Organizational CommitteeOrganizational Committee

Report-back and Report-back and RecommendationsRecommendations

IntroductionIntroduction

Over the past 3 years, Bike Pirates has Over the past 3 years, Bike Pirates has moved, expanded its hours dramatically, moved, expanded its hours dramatically, and taken on new projects.and taken on new projects.

Our organizational structure has not been Our organizational structure has not been updated to address this growth.updated to address this growth.

This has resulted in too many This has resulted in too many responsibilities and time-consuming responsibilities and time-consuming processes being placed on a small processes being placed on a small number of individuals.number of individuals.

Reasons for Formation of Reasons for Formation of CommitteeCommittee

The Organizational committee was formed The Organizational committee was formed at the last monthly meeting to consider the at the last monthly meeting to consider the limitations of the present organizational limitations of the present organizational practices of Bike Pirates practices of Bike Pirates

ANDAND

To consider alternatives which addressthose To consider alternatives which addressthose issues and improves Bike Pirates’ ability to issues and improves Bike Pirates’ ability to excel at its missionexcel at its mission

Implementation PlanImplementation Plan

The organizational structure we are The organizational structure we are proposing addresses the current proposing addresses the current problems, but requires increased problems, but requires increased participation from members of our participation from members of our community.community.

As such, we see the new structure as a goal As such, we see the new structure as a goal we will work towards, gradually introduced we will work towards, gradually introduced to existing structures in the months ahead.to existing structures in the months ahead.

Sources of ResearchSources of Research

This presentation is founded upon many This presentation is founded upon many meetings with individuals from within Bike meetings with individuals from within Bike Pirates as well as other Bicycle Initiatives. Pirates as well as other Bicycle Initiatives.

Models and literature of other co-Models and literature of other co-operatively run projects were reviewed for operatively run projects were reviewed for background information.background information.

Collectively over 45 hours of meetings and Collectively over 45 hours of meetings and collaboration occurred to create this collaboration occurred to create this proposal.proposal.

GoalsGoals To make sure Bike Pirates is run in the most To make sure Bike Pirates is run in the most

democratic way possible.democratic way possible. To ensure participation at every level is To ensure participation at every level is

accessible.accessible. Clear venues for participation are present .Clear venues for participation are present . To avoid concentration of responsibilities which To avoid concentration of responsibilities which

can lead to burn out of volunteers.can lead to burn out of volunteers. To make sure all aspects of the operation of To make sure all aspects of the operation of

Bike Pirates are looked after.Bike Pirates are looked after. To ensure transparency in: Decision Making, To ensure transparency in: Decision Making,

Finances, Politics, and Policy.Finances, Politics, and Policy.

Goals (continued) Goals (continued)

To ensure all kinds of contributions are valued To ensure all kinds of contributions are valued and acknowledged.and acknowledged.

To create an anti-oppressive environment where To create an anti-oppressive environment where all people feel able to participate and learn.all people feel able to participate and learn.

To create an environment of respect. To create an environment of respect. Reasons for how we operate are apparent and Reasons for how we operate are apparent and

clearly articulated.clearly articulated. Clear conflict resolution policies and processes.Clear conflict resolution policies and processes. To make sure volunteer energy is well spent.To make sure volunteer energy is well spent.

Obstacles Facing Decision Making Obstacles Facing Decision Making ProcessProcess

Currently at monthly meetings a vast amount Currently at monthly meetings a vast amount information is transferred among individuals. information is transferred among individuals.

This results in a lengthy discussion to get This results in a lengthy discussion to get everyone on the same page.everyone on the same page.

As an example:As an example:

A member of the public wants to propose a A member of the public wants to propose a program for Bike Pirates but has to sit through program for Bike Pirates but has to sit through hours of discussion and deliberation about hours of discussion and deliberation about garbage disposal, bike sales, parts ordering and garbage disposal, bike sales, parts ordering and various topics. various topics.

Obstacles Facing Decision Making Obstacles Facing Decision Making Process (cont.)Process (cont.)

Decision-making structure is not always Decision-making structure is not always clear.clear.

What can be decided over the list serv?What can be decided over the list serv?What can be decided by individual What can be decided by individual

Pirates?Pirates?What decisions can a keyholder make in What decisions can a keyholder make in

the course of a shift?the course of a shift?

SolutionSolution

Formation of committees would be a Formation of committees would be a suitable strategy to distribute discussion suitable strategy to distribute discussion and debate to venues outside of monthly and debate to venues outside of monthly meetings.meetings.

Committees would be split into several Committees would be split into several groups based on the operations of Bike groups based on the operations of Bike Pirates. Pirates.

PROPOSALPROPOSAL

Part I – CommitteesPart I – CommitteesPart II – Monthly Coordination MeetingsPart II – Monthly Coordination MeetingsPart III – Quarterly General MeetingsPart III – Quarterly General MeetingsPart IV – How it all fits together…Part IV – How it all fits together…

PART IPART INine Proposed CommitteesNine Proposed Committees

Volunteers and TrainingVolunteers and Training Treasury and Finance Treasury and Finance Parts and OrderingParts and Ordering Food ProgrammingFood Programming Premises and Shop OrganizationPremises and Shop Organization Social Events and FundraisingSocial Events and Fundraising Public RelationsPublic Relations Anti-Oppression and Conflict ResolutionAnti-Oppression and Conflict Resolution Mobile Shop and External ProgramsMobile Shop and External Programs

Committee Responsibilities:Committee Responsibilities:Volunteers and TrainingVolunteers and Training

Internal ProgrammingInternal ProgrammingVolunteer OrientationVolunteer OrientationSafetySafetySocial Work LiaisonSocial Work Liaison

Committee Responsibilities:Committee Responsibilities:Treasury and FinanceTreasury and Finance

BudgetingBudgetingAccounting and TaxesAccounting and TaxesVerifying bookkeepingVerifying bookkeepingExpenditure ApprovalExpenditure ApprovalPetty CashPetty CashPirate TabsPirate TabsDonation depositsDonation deposits

Parts and OrderingParts and Ordering

Relationships with SuppliersRelationships with SuppliersParts ordering and InventoryParts ordering and InventoryDonations of Bikes and PartsDonations of Bikes and Parts

Food ProgramFood Program

Food DonationsFood DonationsCoordinating VolunteersCoordinating VolunteersFood SafetyFood SafetyKitchen SpaceKitchen SpaceCreating/Maintaining Relationships with Creating/Maintaining Relationships with

FoodShare, The Stop, etc.FoodShare, The Stop, etc.

