The Bicycle Tree is a member project of Social and Environmental Entrepreneurs, and we are subject to the bylaws of our parent organization. To guide our internal operations, we have drafted the bylaws below.

The Bicycle Tree’s Bylaws

Adopted Feb. 18th, 2026

Table of Contents

  • Article I - Name and Purpose

    • Section 1 - Name

    • Section 2 - Purpose

    • Section 3 – Transparency and Inclusiveness

  • Article II - Board of Directors

    • Section 1 - Fiscal Sponsorship

  • Article III - Membership

    • Section 1 - Eligibility

    • Section 2 - Membership Types

    • Section 3 - Hours Tracking

    • Section 4 - Provisional Membership

    • Section 5 - General Membership

    • Section 6 - Core Membership

    • Section 7 - Leadership Board Membership

    • Section 8 - Leave of Absence

    • Section 9 - Membership Review 

    • Section 10 - Membership Disqualification

    • Section 11 - Membership Requalification

  • Article IV - Meetings of Members

    • Section 1 - Core Member General Meetings

    • Section 2 - Leadership Board Regular Meetings

    • Section 3 - Committee Meetings

    • Section 4 - Special Meetings

    • Section 5 - Notice of Meetings

    • Section 6 - Quorum

    • Section 7 - Voting

    • Section 8 - Email Votes

    • Section 9 - Voting Issues for Core Members

    • Section 10 - Voting Issues for the Leadership Board

    • Section 11 - Conflict of Interest

  • Article V - Leadership Board

    • Section 1 - Overview

    • Section 2 - Officers

    • Section 3 - Secretary

    • Section 4 - Treasurer

    • Section 5 - Leadership Board Chair

    • Section 6 - Election, Term, and Vacancy of Leadership Board Officers

    • Section 7 - Leadership Board Members-at-Large

    • Section 8 - Election, Term, and Vacancy of Leadership Board Members-at-Large

    • Section 9 - Continuity

  • Article VI - Project Director

    • Section 1 - Overview

    • Section 2 - Voting Powers

    • Section 3 - Responsibilities

    • Section 4 - Election, Term, and Vacancy

  • Article VII - Committees

    • Section 1 - Committee Formation

    • Section 2 - Committee Decision-Making

    • Section 3 - Committee Member Responsibilities

    • Section 4 - Committee Chair Responsibilities

    • Section 5 - Committee Chair Election, Term, and Vacancy

    • Section 6 - Standing Committees

    • Section 7 - Subcommittees and Ad-Hoc Committees

  • Article VIII - Codes of Conduct

    • Section 1 - Non-discrimination

    • Section 2 - Member Code of Conduct

    • Section 3 - Dress Code

    • Section 4 - Visitor Code of Conduct

    • Section 5 - Intoxication

    • Section 6 - Supplementary Policies

  • Article IX - Disciplinary Procedure

    • Section 1 - Initiation

    • Section 2 - Private Conversation

    • Section 3 - Group Conversation

    • Section 4 - Suspension and Expulsion

    • Section 5 - Supplementary Policies

  • Article X - Amendments

    • Section 1 - Amendments Procedure

  • Certification


The Bylaws of the Bicycle Tree

Adopted February 18th, 2026


Article I – Name and Purpose 

Section 1 – Name: The name of the organization shall be the Bicycle Tree. The Bicycle Tree is a project of fiscal sponsor Social and Environmental Entrepreneurs (SEE).

Section 2 – Purpose: The Bicycle Tree is organized to equitably support bicyclists and create healthy bicycle-friendly communities through advocacy, activities, and education.  We help people maintain their own bikes, and offer classes and workshops relating to maintenance and bike safety. We also hold bike rides and bicycle-related events to build the bicycling community. The Bicycle Tree also exists to refurbish and recycle used bikes, and to provide accessible bicycle-related services for low-income individuals.

Section 3 – Transparency and Inclusiveness: The Bicycle Tree is a shared community resource; as such, it should seek to be inclusive, communicative, and transparent in its governance and decision-making. All interested active members should have a voice in discussions that affect their work at the Bicycle Tree, and consensus should be pursued for all decisions. Whatever resembles hierarchy at the Bicycle Tree should be based on relevant skill, experience, dedication, and other merits that qualify a person to be entrusted to carry out, coordinate, or supervise a task or resource. Key information about the organization, including general budgets, impact metrics, key personnel, and these bylaws are to be made available to the general public.

Article II — Board of Directors

Section 1 – Fiscal Sponsorship: The Bicycle Tree is a member project of Social and Environmental Entrepreneurs (SEE), a nonprofit public charity according to section 501(c)3 of the Internal Revenue Code. The Bicycle Tree is subject to the bylaws and policies of SEE, some of which are communicated here. The Bicycle Tree is legally a part of SEE, and is not a separate nonprofit organization. The Board of Directors of SEE is the legal Board of Directors for the Bicycle Tree. SEE is the ultimate legal possessor of property held by the Bicycle Tree. All income and expenditures of the Bicycle Tree are to be processed through SEE. The Bicycle Tree must not maintain any separate bank accounts. The Bicycle Tree is otherwise subject to all SEE policies and authority as described in our fiscal sponsorship agreement.


