EBC Space 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