Best Start Up Kit - Tau Beta Pi

Startup Manual

February 2004

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The Bicycle Project of Tau Beta Pi

Start-Up Manual

Table of Contents

Section 1 Frequently Asked Questions.................................... 4 Section 2 Getting Started .......................................................... 6 “To Do” List Contents of Start-Up Kit Section 3 Working With A Bicycle Shop .................................. 7 Section 4 Collection/Distribution Avenues.............................. 7 Agencies Target Recipients Timing Sample Application.................................................... 13 Section 5 Advertising................................................................. 8 Sample Flyer ............................................................. 14 Section 6 Work Area/Storage .................................................... 8 Section 7 Safety/Maintenance Packets .................................... 8 Bicycle Record .......................................................... 15 Disclaimer and Release ............................................ 16 Section 8 Training and Production........................................... 8 Bicycle Repair Checklist ............................................ 17 Section 9 Operating Expenses.................................................. 9 Section 10 Funding .................................................................... 10 Sample Grant Request Packet ............................. 18-25 Section 11 Appendix – Sample Forms and Letters............ 12-25

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Section 1. Frequently Asked Questions • What is the name of our project?

The Bicycle Project of Tau Beta Pi • What is its purpose?

To refurbish used bicycles and work with local charities to distribute them to the needy.

• What, exactly, will we do to the bicycles?

Paint, replace seats, brakes, and chains – whatever needs to be done to make them operational and safe.

• Where do we find the bicycles?

In addition to donations from individuals, they come from the university, church, local police, or local charities. Kids usually want mountain bikes, not touring, unless they are nice. Give receipts to donors if asked.

• How do we advertise?

To solicit bikes when you first start up, ask around and put a notice on the electronic bulletin board at school. Also ask a local charity or police department for help.

• Do we pick them up or are they delivered?

Most of the time individuals will deliver the bikes, but agencies may not. • Where will we work on the bicycles?

Optimally on campus, if at all possible, or in close proximity. • What about storage?

This is always a challenge on campus. If a chapter works with local charities/churches, it can possibly store them there. Consider renting storage space.

• How do we train the volunteers to work on them?

Most trainers will be engineering students with the aptitude. One knowledgeable student will mentor the others with little knowledge about bicycles. Bikes will be put in an accessible area, hopefully on campus, where students and other volunteers can come in when they have time. It will be necessary to have a tool/parts bin from which volunteers obtain the parts.

• What should be in the tool/parts bin?

It should contain pumps, levers for tires, metric screwdrivers, metric allen wrenches, cable cutter, chain link remover, supply of handle grips, streamers, bells, horns, The Bicycle Project labels, tubes and tires as needed.

• What about extra parts?

Establish an agreement with a bike shop. • Will we put any kind of mark (sticker, label, note, etc.) with the bicycles to identify this

as a Tau Beta Pi project? Yes, a supply of stickers will be provided.

• Will we supply helmets?

Yes, plus a lock for the larger kid’s and adult’s bikes. Helmets may come from a bike

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shop, but you will find better prices at a discount store. If an agency or retailer has a program that gives helmets away within a community you should work with them. If needed, the school should provide a letter for tax purposes.

• Who are the end users?

Small kids; teens; homeless people; anyone in need who can’t afford to buy a bicycle. People who manage the programs for needy families know who are eligible to become recipients. HOWEVER, it is important that each individual perform a task in order to get a bicycle – the bike should not be simply given away. Kids may write an essay about why they want a bike or, if they are too young, they may draw a picture of themselves on the bike. Kids may also be given an opportunity to work on bicycles themselves. They also must fill out a form (sample included) indicating their age, sex, inseam, desired color and type of bicycle, etc. in order to match up the bicycles with individuals. Homeless adults could perform community service hours. The chapters can work with the referring agency to determine the number of hours.

• How do we get the bicycles to their end user?

Partner with homeless shelters, charities, or churches. Have a celebration with refreshments when the students present the bicycles to their owners. For each bike given away, recipient or legal guardian must sign Disclaimer and Release (sample included). Register the bicycles with the police department.

• How often do we give them away?

In the first year of the program, try to have 2 major giveaways. The chapters can determine the frequency in subsequent years.

• What are potential operating expenses?

The average cost including parts, tune-ups, helmets and locks will be ~$50/bike, less if helmets are discounted or donated.