Article III — Membership 

Section 1 – Eligibility: Application for membership to the Bicycle Tree shall be open to anyone aged 13 years or older, in accordance with our Non-discrimination Policy (Article VIII Section 1).

Section 2 – Membership Types: There are four types of Bicycle Tree membership: Provisional Membership, General Membership, Core Membership, and Leadership Board Membership.

Section 3 – Hours Tracking: The number of hours that a person works (whether as a volunteer or paid staff) on behalf of the Bicycle Tree affects their status within the organization, as detailed below. Software and handwritten documentation may be utilized to track the number of hours that each person works, and/or hours may be attributed to any person at the discretion of the Leadership Board, the Project Director, or another authorized representative of the Leadership Board. Where monthly averages are indicated, the averages are to be calculated by averaging the hours completed during the three complete calendar months prior to the current month. Work hours are subject to the approval of the Leadership Board. Approved work hours should advance the Bicycle Tree’s mission and conform to the Bicycle Tree’s Values, Vision, and Code of Conduct. Approved tasks may include working on donated bikes, cleaning and organizing the shop, participating in meetings, serving as a ride captain for community bike rides, doing outreach, clerical work, grantseeking, event coordination, and other helpful tasks. Tasks that do not count toward approved volunteer or staff hours may include working on one’s own bike or other personal projects, shopping for items at the shop, attending Bicycle Tree parties or similar recreational activities, or participating in community bike rides in a non-supporting role.

Section 4 – Provisional Membership: All new members must undergo a period of Provisional Membership. Provisional membership is granted following completion and receipt of all the training and documentation that is required by SEE and the Bicycle Tree Leadership Board. Persons aged 13-17 must have signed permission from a parent or guardian for membership. Provisional Members must work 24 hours of their time with the Bicycle Tree within a period of six months or less before they are eligible for General Membership. Provisional Members must work 40 hours of their time within a period of two to four months before they are eligible for Core Membership.

         A Provisional Member:

·     Adheres to the Member Code of Conduct.

·     May participate in and attend the meetings of committees of which they are an approved member.

Section 5 – General Membership:

All members aged 13 years or older who have worked 24 hours with the Bicycle Tree within a period of six months or less are eligible for General Membership. General Members make substantial contributions to the Bicycle Tree, but they do not take part in the governance of the Bicycle Tree to the same extent as Core Members. However, all active members are encouraged to share their thoughts and ideas at Bicycle Tree General Meetings and as committee members.

There are no term limits for General Membership.       

         A General Member has all the rights & responsibilities of a Provisional Member, as well as the following:

·     Spends at least 12 hours per three-month period working on behalf of the Bicycle Tree in approved ways, as described in Article III Section 3.

·     Has access to free stand time (equal in quantity to time worked) when space is available, at designated times. “Stand time” is time using a repair stand, tools, and equipment at the shop. This free stand time does not necessarily include any assistance from other staff or volunteers.

·     May receive General Member discounts on purchases from the Bicycle Tree according to the current Discount Policy.

·    May be included in the General Member email list.

Section 6 – Core Membership:

         All members aged 16 years or older who have worked 40 hours of their time within a period of two to four months are eligible for Core Membership. Paid staff who meet the same participation requirements of volunteer Core Members but are monetarily compensated for their time also qualify for Core Membership, and may have the same voting rights as any other Core Member.

Core Membership is not automatically granted to members who work the requisite hours. A General Member who is eligible to be a Core Member may choose to remain a General Member. General Members may become Core Members only after being nominated by a Core Member and approved by the other Core Members, by the Leadership Board, or by a standing committee on which the prospective Core Member will serve. There are no term limits for Core Membership.       

         A Core Member has all the rights and responsibilities of a General Member, as well as the following:

·     Spends at least 10 hours per month working on behalf of the Bicycle Tree in approved ways, as described in Article III Section 3.

·     May receive Core Member discounts on purchases from the Bicycle Tree according to the current Discount Policy.

·     Must take an active interest in governance.

·     May attend Core Member meetings and cast a vote on voting issues.

·     Must participate in no less than one half of all Core Member general meetings over the course of each year.  Meeting participation is defined as any of the following: attending meetings in person, attending meetings remotely, reviewing and responding to meeting notes via email in a timely manner, or otherwise as prescribed by a vote of the Core Members.

·     May run and vote for elected Leadership Board positions.


Section 7 – Leadership Board Membership

As a project of SEE, the Bicycle Tree’s assets, employees, activities, and practices are subject to the ultimate authority of SEE’s Board of Directors. Nevertheless, the vast majority of decisions big and small are made by the Bicycle Tree’s internal governance structure. The Bicycle Tree’s Leadership Board exists as a parallel to SEE’s Board of Directors, with similar responsibilities of fiduciary oversight.

