilities ====
+
== Patrons ==
  
−
As a mechanic, please keep the following points in mind while assisting patrons:
+
Patrons visit the shop during [[Handbook#Open_Hours | open hours]], and must either be [[Handbook#Membership | members]] or pay a $6 "day use" fee.  No one is turned away for lack of funds.
  
−
* '''Be open to teaching.'''  Strive to keep the tools in the hands of the patron, not in your hands.  Unlike a traditional shop, the Bike Kitchen's purpose is to empower patrons to fix their own bicycles.
+
== Membership ==
−
* '''Be open to learning.'''  If you don't know how to diagnose or repair a problem, are unsure in your diagnosis, or have never performed the necessary repair before, ask another mechanic for help.  No mechanic is expected to be omnipotent.
 
−
* '''Use your discretion.'''  As a mechanic knowledgeable of Bike Kitchen operations, you are permitted to adjust prices on used parts depending on their quality, to adjust day use fees, to delegate tasks to capable volunteers, and to award hours to volunteers for their work.
 
−
* '''Wear an apron and name tag during open hours.'''  This makes it clear to others that you are a mechanic and available to help.
 
  
−
See the [[Opening / Closing Checklist]] page for those logistics.
+
Memberships are annual and cost $40-$80 (sliding scale: pay more if you can), though they may be earned by volunteering for six hours. Youth age 18 and under get free membership.  Membership provides:
  
−
=== Communication ===
+
* access to shop and tools during open hours
 +
* 30% discount on used parts
 +
* access to classes
  
−
As an entirely volunteer­-run organization, the staff are rarely all together at the same time.  To fill this need, we have staff meetings and an email list.
+
== Digging Rights / Earn-a-Bike ==
  
−
==== Staff Meetings ====
+
For any parts you can find to build one bike, you can purchase "digging rights" for $30 or volunteer for six hours (often called "earn-a-bike").  Guidelines:
  
−
Staff Meetings (aka Mechanics' Meetings) are held on the last Sunday of every other month, usually at 7pm.  These meetings are vital to the development and success of the shop.  At the meetings, we discuss and vote on various issues related to the shop.
+
* you must be a member
 +
* includes any parts you can find to build one bike, kept track of with a 'punch sheet'
 +
* no guarantee that the BK has all the necessary or desired parts
 +
* a person may acquire digging rights only once per year (not once per membership)
  
−
==== Staff Email List ====
+
It is likely that a patron will not find all of the parts that she needs to complete her bike in the Bike Kitchen parts room.  Other parts may be bought from the Bike Kitchen or from other shops / sources.
  
−
The [http://groups.yahoo.com/group/bikekitchen/ Bike Kitchen Yahoo Groups page] administers the staff email list.  You can view / search the list archives through the groups page, and you can subscribe to the list through the groups page or by emailing [mailto:bikekitchen@yahoogroups.com bikekitchen@yahoogroups.com].
+
= Some Shop Rules =
  
−
It is crucial that email on the list be read.  Decisions and policy are made over email, and it is a staff member's responsibility to be up-to--date.
+
== Bike Storage ==
  
−
All staff should be on the mailing list to keep up-to-date on announcements and discussion. Anyone, not just staff, may be on the mailing list.
+
Bike Kitchen members may store up to one "project bike" at the Bike Kitchen as long as she makes regular progress on the project.  A "project bike" is one that a member is building from parts mostly acquired from the Bike Kitchen. It must be clearly labeled with the member's name, the phone number, and the date of the last day it was worked on.  Project bikes [[Recirculating_Project_Bikes|will be reclaimed]] if they are not properly labeled or the latest date is more than two weeks past (in which case the Bike Kitchen will try to reach the patron by phone).
  
−
Before emailing the list, ask yourself three questions:
+
== Cutting Tools ==
  
−
# '''Is my message relevant to only one or a handful of people?''' - if so, email them directly.
+
There is an extra $5 charge for using one of our cutting tools (eg. bottom bracket tap, facing tool, fork thread cutter). These tools are expensive and need to be sharpened / repaired / replaced over time.
−
# '''Should I use a subject prefix?''' - if your message addresses a specific topic. A few recommended prefixes are:
 
−
#* ATTN = Attention, use this only if everyone should read your message - <small>ATTN: Shop closed Tues for election</small>
 
−
#* ED = Education, related to classes - <small>ED: Please comment on tune-up class curriculum changes</small>
 
−
#* WEB = Pertaining the the www.bikekitchen.org web site - <small>WEB: please post the fundraising party info</small>
 
−
#* OT = Off Topic, use this for emails not related to running the BK - <small>OT: anyone have a good herbal remedy for saddle sores?</small>
 
−
# '''Am I being constructive?''' - Negative reviews are helpful for avoiding poor experiences but not nearly so as alternative suggestions.
 
