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# System prepended metadata

title: Practical plan for re-opening workshop for DIY repairs

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# Practical plan for re-opening workshop for DIY repairs

## General objectives
* Build plan / risk assesment and assess safety viability in July general meeting
* Develop practical steps we can communicate, and explore the ways we do teaching & peer learning
* Encompass concrete use cases such as the question 'Can mechanics invite guests in to work alongside them?'

## Members
Celia, Nomey, Tommo, Jess

## Risks
* Admin load of managing appointments / bookings / email requests
* Queue manangement
* infection by sharing tools
* infection by touching surfaces
* infection by airborne particles

## Purpose of planned solutions
* minimise risk of infection through airborn particles
* minimise risk on infection through contact surfaces and fomites
* ensure mechanics feel safe in the space
    * infection
    * lone working risks
    * unpredictable behaviour
* **This document is not a how-to, it is a policy on the underlying principles.**
* The precautions outlined are attempting to mitigate in multiple ways.  Should one rule be broken accidentally, the safety of the workshop will remain.

### Vague / possible Solutions (still to be explored)
* developing new teaching guidelines and being explicit about stepping back and give space to work. Step by step guides if required so customers know what to expect
* explore possiblity of using outside space - not discussed at this time - looking at key requirements for working inside for now.
* online training/support

## Planned solutions

### Workshop layout
* separate zones for customers, floor signage indicating that 1 person per area is permitted only.![](https://i.imgur.com/aKcR45u.jpg)
![](https://i.imgur.com/CLR2V7r.jpg)
* Wall mounted tools adjacent to zone 2 will be moved to another area to make shared access better, and give zone 2 more available worksurface.
* Between single use spaces, there is plenty of shared circulation space to give adequate access to parts, tool board etc.

## Tools, parts, etc
* each customer area has access to 1 set of standard tools - laid out or placed on a hanging board (rather than in a box) within the area.  This basic set of tools will be washed at the end of the appointment by mechanics on duty using a dilute bleach solution and a large washing basin and left on a clean rag to dry - we feel it's likely that the visitor may use any or all of this basic set, and they will only be available to one visitor at a time between cleanings.
* Other tools should be requested from a mechanic, can be passed to the customer in the desigated transfer zone, and returned when finished with to the cleaning station.  A mechanic can pick these up, wipe them down and return them to storage location.
* Parts and other items needed should be requested from a mechanic - customers leaving the designated areas should only do so when absolutely necessary, and with adequate communication.
    * In the case of large boxes, mechanic should retrieve a small selection from the larger box. 
* Only clean rags will be provided, all dirty rags will go in landfill and will not re-recycled. There will be plenty of blue roll available also.

## Using the trade counter
We accept people walking up (walk-up) to buy an item from the counter but we will not be able to accomedate them in the workshop.  If the person requires help we can book them into a session.

* area behind counter and area between counter and front door similarly delineated and limited with 1 mechanic and 1 walk-up customer respectively.
* clear screen to be installed around counter, and tensabarrier to separate trade conter customers from main workshop.
* On each shift one mechanic will do behind-the-counter work and the area behind the counter will accommodate only one person. *This is at the discretion of the mechanics on the shift. Can choose to both use and disinfect between uses.*
* Wipes and spray next to phone/counter.
* Cash handling risks mitigated by using an 'in' cash box for taking payments and an 'out' cash box for giving change. 'in' box will be quarantined for appropriate time

## Hygiene
* Keep all surfaces as clear and tidy as possible to avoid contamination.
* Hand sanitiser available at entrance and multiple locations. Ensure hands are cleaned upon entering the workshop and at regular intervals.
* Clean hands if handling over tools, parts, or doing a diagnostic process on the bike.
* PPE - purchase some new aprons, enough for a week's supply. Glove use is encouraged but not essential.  Hand washing is essential regardless of whether you are already wearing gloves.
* Aprons will be quaranined at the end of the session so that there is ~7 days until they are next used.
* Enforce mask use in the building for all appointment customers and mechanics as an imperfect but beneficial solution.
* No food should be prepared or consumed in shared spaces unless eaten directly from sealed packages.  Under no circumstances should food be shared.
    * Visitors may not bring food.
* How do we safely control access to toilets?
    * Wipe down surfaces after use: taps, flush, door lock, seat
    * Ensure plenty soap, handsanitiser, wipes, blue roll and disinfectant spray available. 
    * Add sign asking toilet users to wipe surfaces after use.
    * Punters need to ask to leave their designated area anyway so easy to control access