The Leadership Board is composed of Core Members who are elected by the broader pool of Core Members as described in Article V. The Leadership Board includes the Bicycle Tree’s Officers and additional members as set forth in these bylaws or otherwise determined by the Bicycle Tree’s Core Members.

A Leadership Board Member has all the rights and responsibilities of any other Core Member, as well as the following:

·     May attend Leadership Board meetings and cast a vote on voting issues.

·     Must participate in no less than one half of all Leadership Board meetings over the course of a year.  Meeting participation is defined as any of the following: attending meetings in person, attending meetings remotely, reviewing and responding to meeting notes via email in a timely manner, or otherwise as prescribed by the Leadership Board.

Section 8 – Leave of Absence: Any member may request a temporary leave of absence for a period of time not exceeding six months. Leaves of absence are granted at the discretion of the Project Director. A leave of absence grants the recipient the right to return at the end of their leave as a member of the Bicycle Tree with the same status that they had at the time of their departure. For example, a Core Member, if granted a leave of absence, may return following their absence and immediately possess full Core Member voting rights.

Section 9 – Membership Review

The Bicycle Tree shall maintain a roster of all members that is completed at least once per year and updated on an ongoing basis. The Bicycle Tree shall review the membership status of each member at least once per year and on an ongoing basis to maintain accuracy. 

Section 10 – Membership Disqualification

         To accurately employ and enforce these membership requirements and other policies of the Bicycle Tree, the Leadership Board is empowered to evaluate any member's membership status, and may reclassify or remove members who are not in compliance. The Project Director is authorized to temporarily reclassify or suspend any member's membership status pending the Leadership Board's decision.

All memberships automatically expire after six months of inactivity, not counting any approved leave of absence.

Section 11 – Membership Requalification: A member or former member who has had their role reclassified due to an insufficient quantity of approved Bicycle Tree activity may seek to have their membership status reinstated through the following expedited means:

·     A former General Member reclassified as a Provisional Member may regain General Member classification after working 8 hours within a two-month period.

·     A former Core Member reclassified as a General Member may regain Core Member status after working 20 hours within a period not exceeding two months, pending approval of the existing Core Members.


Article IV — Meetings of Members 

Section 1 – Core Member General Meetings: General Meetings of all Core Members (including the members of the Leadership Board) are to be held two to four (2-4) times per year. One of these meetings must be scheduled to coincide with finalization and ratification of our annual budget. General Meetings of Core Members are to be open to all active members, including General and Provisional Members and approved guests. Guests to these meetings must be approved by the Leadership Board Chair or the Project Director. The notes of these meetings are to be made available to all General and Core members by default and to the public upon request. These meetings are generally to be held in person, though accommodations may be made for additional virtual participation.

Section 2 – Leadership Board Regular Meetings: the Leadership Board as a whole shall meet at least six (6) times per year. Regular Leadership Board meetings are to be private to Leadership Board members and approved guests by default. Guests to these meetings must be approved by the Leadership Board Chair and the Project Director. The notes of these meetings are to be made available to all General and Core members. The Leadership Board may, at its discretion, keep the notes of certain discussions private to its members.

Section 3 – Committee Meetings: Standing Committees shall each meet at least six times per year, or as determined by the committee’s members under advisement from the Leadership Board. Subcommittees and Ad-hoc Committees shall meet at a frequency determined by their members, under advisement from the Core Members and/or the Leadership Board. Committee meetings are to be private to committee members and approved guests by default. 

Section 4 – Special Meetings: Special meetings of the Core Members or the Leadership Board may be called by a quorum of its members to discuss pressing issues, in accordance with Section 5 of this Article. 

Section 5 – Notice of Meetings: For both regular and special meetings of the Core Members or the Leadership Board, at least 48 hours’ notice must be given to all members by way of the member email list (special provisions can be made for members without email access). An agenda for the meeting must also be distributed at least 48 hours prior to the meeting by way of the member email list. Agenda submissions must be received by the author of the agenda at least 72 hours prior to the meeting.

Section 6 – Quorum: Meetings of the Core Members or the Leadership Board may proceed with any number of members, but votes may only be decided with a quorum of voting members present. A quorum shall be defined as no less than one half of voting members. If a quorum is not present, a vote may still be initiated, and votes cast, with additional votes to be collected via email, according to the procedures outlined in Article IV, Section 8 below. Even if a quorum is present, a vote regarding any issue may be delayed, for any reason, for as much as seven days from the time it is to have been voted upon if such delay is proposed by any voting member and seconded by another.

Section 7 – Voting: The Bicycle Tree shall adopt a consensus-oriented approach to all decision-making. This means that on any voting issue, the decision-making entity should seek a unanimously supported decision. If, after a genuine effort, unanimous support is not achieved, the body can make a decision with a 75% supermajority. This supermajority refers to 75% of a quorum of voting members present who choose to vote, not 75% of all voting members. Any issue may be called to a vote if a vote is initiated by any voting member and seconded by another. This policy applies to the Leadership Board, Core Members, and committees. Votes are public to the members of a voting body by default and may be made private through means agreed upon by the voting body.

