EBC Space Use Policy: Difference between revisions

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(Major rewrite (including renaming) of Bikeworks External Use Policy)
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<nowiki>Insert non-formatted text here</nowiki>1.Policy Name:  
<nowiki></nowiki> 1.Policy Name:  
Bikeworks External Use Policy
EBC Space Use Policy


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


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


4.Philosophy:
4. Philosophy: EBC as an organization exists to facilitate community
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.
awareness of cycling culture. Visiting EBC's space through an external
party's event helps to familiarize people with EBC and may encourage them
to access its programs at a later time. Fostering relations between EBC
and other likeminded community groups through resource sharing can also
support EBC's ability to meet its mission. For these reasons, EBC 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.
5. Policy Statement: At the Executive Director's discretion, EBC space may
be loaned or rented to community groups when such use will not interfere
with the operations or reputation of the Edmonton Bicycle Commuters. In
making this decision, the Executive Director will consider the effect the
rental will have on EBC programs and operations; the risk EBC 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 EBC,
including but not limited to liability, neighbourhood relations, and
operations.


Note:  
6. 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.
EBC space: Any premises owned, leased or rented by EBC which can be
legally shared or sublet by others.
Community Group: Any person or persons wishing to use EBC space for
anything that is not an EBC-sanctioned program, regardless of whether the
individuals involved are members, volunteers or staff of EBC.


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.
7. Scope: This policy applies to all parties wishing to borrow or rent EBC
space.


6.Definitions of key concepts or terms used in the policy:
8. Scope of Permissible Exceptions: Should, due to vacation or other
•“Bikeworks”: 10047 80TH Avenue
extended absence, the Executive Director not be available to decide if a
•“External Organization”: An organization or person not affiliated with EBC, however, shares a similar vision.
group is permitted to use EBC space, the President will make the decision
•“Vote”: Ideally the Executive Committee vote can be organized through email. Please refer to the ‘Email Voting Policy’.
in consultation with the Bikeworks Director. In order to maintain
•“Event Supervisor”: Either an approved EBC volunteer or EBC staff member to act as a contact person to the External Party using the space.
consistency and protect EBC, all external parties must follow this policy.
•“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:
9. Implementation and monitoring: The Executive Director is responsible
•Bikeworks Committee
for implementing this policy and ensuring it is followed.

Revision as of 21:58, 12 September 2012

1.Policy Name: EBC Space Use Policy

2. Effective date: when approved.

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

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

5. Policy Statement: At the Executive Director's discretion, EBC space may be loaned or rented to community groups when such use will not interfere with the operations or reputation of the Edmonton Bicycle Commuters. In making this decision, the Executive Director will consider the effect the rental will have on EBC programs and operations; the risk EBC 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 EBC, including but not limited to liability, neighbourhood relations, and operations.

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

7. Scope: This policy applies to all parties wishing to borrow or rent EBC space.

8. 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 EBC space, the President will make the decision in consultation with the Bikeworks Director. In order to maintain consistency and protect EBC, all external parties must follow this policy.

9. Implementation and monitoring: The Executive Director is responsible for implementing this policy and ensuring it is followed.

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