Véloteer Warehouse Handbook

Welcome to the heart of Vélocity. The warehouse is where donated bikes arrive, get assessed, sorted, and rebuilt — and where the real volunteer community comes alive. Whether you’re here for your first night or your hundredth, this handbook is your go-to reference for how we do things.

One golden rule: when in doubt, ask. There’s always a Shift Manager or experienced Véloteer on hand. No question is too basic.

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1. Warehouse Purpose & Layout

The warehouse at 1502 Mt Vernon Avenue, Alexandria, VA 22301 (behind Eye2Eye Optometry and Al’s Steak House — gray door around back) serves four core purposes:

• Storage: Excess inventory that can’t be kept at the shops
• Education: A hands-on space for volunteers to learn bicycle mechanics
• Maintenance: Where donated bikes are refurbished and parts are sorted and stored
• Sales: Monthly Warehouse Sales open to the public

Warehouse Layout

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2. Safety & Policies

General Safety

• Keep floors clear — pick up miscellaneous items to prevent tripping hazards
• Keep walkways clear at all times, especially around bike stands and the repair area
• Know where the first aid kit is: red tool cabinet at the rear of the warehouse work area
• Be aware of standard bike service risks — sharp components, grease, and heavy frames
• Use care around bikes on the stands — only one Véloteer should be touching the bike at a time unless clearly communicated
• Properly clamp bikes in work stands so they do not fall (or damage the bike)
• Use care when removing hanging materials and secure when rehanging so they do not fall

Alcohol Policy

Personal Bicycle Storage

Storage of personal bicycles at the warehouse must be approved by the Business Manager (currently Mike Pattisall). Don’t assume there’s space — always ask first.

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3. Your First Night

Volunteer nights run regularly at the warehouse — check the Calendar or Meetup page for upcoming dates. Here’s what to expect when you arrive:

1. Complete and sign Véloteer waiver form
2. Get an orientation from the Shift Manager if it’s your first time
3. Pick a task — sorting, cleaning, refurbishing, or building
4. Ask questions freely — experienced Véloteers and the Shift Manager are there to help
5. Log your hours before you leave — don’t forget this step!

Volunteer Hour Milestones & Perks

Put in 10+ hours in the past 30 days and you unlock:

• 25% off new and used parts at Vélocity shops
• Cost + 10% access to our three wholesale suppliers (plus shipping)

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4. Volunteer Roles at a Glance

Vélocity runs on volunteers filling a wide variety of roles. Multiple volunteers can fill the same role, and volunteers often fill more than one. Here’s who does what:

Warehouse Roles

Role	What They Do	Current POC	Commitment
Warehouse Shift Manager	Communicates priorities; oversees bike processing; greets new volunteers; ensures closing checklist is completed; supports volunteer training	Mon: Tom Selsey & Tyler Brin Tue: Jin & Sepi Rezvani Thu afternoon: Stefan & Laura Thu eve: Joe Davison & Joe K.	3–4 hrs/week
Quartermaster	Orders parts and supplies; coordinates with Business Manager; assists with space improvements; reviews tool condition	Keith Bloom	4–5 hrs/month
Volunteer Coordinator	Recruits new volunteers; monitors retention; collects feedback	Elizabeth Senecal	4–5 hrs/month
Events Coordinator	Coordinates Warehouse Sales, Bike Rodeos, Donation Drives, and other events	Open	5–10 hrs/month

Shop & Communications Roles

Role	What They Do	Current POC	Commitment
Shop Volunteer Buddy	Welcomes first-time shop volunteers; provides shop introduction and orientation	Steve Walz	4–6 hrs/month
Social Media Contributor	Posts events and stories on Facebook, Instagram, and X; designs promotional materials	Kaitlin Bell	1–3 posts/week
Vélocity Spokesperson	Monitors public channels for inquiries; responds to public questions; maintains FAQ	Ben	~1 hr/week
Website Manager	Maintains and updates the Vélocity website; ensures features are functioning	Open	Varies
Grant Writer	Identifies and writes grants; monitors grant progress; reports to Development Committee	Marty DeVine	1–2 hrs/month
Bicycle Scholarship Coordinator	Coordinates scholarship candidates with partner nonprofits; arranges bike selection and follow-up	Marty DeVine	1–2 hrs/month
Bike Maintenance Class Instructor	Teaches Basic Bicycle Maintenance classes; develops curriculum; mentors supporting instructors	Primary: Jeremy Supporting: Open	3.5 hrs/class (~1/month)
Newsletter Editor	Gathers stories and accomplishments; publishes quarterly newsletter	Al Lampier	1–2 hrs/month
IT Administrator	Manages technology infrastructure; trains volunteers on technology	Adam	1–2 hrs/month