• Will we receive any funding?

Each chapter must seek its own source(s) of funding, but receiving support should not be a problem. Ask the university for preliminary funding and apply for grants from local corporations. Many corporations set aside funding specifically for community service projects such as this. It may be possible to obtain in-kind support from local bike shops and instructions for routine repairs and maintenance. After a relationship is formed with a shop, students may be able to borrow specially needed tools or receive technical support for no charge.

• Is there a program already set up and running that does this?

Yes, the city of Scottsdale, Arizona, has a program called Handlebar Helpers; website address http://www.scottsdaleaz.gov/Assistance/handlebar/ where you can read about the program and even get some ideas. Also, the student section of ASME at Grand Valley State University in Grand Rapids, Michigan, has a program in full operation.

• What’s in it for students/chapters?

Students develop hands-on skills with small tools and gain knowledge about bicycle repair. They also provide a positive adult role model for at-risk youth, and benefit from a cultural exchange that comes from interaction with needy kids and the homeless. Having a party with the recipients becomes the “payoff” for the students––they have the opportunity to see the kids’ faces when they receive their bicycles.

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Section 2. Getting Started

“To Do” List Project Needs:

1. Visit bicycle shops a. Make list of shops in area b. Subjects to discuss:

i. Buying parts ii. Training students to make repairs iii. Helmets iv. Locks v. Streamers and baskets vi. Discounts – wait until after relationship formed

2. Talk to charities/churches for collection/distribution a. List of charities /churches in area b. Identify target population c. Develop recipient selection criteria d. Ideas on timing and place of distribution

3. Locate operation areas: a. Where can the work be done? On campus? b. Where to store the bikes, parts, and tools?

4. Identify funding sources a. Funding from university b. Corporate grants c. Sample grant request provided in this package and on TBP website

5. Obtain/create safety literature a. Samples enclosed (U.S. Consumer Product Safety Commission) b. Other sources of material (AAA) c. Chapter may create its own

Start-Up Tool Kit The following is a basic list of items for the start-up tool kit: Start-Up manual Bicycle pump – dual use Metric screwdrivers Metric allen wrenches Chain link remover Tire levers Cable cutter Bicycle repair manual

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Section 3. Working With a Bicycle Shop The search for a cooperative bicycle shop will probably begin by looking in the yellow pages and talking to other students for suggestions. Make a list of shops and divide up the task among several people if the list is large. Visit the shop(s) in person if possible and explain the entire scope of the project. Subjects to discuss with a bicycle shop owner who is willing to work with the chapter are:

• Tools–obtain suggestions for contents of a start-up tool kit. • Buying parts–this can either be done on an as-needed basis or by buying in bulk. Keep

list of prices of most needed parts. • Training–if needed, ask for assistance in helping a student develop a training session, or

even to conduct one. • Helmets–plan to give each recipient a helmet. Check to see if any organization in the

community gives away helmets. If not, will need to purchase. Ask about cost breaks for larger quantities. May do better at discount stores. (See page 8 for details.)

• Locks–plan to give one/bicycle, especially for older children and adults. Discount stores will most likely have better prices. (See page 8.)

• Streamers–girls like to dress up bicycles with streamers or a basket. Adults may need a basket. Rear baskets and racks work better than front baskets. Not a requirement.

• Discounts–in the pilot program at UAH, several bicycle shops declined to work with the students because other groups asked for too large of a discount. Would suggest forming a relationship with a shop prior to negotiating a discount.

Section 4. Collection/Distribution Avenues

Agencies Contact local churches and charities to see if they are equipped to support or participate in this type of activity. Established charities are able to screen potential recipients and should be familiar with the most needy and deserving families. Some possibilities are the Salvation Army, Interfaith Mission Services, and the Boys and Girls Club. Call the local police station to see if they have unclaimed bicycles to contribute.

Target Recipients

Recipient participation Those identified to receive a bicycle should participate in the process in some manner. For small children, suggest having them draw a picture showing themselves on the bicycle. For teens, suggest having them work on the bicycles (if feasible) or at least write an essay describing how they plan to use the bicycle. Since most of the adults receiving bicycles will be homeless, suggest requiring a number of community service hours to “buy” a bicycle. For all the recipients, the chapter will need measurements in order to match the correctly sized bicycle with the intended recipient. Use the form on page 13 for recipients to complete. It includes age, sex, height, inseam measurement, desired type of bike and color, etc.

