Bike Edmonton - User contributions [en]

EBC Space Use Policy

2011-03-22T15:59:50Z

Derek P:

<nowiki>Insert non-formatted text here</nowiki>1.Policy Name:
Bikeworks External Use Policy

2.Effective date of the policy:
(Pending review of Executive Committee)

3.Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4.Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5.Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.

Note:
1)Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.

2)A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6.Definitions of key concepts or terms used in the policy:
•“Bikeworks”: 10047 80TH Avenue
•“External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
•“Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
•“Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
•“Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7.Positions responsible for implementing and monitoring the policy:
•Bikeworks Committee

EBC Space Use Policy

2011-03-22T15:58:38Z

Derek P:

1.Policy Name:
Bikeworks External Use Policy

2.Effective date of the policy:
(Pending review of Executive Committee)

3.Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4.Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5.Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.

Note:
1)Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.

2)A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6.Definitions of key concepts or terms used in the policy:
•“Bikeworks”: 10047 80TH Avenue
•“External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
•“Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
•“Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
•“Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7.Positions responsible for implementing and monitoring the policy:
•Bikeworks Committee

Policies

2011-03-22T15:57:19Z

Derek P: /* BikeWorks */

EBC Space Use Policy

2011-03-22T15:56:38Z

Derek P: draft policy

1. Policy Name:
Bikeworks External Use Policy

2. Effective date of the policy:
(Pending review of Executive Committee)

3. Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4. Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5. Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.
Note:
1) Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.
2) A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6. Definitions of key concepts or terms used in the policy:
• “Bikeworks”: 10047 80TH Avenue
• “External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
• “Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
• “Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
• “Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7. Positions responsible for implementing and monitoring the policy:
• Bikeworks Committee

Policies

2011-03-22T15:54:05Z

Derek P: /* Bikeworks External Use Policy */

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===

===BikeWorks===

*[[Bikeworks External Use Policy]]

1. Policy Name:
Bikeworks External Use Policy

2. Effective date of the policy:
(Pending review of Executive Committee)

3. Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4. Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5. Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.
Note:
1) Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.
2) A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6. Definitions of key concepts or terms used in the policy:
• “Bikeworks”: 10047 80TH Avenue
• “External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
• “Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
• “Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
• “Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7. Positions responsible for implementing and monitoring the policy:
• Bikeworks Committee

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]

===Operational Policies===

====Administration====
====Employment====

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Policies

2011-03-22T15:52:42Z

Derek P: /* BikeWorks */

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===

===BikeWorks===

===Bikeworks External Use Policy===

1. Policy Name:
Bikeworks External Use Policy

2. Effective date of the policy:
(Pending review of Executive Committee)

3. Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4. Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5. Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.
Note:
1) Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.
2) A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6. Definitions of key concepts or terms used in the policy:
• “Bikeworks”: 10047 80TH Avenue
• “External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
• “Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
• “Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
• “Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7. Positions responsible for implementing and monitoring the policy:
• Bikeworks Committee

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]

===Operational Policies===

====Administration====
====Employment====

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Policies

2011-03-22T15:52:03Z

Derek P: /* BikeWorks */ /*Bikeworks External Use Policy*/

[[Policy Template]]

==Operational Policies==
===Administration===
*[[Policy Content Policy]]
*[[Policy Procedure Policy]]
*[[Official Spokesperson Policy]]
*[[Document Storage Policy]]
*[[Incident Reporting Log Policy]]

===Membership===
*[[Membership Fees Policy]]

===Employment===

===BikeWorks===

Bikeworks External Use Policy:

1. Policy Name:
Bikeworks External Use Policy

2. Effective date of the policy:
(Pending review of Executive Committee)

3. Purpose of Policy:
To develop and implement clear direction in the event an external party seeks to use EBC’s premises, namely, Bikeworks.

4. Philosophy:
EBC as an organization exists to facilitate community awareness of cycling culture; to this end it would seem appropriate that should an external organization with a similar vision to EBC, (such as Edmonton Bike Polo) seek to use our premise, we should accommodate that request as it aligns with our purpose.

5. Policy Statement: Upon receiving a request for use of EBC’s premises, Bikeworks*, the Executive Committee will be required to vote* as to whether permission should be granted to the External Organization* seeking to use the space. Once an external organization has been approved by the EBC Executive Committee a damage deposit of $200 cheque (made payable to the Edmonton Bicycle Commuters) will be secured from the party seeking to use the premise. There will be fee imposed for the use of Bikeworks. The money held in the damage deposit will be used to remedy any damage done the premise, or to reimburse an EBC staff member to supervise the event. Prior to requesting an EBC paid staff member be present, EBC will attempt to fill the Event Supervisor* role with an Approved Volunteer*. If an appropriate volunteer event supervisor cannot be secured then an EBC paid staff will be required. Staff reimbursement will be calculated at $15.00/hour.
Note:
1) Once an External Organization or an Approved Volunteer has been approved by means of an Executive Committee Vote, it is not required to re-approve the External Organization or the Volunteer for future events.
2) A site inspection/walk through will be conducted prior to the event in which the External Organization will be using the premise. The site inspection will require that a representative from the External Organization as well as the Event Supervisor are both present.

6. Definitions of key concepts or terms used in the policy:
• “Bikeworks”: 10047 80TH Avenue
• “External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
• “Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
• “Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
• “Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.