Board of Director Roles

Role	What They Do	Current	Commitment
Chairperson	Leads board; oversees operations and strategic planning; supervises staff; signs contracts; approves reimbursements	Keith Bloom	10–15 hrs/month
Treasurer	Manages finances; oversees bank accounts; prepares budget and financial reports	Hanna Do	5–10 hrs/month
Secretary	Manages meeting minutes, bylaws, and key documentation	Andy Fisher	3–5 hrs/month
Operations Committee Chair	Oversees operations activities; facilitates monthly meetings; develops policies	Steve Walz	2–5 hrs/month
Development Committee Chair	Manages execution of the Development Committee Strategic Plan	Open	Varies
Programs Committee Chair	Oversees events and programs; advises board on program status	Open	Varies

Interested in taking on a role? Talk to the Volunteer Coordinator (Elizabeth Senecal) or any Shift Manager.

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5. Bike Color Tag System

Pipe cleaners and survey tape on bikes communicate their status at a glance. Learn these — they’re essential for avoiding costly mistakes.

Tag	Meaning	What to Do
? Green pipe cleaner	Fully refurbished — checklist complete	Ready for sale or scholarship. Notify Shift Manager to inspect and approve.
? Purple pipe cleaner	Reserved for scholarship program	Do not sell. Should include recipient’s name if assigned.
? Yellow pipe cleaner or survey tape	Take apart — keep parts	Strip the bike. Check the tag for notes on which specific parts to keep.
? Red pipe cleaner	On hold — do not touch or sell	Leave it alone. Tag should include owner’s name and phone number.
? Pink pipe cleaner	Give away to Chosen Children Center	Do not sell. Set aside for donation pickup.
? Orange survey tape	Staff hold — do not fix or sell unless priced	Only sell if a price is clearly marked — sell for exactly that price.

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6. Sorting & Storing Donated Parts

Storage Standards

• Ideal: Free space available — this is our target state
• Full: No more items can be accepted in this location
• Overflowing: Items spilling into adjacent areas — needs immediate attention

Where Things Go

Item	Storage Location
Bicycles	Available rack space only — must be easily removable. Bikes actively in repair may be on the six permanent bike stands.
Recumbent bikes	Ceiling hangers only
Frames	Ceiling or wall hooks along the divide between left and right sides
Wheels	Curved hooks in the ceiling or the loft
Forks	Hooks on the walls on the left side of the warehouse
Rear racks	Hooks in the stairwell
Child seats	Nails on the rear wall in the loft
Tires	Storage arms on the rear left wall, and bins beneath them
Car racks for bicycles	Rear right corner of the left half of the warehouse

Inventory Review

The Business Manager coordinates inventory review sessions, usually on the first Saturday of each month from 9am to 1pm.

Ordering Supplies & Parts

Write your request on the paper on the clipboard so orders can be consolidated and tracked. The Quartermaster (Keith Bloom) or Shift Manager will coordinate with the Business Manager.

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7. Identifying Bicycle Parts

Knowing your parts is essential for sorting donations and refurbishing bikes. Here’s a guide to the most common components you’ll encounter at Vélocity.

Brakes

• V brakes — most common at Vélocity. Use noodles (curved metal guides). Require long-pull flat bar brake levers.
• Cantilever brakes — older rim brakes. Require straddle cables and short-pull levers.
• Side pull road brakes — used on drop bars. Require drop brake levers.
• Center pull road brakes — used on drop bars. Require straddle cables and drop short-pull levers.
• Disc brakes — not yet common at Vélocity.

When to Discard Brakes

• Parts missing
• Only one half of V brake or cantilever pair present
• Corrosion prevents arms from pivoting freely or springing back

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Brake Levers

• Long pull flat bar — used with V brakes. [Photo placeholder]
• Short pull flat bar — used with cantilever brakes. Shorter pivot-to-ferrule distance (1″ vs 1¼”). [Photo placeholder]
• Drop bar levers — usually short pull. [Photo placeholder]
• Integrated flat bar shifters (brifters) — brake lever and shifter combined. [Photo placeholder]
• Integrated drop bar shifters (brifters) — brake lever and shifter combined. [Photo placeholder]

When to Discard Brake Levers

• Parts missing
• Vélocity already has too many of that type

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Cranksets

• Square taper — most common at Vélocity. Square/diamond-shaped openings at the bottom bracket. [Photo placeholder]
• Splined spindle — splined openings interlock with bottom bracket. Most well-known: Octalink. [Photo placeholder]
• Two-piece with integrated spindle — spindle attached to one crank arm. [Photo placeholder]
• One-piece crankset — crank arms and bottom bracket as one piece. Often on cruiser bikes. [Photo placeholder]

Note: Confirm both crank arms are the same length. Bolted cranksets are higher quality than welded ones.