  
 
== Parts ==
 
== Parts ==
Line 109: Line 153:
 
* the new part will let us reuse parts that are incomplete and the used part cannot be easily found at the shop (such as a barrel adjuster)
 
* the new part will let us reuse parts that are incomplete and the used part cannot be easily found at the shop (such as a barrel adjuster)
  
−
New parts are of basic but durable quality. The goal of stocking new parts is to encourage people to reuse the parts that we already have at the bike kitchen, and to ensure a positive experience for members. Like used parts, new parts are sold only to people who use them at the Bike Kitchen. Along with stocking new parts, we can make a better effort to get parts donations from local shops and members.
+
New parts are of basic but durable quality. The goal of stocking new parts is to encourage people to reuse the parts that we already have at the bike kitchen, and to ensure a positive experience for members. Like used parts, new parts are sold only to people who use them at the Bike Kitchen.
  
 
See the [[Minimal Inventory]] page for basic parts we should keep on hand.
 
See the [[Minimal Inventory]] page for basic parts we should keep on hand.
Line 115: Line 159:
 
=== Special Ordering Parts ===
 
=== Special Ordering Parts ===
  
−
See the [[Special Order Protocol]] page.
+
See the [[QBP Special Order Protocol]] page.
  
 
=== Used Parts ===
 
=== Used Parts ===
  
−
No part leaves the shop unless it is on a bike.  We are not trying to supply the universe with used parts; we're helping people build and repair bikes.
+
Prices are always subject to the discretion of the mechanics on duty. The price list near the cash register offers a guide of prices which reflects the range in quality of used parts. Mechanics should offer a ~30% reduction on prices for members.
  
−
Prices are always subject to the discretion of the mechanics on duty.  The price list near the cash register offers a guide of prices which reflects the range in quality of used parts.  Mechanics should offer a ~30% reduction on prices for members.
+
'''No part leaves the shop unless it is on a bike.''' We are not trying to supply the universe with used parts; we're helping people build and repair bikes.
−
 
 
−
== Handling Money ==
 
−
 
 
−
=== Receipts ===
 
−
 
 
−
'''In all cases....'''
 
−
* If you can't tell from the receipt, write down what it was for. Also say what 'department' it's for - shop supplies, fundraising, etc
 
−
* If you can't read the dollar amount, write that down too.
 
 
   
 
   
−
'''If you took cash out of the register....'''
+
'''No BK frame leaves the shop.''' All BK frames are for EAB/digging rights projects and should be built up as complete bikes before leaving the shop. A frame or partial bike that is walking out the door should throw up a red warning flag -- please confirm that the patron brought in the frame that they are leaving with.
−
* Put the reciept and the change in the register.  
 
−
 
−
'''If you need to get reimbursed....'''
 
−
* Write your name and that you need to get reimbursed on the receipt.
 
−
* Put the receipt in the Accounting In Box folder.
 
−
 
−
'''If you used a BK card....'''
 
−
* Write that you used a BK card on the receipt.
 
−
* Put the receipt in the Accounting In Box folder.
 
  
−
For other financial-related information, see the [[Financial Cluster]] page.
+
=== Trades ===
  
−
=== Cash Register / Money ===
+
It is the Bike Kitchen's policy not to trade parts because:
  
−
[[User:Ledlie|Ledlie]]: This section needs to be written
+
* it can drain our stock of useful parts for our patrons
 +
* we could be accepting stolen parts in exchange for legitimate parts
 +
* it can eat into our used part sales, a portion of our income
  
−
For the time being, see the posting next to the cash register in the shop.
+
== Handling Money ==
−
 
 
−
== Greeters ==
 
−
 
 
−
During open hours, it is immensely helpful to have a greeter who welcomes people, describes how the shop operates, collects money, operates the register, and signs patrons in. Being a greeter is an excellent way to regularly contribute to the Bike Kitchen that does not require mechanical expertise.  The greeter may be a volunteer working towards a membership or digging rights, or may be fulfilling the staff requirement of volunteering consistently.
 
