Organizational Committee Report-back and Recommendations Introduction Over the past 3 years, Bike Pirates has moved, expanded its hours dramatically, and taken on new projects. Our organizational structure has not been updated to address this growth. This has resulted in too many responsibilities and time-consuming processes being placed on a small number of individuals. Reasons for Formation of Committee The Organizational committee was formed at the last monthly meeting to consider the limitations of the present organizational practices of Bike Pirates AND To consider alternatives which addressthose issues and improves Bike Pirates’ ability to excel at its mission Implementation Plan The organizational structure we are proposing addresses the current problems, but requires increased participation from members of our community. As such, we see the new structure as a goal we will work towards, gradually introduced to existing structures in the months ahead. Sources of Research This presentation is founded upon many meetings with individuals from within Bike Pirates as well as other Bicycle Initiatives. Models and literature of other cooperatively run projects were reviewed for background information. Collectively over 45 hours of meetings and collaboration occurred to create this proposal. Goals To make sure Bike Pirates is run in the most democratic way possible. To ensure participation at every level is accessible. Clear venues for participation are present . To avoid concentration of responsibilities which can lead to burn out of volunteers. To make sure all aspects of the operation of Bike Pirates are looked after. To ensure transparency in: Decision Making, Finances, Politics, and Policy. Goals (continued) To ensure all kinds of contributions are valued and acknowledged. To create an anti-oppressive environment where all people feel able to participate and learn. To create an environment of respect. Reasons for how we operate are apparent and clearly articulated. Clear conflict resolution policies and processes. To make sure volunteer energy is well spent. Obstacles Facing Decision Making Process Currently at monthly meetings a vast amount information is transferred among individuals. This results in a lengthy discussion to get everyone on the same page. As an example: A member of the public wants to propose a program for Bike Pirates but has to sit through hours of discussion and deliberation about garbage disposal, bike sales, parts ordering and various topics. Obstacles Facing Decision Making Process (cont.) Decision-making structure is not always clear. What can be decided over the list serv? What can be decided by individual Pirates? What decisions can a keyholder make in the course of a shift? Solution Formation of committees would be a suitable strategy to distribute discussion and debate to venues outside of monthly meetings. Committees would be split into several groups based on the operations of Bike Pirates. PROPOSAL Part I – Committees Part II – Monthly Coordination Meetings Part III – Quarterly General Meetings Part IV – How it all fits together… PART I Nine Proposed Committees Volunteers and Training Treasury and Finance Parts and Ordering Food Programming Premises and Shop Organization Social Events and Fundraising Public Relations Anti-Oppression and Conflict Resolution Mobile Shop and External Programs Committee Responsibilities: Volunteers and Training Internal Programming Volunteer Orientation Safety Social Work Liaison Committee Responsibilities: Treasury and Finance Budgeting Accounting and Taxes Verifying bookkeeping Expenditure Approval Petty Cash Pirate Tabs Donation deposits Parts and Ordering Relationships with Suppliers Parts ordering and Inventory Donations of Bikes and Parts Food Program Food Donations Coordinating Volunteers Food Safety Kitchen Space Creating/Maintaining Relationships with FoodShare, The Stop, etc. Premises & Shop Organization Waste and Recycling Landlord relations and lease negotiations Construction Office and basement organization Organization of the Shop Safety Social Events & Fundraising Planning and Coordination of Third Fridays Publicity for Events (shared with PR) Contacting Donations Grants Public Relations Publicity Flyering Media Relations Website Inter-shop Liaison Anti-Oppression & Conflict Resolution Moving from Anti-Oppressive Commitment to Anti-Oppressive Practice in the Shop Creating and Implementing Conflict Resolution Strategy Mobile Shop & External Programs Pedestrian Sundays Charlie’s Freewheels Monarch Park Mobile Repairs Programming outside of the shop Other Committees Formed As Needed AGM Planning Policy Other temporary or permanent committees Structure of Committees Min. 3 members of Committee 1 point person/representative (to report to monthly meeting) Non-hierarchical decision making Initial Committee Tasks Recruit members Create a Mission Statement defining areas of responsibility and organization Determine Meeting Schedule Determine scope of autonomy and budget Set trainings (if necessary) Report Backs to Monthly Meeting PART II Monthly Meetings Similar to the existing monthly meetings, this is the space where all the various aspects of Bike Pirates (represented by the committees) meet together with all keyholders. This is a coordinating and administrative meeting where decisions are made about the regular and ongoing functions of Bike Pirates. Structure of Monthly Meetings Open to all members of the Bike Pirates community Proposals discussed by all in attendance. Proposals introduced here will pass with a consensus of all attending key holders and committee representatives. Meetings may have a minimum quorum. PART III Quarterly Meetings Like an AGM, this is a venue where the overall direction of Bike Pirates and its principles and policies are discussed and implemented. Membership here is made up of every single person who considers themselves to be involved in Bike Pirates Could be consensus based or require a 2/3rds majority? Purpose • • • • • Appointment of new keyholders and committee point persons. Callouts for participation in committees and projects. Determining the political direction of Bike Pirates Review current policy and structure (introduce, debate, and implement new policies) Social potluck included! PART IV How it all fits together… Quarterly Meetings Committee Meetings Monthly Meetings How it All Fits Together (cont) Ten keyholder shifts (two per day) Nine committee point-people Eventual goal to have people take on no more than two positions of responsibility (e.g. point person for one committee and keyholder on one day) Keyholders and committee point people encouraged to participate in other committees and volunteer on days when they are not the designated keyholder!