7. Positions responsible for implementing and monitoring the policy:
• Bikeworks Committee

===Financial Management===

==Political Policies==

==Policies Under Development==
Policies under development are being worked on by board and committee members, but have not yet been approved. Feel free to update policies in this category, and discuss what you'd like to see on the discussion page. In the absense of an official policies, some of these drafts are being used as de facto policies, so if there's something you don't like, please bring it up before we make it official.
*[[Employee Handbook]]

===Operational Policies===

====Administration====
====Employment====

====Bikeworks====

====Financial Management====
*[[Financial Management Policy]]

===Political Policies===

Official Spokesperson Policy

2010-12-14T20:54:24Z

Derek P: adding italics to the definition "sensitive nature"

==Policy (Political): Official Spokesperson==
This [[Policies|policy]] is effective as of November 14, 2009.

==Purpose==
This policy is designed to ensure that all communications that occur on behalf of the EBC are approved by the organization.

==Philosophy==
This policy will help to promote the EBC as a single "voice" characterized by consistent, knowledgeable, fair, and professional statements. By restricting communication privileges to specific individuals, the EBC will ensure that all statements are made by a person with the skills and knowledge necessary to effectively communicate on the EBC's behalf. By providing effective and knowledgeable information, the EBC will better be able to achieve its goals. Conversely, this policy will restrict the potential for ineffective, inappropriate, incorrect, or misguided information being disseminated on behalf of the EBC. In doing so, the EBC will be better able to address issues of liability, which will thereby ensure the maintenance of financial security and the EBC’s good reputation in the Edmonton area.

==Policy==
#The President of the EBC's Board of Directors shall be the EBC's primary spokesperson and, when available, is responsible for making statements on behalf of the EBC, and handling media inquiries.
#The President and staff of the EBC will share responsibility in dealing with outgoing communications of a sensitive nature. This specifically includes email inquiries, however may include any medium in which the communication has been received.
#If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available.
#For anyone other than the President or the Vice-President to officially speak on behalf of the EBC, he/she must be given written permission to do so by the President, the Vice-President (in the absence of the president), or by majority board approval. The staff of EBC may delegate their responsibility to respond to communications of a sensitive nature. This permission may be revoked by the President, the Vice-President (in the absence of the president), or by majority board approval, with written notice to follow.
#Written permission to speak on behalf of the EBC must include:
#:a. The time-frame for which the spokesperson may represent the EBC (including both start and end dates).
#:b. The topic(s) on which the spokesperson is able to represent the EBC.
#:c. If applicable, the venue or event at which the spokesperson may represent the EBC.
#All written documents must be stored according to [[Document Storage Policy|''Policy (Operational): Document Storage'']].

==Definitions==
*A ''spokesperson'' is any person who issues statements on behalf of the EBC.

*A ''statement'' can include, but is not limited to: advice, concern, advocacy, intent, statistics/figures, financial information, etc..

*''sensitive nature'' will include any communication received by the EBC that requires tact; and political, cultural, age, or gender awareness in an official response from our organization.

==Scope==

This policy applies to all members of the EBC.

==Exceptions==

None.

==Implementation and Monitoring==

Official Spokesperson Policy

2010-12-14T20:52:38Z

Derek P: a quick edit in regards to outgoing communication on sensitive topics.

==Policy (Political): Official Spokesperson==
This [[Policies|policy]] is effective as of November 14, 2009.

==Purpose==
This policy is designed to ensure that all communications that occur on behalf of the EBC are approved by the organization.

==Philosophy==
This policy will help to promote the EBC as a single "voice" characterized by consistent, knowledgeable, fair, and professional statements. By restricting communication privileges to specific individuals, the EBC will ensure that all statements are made by a person with the skills and knowledge necessary to effectively communicate on the EBC's behalf. By providing effective and knowledgeable information, the EBC will better be able to achieve its goals. Conversely, this policy will restrict the potential for ineffective, inappropriate, incorrect, or misguided information being disseminated on behalf of the EBC. In doing so, the EBC will be better able to address issues of liability, which will thereby ensure the maintenance of financial security and the EBC’s good reputation in the Edmonton area.

==Policy==
#The President of the EBC's Board of Directors shall be the EBC's primary spokesperson and, when available, is responsible for making statements on behalf of the EBC, and handling media inquiries.
#The President and staff of the EBC will share responsibility in dealing with outgoing communications of a sensitive nature. This specifically includes email inquiries, however may include any medium in which the communication has been received.
#If the President is not available, the Vice-President shall assume spokesperson responsibilities until the President is once again available.
#For anyone other than the President or the Vice-President to officially speak on behalf of the EBC, he/she must be given written permission to do so by the President, the Vice-President (in the absence of the president), or by majority board approval. The staff of EBC may delegate their responsibility to respond to communications of a sensitive nature. This permission may be revoked by the President, the Vice-President (in the absence of the president), or by majority board approval, with written notice to follow.
#Written permission to speak on behalf of the EBC must include:
#:a. The time-frame for which the spokesperson may represent the EBC (including both start and end dates).
#:b. The topic(s) on which the spokesperson is able to represent the EBC.
#:c. If applicable, the venue or event at which the spokesperson may represent the EBC.
#All written documents must be stored according to [[Document Storage Policy|''Policy (Operational): Document Storage'']].

==Definitions==
*A ''spokesperson'' is any person who issues statements on behalf of the EBC.

*A ''statement'' can include, but is not limited to: advice, concern, advocacy, intent, statistics/figures, financial information, etc..

*"sensitive nature" will include any communication received by the EBC that requires tact; and political, cultural, age, or gender awareness in an official response from our organization.

==Scope==

This policy applies to all members of the EBC.

==Exceptions==

None.

==Implementation and Monitoring==