Meeting notes from 11/6/2015
Stefan and Heidi say yes to rental business for next year. Open Friday - Sunday. close at 4 if no rentals. Start time is 11.
Next year we are only going to use Bosch's. No throttle's.
Contact Whidbey Mag. early to promote for 2016.
Did rentals to sales? Stefan said yes to some degree. Gina reminded that customers noted their positive experience with the rentals and as a result are saving to purchase. These folks are in our system so will get newsletter when sales are happening, etc.
Our overhead expenses from Whidbey should be listed separately from Seattle expenses.
Rent
labor
insurance
postcards - one card ?
wear and tear on the bikes (loss of 20% if rental bikes are sold)
accessories
chamber of commerce - ask for only in the summer? Stefan will talk to them
damaged parts - parts replaced, getting bikes back to Seattle store ($200 in repairs)
paypal - Stefan will call paypal to see if our expenses are cut
business license fee - city of Langley
signage
misc. supplies - umbrella
office supplies
2 hour minimum is only for one free hour. Drew's list does not expired. Customers have to have seen drew's list but don't have to live on Island.
LEFT TO DO (HEIDI):
Find original insurance form that lists bikes numbers and serial numbers. Give form to Gina
Holiday cards - give to partners, thank them, update them. Heidi has in storage.
topic for email opt in on website
TASKS FOR NEXT YEAR
Work on Smart Waiver
Question for Stefan - Do we need to use credit card authorization form if we keep their card and license during rides?
Meeting notes from 10/19/15
Don't want to chip away about bike margin. Better to give away accessories like water bottles when promoting bikes.
Keep end goal in mind - SELLING BIKES and always being mindful of our local community! When people rent = a paid test ride.
Heidi will write newsletter for our island partners - I will deliver to the partners. Will include a coupon updates, etc.
First weekend in March - work the whole show. Put on FB too.
Next summer - only open Fri, Sat. Sun (perfect job for one person). Heidi offered it to me. Stefan may want to be out here on Fridays which would free me up to do tours?? I said I am definitely interested AND we need to check in as we get closer to summer.
Heidi is going back to Hawaii on Nov. 11th. Maybe things I can help with (office, house, etc.). Heidi will let me know before she leaves.
Local lending meeting happening on oct. 21st from 5-6:30 bayview cash store (bloom's). purpose = building relationships with local people.
Put safety/rental checklist page and the return checklist from bike record spreadsheet in smart waver
Meeting notes from 10/8/2015
1. SEB blog - via settings in WIEBR blog, made me a reader (Received)
2. Considering best communication between rental site and shop (Heidi will let me us know what she decides)
3. Operations Manual - People need to be active
4. Go back to WILL (Whidbey Island Local Lending) meeting and report what happened our first year
5. Commons want us to come back. Stefan wants to do a weekly concert series in conjunction with the commons. If we sponsor, we can make an announcement.
6. Opening early didn't work. Start at 10 next season unless people make a reservation.
7. Make written document - people in charge at the commons with our staff contact info. - established protocol what to do if we need to reach each other.
8. make hard copy checklist for closing procedures for next year.
9. Stefan thinks we should do a weekly scheduled tour. Heidi thinks we should we should do both.
10. Use only Bosch mid drive for rentals.
11. Tips to purchase the best electric bike -- opti bike guy has one. People in store will work on it. This is what people get for subscribers.
12. Tours need to be run by an employee to be covered by company insurance. Heidi says Gina can build tours while hosting rental site when it is quiet.
13. Announce where we are going to be on FB, etc.
14. short term project for me - retail booth at March bike event. 5th and 6th, downtown seattle, football, qwest field, 10-5 on sat 10-4 on sun. Seattle Bike Seattle.
15. Gina needs two week notice before closing.Heidi said she would unless business needs to be closed down because policies are not being enforced.
16. Heidi can post in blog about Brian contacting me. I can put in WIEBR blog - ask Heidi to add to Seattle shop to do list. Look at gmail calendar to see when Brian is in shop. For questions, contact:
Jonathan for technical/mechanical questions
Brian for admin stuff
David for rental bike Seattle shop interface
17. Can always have Jonathan and Stephan call customers if I don't know questions
18. Put in operation manual about completing all of forms. Put an X on parts that people need to sign/initial.
For Meeting on 10/8/2015
Farm Tour
-impressions of crowd at Bayview and Tilth
Going forward with tour service--next steps.
Other plans for next year and begin time-line; always align with SEB calendar, plans, and marketing approach
Add to Operations Manual that WIEBR employees should always be up-to-date with SEB by checking out the SEB facebook page and website, product offerings on the website as well as blog posts. Also WIEBR review SEB staff blog in blogger, so need to give access. (done, added by Gina to OP on 10/8/2015)
Meeting on 9/20/2015
Look at keys, locks, chargers log format for use-ability. Need more clarity than list on blog post from 9/20/2015
Review Operations Manual so far and next steps.
Review rental documents and evaluate use from this year.
Ideas for next year:
See farm tour blog post
Local raffle (win the use of a bike for a month - have rent me sign on it with our number) or big giveaway in auctions where lots of rich people attend (Whidbey Institute or Country Club)
Get someone prominent on the bike - Pam Schell, Alina Frank or Penny Cabot - and advertise liberally. Asked Ross Chapin and Craig Weiner who said they will return
Take B and B on 6th up on their offer to have our bikes on their lawn.
Get fliers out to all the Air B and B's and VRBO's
Offer deal to Wild Women of Whidbey
Cut high end establishments with high end clientele a cut if their patrons buy a bike through exposure on their property
Meeting with Stefan:
Ask what topic to focus on for free document in exchange for their email
Gina recommends starting early (now) to prepare for spring
To do Gina:
Create spreadsheets for rest of bikes (done for 5, waiting to hear from Heidi for corresponding numbers, she recommended that I call the shop, I have left two messages)
move images into image folder under rentals (drive) (done)
Move key/lock/charger info . into a spreadsheet (done)
Enter info. from paper docs. into rental history spreadsheet (started)
Enter info. into light speed, tag as rental (done)
Right everything that happens in blog including names of people who rent and who tested with notes about their particulars. Only need names in blog, not what they rented. put this note in operations manual. (done)
End of Season report (this will help us record during the year) - many bikes rented, which ones, how many test rides (done)
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