When to Discard Cranksets

• Teeth missing from chainring
• Teeth worn to a point (should be rounded)
• Square taper corners rounded from wear
• Pedal eye threads stripped
• Scraped, dented, or finish wearing off

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Derailleurs

Rear Derailleurs

• Short cage — preferred for smaller gear ranges (road bikes). [Photo placeholder]
• Long cage — preferred for large gear ranges (hybrid bikes). [Photo placeholder]
• Oversized pulley system — one pulley larger than the other; long-cage function in short-cage design. [Photo placeholder]

Note: Higher-quality rear derailleurs have a separate hanger. Lower-end versions have a built-in hanger.

When to Discard Rear Derailleurs

• Missing parts
• Pulley wheels don’t rotate freely and quietly
• Pulley wheel teeth worn down
• Arms don’t pivot freely
• Derailleur is bent (a bent hanger can often be bent back)

Front Derailleurs

• Top-pull — cable at top; routed under frame. Common on road bikes and older mountain bikes. [Photo placeholder]
• Bottom-pull — cable at bottom; usually routed over frame. Common on modern mountain bikes. [Photo placeholder]

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Handlebars

• Drop bars — road bikes. [Photo placeholder]
• Flat bars — hybrid and gravel bikes. [Photo placeholder]
• Riser bars — upright comfortable position. [Photo placeholder]
• Swept back bars — cruiser bikes. [Photo placeholder]
• BMX bars — riser bars with top cross bar. [Photo placeholder]

When to Discard Handlebars

• Rusty, bent, gouged, or finish wearing off
• Too heavy (steel instead of aluminum)
• Bar ends splayed too wide for brake levers or grips
• Vélocity already has too many of that type

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Gear Shifters

Index shifters click from gear to gear. Friction shifters have no clicks.

• Trigger shifters — separate levers for thumb and index finger. [Photo placeholder]
• Thumb shifters — single lever; index or friction. [Photo placeholder]
• Bar end shifters — at handlebar ends; index or friction. [Photo placeholder]
• Downtube shifters — on the downtube near front wheel. [Photo placeholder]
• Grip shifters — twist to shift. Keep SRAM Grip Shift or Shimano RevoShift only; discard other brands. [Photo placeholder]

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Stems

• Quill stems — older; inserted into steerer tube; height-adjustable. [Photo placeholder]
• Threadless stems — newer; clamps around outside of steerer tube. [Photo placeholder]

When to Discard Stems

• Quill stem lacks expander bolt and/or stem wedge
• Threadless stem lacks clamping bolts
• Either type lacks handlebar attachment bolts/clamp
• Excessive corrosion

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Seatposts

Most common diameters: 27.2mm (road), 30.9mm (mountain), 31.6mm, 34.9mm. Lengths vary widely.

• Built-in saddle clamp — most road and higher-end bikes. [Photo placeholder]
• Separate saddle clamp — lower-end version. [Photo placeholder]

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Tires

Size is stamped on the sidewall. ISO format (most reliable): width mm × diameter mm, e.g. 32-622.

Common Adult Sizes

• 700C / 622mm, 23–32mm wide — road bikes
• 700C / 622mm, 32–50mm wide — hybrid and gravel bikes
• 26″ / 559mm, 1.5–2.4″ wide — mountain and cruiser bikes
• 29″ / 29er — mountain, gravel, hybrid bikes

Kids’ Sizes

8″, 10″, 12″, 14″, 16″, 18″, 20″, 24″

When to Discard Tires

• Worn-out tread
• Holes, tears, or exposed casing
• Cracks or dry rot in sidewall
• Vélocity already has too many of that type

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Saddles

• Road bike saddle — long, narrow, minimal padding. [Photo placeholder]
• Hybrid bike saddle — shorter nose, wider tail, more padding. [Photo placeholder]
• Comfort saddle — short, wide, thick padding. [Photo placeholder]
• Cruiser saddle — very wide, often with springs. [Photo placeholder]
• Kids’ saddle — smaller; sometimes with seatpost attached. [Photo placeholder]