Timing Bicycles can be made ready for Christmas or giveaways at any other time of year. The chapter should work with the agency to determine a timeframe.

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Section 5. Advertising The object of advertising for The Bicycle Project is to obtain bicycles for refurbishing. One method is to use an electronic bulletin board and flyers on campus and around the community to solicit bicycle donations. A sample flyer is on page 14. Once a work area is set up and training is in process, take pictures of the area, a training session, and work actually being performed. These photos can be used to enhance a written article for bulletin boards, and campus and local newspapers. If the chapter is working with a local church, charity or corporation, it can help with this activity. Local corporations may also have community affairs or public relations officers who can also offer assistance. Radio and TV stations generally provide public service announcements free of charge for this sort of activity.

Section 6. Work Area/Storage For the pilot program at Grand Valley State University and the University of Alabama in Huntsville, each was provided space in a high bay for work and storage, including bicycles, parts and tools. Any work area should be easily accessible to students and other workers while still being secure. In most cases, a representative of the chapter would meet with the dean of the college of engineering to discuss appropriate areas. Requirements: Ample room for storage, bicycle stand or some other device for holding the bicycle should be used. (Ropes suspended from supports in the ceiling have worked well in Huntsville.) Make sure that the area is clearly marked to spark interest.

Section 7. Safety/Maintenance Packets A safety packet will be given to each recipient and should include a lock, helmet, safety and maintenance brochures, a Bicycle Record and Disclaimer and Release forms. Locks Provide a good padlock and a heavy chain (5/16” alloy), available at most discount stores. WalMart sometimes donates small quantities of inexpensive items to community groups. Helmets You can purchase a good helmet at a bike shop or discount store for $25 or less, some being as inexpensive at $8.00. Helmets made after 1999 must meet the US Consumer Product Safety Commission standard, so look for a CPSC sticker. Many organizations offer discounts to groups (www.bhsi.org/cheapies.htm) and most helmet manufacturers have on occasion donated helmets for a project of this sort (www.helmets.org/links.htm#manufacturers.) When giving a helmet to a recipient, take time to make sure that the helmet fits properly. The helmet should be as low on the head as possible to maximize side coverage, and held level on the head with the strap comfortably snug. For excellent helmet information, visit www.bhsi.org. Safety and Maintenance Brochures Included with this manual are “10 Smart Routes to Bicycle Safety” brochures and “Sprocket Man” comic books, providing most everything one needs to know about basic bicycle safety. Order a free supply from the U.S. Consumer Product Safety Commission. (Call 800/638-2772, or order at www.cpsc.gov/cpscpub/pubs/343.html.) Allow 2 weeks to receive order. Bicycle safety publications may also be available from your local American Automobile Association (AAA) chapter.

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Bicycle Record/Disclaimer and Release The Bicycle Record, which provides documentation of the condition of the bicycle, must be completed by a chapter member. It must accompany the Disclaimer and Release form, which must be completed and signed by the new owner or parent/guardian. Keep the originals and give the recipient a copy. These forms must be completed before a bicycle can be released. Both forms can be found on pages 15 and 16 of this manual and can be downloaded from the web. (Chapter Resources)

Section 8. Training and Production Not all students who volunteer to repair the bicycles will have experience repairing bicycles. Hopefully, at least one member will have this expertise and will be able to conduct a training session. If no member can conduct a training session, then perhaps staff at a bicycle shop will be willing to do this. Volunteers should be taught how to assess the condition of the important parts of the bicycle and how to repair/replace them. Use the checklist on page 16 as a guide. It is important to maintain a checklist for each bicycle in order to avoid duplication of efforts and to ensure the safety of the final product. Make a schedule and distribute to all volunteers. Create a sign-in sheet to keep track of volunteer hours.

Section 9. Operating Expenses/Grant Proposal Budget Use the figures below to plan for the various stages of the project. For example, plan to spend approximately $100 for a start-up tool kit and $25.00 per bike for parts. The helmet and lock expenses reflect retail prices if you are unable to find donated items or obtain a discount. Include this table under “Budget Information” in grant proposals. You may modify the figures and chapter information.