  
−
== Volunteers ==
+
Please see the [[Financial_Cluster#Specific_Protocols | Specific Financial Protocols section]]
−
 
 
−
We often have a steady stream of people coming in asking to volunteer, whether to put hours towards a membership or digging rights or just to help out. Determine what their skills and interests are, and consider assigning them a task from the [[Task List]] so they can become more engaged with the shop and community.
 
−
 
 
−
Volunteers with specific skills (i.e., web design, graphics, event organizing, fund raising, woodworking, etc.) are encouraged to contribute using those specific skills. Volunteers with quality bike mechanic experience are encouraged to become volunteer mechanics.  Regular volunteers are often needed to greet, wrench, and perform the many mundane tasks that keep the shop going.  When a volunteer commits to working consistently at the Bike Kitchen, she can become [[Handbook#Staff | staff]].
 
  
 
== Classes ==
 
== Classes ==
  
−
The Bike Kitchen usually holds a monthly class of some kind, often of one of the following types (though we encourage new classes):
+
The Bike Kitchen usually holds a monthly class on how to fix your bike.  They are an important part of the Bike Kitchen's mission and income. See the [[Education Cluster]] page for more information.
−
 
 
−
*[[Tuneup Class|Tune Up]]
 
−
*[[Rolling Repair|Rolling Repair]]
 
−
*[[Wheel Building|Wheel Building]]
 
−
 
 
−
See the [[Classes]] page for more information.
 
  
 
== Open Hours ==
 
== Open Hours ==
Line 174: Line 189:
 
See the [[Volunteer_Coordination_Cluster#Staff_Schedule | staff schedule]] for the current open hours, which are reevaluated at each [[Handbook#Staff_Meetings | staff meeting]].  Each open hour shift must have a shift leader, at least two supporting mechanics, and a committed greeter.  New open hour shifts can be launched if the shop is available and these roles are filled.
 
See the [[Volunteer_Coordination_Cluster#Staff_Schedule | staff schedule]] for the current open hours, which are reevaluated at each [[Handbook#Staff_Meetings | staff meeting]].  Each open hour shift must have a shift leader, at least two supporting mechanics, and a committed greeter.  New open hour shifts can be launched if the shop is available and these roles are filled.
  
−
=== WTF Night ===
+
== WTF Night ==
−
Women, trans/genderqueer, femmes (WTF) night is geared towards patrons who have had gender be a barrier to learning mechanics or do not feel as comfortable around the somewhat male-dominated atmosphere of the shop during regular hours. See the [[Volunteer_Coordination_Cluster#Staff_Schedule | staff schedule]] for the current WTF hours.
+
 
 +
WTF night is a safe and supportive night that strives to primarily serve people who identify as female or transgender. See the [[WTF_Night | WTF Night page]] for more information.
  
 
== Past Handbook Versions ==
 
== Past Handbook Versions ==
Line 181: Line 197:
 
Here are past versions of this Handbook:
 
Here are past versions of this Handbook:
  
−
{| border="1" style="text-align:center"
+
{|class="wikitable" style="text-align:center"
 
|-
 
|-
 
! Title !! Date !! Download
 
! Title !! Date !! Download

Latest revision as of 17:21, 15 January 2018

This handbook is the official source of information on how the Bike Kitchen works. Proposed revisions of this handbook must be voted on at a staff meeting.


Mission Statement

The Bike Kitchen teaches people of all ages and backgrounds how to repair bicycles. Through bike repair and bicycle related projects, the Bike Kitchen promotes personal development and provides leadership opportunities. Operating as a cooperative shop, we provide affordable ways to acquire and maintain a bike, offer youth programs, encourage re­use and recycling, and work with community groups to get more people on bikes.

Board of Directors

The Bike Kitchen Board of Directors is responsible for the long-term health of the organization. Key responsibilities include:

  • ensure fulfillment of 501(c)(3) requirements, including filing tax documents and maintaining 501(c)(3) status
  • long-term planning / sustainability
  • financial health of the organization
  • fundraising
  • public relations

See the Bike Kitchen Bylaws for the formal description of the board. See the list of current board members.