When to Discard Saddles

• Rip in cover
• Cover or rails detaching from base
• Excessive weight
• Gel oozing from cushion

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Pedals

• Platform pedals — flat, no shoe attachment. [Photo placeholder]
• Platform MTB pedals — pins for extra traction. [Photo placeholder]
• Clip-in pedals — cages and straps. [Photo placeholder]
• Clipless pedals — snap into shoe cleat. Road = triangular, single-sided. MTB = smaller, double-sided. [Photo placeholder]
• Dual-sided pedals — platform one side, cleat attachment other. [Photo placeholder]
• Folding pedals — platform rotates for compact storage. [Photo placeholder]
• Kids’ pedals — smaller, ½” axle thread (adult = 9/16″). [Photo placeholder]

Identifying Left vs Right

• Right pedal: standard thread — clockwise to tighten
• Left pedal: reverse thread — counter-clockwise to tighten
• Many pedals marked “L” and “R” on the axle end
• Some left pedals have parallel grooves scored into the axle

When to Discard Pedals

• Missing the complete pair
• Pedal doesn’t rotate freely
• End cap missing

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8. Refurbishing Bikes

Refurbishing donated bikes is the core work of the warehouse. Every bike that leaves here reflects on Vélocity — so we hold our work to a high standard.

Quality Standard

Bikes intended for scholarship recipients should look as close to new as possible. Remove surface rust with steel wool and scrub wheels in the sink with brushes. Every bike we give away should make the recipient feel valued.

Bike Repair Checklist

Every bike being refurbished must have a Bike Repair Checklist attached to it at all times while work is in progress. The checklist guides volunteers through thorough refurbishment, communicates status between mechanics, and helps triage which donated items are worth keeping.

Checklist Guidelines

• Remove any existing pricing from the bike before you start — rubbing alcohol removes white marker ink
• Check off every item as you complete it — both checkboxes and bullet points
• Clean bikes thoroughly including the underside; inspect all parts for damage, wear, rust, and corrosion
• Replace parts as needed using warehouse inventory; grease threads of all replacement parts
• Write notes for anything the next mechanic needs to know
• Put all tools, spare parts, and bins away when not in use
• Attach the checklist to the bike at the end of every shift while work is in progress

When the Checklist is Complete

• Twist a green pipe cleaner around the bike’s handlebars
• Let the Shift Manager know so they can inspect and approve the bike
• Scholarship bikes: keep the checklist with the bike for review before delivery
• Bikes for sale: store the checklist in the designated drawer of the tool chest

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9. Warehouse Sales

Warehouse Sales are one of Vélocity’s most important community touchpoints and one of our biggest sources of revenue. Typically held on the third Saturday of each month, March through October, 9am to 1pm. Volunteers needed from 8am (setup) to 2pm (cleanup) — partial availability always welcome.

Scheduling & Publicity

The Events Coordinator (currently open — contact Operations Committee Chair Steve Walz) manages scheduling. Annual timeline:

• January/February: Add all sale dates to Google calendar (spokeperson@velocitycoop.org) and create Meetup events for the year
• Preceding month: Remind the board; Business Manager (Mike Pattisall) prices bikes; check whether Scholarship Coordinator (Marty DeVine) wants to place an Alexandria Times ad (board approval needed)
• 3 weeks before: Ask Social Media Contributor (Kaitlin Bell) to prepare an announcement
• 2 weeks before: Post Craigslist ad (Northern Virginia, “bicycles for sale — by dealer”); click “Announce” on Meetup event; send Meetup link to volunteer email list and Warehouse Slack channel
• 1 week before: Send reminders; check Instagram post still visible; confirm $100 in small bills will be in toolbox drawer by stairs
• Wednesday/Thursday before: If sign-ups are low, send one more call for volunteers

Setting Up

• Use code VEL to open the lockbox; retrieve key and put it back in the lockbox immediately
• Pull up garage door and wrap chain around hook
• Place Vélocity teardrop flag on Mt Vernon Ave sidewalk
• Get four A-frame supports from the loft; set up two horizontal poles for displaying bikes
• Right pole: fully refurbished bikes (green pipe cleaners)
• Left pole: other potentially appealing bikes
• Use bike racks for additional bikes, especially children’s bikes, between the poles
• Remove bikes from repair stands; save and keep checklists with each bike
• Set up folding table near bathroom; run extension cord for iPad and Square reader — Square reader loses connection outside
• Open iPad; start a drawer in Square with the starting cash amount
• Designate one volunteer to manage cash payments

Important: Leave space for vehicles to drive past. Don’t let bikes lean against the wooden fence. Move scholarship bikes (purple pipe cleaners) to a clearly marked “Not for Sale” area.