Projected Budget for "The Bicycle Project" Tau Beta Pi, (XX X) Chapter Total Tools $ 100.00 $ 100.00 Cost per bike # of Bikes Logo Stickers $. .66 30 $ 20.00 Parts $ 25.00 30 $ 750.00 Tires Tubes Seats Chains Spokes Helmets $ 25.00 30 $ 750.00 Locks $ 10.00 30 $ 300.00 Total Budget $ 1920.00

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Section 10. Funding To get started, you will need several hundred dollars to purchase parts and tools, less if some tools are donated. Your chapter may be in a position to cover this expense. If not, there are usually several sources of funding from various university organizations, i.e. Student Government Association, engineering associations and the dean of engineering. A full grant proposal is probably not needed to request funding from these sources. Use the cover letter on page 18 as an example of how to structure your written request. To operate the program beyond start-up costs, you will need one to two thousand dollars. A good way to obtain this support is from local companies who may already have a relationship with your university and/or your chapter. The company’s website will usually indicate whether grants are available for projects such as this, usually under Community Relations. Application for funding is made by submitting a grant proposal. There are usually deadlines for these proposals and often, the company will provide an application. If not, you must write your own proposal. Beginning on page 21, you will find an example of a proposal submitted to General Dynamics by the Alabama Delta chapter at the University of Alabama in Huntsville for funding of its bicycle project. The proposal and samples of the cover and supporting letter can be downloaded from TBP’s website in the Chapter Resource section. The examples are provided as a guide only. Your situation will not be quite identical to the proposal. Most grant proposals are structured in the following manner: • Summary – Two or three sentences on the cover sheet, indicating who you are, what you plan to do

and how much money you are requesting. • Organizational Information – Information about Tau Beta Pi’s mission in general and information

about your chapter, including your service track record. Emphasize that you are local because companies tend to support groups doing work and located in their community, versus a national organization.

• Problem/Need/Situation Description – Convince the funder that you are aware of a need for this

service in your community and site agencies or charities that you have contacted who have offered support and collaboration on this project. Use data if possible and describe the need and situation in human interest terms also.

• Work Plan/Specific Activities – Describe what you plan to do in terms of who, what, where and

when. Name the organization(s) who have agreed to participate (church, bike shop) and also describe the recipients’ involvement in project.

• Impact of Activities – Describe what will change about the situation as a result of your program. • Evaluation – Explain how you will know if the program achieved the desired impacts. • Other Funding – Who else is funding, has been asked, or will be asked to help fund this project? • Future Funding – What will happen next year if this funder cannot support the program? • Budget – How much will the program cost? • Supplementary Materials – You may be asked to provide Tau Beta Pi’s IRS tax exempt letter, list of

board of directors, or your chapter’s annual budget. You can also attach your chapter’s brochure and Tau Beta Pi’s new informational brochure.

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Please contact Headquarters if you have any problems completing your proposal. On pages 18-25 are samples of a cover letter, letters of endorsement and a sample grant proposal. Some companies will not require a cover letter. Some small granting entities (university sources) may only require a letter. Proposals for larger sums of money should always include an endorsement letter from at least one of the agencies with whom you will be working, especially if that agency validates the need for such a program. You can download the documents from the website under Chapter Resources.

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Appendix

Sample Forms and Letters

Bicycle Application ........................................................................13 Flyer to Solicit Bicycle Donations ..................................................14 Bicycle Record (to accompany Disclaimer and Release) .............................. 15 Disclaimer and Release (to accompany Bicycle Record) ......................16 Bicycle Repair Checklist ................................................................17 Cover Letter for Grant Proposal.....................................................18 TBP Vice President’s Endorsement Letter ....................................19 Community Agency’s Endorsement Letter ....................................20 Grant Proposal Summary ..............................................................21 Grant Proposal .........................................................................22-25

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Application for Refurbished Bicycle

Date _______________

Name __________________________ Age ___________ Sex____________ Address __________________________________________________________ _________________________________ Phone___________________________ Height _____________ Weight ____________ Inseam _______________ Type of bicycle requested ___________________ Color_________________ Why do you want the bicycle? ________________________________________ __________________________________________________________________ __________________________________________________________________ How will you use it? ________________________________________________ __________________________________________________________________ __________________________________________________________________ The following information to be completed by agency staff. Referring Agency______________________________ Contact Person ___________________ Phone number _______________________________ Method of earning bicycle ________________________________________________________ Bike Application 02/2004

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Do you have an old bicycle just wasting away in the basement? Tau Beta Pi can take that bike, refurbish it, and give it to a child, homeless person, or family who would appreciate it. If you would like to donate a bicycle, money, or even some of your time to work on a bicycle, contact us at: [email protected] or call Michael at 256-259-1382 Remember: Donations may be tax deductible!