Section 8 – Email Votes: Email may be used as a means of voting on issues if no Core Member or Leadership Board Member expresses disapproval regarding its application to the issue at hand. Email voting shall adhere to the following standards:

·     The nature of the vote and all necessary information relevant to the issue shall be supplied to all voting members no less than seven days prior to the vote’s scheduled conclusion.

·     Each voting member who chooses to vote will cast their vote by sending an email to the member group email list or to the Project Director clearly indicating their preference.

·     Yes/No votes will be decided according to the same standards as in-person meetings. The terms of other vote types, such as selecting from multiple options, must be presented clearly when the vote is proposed.

Section 9 – Voting Issues for Core Members: Voting issues under the purview of all Core Members shall be defined as:

·     Ratification of any changes to the Bicycle Tree’s bylaws or Mission Statement following the Leadership Board's approval of these changes. This and other ratification votes carried out by the Core Members can either occur as a regular in-person vote or via email as outlined in Section 8 of this Article.

·     Ratification of the annual budget prepared by the Leadership Board toward the end of each year for the following year.

·     Ratification of major alterations to the interior or exterior of the shop, including but not limited to changes to shop layout affecting 25% or more of floor space, major signage alterations, mural works, and wall color.

·     The nomination, election, reelection, and recall of Leadership Board members.

Section 10 – Voting Issues for the Leadership Board: Voting issues under the purview of the Leadership Board shall include:

·     Changes to the employment status, hours, or benefits of paid staff. Note that all employment decisions are ultimately subject to the authority and policies of our fiscal sponsor.

·     Acknowledging, altering, or withdrawing the membership status of Provisional Members, General Members, or Core Members.

·     Any changes to the bylaws, mission statement, vision statement, and goals statement (all changes subject to ratification by the Core Members).

·     Adoption and alteration of our policies and procedures (e.g., code of conduct, disciplinary procedure, member discount policy, volunteer handbook).

·     Preparation and approval of the annual budget prepared at the end of each year for the following year (budget subject to ratification by the Core Members). 

·     Significant alterations to our logo or website.

·     Reviewing and approving any Core Member proposals and budgeting for the types, themes, and primary content of Bicycle Tree events for staff and volunteers.

·     Approval of budgets for proposals for incoming grants exceeding $10,000.00 if budget items are not already specifically identified in the annual budget.

·     Commitments of time greater than 50 staff- and/or volunteer-hours and/or discrete purchases exceeding $5,000.00 of Bicycle Tree money if these expenditures are not accounted for in the annual budget or an approved grant budget. Purchases of multiple items exceeding $5,000.00 in total shall not require a vote if they comprise reasonable replenishment or expansion of regular inventory. If a Leadership Board Member believes that another member’s purchases may be unreasonable, the member may bring it up for discussion at a regular meeting to seek resolution or corrective action.

Section 11 – Conflict of Interest: Whenever a Core Member has a financial or personal interest in any matter coming to a vote, the Leadership Board shall ensure that:

  • The interest of such Core Member is fully disclosed to the voting body.

  • No interested Core Member may vote or lobby on the matter or be counted in determining the existence of a quorum of members at which such matter is voted upon.

  • Any transaction in which a Core Member has a financial or personal interest shall be voted upon by members of the Leadership Board who are not so interested or connected.

  • Any payments to the interested member shall be reasonable and shall not exceed fair market value.

  • The notes of meetings at which such votes are taken shall record such disclosure, abstention, and rationale for approval.


 Article V - Leadership Board

Section 1 – Overview: The Leadership Board is composed of Core Members who are each elected to the Leadership Board according to the election process described in Section 6 of this Article. The Leadership Board is composed of three to fifteen (3-15) members.

Section 2 – Officers: To ensure sufficient division of administrative and financial tasks, the Bicycle Tree’s Core Members shall elect and maintain people in the following Officer positions: Secretary, Treasurer, and Leadership Board Chair. Additional Officer positions may be designated by a vote of the Leadership Board.

Section 3 – Secretary: The Secretary is responsible for the following tasks:

  • Maintain records of the Bicycle Tree’s bylaws and policies.

  • Maintain an updated list of all active Core Members and Leadership Board Members. The secretary must make this list available to all members upon request.

  • Prepare the agenda for each meeting of the Leadership Board, and also for each General Meeting of all Core Members. The secretary is also responsible for ensuring that these agendas are submitted to all relevant members, as outlined in Section 5 of Article IV.

  • Ensure that accurate and cohesive notes are taken during meetings of the Leadership Board and General Meetings of all Core Members and distribute copies of these notes to each relevant member. These meeting notes should include the following:

    • A roll call of attendance at each meeting.

