Principles and Policies

All policies will be reviewed and ratified annually at the first meeting of the calendar year.

Principles

re-Cycles was founded on the principle that we should use our limited resources wisely. The true cost of driving a car should include health care costs from smog and accidents, policing and defence, damage to our environment, and other hidden costs. By using bicycles instead of cars we'll all benefit from cleaner air, safer and quieter streets, and better health.

Services are offered in both official languages wherever possible.

re-Cycles encourages the respectful treatment of all persons with whom we interact. Members are encouraged to speak out against racist, sexist or other offensive behaviour in any re-Cycles venue.

Official Name

The official name is "re-Cycles Community Bicycle Organization".

REVISED: Membership / Volunteering

As of January 2005, the membership plan and two-tiered shop rate system were abolished. This was replaced with a single rate of $5 per hour for use of the shop. Volunteer time at the shop can be exchanged for personal shop time on an hour-for-hour basis. New volunteers are requested to fill out a card providing their full name, phone number, e-mail address, mailing address, skills, volunteer interests, and the date. The reverse of this card gets a stamp for each hour of volunteering. The stamps are then crossed out by an HM as the hours get used up. Email contact with the volunteers is only for business directly related to the operations of re-Cycles.

Operations

Bike repair:

In an effort to reduce clutter in the workshop, the number of donated bicycles being repaired at any one time should equal the number of bicycle stands.

NEW: Of the four work room workstands, two should always hold donated bikes (as long as there are volunteers there to work on them), with the other two (plus spare stand) for DIY customers.

Donated bikes should be inspected as they enter the shop. Any bike deemed beyond repair should be noted as such and stripped for salvageable parts as soon as possible. Brief descriptions and serial numbers of bicycles that have been stripped must be recorded on the sheet provided. This is a legal requirement.

To ensure an acceptable level of quality control, a checklist must be used to track the completed maintenance. Mechanics must initial the appropriate place on the checklist upon completing a repair or maintenance procedure.

Head Mechanics are responsible for checking all repairs and maintenance procedures carried out on bicycles. As a final test Head Mechanics will perform a road test and sign off on completed bicycles. Details on the condition of the bike sold will be recorded on the bike repair worksheet.

Sales of bikes and service:

Payment in full is due upon purchase.

We accept cash only for bicycles and service; personal cheques are not accepted. A receipt including a description of the bicycle, price, serial number and a disclaimer will accompany all bikes sold. A record will be kept of the buyer's name, date sold, sale price and serial number.

In order to purchase a bicycle from re-Cycles, buyers must sign a disclaimer that acknowledges the bicycle is purchased "as is", that they accept any and all risks associated with riding bicycles purchased from re-Cycles, and that they are solely responsible for any damage caused or injuries suffered while riding a bicycle purchased from re-Cycles.

All re-Cycles bicycles (finished or unfinished) are sold "as is." re-Cycles does not reserve bicycles. Any bicycle purchased at re-Cycles must be removed from the premises on the day of purchase; no bicycles will be stored at re-Cycles.

At the discretion of the head mechanic, the price of a bike can be reduced within reason so that it is affordable to a customer. If the price of a bike is reduced, the mechanic must include this in their shop report so that the occurrence of price reductions can be monitored.

Returns policy:

Bikes will be exchanged or repaired within fourteen (14) days of purchase, upon presentation of a receipt, at the discretion of re-Cycles. Normally, bicycles will only be exchanged if there is major structural defect beyond repair. Bicycles will be repaired within 14 days of purchase at the discretion of re-Cycles.

Donations

Donations of bicycles and bike parts are accepted. Unfortunately we can not offer services or parts (deals) in exchange for bike donations. Occasionally though we offer a discount rate for particularly generous donations (assessed on a case-by-case basis).

Health, Safety & Environment:

The shop will operate in such a way as to minimize its impacts on the environment. The entrance to the shop is to be kept free of clutter at all times. Containers of solvents should be covered when not in use. Safety glasses and gloves are available and their use is encouraged when handling solvents or when drilling or carrying out other hazardous activities.

Workshop (general):

Any property left at the re-Cycles shop becomes the property of re-Cycles after 30 days.

New for May 2008:

Children 12 and under must be accompanied by an adult at all times in the shop. A sign will be posted on the wall to inform all users.

Bikes currently being overhauled must be sold at full price even if the overhaul is not complete. This is to stop people from buying parts off bikes being overhauled, or just buying the frame. This is to compensate for the considerable number of volunteer hours that may have already been spent on the bikes.

At the discretion of the Head Mechanics and Shop Assistants on duty, collateral (e.g. ID, wallet) may be requested from clients taking bikes out for test rides.

re-Cycles HMs/SAs will advise against building fixed gear bicycles without a proper track hub. We won't even talk about how it could be done. This is due to the danger and possible liability associated with improvised fixed gear set-ups.

Administration

Volunteer positions:

In order that re-Cycles be run effectively, the main administrative jobs of re-Cycles will be staffed by non-paid volunteers. At a minimum, volunteer staff will perform the duties of those positions as specified in their respective job descriptions. Each volunteer position has a term of one-year.

Accountability of core volunteers and policy to act on "disappearances"

Core volunteers with a "title position" must report to the core group at least once per month. This may be in the form of an email to the list, a visit to the shop, attending the monthly meeting, or contacting another core volunteer to report on their behalf to the rest of the group. If a "title position" volunteer did not attend a monthly meeting and did not report to the group prior to the meeting to indicate the status of their action items, then that person will be contacted by another core volunteer in order to obtain an update. If, after two months of trying to contact the volunteer, no success has been had, then if we have not heard back from that person within the following month, steps will be taken to make sure that the duties of the "disappeared" volunteer will be looked after.

Meetings:

NEW: Meetings are no longer held monthly, but on an As Needed basis, since most day to day aspects are dealt with on the Core Vols. listserv. When the meetings are held, the location should be chosen such that it allows maximum accessibility.

Every meeting will have a chair and a Minute taker. These positions are not permanent, but will rotate among members to increase the capacity of the membership to conduct meetings. The designated meeting chair will solicit agenda items from the membership in advance of monthly meetings, and assign a time limit for discussion based on the importance of the item.

Meeting chairs are required to keep members focused on the agreed agenda in an effort to make the best use of volunteer time. Members and the chairs are encouraged to keep meetings to two hours in length. A copy of the meeting notes will be kept in the file cabinet in the shop and are considered public information.

Quorum at meetings is 4 members.

Program tracking:

In order to provide objective evidence of the value of re-Cycles to the community, and its support of re-Cycles, Head mechanics will make note of the following in their e-mail reports:

1. revenue
2. number of people served
3. number of bicycles recycled
4. number of bicycles sold
5. number of volunteer hours
6. number of volunteer hours redeemed

These minimum reporting requirements will be tallied by the acting Secretary or a person assigned this task and the data used for evaluation purposes, funding applications, planning, etc..

For questions or comments, please contact us