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The Bicycle Project of Tau Beta Pi Bicycle Record for (serial #): _________________________________________ (To accompany DISCLAIMER AND RELEASE) __________ _______________ __________ __________ _________ Make Model Wheel Size Color M/F

Safety Checked by ________________________ Date: _________________ Please initial and date next to each function:

________1. Frame/Forks Initial and Date

Clean No Damage Dropouts Aligned Straight

________2. Stem/Handlebars Initial and Date

Clean No Damage Stem/H-bar Tight

________3. Wheels Initial and Date

Straight Bearings Adjusted

________4. Tires & Tubes Initial and Date

Tires Good Condition Properly Inflated

________5. Headsets Initial and Date

Bearings Adjusted ________6. Seat/Seat Post Initial and Date

Clamps Tightened ________7. Bottom Bracket Initial and Date

Bearings Adjusted _

_______8. Crank Arms/Pedals Initial and Date

Left and Right Tight Threads Greased

________9. Chain Rings Initial and Date

Straight/Not Worn ________10. Brakes Initial and Date

Cables/Housing OK Brake Pads OK

________11. Chain Initial and Date

All Links Rotate Smoothly Proper Tension

________12. Shifters/Gears Initial and Date

Shifters OK Derailleur OK

________13. Safety Equipment Initial and Date

Reflectors on Front Reflectors on Rear

Bicycle Record 02/04

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THE TAU BETA PI ASSOCIATION, INC ________________CHAPTER

DISCLAIMER AND RELEASE CONDITION OF BICYCLE

By signing below, the recipient (“Recipient”) of any bicycle from __________Chapter of Tau Beta Pi (“TBP”) hereby acknowledges the bicycle is accepted in an “as is” condition with no warranties, expressed or implied, regarding the condition of the bicycle or structural soundness of its components. Recipient acknowledges that TBP acquired the bicycle from an unknown source, and that, although reasonable efforts have been made to ensure that the bicycle is in working order, no guarantees, representations, or warranties have been given to Recipient regarding the safety or other condition of the bicycle. Recipient further acknowledges that no guarantees, representations, or warranties have been given to Recipient with regard to the existence or adequacy of any features on the bicycle that would render the bicycle fit for night riding. Recipient hereby fully and forever waives any and all claims against TBP, its agents, employees, representatives, officials and insurers from any and all liability, which exists or may arise in connection with the use, operating and safety instruction received, or operation of the bicycle. Recipient acknowledges receipt of the inspection checklist and reaffirms its accuracy and the completeness and soundness of the bicycle according to the checklist. __________________________________ ________________________________________ Date Address __________________________________ ________________________________________ Recipient Signature City, State, Zip __________________________________ ________________________________________ Recipient – Print Name Telephone # Bicycle Description: ____________ ____________ ____________ Make Model Wheel Size ____________ ____________ ____________ Color M/F Serial #

If recipient is under 18 years of age: ______________________________________ _____________________________________ Parent/Guardian Printed Name Address (if not the same as above) ___________________________________ ___________________________________ Parent/Guardian Signature City, State, Zip ___________________________________ Telephone #

Disclaimer and Release 02/04

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For use during the repair process Bicycle Repair Checklist Prepared By: Michael Youngblood, Lee Foster, and Matthew Barron Bicycle Description (Make) Size Color (Please Initial and Date in Appropriate Box)

Activity Completed Not Needed Remove Fenders Clean Bicycle Inspect for Damaged Parts Repack and Adjust Front and Rear Bearings Repack and Adjust Steering Tube Repack and Adjust Bottom Bracket Repack or Replace Pedals Check for Excessive Dry-Rot and Clean Tires Check Tubes for holes Clean and Relube Chain Inspect Brake Cable and Tubes Inspect Derailleurs Ensure Aesthetic Appeal (Paint, Handle bar grips, Seat) Place Tau Beta Pi Sticker (only when all other tasks are completed)