    • All topics discussed during a meeting.

    • How members voted regarding a topic of discussion.

    • Any motions by members during the meeting.

    • Any decisions that are made by the members during the meeting.

    • Any topics of discussion that have been postponed for discussion at a later date.

Section 4 – Treasurer: The Treasurer is responsible for the following tasks:

  • Serve as Chair of the Finance Committee.

  • Maintain access to records of the Bicycle Tree's income and expenditures, past and present, which includes reviewing and interpreting SEE's financial reports.

  • Prepare a balance sheet of the organization available for members to review a week before each meeting of all Core Members and the Leadership Board.

  • Prepare interpretive reports that help people understand the financial operations of the Bicycle Tree, which may include sales breakdowns, donation reports, and analysis comparing years of data.

  • Work with the Leadership Board to prepare an annual budget for the following year, to be completed according to SEE's schedule. 

  • Work with the Communications Committee to develop budget proposals for grant applications and proposed events.

  • Work with the Shop Committee to evaluate significant costs associated with major purchases or improvements, and recommend budgets based on current financial conditions.

Section 5 – Leadership Board Chair: The Leadership Board Chair is responsible for the following tasks:

  • Ensures that proper notice of each meeting is provided to all members, as outlined in Section 5 of Article IV.

  • Calls the meeting to order at the start of each meeting. The meeting chair then reviews the meeting’s agenda and presents the next topic of discussion to the present members. Upon conclusion of discussion of any topic, the meeting chair will then present the next topic of discussion to the members.

  • During a meeting, while acting as the meeting’s host, the Chair ensures that every member receives an opportunity to contribute to discussion, and ensures that the discussion stays on task and relevant to the agenda.

  • The Chair is encouraged to make suggestions to the group about when to move on to a new topic of discussion or when to postpone a topic for a future meeting as needed.

  • The Chair administers the voting process and ensures that voting procedures are adhered to.

Section 6 - Election, Term, and Vacancy of Leadership Board Officers: Application for a term in the role of one of the Bicycle Tree’s officer positions is open to any Core Member except for the Project Director, so long as that member will not hold another position as an officer at the start of the term for which that member is applying. Any person may only hold a single position as an officer unless no viable alternative is proposed.

Core Members may apply at any time to take on an officer’s role for the next term. If the officer’s position is vacant, then the decision for starting and filling the next term will take place at the next General Meeting of all Core Members, and that officer’s next term will begin immediately if elected. If the position is currently filled, then the decision for filling the next term should be made at a General Meeting before the end of the current officer’s term.

When deciding on a member to fill an officer’s role, the Core Members must agree on only one candidate to assume the position of that officer, using a basic, secret vote from among the present voting members (each vote is cast anonymously, and the candidate who receives the most votes wins). If the same member is nominated for multiple roles, then the Core Members must then decide which single role that member will fill, and then the decision process must be repeated for the other roles. Each candidate who is selected with this basic vote must then be publicly confirmed by no less than 75% of the voting members who are present (this step is unnecessary if the candidate already received 75% or more of the relevant vote). Candidates who are applying for a role as an officer may not vote in the decision-making process for filling the role for which they are applying.

Officer terms last for one year from the date of that officer’s election to the role. Any position as an officer is held until vacated at the end of the term, or due to death, resignation, reassignment, retirement, termination, or recall. Positions may be held by the same person for more than one term. An officer may be reelected by a regular vote of the Core Members if no alternative is proposed and the officer consents to renewing their term. Any officer may be recalled by no less than 75% of all Core Members.

If, at the start of a meeting of the Leadership Board, an officer is absent or an officer role is vacant, then the first order of business before any other matters are discussed will be to find a substitute for the duration of that meeting. Any present and eligible board member may apply to temporarily fill any role, which the other present members must then decide upon. That role is then returned to the previous holder at the conclusion of the meeting, or vacated if the role was empty at the start of the meeting.

Section 7 – Leadership Board Members-at-Large: Non-officer members of the Leadership Board may be referred to as Members-at-Large. The Bicycle Tree shall seek to include members who possess particular skills, background, and experience relevant to the purview of the Leadership Board. The Project Director is to be a Leadership Board Member-at-Large by default.

Section 8 - Election, Term, and Vacancy of Leadership Board Members-at-Large: Leadership Board Members-at-Large may be elected following the same procedures as those used for electing Leadership Board Officers. The Leadership Board may also select interim Leadership Board Members-at-Large who may act in full capacity as Leadership Board members until they are ratified or rejected at a meeting of all Core Members according to a regular vote.

Section 9 - Continuity: Upon adoption of these bylaws, what was previously called the Leadership Committee is now referred to as the body of all Core Members. All established, qualifying members of the Leadership Committee are automatically instated as Core Members. Qualifying Non-Voting Members shall be instated as General Members. Following the instatement of the Core Members, the Core Members may then elect the Leadership Board.