Types of People You'll See at the BK

Staff

Definition

A Bike Kitchen staff member is a volunteer (mechanic or otherwise) that makes at least one of the following commitments:

  • Commits to volunteer during a specific three ­hour open hours shift every week.
  • Consistently "floats" at least 9 hours per month at open hours
  • Consistently takes responsibility for a specific task related to the Bike Kitchen such as cluster coordinator, website management, membership management, etc.

Becoming Staff

To become Staff, you must:

  1. Fulfill a staff requirement for three months.
  2. All Bike Kitchen communication is through the Bike Kitchen Google email listserv. To learn how to join, click here. Anybody is welcome to join and those who are fulfilling staff requirements are encouraged to join as early in the process as possible so they can learn how the Bike Kitchen operates.
  3. At the end of your three month commitment, make a formal introduction and request to become staff. Over the next two weeks, two current staff who have worked with you regularly must vouch for you.
  4. If after two weeks you have two vouchers and no negative feedback, you become staff and can get a key to the BK. If there is negative feedback, we will discuss it at the next staff meeting.

Maintaining Staff Status

To remain staff, the volunteer's commitment must not be interrupted for more than two consecutive months. If a volunteer resumes her commitment after an interruption that exceeds two months, staff benefits will resume six weeks after her staff commitment resumes.

Benefits

Bike Kitchen Staff enjoy the following benefits:

  • Free used parts for personal (your own, non-income-generating) projects
  • Order parts at cost + 15% from wholesale catalogs for personal use
  • Vote at Staff Meetings
  • Access to Staff Development Hours
  • A key to the shop to use it during times when the bike kitchen is closed
  • Attend Bike Kitchen classes for free

Mechanics

Bike Kitchen Mechanics are Bike Kitchen Staff members that assist patrons with bike projects during open hours and/or teach classes. The more mechanics we have, the more hours we can open, and the more people we can serve.

As a mechanic, you should strive to keep the tools in the hands of patrons, so they can learn by doing. You should be open to learning yourself and prepared to ask another mechanic for help. You should also use your discretion to make reasonable decisions in gray situations.

Becoming a Mechanic

To become a Bike Kitchen Mechanic, you should start by volunteering during open hours to get a feel for things. Next, attend Staff Development Hours. When you're ready, you can enter the Mechanic Apprentice Program.

Mechanic Policies

Mechanics should follow these policies:

  1. Make the shop a welcoming space
  2. Be respectful of fellow mechanics and patrons
  3. Act professionally when assisting patrons
  4. Do not engage in sexist, racist, homophobic or any sort of prejudiced behavior
  5. Do not work on personal projects while staffing a shift
  6. Do not consume alcohol or drugs before or during a shift you are staffing

Other Responsibilities

See the Opening / Closing Checklist page for the particular responsibilities that mechanics and staff have during open hours.

Greeters

During open hours, it is immensely helpful to have a greeter who welcomes people, describes how the shop operates, collects money, operates the register, and signs patrons in. Being a greeter is an excellent way to regularly contribute to the Bike Kitchen that does not require mechanical expertise. The greeter may be a volunteer working towards a membership or digging rights, or may be fulfilling the staff requirement of volunteering consistently.

See the Greeter Guide page for more information.

Volunteers

We often have a steady stream of people coming in asking to volunteer, whether to put hours towards a membership or digging rights or just to help out. Determine what their skills and interests are, and consider assigning them a task from the Task List so they can become more engaged with the shop and community.

Volunteers with specific skills (i.e., web design, graphics, event organizing, fund raising, woodworking, etc.) are encouraged to contribute using those specific skills. Volunteers with quality bike mechanic experience are encouraged to become volunteer mechanics. Regular volunteers are often needed to greet, wrench, and perform the many mundane tasks that keep the shop going. When a volunteer commits to working consistently at the Bike Kitchen, she can become staff.

Communication

As an entirely volunteer­-run organization, the staff are rarely all together at the same time. We fill this need with the following resources:

This Wiki

The goal of this wiki is to be a central repository of information about running the Bike Kitchen. It will be most useful if staff keep it up-to-date and add things that are missing. See the help page for how to use the wiki.

Staff Meetings

Staff Meetings are usually held on the last Sunday of every other month at 7pm. These meetings are vital to the development and success of the shop. At the meetings, we discuss and vote on various issues related to the shop and establish the shift schedule for the next two months. Minutes are usually kept.

Staff Email List

Many important discussions and policy decisions are made over the staff email list. It is crucial that staff read email on the list and stay up-to-date.

