Chattlab

This policy aims to provide a structured process for members to request project funds to support initiatives that contribute to the makerspace's goals and objectives.

Any member who identifies a need for project funds to support a specific initiative must initiate the request process.

The member shall fill out the “Project Funds Request Form,” providing details such as:

1. Project description and objectives.
2. Budget breakdown and justification. (Itemized listing of materials is encouraged)
3. Expected outcomes and benefits to the makerspace.
4. Timeline for project completion.
5. Additional resources required (i.e., support from other members or new electrical drop)

The completed form should be submitted to the designated area or individual responsible for managing fund requests.

Upon receiving the request, one or more board of directors will schedule a meeting with the requesting member. During this meeting, the member will present the project details to the board members. The purpose of this would be to get a better understanding of what is being requested, possible alternatives and other aspects that could affect final approval. Board members may ask questions and seek clarification on various aspects of the project. This information will be used to help explain to the rest of the board during the approval meeting so all the details are clear.

Following the review meeting, the board of directors will convene a separate meeting to deliberate on the request. The decision-making meeting will involve discussion on the feasibility, alignment with makerspace objectives, budget availability, and potential impact of the proposed project. The final decision on whether to approve or deny the request will be made by board of directors. If the request is approved, the member will be notified of the decision and provided with instructions on next steps. The board may elect to reduce or enlarge the amount based on their discussion. The board also reserves the right to make the purchases in stages based on success milestones of the proposed project. If the request is denied, the reasons for the decision will be communicated to the member, along with any alternative suggestions or feedback.

1. Requests should be submitted well in advance of the anticipated project start date to allow for thorough review and consideration.
2. Members are encouraged to provide comprehensive and clear information in their request forms to facilitate the review process.
3. Directors should evaluate each request objectively, considering its potential impact on the makerspace's objectives and available resources.

The final approval authority for project fund requests rests with the board of directors team.

Records of all project fund requests, including submitted forms, meeting minutes, and decision outcomes, shall be maintained for future reference and audit purposes.

This policy will be periodically reviewed and revised as necessary to ensure its effectiveness and alignment with the makerspace's goals and objectives.

The “Project Funds Request Form” template and any other related documents will be made available to members through specified channels.