 

Article VI – Project Director

Section 1 – Overview: SEE’s policies stipulate that each member Project must have a Project Director. If the Project Director is financially compensated as an employee, the Project Director is registered as an employee of SEE, and is subject to SEE’s employment policies and decisions. The Project Director has certain powers within the SEE organization, such as withdrawing funds from the Bicycle Tree’s account for authorized mission-related expenses.

Section 2 – Voting Powers: The Project Director is classified as a Core Member and Leadership Board Member-at-Large by default. As a Core Member and Leadership Board Member, the Project Director has voting powers equal to that of the other members. The Project Director shall be recused from voting on issues that may be considered a conflict of interest, such as those pertaining to the Project Director’s pay, benefits, and employment status, pursuant to our Conflict of Interest policy.

Section 3 – Responsibilities: The Project Director’s essential duties and responsibilities are described by SEE's requirements of all Project Directors, and all additional responsibilities are to be listed in the Project Director's job description filed with SEE. The Project Director is responsible for general oversight of the operations of the Bicycle Tree, seeking to fulfill the Bicycle Tree’s mission while maintaining the financial health of the organization.

Section 4 – Election, Term, and Vacancy: The Project Director position is held until vacated due to death, resignation, reassignment, retirement, termination, or recall. The Project Director may be recalled by no less than 75% of all Leadership Board Members or of all Core Members. A new Project Director may be selected only after nomination by any Core Member and approval by 75% of all Leadership Board Members. The Leadership Board’s choice of Project Director is ultimately subject to the authority of SEE.

Article VII — Committees 

Section 1 – Committee Formation: The Leadership Board may create or approve standing (permanent) and ad hoc (temporary) committees as needed. Generally, the goal of committee formation is to allow for members to focus on specialized tasks when it is not necessary or appropriate for all members to be fully engaged in such tasks. Each committee must have written guidelines, which include, at a minimum, its purpose, membership criteria, membership list, meeting schedule, and the specific responsibilities of its members, including the responsibilities attributed to its Chair or any other role. When a new committee is formed by the Leadership Board, the Leadership Board must also designate the interim Chair of that committee. Each committee must subsequently nominate a Core Member to be its Chair, to be approved by the Leadership Board. The responsibilities for all committee Chairs are outlined in Section 4 of this Article; the additional specific responsibilities of each committee Chair should be described in each committee’s guidelines. Unless stipulated otherwise in a committee's guidelines, all Bicycle Tree members are eligible to apply for membership in any committee.

Section 2 – Committee Decision-Making:  Within committees, equal voting power is held (only) by committee members who are Core Members. Once established, each committee is responsible for approving its members, nominating its Chair (to be approved by the Leadership Board, or otherwise designated by the Leadership Board), and deciding upon issues that the Leadership Board has designated to be within the committee's purview. Committees may reach internal decisions according to the Bicycle Tree’s regular voting procedures and then make recommendations to the Leadership Board if a final vote is required or otherwise appropriate. The decisions reached within committees are always subject to the review and authority of the Leadership Board as a whole. Committee meetings are private to committee members and guests approved by the committee Chair unless indicated otherwise in the committee's guidelines.

Section 3 – Committee Member Responsibilities: Each member of any committee is expected to do the following:

  • Adhere to committee guidelines.

  • Participate in at least 50% of committee meetings (or more as designated by the committee's guidelines).

  • Contribute to the work shared by fellow committee members.

  • Actively maintain interaction with fellow committee members, and find systems of communication that optimize access and effectiveness.

  • Attempt to match expectations with reality, communicating clearly about one’s capacity while working to meet mutually agreed targets.

Section 4 – Committee Chair Responsibilities: Each committee Chair shall carry out or delegate the following tasks, in addition to any specific responsibilities they have within the purview of that committee:

  • Ensure that the committee operates according to the Bicycle Tree’s bylaws, policies, and procedures.

  • Maintain a written list of committee members, noting who among them are Core Members with voting power within the committee.

  • Maintain the committee budget, if any.

  • Maintain the committee task list.

  • Serve as the primary liaison between the committee and the Leadership Board.

    • Effectively communicate to committee members the requests, questions, recommendations, or other relevant expressions of the Leadership Board.

    • Provide verbal and/or written committee reports to the Leadership Board as requested or appropriate, sharing any decisions, findings, accomplishments, challenges, needs, or other information with the broader leadership.

  • Coordinate and facilitate committee meetings according to the committee’s guidelines, and maintain meeting notes as appropriate.

  • Coordinate Committee event schedules and budgets with other Committees.

  • Provides initial approval for guests to attend meetings.

Section 5 - Committee Chair Election, Term, and Vacancy: Unless otherwise designated within these bylaws, by the Leadership Board, or by committee guidelines, Committee Chairs are to be nominated by the Core Members who are members of that committee. An uncontested nomination may occur according to a regular vote of the Core Members of a committee following a private discussion of all Core committee members that excludes the candidate. If there is more than one candidate interested in the position, a quorum of Core committee members shall use a basic, secret vote: each vote is cast anonymously, and the candidate who receives the most votes wins. Each candidate who is selected with this basic vote must then be publicly confirmed by no less than 75% of the voting members who are present (this step is unnecessary if the candidate already received 75% or more of the vote).

