EBC Space Use Policy: Difference between revisions

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


2.Effective date of the policy:
==Effective date:==
(Pending review of Executive Committee)
Upon board approval.


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


4.Philosophy:
==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.
Bike Edmonton as an organization exists to facilitate community
awareness of cycling culture. Visiting Bike Edmonton's space through an external
party's event helps to familiarize people with Bike Edmonton and may encourage them
to access its programs at a later time. Fostering relations between Bike Edmonton
and other likeminded community groups through resource sharing can also
support Bike Edmonton's ability to meet its mission. For these reasons, Bike Edmonton space
may be loaned or rented by community groups.


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.
==Policy Statement:==
At the Executive Director's discretion, Bike Edmonton space may
be loaned or rented to community groups when such use will not interfere
with the operations or reputation of Bike Edmonton. In
making this decision, the Executive Director will consider the effect the
rental will have on Bike Edmonton programs and operations; the risk Bike Edmonton is incurring
to its property, reputation, relationships and liability; legality of the
use and shared goals of the third party. The Executive Director shall set
rental procedures and conditions so as to protect the interests of Bike Edmonton,
including but not limited to liability, neighbourhood relations, and
operations.


Note:  
==Definitions:==
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.
Bike Edmonton space: Any premises owned, leased or rented by Bike Edmonton which can be
legally shared or sublet by others.
Community Group: Any person or persons wishing to use Bike Edmonton space for
anything that is not an Bike Edmonton-sanctioned program, regardless of whether the
individuals involved are members, volunteers or staff of Bike Edmonton.


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.
==Scope:==
This policy applies to all parties wishing to borrow or rent Bike Edmonton
space.


6.Definitions of key concepts or terms used in the policy:
==Scope of Permissible Exceptions:==
•“Bikeworks”: 10047 80TH Avenue
Should, due to vacation or other
•“External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
extended absence, the Executive Director not be available to decide if a
•“Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
group is permitted to use Bike Edmonton space, the President will make the decision
•“Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
in consultation with the Executive Director's delegate. In order to maintain
•“Approved Volunteer”: An established EBC Volunteer approved by the Executive Committee to oversee special events by External Organizations using the Bikeworks premises.
consistency and protect Bike Edmonton, all external parties must follow this policy.


7.Positions responsible for implementing and monitoring the policy:
==Implementation and monitoring:==
•Bikeworks Committee
The Executive Director is responsible
for implementing this policy and ensuring it is followed.
 
[[Category:policy]]

Latest revision as of 18:56, 29 May 2023

Policy Name:

Bike Edmonton Space Use Policy

Effective date:

Upon board approval.

Purpose of Policy

To develop and implement clear direction in the event an external party seeks to use any of Bike Edmonton’s premises.

Philosophy:

Bike Edmonton as an organization exists to facilitate community awareness of cycling culture. Visiting Bike Edmonton's space through an external party's event helps to familiarize people with Bike Edmonton and may encourage them to access its programs at a later time. Fostering relations between Bike Edmonton and other likeminded community groups through resource sharing can also support Bike Edmonton's ability to meet its mission. For these reasons, Bike Edmonton space may be loaned or rented by community groups.

Policy Statement:

At the Executive Director's discretion, Bike Edmonton space may be loaned or rented to community groups when such use will not interfere with the operations or reputation of Bike Edmonton. In making this decision, the Executive Director will consider the effect the rental will have on Bike Edmonton programs and operations; the risk Bike Edmonton is incurring to its property, reputation, relationships and liability; legality of the use and shared goals of the third party. The Executive Director shall set rental procedures and conditions so as to protect the interests of Bike Edmonton, including but not limited to liability, neighbourhood relations, and operations.

Definitions:

Bike Edmonton space: Any premises owned, leased or rented by Bike Edmonton which can be legally shared or sublet by others. Community Group: Any person or persons wishing to use Bike Edmonton space for anything that is not an Bike Edmonton-sanctioned program, regardless of whether the individuals involved are members, volunteers or staff of Bike Edmonton.

Scope:

This policy applies to all parties wishing to borrow or rent Bike Edmonton space.

Scope of Permissible Exceptions:

Should, due to vacation or other extended absence, the Executive Director not be available to decide if a group is permitted to use Bike Edmonton space, the President will make the decision in consultation with the Executive Director's delegate. In order to maintain consistency and protect Bike Edmonton, all external parties must follow this policy.

Implementation and monitoring:

The Executive Director is responsible for implementing this policy and ensuring it is followed.

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