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Cover Letter for Grant Proposal Date Corporate Sponsor Address Anywhere, USA Dear Contact at Corporate Sponsor,

The attached funding proposal is being sent in response to your company’s announcement of the availability of funds for community activity projects. I am a <discipline name> engineering student at <university name> and I am also the president of the <chapter name> chapter of Tau Beta Pi, the world’s oldest and largest engineering honor society. On behalf of my chapter, I am requesting <$ amount> to fund our new service project, which is to refurbish bicycles and distribute them to some of the area’s needy children and homeless.

Through this activity, named “The Bicycle Project of Tau Beta Pi”, engineering students will solicit used bicycles from the campus and local communities, make necessary repairs, purchase bike helmets and locks for the bicycles, and distribute the bicycles to the needy children and homeless population of the Hispanic community in our area. Distribution will occur through local charities and churches who currently serve the disadvantaged. We plan to use grant money to purchase bike helmets, locks, tools, and materials needed for repairs. Tau Beta Pi not only recognizes superior scholarship, but has a proud tradition of its members providing service and assistance to fellow students and organizations on campus and in the surrounding communities. Our chapter usually conducts at least <number> service projects each academic year. This particular project is attractive to us because several of our members are bicycling enthusiasts, familiar with bicycle repair and maintenance, and are excited about sharing this with the individuals who will receive bikes. Most engineering students enjoy the challenge of “fixing things”, so this project will fill a desire for hands on experience to compliment a heavy academic course load. My hope is that this activity will heighten my fellow chapter members’ awareness of and sensitivity to the problems of people in the neighborhoods near where they work and live. Through participation in a project such as this, future engineers can begin to demonstrate their responsibility as professionals to give back to the community. Thank you for your consideration of this proposal. Sincerely, <student president’s name> President <XX> Chapter of Tau Beta Pi <university name>

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Project Endorsement Letter from Tau Beta Pi Vice President Date Corporate Sponsor Address Anywhere, USA Dear <Name of Contact>,

The purpose of this letter is to acknowledge the attached proposal, and also to convey the approval and support of the national association of Tau Beta Pi for this community service activity “The Bicycle Project of Tau Beta Pi.”

As Vice President of Tau Beta Pi, I spearheaded the start-up of bicycle

refurbishing as the Association’s national project, in which all 227 chapters across the United States will eventually participate. I have worked with Tau Beta Pi since 1982, starting as a student chapter officer at the University of Alabama in Huntsville for three years, and then serving as a volunteer national official, a District Director, from 1985 until my installation as an executive councillor in 2002. I feel very confident that this Tau Beta Pi chapter will do an excellent job with this effort.

Sincerely,

Ellen Styles Proposal Manager General Dynamics Decision Systems Vice President, Tau Beta Pi Association

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Project Endorsement Letter from Community Agency (may have more than one)

Date Corporate Sponsor Address Anywhere, USA Dear <Name of Contact>, I would like to enthusiastically support The Bicycle Project of Tau Beta Pi. I have been closely involved with the families and children of this neighborhood for a number of years. A project such as this offers more than something material in the form of a bicycle. It also offers an opportunity for these children to glimpse what they could be through their interaction with the college students involved in this project. That glimpse of hope...that education could bring them to the point where their college student role models are...is so very important as they face a day to day struggle which often offers little hope. It is my hope that you will decide to fund this project. Sincerely, Ann Heerde, Youth Associate The Other Way Community Center

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Proposal Summary Tau Beta Pi Contact Information: Name: Ellen Styles Title: Proposal Manager, GDDS Huntsville Address: 6000 Technology Dr. Bldg. 6 City/State/Zip: Huntsville/AL/35805 Telephone Number: (256) 890-8719 (e-mail: [email protected]) University Contact Information: Name: <Advisor Name> Title: <Professor, XXXXEngineering> Address: <School Name, Department, Bldg., Room> City/State/Zip: <City, State, Zip> Telephone Number: <phone number> E-mail Address: <e-mail address> PROJECT NAME: “The Bicycle Project of Tau Beta Pi” BRIEF SYNOPSIS OF PROJECT: Members of the <Chapter Name> student chapter of the Tau Beta Pi engineering honor society at the <University Name> plan to refurbish used bicycles and distribute them through local charities to needy children and homeless individuals. An appeal will be made to university and community members to contribute any unused bicycles that they may have. Students will make all necessary repairs, and will provide a bicycle helmet, a lock, and bicycle safety information to each person who becomes a bicycle owner in this program. The money from this grant will be used to purchase helmets, locks, tools, and repair materials. Amount of Funding Requested: $ 2,000 Granted: ____________ Number of Student Volunteers: <estimate at least 20-30> Number of Community Recipients: <estimate about 25 - hopefully more> Project Starting Date: <September 15, 2004>