Conducting the Sale

• All bikes sold as-is. Work was done by amateur volunteers — Vélocity recommends customers have bikes evaluated by a professional mechanic
• Priced bikes: prices are negotiable (91% isopropyl alcohol removes white marker). Help customers remove it
• Do not sell red pipe cleaner or orange survey tape bikes unless a price is clearly marked — sell for exactly that price
• Do not hold bikes for customers to return later — they must take purchased bikes with them
• Do not offer repairs — but customers may use stands and tools on bikes they’ve purchased
• Parts pricing: most small parts $5 each or $5/pair (brakes, shifters, pedals); racks and wheels usually $10
• Inner tubes: $10 new in box; reduce price if old or compromised
• Balance bikes for small children are free — customers encouraged but not required to return when done
• Ask customers how they heard about the sale — use responses to guide future publicity

Cleaning Up

• Retrieve flag from sidewalk and put it away
• Return bikes to repair stands with their checklists
• Return scholarship bikes moved outside back into the warehouse
• Put away all bikes, racks, A-frames, and poles
• Return iPad and Square reader to rear right corner; plug in
• Check Square Reports for bikes sold and total revenue — share with volunteers as a thank-you; report at next board meeting
• Count cash and verify against Square drawer report
• Put cash in an envelope labeled with amount, date, and “Warehouse Sale.” Email Business Manager (Mike Pattisall) with location
• Fold table; coil and store extension cord
• Turn off stereo, fans, ultrasonic cleaner (leave plugged in), and compressor (open release valve then close)
• Turn off all lights — both sides, loft, and bathroom
• Set thermostat to 45°F if heater was running
• Roll down garage door and cinch chain
• Lock the hinged door on your way out

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10. Closing the Warehouse

Nightly Closing Checklist

• Pick up all miscellaneous items from the floor
• Attach bike repair checklists to all bikes in progress
• Clear all benches — tools, parts, rags away in designated spots
• Ask all volunteers to log their hours
• Communicate upcoming events and opportunities
• Drain the air compressor
• Check parts cleaner powers off by 9pm — turn off manually if not
• Bring in the Vélocity flag
• Turn thermostat down to 55°F
• Close bike storage room doors in winter
• Make sure nothing outside the warehouse is left unlocked
• Turn off all lights — both sides, loft, and bathroom

Regular Activities (At Least Monthly)

• Remove full trash bags and large boxes
• Clean toilet and sink; replace hand towel
• Sort donated parts; store in designated locations
• Store donated wheels and tires
• Submit supply requests to Quartermaster or Business Manager
• Request metal recycling pickup from Business Manager when bin is full
• Sweep the floor

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Quick Reference

Screenshot this for your first night.

Pipe Cleaner Color Codes

Color	Meaning
? Green	Fully refurbished — ready for inspection and sale
? Purple	Scholarship bike — do not sell
? Yellow / survey tape	Strip for parts — check tag for specifics
? Red	On hold — do not touch or sell
? Pink	Donate to Chosen Children Center
? Orange survey tape	Staff hold — only sell if priced, at marked price only

Key Contacts

Need	Contact
Parts/supplies orders	Quartermaster (Keith Bloom) or Business Manager (Mike Pattisall)
Space/equipment issues	Quartermaster (Keith Bloom)
Volunteer questions/feedback	Volunteer Coordinator (Elizabeth Senecal)
Operations/policy questions	Operations Committee Chair (Steve Walz)
Warehouse Sale coordination	Events Coordinator (open — contact Steve Walz)
General inquiries	spokeperson@velocitycoop.org · 703-549-1108

Nightly Closing — At a Glance

• ✅ Floor cleared
• ✅ Checklists on all in-progress bikes
• ✅ Benches cleared, tools away
• ✅ Volunteers logged hours
• ✅ Air compressor drained
• ✅ Parts cleaner off
• ✅ Flag brought in
• ✅ Thermostat at 55°F
• ✅ Storage room doors closed (winter)
• ✅ Everything outside locked
• ✅ All lights off