Proposals and decision making - open

This page was heavily influenced by Bristol wiki - Alan Scrase 25/9/20

Proposals

Date	Proposal no.	Title	Proposer	Status
25/09/20	01/20	Use this proposal form for future decisions	Alan	Open
Date	02/20	Example	Proposer	...
29/09/20	03/20	Redecoration	Dan R	Open
10/10/20	04/20	Extending the Metal Space	Alan et al	Open
Date	05/20	Title	Proposer	...

DRAFT Hackspace Proposals DRAFT

• N.B. If you have paid for goods or services on behalf of the Hackspace, send a PDF of the receipt (and guarantee) to the Admin team. You can claim the money by asking Marion or the admin team.
  

If you need help making a proposal: ask the Lead of the area (if appropriate), Admin Team, core member or another member

Aims and Objectives

Hackspace proposals are a method to put forward ideas that would impact on the Hackspace and its members - e.g. purchases, team projects, additional tools and equipment, furnishing the space.

Proposals should include:

 * Name of proposer
 * Date proposed
 * Title of proposal
 * Cost including delivery and on going costs,consumables etc 
 * A budget if applicable and how funded (e.g. Hackspace, pledge, grant, self funded ) 
 * Explain what your proposal is about (your chance to sell the story)
 * Why and how this would be good for the Hackspace/who would benefit 
 * State what they depend on in terms of resources and who will undertake any work needed
 * Any other implications or impacts such as fumes, safety, space, expertise needed to set-up and maintain
 * State what they depend on in terms of resources and who will undertake any work needed

Types of proposal

(to be discussed at special meeting 13 October 2020)

General decisions

- Day-to-day hackspace decision eg something that affects members but is minor in nature : Proposer plus member of Admin Team to approve. Lead maintainer should be consulted if possible

- General hackspace decision eg something that affects all members: Requires Wiki proposal (see below) and general member agreement with at least a week timescale and no significant objections. Lead maintainer should be consulted if possible

- Major hackspace decision eg something that affects all members and is significant in impact eg policies, moves, major changes: Requires Wiki proposal (see below) General membership consulted. Core Team makes the decision. Timescale appropriate to issue

Purchasing decisions

- H&S or proposal under £50 eg consumables or general supplies : Proposer plus member of Admin Team to approve

- Small purchase: total cost up to £100. Requires Wiki proposal (see below and general member agreement with at least a week timescale and no significant objection. Lead maintainer or core team member to be consulted if possible

- Medium purchase: total cost £100-£500. Requires Wiki proposal (see below) discussion and at least two weeks timescale or until 10 members agree and no significant objection. Lead maintainer or core team member to be consulted

- Large purchase: total cost >£600. Requires Wiki proposal discussion and at least two weeks timescale or until 10 members agree and no significant objection. Lead maintainer or core team member to be consulted

- Emergency decision : a quick decision can be made by proposer and Admin Team if a proposal has been agreed in principle and an item has become available eg Gumtree purchase that would be missed otherwise. Lead maintainer input if possible in time-frame

In the case of dispute or indecision, the Core Team have final say (at least 5 members) and may call a meeting if necessary

Principles of decision-making

• Decisions to be made in #decision-making channel in Slack and raised and recorded in the Wiki (extended discussion in appropriate channel)

• Any member can join #decision-making but those that choose not to effectively leave Hackspace decisions to those that do. It is possible to join and leave the channel depending on interest or capacity at the time.

• All members have the chance to contribute or comment within the time-scale

• Enough time to comment. Interested members should check in to #decision-making at least once a week

• A strong (reasoned) objection can carry more weight than several average agreements and vice versa

• The deadline provides the end point and defines actions from then on

• Core members and Lead Maintainers have final say in case of dispute or indecision

How to make a proposal

 - Write up the proposal on this Wiki. Confused as to how? Then follow this step by step tutorial!
 - Post to #decision-making on Slack.
 - Post a wiki link to your proposal on Slack
 - If your proposal is approved, proceed with the purchase or follow actions as agreed.

Funding

Proposals requiring funds.

Dependent on the scope and remit of certain proposals it may be appropriate for full or partial funding by Hackspace. Proposals should include an estimated budget ie money and/or other resources (backed by quotations, etc where appropriate) and a funding model.

Funding models may include:

 * fully funded by Hackspace
 * Pledge funded with partial split between Hackspace and supportive member backing 
 * fully member supported

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