## Other things
**Use large blackboard out front to give expectations**
* Must have 2 mechanics to run a session. Strict restrictions on total numbers of people in the workshop: 2 mechanics, 2 members of the public 
* mechanic bubbles - fixed patterns of people working with each other
* Recommendation: do an m-check on the bike while the punter is washing hands / getting PPE on, before they take it to their designated area.
* Queue management for walkups: The mechanic closest to the door handles enquiries. If they need support or advice the punter need to book a session. If they need to buy a parts, we can serve them at the counter quickly. Spray paint on the floor outside where people should queue.
* Appointment accessibility: Stagger release of dates on Calendly: appointments become available 21 days in advance. 
    * Appointments are released throughout the day when a session is happening, so people who turn up and ask for an appointment can be acommodated by a mechanic using the same system in the same way anyone else would on their behalf. (No dummy bookings and admin is required)
    * Appointments will start at 1600 and 1800 and last for 1h45. No extensions will be available on the day.
    * If double bookings (2 successive sessions) get made, we'll let it happen for now and review if it becomes a problem.

## General session & booking info for calendly/cancellation policy
* Please don't be early - there is no space for you to wait inside, even during bad weather! Please ensure you remain 2 metres away from anyone else outside the workshop
* You must wear a mask in the workshop. Please bring a mask or face covering with you.  We have a limited stock of disposable masks you can use.
* Please let us know by email or cancel using the link in your confirmation email if you are unable to make your appointment for whatever reason.
* You will receive a text message reminder 6 hours before your appointment. Cancellations for any reason in the hour following this reminder will not incur any charge or penalty.
* No shows - if you do not turn up, and have not cancelled the session you have booked, and you have not let us know this by email, any further sessions you book in the next 2 months will be cancelled by us.
* Only bring another person with you if they are required to help you fix your bike, they should stay in the working space with you. No more than 1 additional visitor with you. Additional people cannot join your session with their own bike problems!
    * Let us know if you need to bring another person
    * If you come with your kids, or a freind with a second bike, we will turn you away.
* Do not bring food to the workshop.
* Please remember there is a high demand for the workshop - At present we are only able to accomodate critical/urgent repairs* Please only book multiple sessions if it's essential.  We expect most critical repairs can be done with the 1h45 session.
* Cash or bank transfer only. If possible, please bring cash in the denominations you intend to spend.
* Critical & Urgent repairs
    * Example of critical/urgent repairs:
        * repairing or replacing tyres, tubes, wheels and related components 
        * adjusting, repairing or replacing braking system components 
        * adjusting, repairing or replacing transmission system components (e.g. your gear mechanism or chain) 
        * repairing or replacing other essential parts that prevent the bike from being used safely
    * Example of work we cannot accommodate: 
        * Servicing hydraulic disc brakes, suspension systems, or electrical components
        * Upgrading parts which already work safely
        * Cosmetic changes to the bike
        * **We're offering this for people's main bike, that they use to get around for whatever reason (commuting shopping, leisure) not for second bikes or project bikes.**
* Please only book once per month unless essential.
* As part of booking, we will collect information for Track & Trace, which may be handed to government agencies in the event of an outbreak.

## Review

This plan to be reviewed 6 weeks after first reopening.

## [A Calendly account for pedallers](https://calendly.com/pedallers-arms)
(note that the main pedallers ['sessions' page](https://pedallers-arms.org/sessions/) will be used for publicity, with links to specific calendly events)

## Next steps
* Jess & Naomi - Draw up a draft workshop plan - minor amendments needed.
* All - review proposals in light of floor plan - **done**
* Test these guidelines - invite people we know - see how we would develop processes to take a closer look at a part or problem if required, or demonstrate a skill.
    * Mechanic to m-check bike while visitor is washing hands to become familiar with bike
    * There's a whole family of smaller problems if visitor cannot do the work themselves - workflow to be developed alongside known visitors.
    * We would like to invite the following regulars as a test:
        * Dick Sharp
        * 
* Naomi - buy some aprons - **done**
* **Once agreed - guidelines to be written up into easy-to-understand displays for mechanics and visitors + a script to use if required.** 
* naomi create signage - **done**
* Ben to arrange extractors.
* Buy masks - Ben?
* Jess - Plan and install additional safety hardware in workshop/counter - **done**
    * JF + HP to plan clear screen around counter - **95% done** - remaining tasks are desirable not essential
* More blu roll from Nisbetts - **done**
* Jess is going to design a system for separate cash in and out - **done**
