Bicycle Rental Reimbursement Request

[Tim Ackley]

Regarding the email the Board received today requesting a refund of the bicycle rental fee due to unusual circumstances...

My feeling is that this is an unusual situation, it is a reasonable request, and the financial impact is minimal.

Does a refund responding to this request create precedent? I don't believe it does. A decision to refund is a response to a specific, unusual situation. A one-off.

I feel that we should refund $75 as requested.

Your thoughts?

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

[Joe Mack]

Other than ‘the precedent’ issue, I am inclined to go the ‘kind’ route. I would like to ensure that precedent is not set. Tim, how do you see no precedent?

Joe

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[Tim Ackley]

I think we need further clarification.

Bike rental fees normally are billed in advance to secure a space. If so, this recent billing should cover 2026. She should be able to cancel prior to January 1 and receive a $60 refund.

I asked Rocio for clarification. Plus, I will review the bike rental policy.

Tim

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

To view this discussion visit https://groups.google.com/d/msgid/vauxofficers/CANX6OJQCreieR51o_uet0AbWWZ9kxJpQuJiLQ_LfwGM69affSQ%40mail.gmail.com.

[Joe Mack]

👍

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[Tim Ackley]

A review of the bicycle rental resolution yielded the following (from section 3.):

• "Annual rental fees are due on or before December 1 of the preceding year."
• "All fees are prepaid and non-refundable per the extent a user elects to cancel during a calendar year."

I think we have a path that is clear and avoids a discussion about precedent:

• The owner (or designate) cancels the rental before January 1 and is refunded the 2026 prepayment.
• No action for the 2025 rental fee (not mentioned in the request).
• No action for the partial payment in 2024 (or was it 2025?).

The requester could have meant 2025 vs. 2024 for the initial, partial year. Let's see what Rocio says.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

On Fri, Dec 26, 2025 at 12:36 PM Joe Mack <jmmc...@gmail.com> wrote:

To view this discussion visit https://groups.google.com/d/msgid/vauxofficers/CANX6OJQCreieR51o_uet0AbWWZ9kxJpQuJiLQ_LfwGM69affSQ%40mail.gmail.com.

[DIANA DREW-FLEMING]

I am in agreement with Tim and Joe.  Want to hear what Rocio has to say. 

I consider this a one-off without setting a precedent.  My justification is that this (and anything that follows) is on a case-by-case basis.  

Diana

Sent from my iPhone

On Dec 26, 2025, at 2:04 PM, Tim Ackley <tim.ack...@gmail.com> wrote:



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[Joe Mack]

I’m in support!

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[wor...@finitearts.com]

I’m in favor of kindness here — The Vaux BOD can always issue a “dispensation” without danger of precedent.

 

— Hal

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[Paul Block]

I agree with Hal.

-p

Sent from my iPhone

On Dec 28, 2025, at 11:57 AM, wor...@finitearts.com wrote:



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[Tim Ackley]

I dug the relevant facts out of the Kin accounting system. They are a response to the email thread Rocio initiated. I asked her to confirm.

Now that the facts have been sorted (Rocio should agree), I think the path forward is clear. 

Let's refund the full $75 and put this unusual issue to bed.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

To view this discussion visit https://groups.google.com/d/msgid/vauxofficers/2D58DEF4-93AC-421B-938E-3D2E2F4103A7%40gmail.com.

[DIANA DREW-FLEMING]

I agree — let’s be thoughtful

Diana

Sent from my iPhone

On Dec 28, 2025, at 1:10 PM, Tim Ackley <tim.ack...@gmail.com> wrote:



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