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Body of Proposal

“The Bicycle Project of Tau Beta Pi” - Summary Statement

The Hispanic community in Huntsville consists of poor, working class people of predominantly Mexican descent. Many families in this community struggle to pay for basics and have little left over for luxuries such as bicycles for the children. To a child, a bicycle can represent ownership and freedom, in addition to adding the benefits of physical exercise to his/her lifestyle. To needy adults, a bicycle provides transportation to a place of employment or a job interview. Several of the student members of the Tau Beta Pi chapter at the University of Alabama have a keen interest in bicycling and expertise in repairs and maintenance. Engineering students also generally have an interest in hands-on experience with mechanisms. Fixing bicycles appeals to that interest and provides valuable experience for later design work. Providing something useful such as working bicycles for the needy will satisfy the chapter members’ desire to provide a service to the community. In addition to the bicycle we would provide each child with a bike helmet, a lock, and a brief summary of bike safety and basic repair. Both the families involved and the students drawn into this program will benefit by it.

We plan to work with staff from the First Baptist Church and the Salvation Army, who will identify among their clients the appropriate recipients of the bicycles. This partnership will enhance the services they can provide to their clients. Considering these facts, this bicycle project will benefit all parties involved.

Organizational statement:

Tau Beta Pi is the national engineering honor society, founded in 1885 to recognize those who have displayed distinguished scholarship and exemplary character as students in engineering, or by their attainments as alumni in the field of engineering, and to foster a spirit of liberal culture in engineering colleges. The number of student collegiate chapters has grown to 227. The <Chapter Name> Chapter at the <University Name> was installed in <Year>. In addition to achieving high academic standards, our members, like all Tau Beta Pi student members across the nation, perform many hours of service each year not only for the university, but for citizens of the surrounding community. Tau Beta Pi has endorsed The Bicycle Project as its first national project and has encouraged its implementation by most every chapter in the country. A detailed start up manual has been created to insure the success of each new bicycle project. Our chapter has the expertise and interest to carry out an effective program. The Tau Beta Pi Association, Inc., is a 501 (c) 3 organization.

a.) Need Addressed: There are two major needs addressed by this proposal. The Hispanic community in which we will work includes many families who struggle

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just to meet the basics. First Baptist Church of Huntsville and the Salvation Army work with many families who find money for bicycles as hard to come by. Yet, for a child, learning to ride a bicycle can improve self-esteem, and ownership of a bike can foster independence and promote a healthier lifestyle. Our project will provide bicycles for these children and it will also provide them with safety equipment (helmets), basic safety rules, and instructions for the care of their bicycle. The second need, which is addressed with this proposal, is not as easy to identify because it involves the students and faculty of UAH developing an attitude of compassion and public service for and the local community involved in this project. The Hispanic community was chosen because it is growing within the Huntsville area, and yet they are the “forgotten needy” – many members of this community work in low-paying jobs but cannot communicate in English in order to complete forms for needed aid. Our hope is that as we become more involved with the children and families, we should be able to see how we can identify other needs that we may be able to address.