Work Nights

Work nights are held on the last Sunday of every other month--that is, staff meetings and work nights alternate in the calendar. These meetings are where we do major cleaning and organization, work on larger projects within the shop, and share ideas. Along with the mailing list and the staff meetings, the work nights are a time when mechanics from all the shifts can see one another. Also, they're a lot of fun.

People Who Use the BK

Patrons

Patrons visit the shop during open hours, and must either be members or pay a $6 "day use" fee. No one is turned away for lack of funds.

Membership

Memberships are annual and cost $40-$80 (sliding scale: pay more if you can), though they may be earned by volunteering for six hours. Youth age 18 and under get free membership. Membership provides:

  • access to shop and tools during open hours
  • 30% discount on used parts
  • access to classes

Digging Rights / Earn-a-Bike

For any parts you can find to build one bike, you can purchase "digging rights" for $30 or volunteer for six hours (often called "earn-a-bike"). Guidelines:

  • you must be a member
  • includes any parts you can find to build one bike, kept track of with a 'punch sheet'
  • no guarantee that the BK has all the necessary or desired parts
  • a person may acquire digging rights only once per year (not once per membership)

It is likely that a patron will not find all of the parts that she needs to complete her bike in the Bike Kitchen parts room. Other parts may be bought from the Bike Kitchen or from other shops / sources.

Some Shop Rules

Bike Storage

Bike Kitchen members may store up to one "project bike" at the Bike Kitchen as long as she makes regular progress on the project. A "project bike" is one that a member is building from parts mostly acquired from the Bike Kitchen. It must be clearly labeled with the member's name, the phone number, and the date of the last day it was worked on. Project bikes will be reclaimed if they are not properly labeled or the latest date is more than two weeks past (in which case the Bike Kitchen will try to reach the patron by phone).

Cutting Tools

There is an extra $5 charge for using one of our cutting tools (eg. bottom bracket tap, facing tool, fork thread cutter). These tools are expensive and need to be sharpened / repaired / replaced over time.

Parts

Stocking New Parts

The Bike Kitchen stocks new parts when:

  • members frequently have to leave the shop to buy parts to complete projects they are working on at the bike kitchen (such as seat binder bolts)
  • the new part will let us reuse parts that are incomplete and the used part cannot be easily found at the shop (such as a barrel adjuster)

New parts are of basic but durable quality. The goal of stocking new parts is to encourage people to reuse the parts that we already have at the bike kitchen, and to ensure a positive experience for members. Like used parts, new parts are sold only to people who use them at the Bike Kitchen.

See the Minimal Inventory page for basic parts we should keep on hand.

Special Ordering Parts

See the QBP Special Order Protocol page.

Used Parts

Prices are always subject to the discretion of the mechanics on duty. The price list near the cash register offers a guide of prices which reflects the range in quality of used parts. Mechanics should offer a ~30% reduction on prices for members.

No part leaves the shop unless it is on a bike. We are not trying to supply the universe with used parts; we're helping people build and repair bikes.

No BK frame leaves the shop. All BK frames are for EAB/digging rights projects and should be built up as complete bikes before leaving the shop. A frame or partial bike that is walking out the door should throw up a red warning flag -- please confirm that the patron brought in the frame that they are leaving with.

Trades

It is the Bike Kitchen's policy not to trade parts because:

  • it can drain our stock of useful parts for our patrons
  • we could be accepting stolen parts in exchange for legitimate parts
  • it can eat into our used part sales, a portion of our income

Handling Money

Please see the Specific Financial Protocols section

Classes

The Bike Kitchen usually holds a monthly class on how to fix your bike. They are an important part of the Bike Kitchen's mission and income. See the Education Cluster page for more information.

Open Hours

See the staff schedule for the current open hours, which are reevaluated at each staff meeting. Each open hour shift must have a shift leader, at least two supporting mechanics, and a committed greeter. New open hour shifts can be launched if the shop is available and these roles are filled.

WTF Night

WTF night is a safe and supportive night that strives to primarily serve people who identify as female or transgender. See the WTF Night page for more information.

Past Handbook Versions

Here are past versions of this Handbook:

Title Date Download
BK Handbook Draft 02 21 March 2007 pdf doc odt
BK Handbook Draft 01 28 January 2007 pdf doc odt
BK Handbook Draft 00 pdf doc odt
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