Chair terms last for one year from the date of their election to the role. Any position as an officer is held until vacated at the end of the term, or due to death, resignation, reassignment, retirement, termination, or recall. Chair positions may be held by the same person for more than one term. A Committee Chair may be reelected by a regular vote of the committee if no alternative is proposed and the officer consents to renewing their term. A Committee Chair may be recalled by a vote of no less than 75% of a quorum of the Leadership Board.

Section 6 – Standing Committees: Many tasks are a regular part of the Bicycle Tree's activities and are to be under the purview of specific Standing Committees. The Bicycle Tree's Standing Committees shall include the following:

  • Finance Committee

    • Purpose: The Finance Committee supports the Treasurer in providing oversight and reporting to the Leadership Board in all matters regarding the Bicycle Tree's finances.

    • Primary Tasks: The Finance Committee shall:

      • Gather, review and analyze financial data including, but not limited to revenue, expenditures, debts, balance, and other relevant financial data as needed.

      • Support the development of annual and mid-year budgets and program budgets.

      • Review and advise on fundraising efforts, including donations, events and grant seeking.

      • Strategize, advise, coordinate, and/or create opportunities with a focus on costs and anticipated revenues.

      • Find and apply for grants and coordinate follow-through as needed with other committees.

    • Finance Committee Chair: The Finance Committee shall be chaired by the Treasurer, unless otherwise designated by the Leadership Board. 

  • Shop Committee

    • Purpose: The Shop Committee shall provide oversight and report to the Leadership Board on all matters pertaining to operations occurring at the Bicycle Tree, with an emphasis on mechanical work and facilities maintenance.

    • Membership: All relevant mechanical paid staff are required to participate in Shop Committee meetings, unless determined otherwise by the Leadership Board. All regular mechanical volunteers are strongly encouraged to participate on the shop committee.

    • Primary Tasks: The Shop Committee shall:

      • Set, maintain, and review all internal shop mechanical practices and repair documentation, including safety and bike repair procedures.

      • Provide oversight and reporting regarding inventory of parts and repair supplies.

      • Review the roster of paid and volunteer mechanics and ensure proper coverage at all times.

      • Review the shop layout and suggest and enact minor adjustments.

    • Shop Committee Chair: The Shop Committee shall be chaired by an appropriate senior staff member, unless otherwise designated by the Leadership Board.

  • Communications Committee

    • Purpose: The Communications Committee will be responsible for setting guidelines, providing oversight and reporting, and creating materials and content in all matters regarding the Bicycle Tree brand identity and its internal and external communications.

    • Primary Tasks: The Communications Committee shall:

      • Set guidelines for all aspects of branding, which includes our logo, general graphic design, social media and newsletter communications, and shop signage.

      • Work with the Finance Committee in supporting outreach and communications with potential donors. 

    • Communications Committee Chair: The Communications Committee is responsible for nominating its chair. 

Section 7 – Subcommittees and Ad-Hoc Committees: Highly focused or temporary committees may form to carry out certain tasks. Typically, a subcommittee will report to the committee from which they derive. An Ad-hoc Committee reports to the Leadership Board.


 Article VIII – Codes of Conduct 

Section 1 – Non-discrimination: The Bicycle Tree does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition, marital status, veteran status, sexual orientation, genetic information or any other characteristic protected by federal, state or local law. Our commitment to this policy includes but is not limited to the hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and the public.

Section 2 - Member Code of Conduct: All members should act to further the Bicycle Tree’s Mission Statement in accordance with the Bicycle Tree’s Values, Vision, bylaws, and policies.

All members should behave respectfully toward others in any capacity in which they may be seen as representing our organization. The Bicycle Tree is to be a welcoming, accessible environment as described in Section 1 of this Article, and no member shall impinge on this objective. We do not tolerate intolerance.

Forms of conduct include but are not limited to: clothing, personal accessories, distribution of written material, and spoken words. Member conduct must conform to any applicable laws regulating the activity of nonprofit organizations, such as limitations upon expressions of support for elected officials or political parties. Note that expressions of opinions regarding policies or “political” issues are not generally prohibited, though any conversations should not impede or delay the regular course of Bicycle Tree activities nor cause unwelcome discomfort for those present.

Violations of the Member Code of Conduct are to be dealt with in accordance with the Disciplinary Procedure (Article IX).

Section 3 – Dress Code. The attire of active Bicycle Tree members should be safe, practical, and in accordance with Section 2 of this Article. For safety during bike repair activities, it is recommended that long hair be tied back, and members should wear close-toed shoes and clothing that allows for movement, and avoid wearing loose or dangling items that may get caught up in moving parts. For practicality, members may wear a Bicycle Tree T-shirt or other identifier during appropriate activities, and members should be aware that clothing is likely to get dirty and stained. For alignment with Section 2 of this Article, the attire of active members on duty may not express support of or opposition to a specific political party or elected official, or constitute discrimination or harassment in violation of Section 1 of this Article.