b.) Project Activities: To evaluate the feasibility of this project, we conducted an informal survey among friends and colleagues and discovered that many people have at least one bicycle that they would be willing to donate to a cause such as this one. We have located a space on campus where we can work and store the bicycles until we are ready to give them away. The Bike Works shop has agreed to provide repair training and act in an advisory capacity. We propose to work with the staff of First Baptist Church of Huntsville and the Salvation Army in the identification and distribution of the bicycles. Their staff is well acquainted with the families who we hope to serve through this program. We will solicit unused bicycles for this cause from the local and university community by posting flyers on bulletin boards and making public service announcements. Receipts for these donations will be provided so that we have records for each bicycle. One of the student members of Tau Beta Pi will teach a training class to other members. When we receive bicycles, we can begin. Based on our experience with past projects, the chapter will need a core of 4 or 5 students who make a significant commitment. In addition to this core group, a larger group of students will be able to “drop in” and work as they are able. This larger group could include as many as 30-40 students over a period of time. While some students work on repair, others can work on the preparation of the “owners packet” which will be presented to each new bicycle owner. The packet will include basic safety rules and also instructions for the care of the bicycle. Students will prepare this material in a way that will appeal to the age group of the new owners. The packet will also include a bike helmet and a lock to provide security. We propose that the children who would like to have a bicycle write a paragraph explaining why they would like to become bike owners. If too young, drawing a picture would satisfy the requirement. We could hold an essay contest in which the prizes would be all of the bicycles that are ready at a given time. This would enhance the sense of ownership for the children and would encourage them to write - a scholarly activity. It would also give them a link to

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the students who will be awarding the bicycles. The engineering students would participate with the churches and the engineering faculty in determining the winners and they would present the prizes in an appropriate ceremony. c.) Time Line: We will begin this project by December 15, 2003. (If funded, this is when we would begin to use funds, but we will actually begin this project within the month of September using our own funds.) We plan to participate in this activity as an on-going service project. After our initial bike repair seminar, we can begin repair as soon as we have bicycles. The project will continue as long as bicycles and supplies come in, students are available to work, and appropriate recipients are identified

The project will be ongoing throughout the year because the School of Engineering is a year-around program. This idea was proposed to the UAH students this summer and was received enthusiastically. Many of them are very interested and active in bicycling as a sport. The biggest challenge was getting started – finding a place to work on campus, tools, and a bicycle shop to provide parts and troubleshooting expertise. Once the program is set up, we believe that it will gain momentum and continue indefinitely as long as students are available and children would like bikes. . d.) Impact: This program is expected to positively impact all participants. Bike donors will be able to free up some storage space and contribute to a worthwhile cause. Several needy adults and children of the Hispanic community will own bicycles and they will have an opportunity to interact with engineering students. The opportunity for engineering students to act as role models - involved in an activity which reflects their professional interests in such a positive way - will benefit both the students and the children. This activity will also involve students in roles as university ambassadors, to foster goodwill between the academic community and the community at large, and provide a starting place for other service projects. e.) Evaluation of project: This program will be successful if we receive enough appropriate bicycle donations, if engineering students consistently participate in the refurbishing process, and if the agencies and recipients are pleased with the end product and the need for the bicycles continues. Student work hours will be tracked continuously to evaluate volunteer response. Another avenue of evaluation will be the response noted by the church staff. The individual effects on hearts and lives and attitudes of the engineering students and the children of the community will be difficult to measure, but we should be able to get a sense of this as we talk with the students, the children, and staff members who interact with both groups. Certainly informal discussions will occur all along and we will adjust the program to meet the challenges presented.

f.) Use of Funds/Budget: The requested $2,000 will be used to purchase tools, parts, bike helmets and locks. This will cost from $30-$60 per bicycle. Repair costs will depend on the extent of repair required, which is hard to judge in

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advance, but is usually not less than $15/bicycle. At $60/bicycle, we will be able to provide 30 bicycles, helmets, and locks with the proposed budget amount. If we receive additional funds, or if costs incurred are lower, we will be able to prepare more bicycles. We will attempt to obtain the best price for the supplies that we need. We will reserve $80 for a reception to accompany the first award ceremony. This will heighten the sense that something very special is happening. A proposed budget follows:

Projected Budget for "The Bicycle Project" Tau Beta Pi, (XX X) Chapter Total Tools $ 100.00 $ 100.00 Party $ 80.00 80.00 Cost per bike # of Bikes Logo Stickers $ .66 30 $ 20.00 Parts $ 25.00 30 $ 750.00 Tires Tubes Seats Chains Spokes Helmets $ 25.00 30 $ 750.00 Locks $ 10.00 30 $ 300.00 Total Budget $ 2000.00

g.) There is enough interest in this project that we will try it. If interest on the part of students and on the part of families in the neighborhood continues, we will continue. We have successfully managed fund-raising before and we could repeat those activities if we need additional funds in the future.

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