Premises & Shop OrganizationPremises & Shop Organization

Waste and RecyclingWaste and RecyclingLandlord relations and lease negotiationsLandlord relations and lease negotiationsConstructionConstructionOffice and basement organizationOffice and basement organizationOrganization of the ShopOrganization of the ShopSafetySafety

Social Events & FundraisingSocial Events & Fundraising

Planning and Coordination of Third Planning and Coordination of Third FridaysFridays

Publicity for Events (shared with PR)Publicity for Events (shared with PR)Contacting DonationsContacting DonationsGrantsGrants

Public RelationsPublic Relations

PublicityPublicityFlyeringFlyeringMedia RelationsMedia RelationsWebsiteWebsite Inter-shop LiaisonInter-shop Liaison

Anti-Oppression & Conflict Anti-Oppression & Conflict ResolutionResolution

Moving from Anti-Oppressive Commitment Moving from Anti-Oppressive Commitment to Anti-Oppressive Practice in the Shopto Anti-Oppressive Practice in the Shop

Creating and Implementing Conflict Creating and Implementing Conflict Resolution StrategyResolution Strategy

Mobile Shop & External ProgramsMobile Shop & External Programs

Pedestrian SundaysPedestrian SundaysCharlie’s FreewheelsCharlie’s FreewheelsMonarch ParkMonarch ParkMobile RepairsMobile RepairsProgramming outside of the shopProgramming outside of the shop

Other Committees Formed As Other Committees Formed As NeededNeeded

AGM PlanningAGM PlanningPolicyPolicyOther temporary or permanent committeesOther temporary or permanent committees

Structure of CommitteesStructure of Committees

Min. 3 members of CommitteeMin. 3 members of Committee1 point person/representative (to report to 1 point person/representative (to report to

monthly meeting)monthly meeting)Non-hierarchical decision makingNon-hierarchical decision making

Initial Committee TasksInitial Committee Tasks

Recruit membersRecruit membersCreate a Mission Statement defining areas Create a Mission Statement defining areas

of responsibility and organizationof responsibility and organizationDetermine Meeting ScheduleDetermine Meeting ScheduleDetermine scope of autonomy and budgetDetermine scope of autonomy and budgetSet trainings (if necessary)Set trainings (if necessary)Report Backs to Monthly MeetingReport Backs to Monthly Meeting

PART IIPART IIMonthly MeetingsMonthly Meetings

Similar to the existing monthly meetings, this is the Similar to the existing monthly meetings, this is the space where all the various aspects of Bike space where all the various aspects of Bike Pirates (represented by the committees) meet Pirates (represented by the committees) meet together with all keyholders.together with all keyholders.

This is a coordinating and administrative meeting This is a coordinating and administrative meeting where decisions are made about the regular where decisions are made about the regular and ongoing functions of Bike Pirates.and ongoing functions of Bike Pirates.

Structure of Monthly MeetingsStructure of Monthly Meetings

Open to all members of the Bike Pirates Open to all members of the Bike Pirates communitycommunity

Proposals discussed by all in attendance.Proposals discussed by all in attendance.Proposals introduced here will pass Proposals introduced here will pass with a with a

consensus of all attending key holders and consensus of all attending key holders and committee representatives.committee representatives.

Meetings may have a minimum quorum.Meetings may have a minimum quorum.

PART IIIPART IIIQuarterly MeetingsQuarterly Meetings

Like an AGM, this is a venue where the Like an AGM, this is a venue where the overall direction of Bike Pirates and its overall direction of Bike Pirates and its principles and policies are discussed and principles and policies are discussed and implemented.implemented.

Membership here is made up of every Membership here is made up of every single person who considers themselves single person who considers themselves to be involved in Bike Piratesto be involved in Bike Pirates

Could be consensus based or require a Could be consensus based or require a 2/3rds majority?2/3rds majority?

PurposePurpose

• Appointment of new keyholders and committee Appointment of new keyholders and committee point persons.point persons.

• Callouts for participation in committees and Callouts for participation in committees and projects.projects.

• Determining the political direction of Bike PiratesDetermining the political direction of Bike Pirates• Review current policy and structure (introduce, Review current policy and structure (introduce,

debate, and implement new policies)debate, and implement new policies)• Social potluck included!Social potluck included!

PART IVPART IVHow it all fits together…How it all fits together…

Monthly Meetings

QuarterlyMeetings

CommitteeMeetings

How it All Fits Together (cont)How it All Fits Together (cont)

Ten keyholder shifts (two per day)Ten keyholder shifts (two per day) Nine committee point-peopleNine committee point-people Eventual goal to have people take on no more Eventual goal to have people take on no more

than two positions of responsibility (e.g. point than two positions of responsibility (e.g. point person for one committee and keyholder on one person for one committee and keyholder on one day)day)

Keyholders and committee point people Keyholders and committee point people encouraged to participate in other committees encouraged to participate in other committees and volunteer on days when they are not the and volunteer on days when they are not the designated keyholder!designated keyholder!