Meeting topics for 7/1/09
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I will not be there, so thought I'd put in my two cents now on topics that might be productive
Layout some specific positions and duties for non-mechanic staff. We've been getting more interest lately from non-mechanics looking to get involved. Might be good to have some formal tasks/postions already sketched out that we could steer them to. These could be split/combined as needed or seems appropriate. But I think we'll have more luck keeping people from drifting away after expressing interest if we can say "here's how you can help".
Volunteer Coordinator
- Maintain staff schedule
- Assist finding replacements for missed shifts (primary responsibility still goes to person who is scheduled to find replacement)
- Follow up with new volunteer applicants
- keep volunteers informed about training opportunities
Communications Coordinator
- maintain mailing list
- maintain forum access (new accounts etc.)
- send out email blasts
- assist with blog posts when needed
Accounting
- maintain account spreadsheets
- enter daily totals, track spending, etc.
front desk
- greet customers
- make sure paperwork is created for all using shop
- handle cash/checkout
Who wouldn't want to take on these exciting positions?!?!? -
looks good I'd even back it up one step further - a procedure for handling/welcoming/ following up with new prospective volunteers - even before we have a Volunteer Coordinator and even after -setting up a positive climate to welcome new comers. For starters:
Simple things like -
Introducing ourselves and remembering their names.
Noting any newcomers on the daily tally sheets
bookmark a follow up e-mail if we haven't seen them in "x" number days - goes for the regulars too (LOL)..... -
I agree - having a process is more important than just "creating" a position. But they go hand in hand. Define the responsibilities and procedures for the position and then it is there even if no one person is officially in that role. Then we have a list of tasks that need to get done by someone. And if anyone did step up to take on the role officially, we have more to guide them than just saying "please coordinate this".
Maybe start with everyone who has been "doing" the above tasks laying out their procedures so we can combine into one list for comment/improvement. Doesn't need to be a big overwhelmingly comprehensive document. But we can start building a list of policies and procedures. Mainly serves as a single place to store people's memory so there is a way to find out how something's done other than "go ask Bob..." Could start with my notes on "how to add to the mailing list" and maybe the sheet of basic policies we discussed writing last time. -
Suggest getting back to a daily volunteer sign in sheet- name. phone/e-mail , time in /out ,etc...... for a few reasons:
1) Some new folks have shown up - helped out - and then after they leave no one knows there name(s) everyone thought someone else knew them .. turns out no one does(LOL) Anyway we have no way of thanking them , following up to encourage volunteering again,add to mailing list, etc....
2) Some folks we thought we knew - nothing on file - e-mail or phone - no way to get in touch - left something behind, need to forward a message,etc.... Also applies to customers too several time items have been left behind- no way to get in touch..... so suggest we should try to get phone and or e-mail on all contacts.... -
Cinelli frame
I propose setting a "volunteer price" of 150 +/- and then randomly pick a 'winner' rather than auctioning it. That way it's not about who has more cash. With the stipulation that whoever takes it is not just going to turn around and resell. Has to be for personal project, etc. If no takers, price it at 250 and try to sell on CL and/or eBay. Might be worth a little more than that, but considering no fork and the drop out repair, 250's seems reasonable with the BB. But as you see fit... -
Cinelli Frame - clearly a discussion item. If its not about the cash why not a FREE auction based on a pool of volunteers putting in a minimum number of hours, participating in special events, new projects etc. as a positive incentive going forward to attract more participation at the Oven. This would clearly have a better positive impact and a create a wider pool for the Oven without th $150 or whatever price barrier, Just another idea - there are probably lots more - so clearly an item for wider discussion......
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yeah a free drawing is what I meant - with the requirement being an active and continuing volunteer with a minimum number of activities or shifts - actually I was thinking we should have some type of reward or 'thank you 's' anyway independent of the Cinelli to encourage more volunteers - although recently we have been getting several new volunteers just by added publicity and follow up e-mails.....
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suggested added more mundane meeting topics:
1) Daily sign in sheets -verifying e-mails/phone
2) updating calender schedules
3) updating contact lists
4) bike pricing and price changes
5) Stripping parts of compete bikes
6) Volunteer standard responsibilities a) Oven help first (to do list)- b) Work on own bike second/after......
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