Section 4 – Visitor Code of Conduct: Visitors are defined as any non-member or non-volunteer participating in Bicycle Tree activities or otherwise within spaces occupied by the Bicycle Tree. Members may expect visitors to behave with basic respect toward all others during Bicycle Tree activities within spaces occupied by the Bicycle Tree. Visitors displaying conduct that harasses others, particularly with regard to characteristics listed in Section 1 of this Article, should be asked to cease such behavior. Members should seek to de-escalate conflicts while maintaining boundaries. If the visitor continues to display unwelcome behavior after being asked to stop, or is otherwise belligerent or threatening, a Core Member should ask the visitor to leave, preferably in cooperation with other members present. If a visitor does not comply with requests to leave or is physically violent, member actions should prioritize deescalation and safety. 

Section 5 – Intoxication: Alcohol and other intoxicants may not be consumed on the Bicycle Tree premises except as authorized by the Leadership Board for special events. "Intoxicated" shall be defined as having consumed alcohol or other substances that inhibit coordination and decision-making to a degree that violates established standards for the safe operation of a roadway vehicle. "Sober" shall be defined as having consumed very little to no alcohol or other intoxicants, with the equivalent of one alcoholic beverage at lunch defined as a boundary of acceptability. Visitors who appear to be intoxicated during public events or workshops may not use tools or equipment, and may be asked to safely leave the premises by a Core Member, preferably in cooperation with other members present. Members must be sober during any public or members-only work activities. Members or volunteers who appear to be intoxicated during public or members-only work activities must be dismissed for the day and must be asked to safely leave the premises, with assistance as needed. Smoking and vapes are prohibited from any indoor Bicycle Tree spaces.

Section 6 – Supplementary Policies: Interpretations of or additions to these Codes of Conduct may be adopted by approval of the Leadership Committee. Such policies should be included in the Volunteer Handbook and a version of them should be posted in a visible location within the shop.


 Article IX – Disciplinary Procedure

Section 1 – Initiation: Any member or volunteer may be considered for disciplinary action for violations of the Bicycle Tree's Code of Conduct. Typically, a perceived or alleged significant violation should be brought to the attention of one or more Core Members, who must then take appropriate action. Disciplinary action may include private conversation, group conversation, suspension, expulsion, or any other action deemed appropriate by a member vote.

Section 2 – Private Conversation: Private conversation should precede most instances where disciplinary action is considered. Private conversation should be adequate for minor missteps, including but not limited to: mechanical or educational technique, inappropriate language, intoxication, or inappropriate/offensive dress.

Section 3 – Group Conversation: Group conversation should take place when group input is sought in a disciplinary manner. It should occur in a closed meeting of Core Members and parties involved. Group conversation should precede most instances where suspension or expulsion are considered. Violations that may require group conversation include but are not limited to complicated events with multiple witnesses.

Section 4 – Suspension and Expulsion: If suspension or expulsion are considered as punitive action, proceedings must take place in a special meeting announced at least seven days prior that is closed to core members and parties involved. The recipient of punitive action should be given an opportunity to present their case unless their presence is deemed unsafe or inappropriate by the core members. Following thorough conversation, the case may be dismissed, or the person in question may be suspended or expulsed according to normal voting procedure. Those accused of violations may be automatically suspended until the case has been discussed. Violations that may be subject to suspension or expulsion include but are not limited to: theft, harassment, repeated intoxication, or a verbal or physical altercation. Felonious crimes, such as grand theft or sexual assault, that are alleged to have occurred in spaces occupied by the Bicycle Tree, to anyone associated with The Bicycle Tree, or to Bicycle Tree property, must be reported to the police, and those accused are automatically suspended pending legal proceedings.

Section 5 – Supplementary Policies: Interpretations of or additions to these Disciplinary Procedures may be adopted by approval of the Leadership Board and ratification by the Core Members.

 

Article X — Amendments 

Section 1 — Amendments Procedure: These bylaws may be amended according to the following procedure:

         Step 1: Notice of intent to propose an amendment to the bylaws must be made no less than four weeks before any alteration to the bylaws can occur. An amendment may be proposed as a general idea to the Leadership Board at a regular meeting. This is considered to be notice of intent to propose an amendment to the bylaws.

         Step 2: Specific amendments to the bylaws, worded exactly as proposed, must then be presented to the Leadership Board, either in printed form at a meeting or via email. This must occur no less than two weeks before any alteration to the bylaws can occur.

         Step 3: Any amendments to the bylaws must be approved by no less than 75% of all Leadership Board members and ratified by no less than 75% of a quorum of all Core Members. 

Certification

These bylaws were approved by no less than 75% of all voting members.